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HRP11: Hazardous Chemical Management Procedure

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Section 1 - Purpose and Scope

(1) The purpose of this procedure is to ensure the management of risks associated with hazardous chemical management at Southern Cross University (SCU) are appropriately managed and controlled.  

(2) The purpose of this procedure is to ensure Southern Cross University’s management, employees, contractors, students, visitors and others are aware of the risks associated with hazardous chemical management in the workplace, management strategies and to provide advice on appropriate controls.  

(3) All employees, students and others including both independent contractors and contractors under SCU control are to be made aware of and follow this procedure.  

(4) This Procedure applies to all SCU Work Units and sites. The procedure aligns with WHS legislation in the relevant jurisdictions SCU operates in.  

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Section 2 - Definitions 

ADG Code 
The Australian Code for the Transport of Dangerous Goods by Road and Rail, as in force or remade from time to time, approved by the Transport and Infrastructure Council. The ADG Code is accessible at the National Transport Commission website www.ntc.gov.au  
Article 
A manufactured item, other than a fluid or particle, that is formed into a particular shape or design during manufacture and has hazard properties and a function that are wholly or partly dependent on the shape or design. 
Biological monitoring  
The measurement and evaluation of a substance, or its metabolites, in the body tissue, fluids or exhaled air of a person exposed to that substance, such as blood lead level monitoring.  
Combustible substance 
A substance that is combustible and includes dust, fibres, fumes, mists or vapours produced by the substance. 
Consignor 
A person or company that sends goods to someone, usually the person who is buying them: All goods are carried and stored at the risk of the consignor. 
Container 
Anything in or by which a hazardous chemical is, or has been, wholly or partly covered, enclosed or packed, including anything necessary for the container to perform its function as a container.  
Correct classification 
The set of hazard classes and hazard categories assigned to a hazardous chemical when it is correctly classified.  
Note: Part 1 of Schedule 9 of the WHS Regulation sets out when a hazardous chemical is correctly classified.  
Competent Person  
A person who has acquired through training, qualification or experience the knowledge and skills to carry out a function as prescribed in this procedure.  
Duty holder 
Any person who owes a work health and safety duty under the WHS Act including a person conducting a business or undertaking, a designer, manufacturer,  
Globally Harmonised System (GHS) 
The globally harmonised system for the classification and labelling of chemicals (GHS) is used internationally to standardise and harmonise the classification and labelling of chemicals. 
Hazard 
A situation or thing that has the potential to harm a person. Hazards at work may include noisy machinery, a moving forklift, chemicals, electricity, working at heights, a repetitive job, bullying and violence at the workplace. 
Hazard category 
A division of criteria within a hazard class in the GHS. 
Hazard Class 
The nature of a physical, health or environmental hazard under the GHS.  
Note: This includes dangerous goods.  
Hazardous area 
An area in which:  
An explosible gas is present in the atmosphere in a quantity that requires special precautions to be taken for the construction, installation and use of plant, or  
Combustible dust is present or could reasonably be expected to be present in the atmosphere in a quantity that requires special precautions to be taken for the construction, installation and use of plant.  
 
Hazardous chemical 
Any substance, mixture or article that satisfies the criteria for any one or more hazard classes in the GHS (including a classification referred to in Schedule 6 of the WHS Regulation), unless the only hazard class or classes for which the substance, mixture or article satisfies the criteria are any one or more of the following:  
acute toxicity—oral—category 5  
acute toxicity—dermal—category 5  
acute toxicity—inhalation—category 5  
skin corrosion/irritation—category 3  
aspiration hazard—category 2  
flammable gas—category 2  
acute hazard to the aquatic environment—category 1, 2 or 3  
chronic hazard to the aquatic environment—category 1, 2, 3 or 4 
hazardous to the ozone layer. 
Hazard pictogram 
A graphical composition, including a symbol plus other graphical elements, that is assigned in the GHS to a hazard class or hazard category.  
Hazard statement 
A statement assigned in the GHS to a hazard class or hazard category describing the nature of the hazards of a hazardous chemical including, if appropriate, the degree of hazard. 
Health and safety representative 
An employee who has been elected by their work group under the WHS Act to represent them on health and safety matters. 
HAZMAT Box 
Generally, a waterproof red box to house the chemical manifest.  Placed inside the boundary near outer warning placards and fitted with a 003 series lock for emergency services to access.  
Label 
Written, printed or graphical information elements concerning a hazardous chemical that is affixed to, printed on, or attached to the container of a hazardous chemical. 
Manifest 
A manifest is a written summary of specific types of hazardous chemicals with physicochemical hazards and acute toxicity that are used, handled or stored at a workplace. It contains more detailed information than a register of hazardous chemicals as its primary purpose is to provide emergency services organisations with information on the quantity, classification and location of hazardous chemicals at the workplace. It also contains information such as site plans and emergency contact details and must be stored in a red HAZMAT box at the front entrance of your place of work. 
Manufacture 
The activities of packing, repacking, formulating, blending, mixing, making, remaking and synthesising of the chemical. 
Mixture 
A combination of, or a solution composed of, two or more substances that do not react with each other. 
Person conducting a business or undertaking (PCBU) 
A PCBU is an umbrella concept which intends to capture all types of working arrangements or relationships. A PCBU includes a: 
Company. 
Unincorporated body or association, and 
Sole trader or self-employed person.  
Individuals who are in a partnership that is conducting a business will individually and collectively be a PCBU.  A volunteer association (defined under the WHS Act) or elected members of a local authority will not be a PCBU. 
Placard 
A sign or notice displayed or intended for display in a prominent place, or next to a container or storage area for hazardous chemicals at a workplace, that contains information about the hazardous chemical stored in the container or storage area. 
Placard quantity 
The quantity referred to in Schedule 11 of the WHS Regulation, table 11.1, column 4 for that hazardous chemical.  
Person with management or control of a workplace 
A person conducting a business or undertaking to the extent that the business or undertaking involves the management or control, in whole or in part, of the workplace. 
A person with management or control of a workplace does not include: 
the occupier of a residence, unless the residence is occupied for the purposes of, or as part of, the conduct of a business or undertaking, or a prescribed person. 
Prime Contractor 
A person or business who has been engaged and is responsible for a specific job, task or project. 
Reasonably Practical 
Reasonably practicable means that which is, or was at a particular time, reasonably able to be done to ensure health and safety, taking into account and weighing up all relevant matters including: 
  1. the likelihood of the hazard or the risk concerned occurring. 
  2. the degree of harm that might result from the hazard or the risk. 
  3. what the person concerned knows, or ought reasonably to know, about the hazard or risk, and ways of eliminating or minimising the risk. 
  4. the availability and suitability of ways to eliminate or minimise the risk, and 
  5. after assessing the extent of the risk and the available ways of eliminating or minimising the risk, the cost associated with available ways of eliminating or minimising the risk, including whether the cost is grossly disproportionate to the risk. 
Precautionary Statement 
A phrase prescribed by the GHS that describes measures that are recommended to be taken to prevent or minimise the adverse effects of exposure to a hazardous chemical or the improper handling of a hazardous chemical.  
Register 
Chemical register 
Risk 
The possibility harm (death, injury or illness) might occur when exposed to a hazard. 
Substance 
A chemical element or compound in its natural state or obtained or generated by a process: 
including any additive necessary to preserve the stability of the element or compound and any impurities deriving from the process, but 
excluding any solvent that may be separated without affecting the stability of the element or compound or changing its composition. 
Supply 
Selling or transferring ownership or responsibility for a chemical. 
Workgroup 
A group of employees is established to facilitate the representation of employees by one or more health and safety representatives. A work group may be all employees at a workplace, but it may also be appropriate to split a workplace into multiple work groups where employees share similar work conditions or are exposed to similar risks and hazards. For example, all employees on night shift. 
Workplace 
Any place where work is carried out for a business or undertaking and includes any place where an employee goes, or is likely to be, while at work. This may include offices, factories, shops, construction sites, vehicles, ships, aircraft or other mobile structures on land or water.  
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Section 3 - General Principles 

(5) SCU minimises the risks arising from the use hazardous chemicals to employees, students, and visitors to workplaces by:  

  1. Ensuring all employees have access to this procedure and will be inducted to the Work Health and Safety Management System (WHSMS). 
  2. Ensuring each Facility maintains an up-to-date hazardous chemical register.  
  3. Ensuring hazardous chemicals within each facility are assessed for risks with controls in place. 

Limitations 

(6) This procedure does not cover selection and guidance for use of personal protective equipment (PPE). Please refer to the applicable Safety Data Sheet (SDS). 

Consultation  

(7) SCU management and supervisors will ensure that consultation occurs with employees and managers who may be using or affected by the use of hazardous chemicals. The  employee must receive all necessary training and access to all Safety Data Sheets (SDS) that are available for use within the work unit. The duty to consult and provide an SDS applies to all contractors and others who may attend the site for works or training purposes.  

Information, Instruction and Training 

(8) It is the Work Unit responsibility to, so far as is reasonably practicable, ensure the provision of regular training, instructions, or supervision necessary to protect all persons from risks arising from work carried out as part of the conduct of SCU business.  

(9) The Work Unit must ensure the information, training, or instruction is suitable and adequate to address the nature of the work and the degree of risk, confirming employee, and others, and understanding and application of controls. The training should address the following:  

  1. the nature of the hazardous chemicals involved and the risks to the worker.  
  2. the control measures, how to use and maintain hazardous chemicals correctly as outlined in the Safe Work Procedure (SWP). 
  3. the selection, use, maintenance and storage of any personal protective equipment (PPE) required to control risks.  
  4. any health monitoring which may be required and the employee’s rights and obligations. 
  5. the labelling of containers of hazardous chemicals, the information that each part of the label provides and why the information is being provided as per the Globally Harmonised System and Code of Practice Labelling of Workplace Hazardous Chemicals. 
  6. the availability of SDS for all hazardous chemicals, how to access the SDS, and the information that each part of the SDS provides, and the work practices and procedures to be followed in the use, handling, processing, storage, transportation, cleaning up and disposal of hazardous chemicals. 
  7. Records of training provided to employees must be kept, documenting who was trained, when and on what. 

Work Unit Requirements 

Manifests and Placards 

(10) Each Work Unit in SCU must assess the quantities of hazardous substances and determine if they meet the threshold to place placards and maintain an up-to-date manifest as per the Code of Practice Managing Risks of Hazardous Substances. The Head of Work Unit will undertake this review in consultation with their employees. 

Work Unit Emergency Plans 

(11) Emergency plans need to be available if the quantities of a hazardous chemical used, handled, generated or stored at the site exceeds manifest quantities for that hazardous chemical; and if quantities do not exceed manifest quantities. 

(12) Emergency procedures need to be in place with employees trained in their implementation for each hazardous chemical used, handled, generated, transported or stored in the workplace. 

(13) The emergency plan should typically include: 

  1. potential emergency event/s the chemical may cause. 
  2. injuries that would be expected and their first aid. 
  3. When to escalate to emergency services 
  4. immediate actions to prevent escalation of the incident. 
  5. secondary actions to escalate the incident where it becomes uncontrolled. 
  6. responsibilities and resources needed to contain and manage the incident. 

Laboratory and Maintenance Work Area Requirements 

(14) SDS must be provided by suppliers if the product is known or considered to be hazardous or dangerous. Further, SDS are to be securely stored and easily accessible. Employees are to:  

  1. maintain control of ignition sources. 
  2. preventing the accumulation of flammable and combustible substances. 
  3. ensuring the provision of fire protection and firefighting equipment. 
  4. ensure emergency and safety equipment is readily available.  

Chemical Register 

(15) The Head of Work Unit must ensure that a register of hazardous chemicals at the workplace is prepared and kept up to date. SCU utilises ChemWatch as the system for maintaining a chemical register. ChemWatch must be readily accessible to employees involved in using, handling or storing hazardous chemicals and to anyone else who is likely to be affected by a hazardous chemical at the workplace. The register is a list of the product names, manufacturers, and quantities of all hazardous chemicals used, handled or stored at the workplace accompanied by the current SDS for each hazardous chemical listed. It must be updated as new hazardous chemicals are introduced or removed to/from the workplace.  

Safety data sheets (SDS) 

(16) The supplier or the manufacturer must provide the current SDS for the hazardous chemical when: 

  1. the chemical is first supplied to the workplace, and 
  2. if the SDS is updated or amended.    

(17) Work Units must ensure this occurs no later than when the chemical is first supplied at the workplace or as soon as practicable after it is first supplied, but before it is used at the workplace.  

(18) Work Units must ensure that the current SDS is added to ChemWatch and printed copies readily accessible to employees involved in using, handling, transporting or storing the hazardous chemical at the workplace and emergency service employees, or anyone else who is likely to be exposed to the hazardous chemical. 

Risk Management 

(19) All processes involving chemicals must be subject to  WHSMP02 - FOR - 06 - Hazardous Substances Risk Assessment prior to commencement followed by implementation of controls.  

(20) If there is a risk to health as identified in WHSMP02 - FOR - 06 - Hazardous Substances Risk Assessment prior to the work commencing (controls are to be implemented e.g. alternatives to those chemicals be found or the work not undertaken,or the task to be performed places an employee or others at higher risk, a risk assessment must be completed by the Work Unit. Please refer to WHSMP02: Hazard Identification, Risk and Opportunity Management Procedure for further guidance on conducting a risk assessment. 

Safe Work Procedures 

(21) The control measures you apply from the risk management process may change the way work is carried out. In these situations, SCU management and supervisors must consult your employees and develop safe work procedures, and provide your employees with training, instruction, information and supervision on the changes.  

Emergency response 

(22) The purpose of the emergency plan is to minimise the effects of any environmental or serious incident that may occur involving hazardous chemicals. Examples would be a loss of containment of the hazardous chemical leading to a spread of liquid or vapour through the premises and possibly into adjacent departments or public places. Emergency plans and first aid requirements must be reviewed and adjusted to prepare for potential incidents relating to hazardous chemicals on site. 

(23) If a pollution incident occurs, all necessary action should be taken to minimise the size and any adverse effects of the release. If the incident presents an immediate threat to human health or property, 000 must be immediately called. The relevant Environment Protection Authority must be notified. 

Emergency and First Aid Procedures 

(24) First Aid provisions must be provided in accordance with the SDS specifications. The Head of Work Unit is to ensure that where a hazardous chemical is used, the first aid items and systems match those stipulated by the SDS including: 

  1. the provision of first aid equipment. 
  2. that each worker has access to the equipment. 
  3. an adequate number of employees are trained to administer first aid or employees have access to an adequate number of people who have been trained to administer first 
  4. aid relevant to the chemical. 
  5. all employees have access to facilities for the administration of first aid. 

Spill Kits 

(25) Where necessary an appropriate spill kit which is compatible with the type and volume of spill in the area, which includes any necessary PPE must be readily available. Training in the use of the spill kit must also be provided as part on Induction and documented by the Work Unit. The spill kit must be kept up to date and monitored as part of the Workplace Inspection Checklist. 

(26) Spill prevention must be incorporated in the instructions for use of all substances using: 

  1. the advice provided in the SDS. 
  2. risk assessment conducted on the substance. 
  3. SWP’s are developed using the SDS and or WHSMP02 - FOR - 06 - Hazardous Substance Risk Assessment. 

(27) SWP’s must include advice on action/s to be taken in the event of a substance spill as defined by the SDS or any associated risk assessment. Spill Kits must be readily available at all locations where hazardous chemicals are stored or used. All relevant employees must be trained in the SWP’s and spill kit use. 

(28) A spill kit containing all equipment and PPE necessary to deal with spills or leaks, including absorbent material, neutralising or decontaminating material, and relevant SWPs must be maintained at all sites where hazardous chemicals are used or stored. 

(29) Any spills or leaks must be cleaned up immediately only if safe to do so for small spills depending on the chemicals, for large spills evacuate immediately i.e. break the glass in the red panels on the wall and call 000. Contaminated or damaged hazardous chemicals should not be returned to their original packaging, except for disposal or where this will not increase the risk. 

Health Monitoring 

(30) Health monitoring may be required for hazardous chemicals which are toxic or have other health hazards and risks.  For information and support on what on health surveillance contact the WHS Team or refer to the Code of Practice ‘Managing the Risks of Hazardous Chemicals in the Workplace and Schedule 14 of the NSW WHS Regulations. 

Storage and Compatibility 

(31) Quantities of hazardous chemicals should be kept to a minimum. Storage conditions specified in the SDS must be followed to ensure stability (e.g. maintain stabilizers or refrigeration, keep packages dry) and not above the manifest or placarding level. Hazardous chemicals may include requirements for separation and segregation by class type for all incompatible substances. This may require having a dedicated Australian Standard-approved cabinet for each type of hazardous chemical (depending on the quantity stored). 

Disposal 

(32) All chemical waste needs to be handled, stored, labelled, and disposed of safely following the instructions on the environmental legislation SDS and applicable environmental legislation as per the SCU Transport, Storage and Disposal of Hazardous Substances Manual. 

Complying with regulations and exposure standards  

(33) Work Units must ensure that no person at the workplace is exposed to a substance or mixture in an airborne concentration that exceeds the exposure standard for the substance or mixture. Air monitoring may be necessary to ensure that employees are not exposed to airborne concentrations above the chemical exposure standard. 

(34) Biological monitoring should be done by Work Units to assess a worker’s overall exposure to a hazardous chemical that can be absorbed through the skin as well as inhaled. An Occupational Hygienist can be contracted to perform such assessments. 

(35) Exposure standards do not represent a ‘no-effect’ level which makes exposure at that level safe for all employees, therefore Work Units should ensure that exposure to any hazardous chemical is kept as low is as reasonably practicable. This includes exposure to hazardous chemicals that do not have exposure standards, as they may still pose a risk to employees. Exposure standard, including those for non-threshold genotoxic carcinogens (NTGC’s) that have the potential to cause cancer at any exposure level, can be found at SafeWork Australia. 

Labels 

(36) Work Units must ensure that hazardous chemicals, the containers of hazardous chemicals are correctly labelled as per the GHS system and Code of Practice for Labelling of Workplace Hazardous Chemicals. Some labels do not contain all hazard information, for example, on some consumer product labels, some agricultural and veterinary chemical products, where the label is too small to fit all relevant hazard information, or when hazardous chemicals that are dangerous goods are labelled to meet transport requirements. SCU should refer to the SDS when reading a label to ensure all safety precautions have been taken and appropriate PPE is available. 

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Section 4 - Roles and Responsibilities

(37) Refer to WHS Responsibility and Accountability Statement.

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Section 5 - Records of Documentation  

(38) All relevant documentation will be recorded and kept in accordance with WHS Legislation and other legislative obligations including:   

  1. Pre-purchased hazard assessments 
  2. Hazardous chemicals risk assessments 
  3. SWP’s 
  4. Workplace Inspections Checklists 
  5. Training evidence 
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Section 6 - Revision and approval history 

(39) This procedure will be reviewed as per nominated review dates or because of other events, such as: 

  1. Internal and external audit outcomes. 
  2. Legislative changes. 
  3. Outcomes from management reviews. 
  4. Incidents. 
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Section 7 - References 

Work Health and Safety Act 2011 
Work Health and Safety Regulation 2011 (QLD) 2017 (NSW) 
Protection of the Environment Operations Act 1997 NSW 
Waste Reduction and Recycling Regulation 2023  
Environmental Protection Act 1994 Qld 
Managing Risks of hazardous chemicals in the Workplace Code of Practice. 2011 (QLD) 2022 (NSW)
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Section 8 - Related Documents  

WHSMP02 - FOR - 06 - Hazardous Substances Risk Assessment 
WHSMP02: Hazard Identification, Risk and Opportunity Management Procedure 
HRP06: Scheduled Substances, Hazardous Chemicals and Poisons Management
WHS Responsibility and Accountability Statement.
References to Australian Standards 
AS 1940:2017 Storage and Handling of flammable liquids, and 
AS 2243.2:2021 Safety in Laboratories, Chemical aspects and storage and 
AS/NZS 4452:1997 The Storage and Handling of Toxic Substances and 
AS 3780:2008 The Storage and Handling of Corrosive Substances and  
AS 4326:2008 The storage and handling of oxidizing agents 
AS/NZS 5026:2012 The storage and handling of Class 4 dangerous goods 
AS/NZS 4681:2000 The storage and handling of Class 9 (miscellaneous) dangerous goods and articles 
AS/NZS 3833:2007 The storage and handling of mixed classes of dangerous goods, in packages and intermediate bulk containers 
AS 2252.2:2009 Controlled Environments Biological Safety Cabinets Class II – Design. 
AS 4775:2007 Emergency Eyewash and Shower Equipment 
AS 4332:2004 The Storage and Handling of Gases in Cylinders 
AS 4267:1995 Pressure regulators for use with industrial compressed gas cylinders 
AS 4603:1999 Flashback arresters - Safety devices for use with fuel gases and oxygen or compressed air (Reconfirmed 2016) 
AS 1894-1997 The storage and handling of non-flammable cryogenic and refrigerated liquids (Reconfirmed 2021) 
AS 2896:2021 Medical gas systems - Installation and testing of non-flammable medical gas pipeline systems 
AS 4289:1995 Oxygen and acetylene gas reticulation systems (Reconfirmed 2016) 
AS/NZS 3788:2006 Pressure equipment—In-service inspection 
AS/NZS 4501.1:2008 Occupational protective clothing Part1 Guidelines on the selection use care and maintenance of protective clothing 
AS/NZS 1715:2009 Selection, use and maintenance of respiratory protective equipment. 
AS/NZS 2243.8:2014 Safety in Laboratories Part 8 Fume cabinets 
AS/NZS_IEC_60079.10.1:2022 Classification of areas - Explosive gas atmospheres