- Find someone who can help
Explore our community for assistance in all matters relating to Health & Safety.
- Local Health and Safety Business Partners;
- Specialist Subject Experts
including Health & Safety, Workers Compensation and Injury Management, and Emergency Management.
- Support Contacts
including HSRs, DRSOs, ERMS, GoldFFX, ICAM investigators, and Chief Wardens.
- Occupational Health
- Workers' Compensation and Injury Management
- Click to access ERMS
(UoM login required)
- Incident/Hazard Reporting
(report an incident or hazard)
- Incident/Hazard Register
(review reports, create action plans, close out reports)
- Checklists & Inspections
(submit Workplace Inspections)
- Audit Register
(view, monitor, report on Workplace Inspections)
- WHS Risk Register
(risk assessment repository)
- Hello 2019
A year for streamlining
The University Services Health & Safety team are excited about what is coming to university safety during 2019.
MORE ---> ERMS modules, TrainMe courses, Knowledge Base Articles on ServiceNow, ProMapp processes, streamlining.
LESS ---> Documents, duplication of safety information/documentation on local intranets.
- WHS Risk Register
WHS Risk Register is the University's online Repository for Risk Assessments. Risk Assessments no longer require Supervisor approvals; when saved the risk assessment will populate the WHS Risk Register.
Contact your Supervisor or local Health and Safety Business Partner for guidance on how to complete a risk assessment and local naming convention.
- Access update for ERMS Checklists & Inspections
The recent enhancement to the system has been rectified and general staff/students are once again able to access the Checklists & Inspections module.
General staff/students are now also able to access the Audit Register module to view inspections they have submitted and retrieve draft inspections.
We survived a week without system access for general staff/students but the result is an improved system. Hooray!News
- Hot tips for hot desking
A hot desk is a shared desk- used by multiple staff in a common area. Hot desking is a practice adopted across some sections of the University where the nature of the work is dynamic and flexible.News
- Previous news, alerts and events
Click here to access all previously published Health and Safety items.News
Business Partner Contacts
Find someone who can help. Names and contact details for all local Health & Safety Business Partners located in faculties, schools, departments, subsidiaries and serviced affiliates
The University Services Health & Safety team provide subject matter expert advice on all things health and safety to the University community
Department Radiation Safety Officers (DRSO), Gold FFX Super Users, ICAM Investigators
Health and Safety Representatives and Designated Work Groups
Electing new HSR, list of current University HSRs, approved training, HSR forum, renegotiating designated work groups
Responsibilities of Personnel
Health and safety responsibilities of personnel have been determined on the basis of legislative requirements and University delegations and structures. General health and safety responsibilities, authority to act and reporting relationships have been established for personnel at the University
OHS legal requirements databases, Australia, New Zealand and global standards, Government and professional bodies, Chemical management specific publications and other useful websites.
Legislation, health and safety plans, University-wide plans
Licensing, registration, risk management
Workplace inspection, cyclic events and monitoring equipment
Audit and Occupational Health and Safety Management System (OHSMS) Certifications of Approval
Consultation and Communication
Health and Safety Representatives and Designated Work Groups, Committees, Issue resolution, Communication and External feedback
Online TrainME Courses
All University core compliance modules, health and safety hazard based training and bookable classroom sessions are avaliable through the University's training platform TrainME. All staff, students and individuals with IT access can log into TrainME using their single sign on credentials via the StaffHub or via the direct link below.
Online Modules in TrainME
Health and Safety Roles & Responsibilities
Health and Safety Hazard Based Courses
- Health and Safety Induction
- Office Ergonomics
- Manual Handling
- Laboratory Safety
- Personal Protective Equipment
- Chemical Management
- Gas Safety
- Plant Safety
- Safe Radiation Practices - Laser
- Safe Radiation Practices - Ionising
- Safe Radiation Practices - Use Lisence Holders (Only for people who hold a use licence)
Face-To-Face Sessions in TrainME
First aid training prepares you with the knowledge and skills to provide emergency pre-hospital care to injured or ill persons. You can get advice on choosing the right course by consulting your health and safety business partner. For more information regarding enrollment, eligibility, requirements and support check out the First Aid training support page.
The available first aid training sessions include:
- Provide First Aid (Level2) . Includes CPR – HLTAID003
- Provide Cardiopulmonary resuscitation (CPR) – HLTAID001
This face-to-face session educates participants in all aspects of portable fire extinguishers. Participants will become familiar with basic fire science, extinguishing agents and different types, as well as the usage of each extinguisher. Trainees may also participate in a 'practical' usage session.
This training is mandatory for all Chief and Deputy Wardens, and compulsory if relevant to job role. It is highly recommended for general Wardens. Training includes hands on use of extinguishers, please note that this part of the training may preclude those with health issues. Please wear covered shoes, long pants, long sleeves (non flowing clothing).
Dates (9:30am-10:30am and 11:00am-12:00pm)
- Thursday 20th September
- Monday 15th October
- Friday 30th November
Location: Lawn on south side of 1888 Building (Gate 8, Grattan Street beside Stop 1, 757 Swanston Street)
Modules not available in TrainME
Approved training for Elected Health and Safety Representatives
For information on training options, course descriptions, fees and more support information please visit the HSR and DWG page
Biohazard Laboratory Practice
An introduction to the concept of biological risks and the risk management strategies used when working with hazardous biological agents.
Biohazard Lab Practice is run online by Gene Technology and Biosafety in the Office for Research Ethics and Integrity. Please direct any queries to the provider.
GoldFFX / Chemwatch
For general users there is a presentation on GoldFFX for General Users. The presentation covers how to use the Chemical Management System to source Safety Data Sheets, mini Safety Data Sheets, chemical labels and emergency information.
For Laboratory managers there is presentation on GoldFFX for Laboratory Supervisors. The presentation teaches Laboratory Supervisors how to manage chemical inventories within GoldFFX.
Face-to-face training is also available on request, please email email@example.com for further information.
Delivered on request
Please contact your local Health and Safety Business Partner to enquire about requesting a face-to-face delivery of one of the health and safety hazard based courses or one of the following courses:
- Hazardous Waste Management
- Delivery of Work Station Assessments (Train the trainer)
- Plant Safety Management
- Suspicious Package and Threat Response
Recommended for front-line staff and anyone who potentially could find themselves receiving such a threat. Supportive documentation is available by request from Emergency Management. Topics include threat checklists, search procedures and dealing with the emergency services.
Health & Safety Specialists have the expertise to design and tailor training courses to meet specific needs within the University. If your area would benefit from a tailored training course, please contact Health & Safety with details of the area and an outline of the type of training required.
Training for users without TrainME access
Guest access to TrainME using HR39 Form
Tennants, contractors, visiting academics / students or anyone without University log on credentials need to submit a HR39 form to access TrainME and the entire single sign on supported systems eg Incident and Hazard Reporting in ERMS.
Please note that selecting the correct Organisation / Department as well as supervisor is important for reporting and data reconciliation within TrainME. IT Access is only able to be granted for up to 12 months, so please ensure you only submit the form with 364 days or less.
Records and Reporting
Training in TrainME is automatically recorded within the system. Training delivered by an external provider is not automatically loaded into THEMIS. Individual staff must record their completed training as External Training in THEMIS Staff Self Service
For queries about the content of your training record, please contact your local health and safety business partner.
The University Services Health & Safety team generates quarterly divisional training reports which captures both staff and student training records. If you wish to receive this report please first discuss with your local health and safety business partner and email firstname.lastname@example.org.
Management of Training
The Health & Safety: Training requirements sets out responsibilities for planning, delivering and recording health & safety training at the University of Melbourne.
The Health & Safety training requirements matrix provides general guidelines on training requirements.
A Training needs analysis template is available for local areas to use.
Relocation and induction requirements should also be consulted for new staff or staff who have changed working environments.
Divisions- Planning and Coordination
The Head of Division is responsible for formulating and periodically reviewing the local health and safety training plan in consultation with staff in the local area.
The local health and safety business partner in the Division will:
- assist the Head of Division to formulate and review the local health and safety training plan;
- facilitate and coordinate group training sessions in the local area; and
- provide guidance to supervisors in determining the training needs of individual staff.
Supervisors/Managers - Determining Individual Requirements
Supervisors/managers are responsible for identifying the training needs (including refresher training needs) of staff and students under their supervisory/management control, in consultation with the staff or student in question. Training needs are based on the nature of work/activity undertaken.
They must determine or review your staff/student's training needs when:
- the staff/student commences with the University;
- the type of work/activities are altered;
- the work environment is altered or new; or
- at least every 3 years
Your local health and safety business partner can provide advice and assistance.
Individual Staff and Students
Individual staff and students should consult their supervisor about their training needs. Your local health and safety business partner can provide further advice if needed.
- Confined space entry
- Contractor management
- Critical Incident
- Danger tags and lock out devices
- First Aid
- Hot work
- Hazardous manual handling
- Monitor and inspection
- Non-ionising radiation
- Out of service
- Personal protective equipment
- Travel and off campus work
- Working in isolation
Staff, students, contractors and others must report any hazard and/or incident to their local supervisor or the manager of the work area as soon as reasonably practicable.
High consequence incidents must be reported immediately, other incidents must be reported within 24 hours of becoming aware of the incident, injury or illness.
The incident and hazard reporting tool used by the University of Melbourne is ERMS (Enterprise Risk Management System).
For anyone WITH a University username and password, please use this link:
For anyone WITHOUT a University username and password, or if you are unable to access ERMS for any reason:
- For immediate response to an incident, follow the sequence in 4.1 Incident response detailed in Health & Safety: Incident, injury, hazard reporting and investigation requirements.
- For emergency advice, see Emergency Management webpage.
- If needed, seek advice from your local Health and Safety Business Partner on immediate actions required to prevent a further incident.
- When immediate response is complete, ensure that staff involved report an incident.
Requirements and guidance
Definition of Incident and Hazard
Definition of an Incident
An unplanned event (including dangerous occurrences and systems failures) resulting in, or having a potential for injury, ill health, damage or other loss.
Note: This incident report is only relevant if it is associated to an individual whereas if an individual cannot be associated with an incident, then the Hazard Reporting System should be used.
Definition of a Hazard
A source or a situation (including dangerous occurrences and systems failures) with a potential for harm in terms of human injury or ill health, damage to property, damage to the environment, or a combination of these.
Note: This hazard report is only relevant if it is NOT associated to an individual whereas when a situation results in an injury/illness/disease or can be associated with an individual(s), the Incident Reporting System should be used.
- Incident Reporting Risk Matrix and definitions
This advice presumes you are a supervisor or manager, and the incident involves staff who report directly to you, and occurs in a workplace location that you are responsible for. If not all these conditions are true, then another supervisor/manager may need to complete some of these actions.
For supervisors: I have received an email notification from ERMS - what should I do?
- Once you receive an email notification about the incident from ERMS, log in to ERMS and enter information about your immediate response, risk rating, action plan and the results of any incident investigation.
- If there is an outstanding action plan or tasks at the time that you acknowledge the incident, you will need to return to ERMS again after the actions/tasks are completed, to confirm or adjust the information you entered previously.
- If you assesses the risk rating of an incident, near miss, illness or injury to be high or severe (refer: Incident reporting risk matrix), you must ensure that an ICAM incident investigation is carried out (see list of ICAM trained personnel). Incidents assessed with a risk rating of medium, will require a basic or an ICAM incident investigation.
Manage / Investigate
An incident with a risk rating of Medium requires the responsible person to complete a basic investigation. It may require further invesitgation with an incident investigation team.
Instructions on completing incident investigations are available from Health & Safety: Incident, injury, hazard reporting and investigation requirements.
Enter incident investigation results into ERMS. If you do not have access to ERMS you can use the Incident Investigation form which can then be transfered to ERMS.
Corrective action plan
All hazards and incidents are required to have an action plan. The action plan is used to assess the hazard or incident. Based on this assessment control measures are introduced to mitigate or minimise:
- the hazard from becoming an incident; or
- the incident reoccurring.
Forms and Guidance Materials
The Forms and Guidance Materials page lists all related forms, guidance, processes and requirements.
Frequently Asked Questions
- I am a staff member, how do I report an issue on ERMS?
Go to - https://unimelb.service-now.com/it (UoM login required)
- Click on Fix Something (contact support to report a problem) or
- Click on Webpage or Application
- Select Applications from the Issue Type drop down table
- Select tick box Enterprise Risk Management System
- Enter information as required
- I am a student, where can go for more information or to report an systems issue?
If you do not have access to ServiceNow, please email the University Services Health & Safety team or call x98926 (internal number) for assistance.
- If I assign a task or responsibility for part of the action plan, how is the person notified?
The person will receive an automated email from ERMS.
- Will the injured person be notified when the action plan and investigation has been completed?
Yes. The injured person will receive an automated email from ERMS.
- Can I notify my local Health & Safety Representative about an incident?
Yes. The incident or hazard report needs to be submitted and then exported to a PDF document. This document is emailed to the HSR. You can find your local HSR on the HSR list.
- How can I request Campus Services take action in response to a hazard or an incident?
You can request Campus Services to take action in response to an incident or a hazard report by forwarding your incident/hazard email to email@example.com. Campus Services will review the incident/hazard report provided and either:
- Raise a work order and advise you of the work order number via email, or
- Respond and clarify if Campus Services does not hold the responsibility for requested action.
WHS Risk - Risk Assessment
- I submitted a risk assessment for approval but it has now disappeared, where is it?
When a risk assessment is submitted to the Risk Approver it disappears from the Risk Owner view until it is approved by the Risk Approver. Once approved it returns to the worklist of the Risk Owner.
- My risk assessment was rejected by my supervisor (Risk Approver) and now my supervisor cannot see the risk assessment, what happened to it?
If the Risk Approver rejects a risk assessment, it is removed from their view and returned to the Risk Owner's draft risks list. The Risk Owner will need to edit the risk assessment as requested by the Risk Approver and re-submit for approval.
- I am a staff member, how do I report an issue on ERMS?