News and Events

Safety Bulletin 20/03: COVID-19 risks and field work

Explore the various events organised but the Health & Safety Services team:

  • Understanding the Health and Safety Management System (HSMS) sessions, presented by Health & Safety Specialist Services Manager Su Butler focuses on a different topic each month relating to the HSMS.
  • Launches of new Health & Safety initiatives and monthly events to get the community involved.

Explore events

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All University core compliance modules, health and safety hazard based training and face-to-face sessions are avaliable through the University's training platform TrainME. All staff, students (including undergraduates) and individuals with IT access can log into TrainME using their single sign on credentials via the StaffHub or via the direct link below.

Comprehensive TrainME support is available using published quick reference guides and the Knowledge Base FAQs published in the Staff Services Portal (university username and password required).

Launch TrainME

  • TrainME courses

    Online

    Core Compliance

    Health & Safety Roles and Responsibilities

    Health and Safety Hazard Based Courses

    • Asbestos Awareness
    • Chemical Management
    • Gas Safety
    • Health and Safety Induction
    • Laboratory Safety
    • Manual Handling
    • Office Ergonomics - v2
    • Personal Protective Equipment
    • Plant Safety
    • Safe Radiation Practices - Ionising
    • Safe Radiation Practices - Laser
    • Safe Radiation Practices - Use Licence Holders
      (Note: this course is specifically designed for current Use Licence holders)
    • Suspicious Packages
    • Warden

    Face-to-face

    Update: 27 May 2020

    A Provide First Aid course is available online through TrainME. Essential staff currently working on campus will be give priority to attend this course, others can gain access via special request.

    All face-to-face training including first aid, CPR, and fire extinguisher training sessions are cancelled until further notice.

    First Aid

    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) – HLTAID003 (Includes CPR)
    • Provide Cardiopulmonary Resuscitation (CPR) – HLTAID001
    • Remote First Aid - HLTAID005 (Offered 2-3 times each year)
    • First Aid - Bleeding Control

    Fire Extinguisher

    Description

    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.

    Audience

    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).

    2020 Dates

    Two separate one-hour training sessions are offered each month. The first session begins at 9:30am, the second session begins at 11:00am (only book yourself onto one session).

    All 2020 sessions have been cancelled until further notice.

    Location

    Meet on the front lawn of the 1888 Building (south side of Building 198, between Stop1 and Engineering). Access via Gate 8 (Grattan Street).

    Map location for fire extinguisher training

  • Non-TrainME courses

    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.

    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:

    • Delivery of Work Station Assessments (Train the Trainer)
    • Hazardous Waste Management
    • 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.

    Bespoke

    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 Services with details of your area and an outline of the type of training required.

  • Management and reporting

    Management

    The Health & Safety: Training requirements sets out responsibilities for planning, delivering and recording health and safety training at the University of Melbourne.

    The Health & Safety - Provide training provides a step by step description of methodology for planning, delivering and recording health and safety training

    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.

    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 Health & Safety Services 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 then email your request to ohs-enquiries@unimelb.edu.au.

  • Responsibilities

    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.

  • Guest access

    TrainME guest access

    Tennants, contractors, visiting academics, students or anyone without University log on credentials requiring access to TrainME are required to submit an ITA (IT Access) form to access TrainME and the entire single sign on supported systems (eg Incident and Hazard Reporting in ERMS, Themis, some areas of Staff Hub).

    Exempt staff, who can not access the ITA form can download the HR40 form and send it to hr-assist@unimelb.edu.au.

    Please note that selecting the correct Organisation / Department and 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.

Four Lego Stormtroopers balancing on a red Lego bicycle

Health and safety topics

Emergency Information

Introduction

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).

Report

For anyone WITH a University username and password, please use this link:

Report an incident or hazard

If you have trouble entering an incident or hazard, please refer to either the Submit an incident report in ERMS or the Submit a hazard report in ERMS article in ServiceNow (staff university username and password required).

For reporting on the go, the pocketSafety app is available for use on Apple and Android mobile devices.

For anyone WITHOUT a University username and password, or if you are unable to access ERMS for any reason please contact your health and Safety Business Partner for assistance.

Immediate response

Requirements and guidance

  • Definition of Incident and Hazard

    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. If an individual cannot be associated with an incident then the Hazard Reporting System should be used.

    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. When a situation results in an injury/illness/disease or can be associated with an individual(s), including a near miss, the Incident Reporting System should be used.

  • Incident reporting risk matrix and definitions

    The Risk Matrix uses Likelihood and Consequence to rate risk. This risk rating assists the incident approver to determine and prioritise the corrective actions.

    The incident reporting risk matrix page offers further details.

  • Respond

    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 you assess 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.
    • 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.
    • You can request Campus Services take action in response to an incident or a hazard report by following the instructions in ERMS - Request Campus Service take action in response to an incident/hazard report.

    If you are not the most appropriate person to action a report assigned to you, please refer to the ERMS - Reassign Responsible Person for an incident/hazard report instructions available in ServiceNow.

    If you have leave planned, your ERMS responsibilities can be delegated to another during your absence. See ERMS - Delegate incident/hazard responsibilities to another while on leave for instructions on how to delegate responsibilities. Please remember to remove the delegation when you return, as ongoing delegation of responsibilities can cause access issues within the system for the delegate.

  • Notifiable Incidents

    If the incident is notifiable then respond immediately by following the steps in the Health & Safety - Notify an incident to WorkSafe process.

    If you are unsure what a notifiable incident is (often referred to as a high consequence incident at the University) please refer to:

  • Manage / Investigate

    Incident investigation

    An incident with a risk rating of Medium requires the responsible person to complete a basic investigation. It may require further investigation with an incident investigation team.

    An incident with a risk rating of High or Extreme requires an incident investigation team, including one ICAM trained member. (refer: Incident reporting risk matrix).

    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 transferred 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.

    If you have trouble attaching a document to an action plan please review ERMS - Attach a document to an Incident/Hazard Report Action Plan for instructions.

    Update a closed report

    A closed report can be reopened by following the ERMS - How to reopen an incident/hazard report instructions in ServiceNow.

  • Frequently Asked Questions

    General

    I am a staff member, how do I report an ERMS access issue?

    Where the issue relates to not being able to access ERMS, please log a request with Information Technology:

    1. IT Service - https://unimelb.service-now.com/it (University username and password required)
    2. Click on Request Something
    3. Click on Applications
    4. Select Enterprise Risk Management System (ERMS)
    5. Describe the issue.

    I am a staff member, how do I report an issue when using ERMS?

    Where you are able to access ERMS but they system is not working as expected, please log a request with Health & Safety Services:

    1. HS Service - https://unimelb.service-now.com/hs (University username and password required)
    2. Click on Request Something
    3. My request is related to: select General OHS query
    4. Subject please write ERMS - [module name]
    5. Details include all relevant details relating to the issue you are experiencing in ERMS.

    I am a Health & Safety Business Partner, how do I request elevated access privileges?

    The ERMS - Access request to change, modify or removed access to ERMS knowledge base article in the Staff Services Portal provides step by step instructions on how to request elevated access privileges in ERMS.

    I am a student, where can go for more information or to report an systems issue?

    For more information please visit Stop 1 or call 13Melb. Alternatively, you can contact the Health and Safety Business Partner in your area.

    If you are experiencing difficulty with the system, please log your issue with Stop 1 or call 13Melb.

    If you do not have access to ServiceNow, please email the Health & Safety Services team or call x98926 (internal number) for assistance.

    Incident/Hazard Reporting

    If I assign a task or responsibility for part of the action plan, how is the person notified?

    The person assigned the task will receive an automated email notification from the system outlining the task and requesting they access 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 take action in response to an incident or a hazard report by following the instructions in ERMS - Request Campus Service take action in response to an incident/hazard report.

Forms and guidance materials