December 2017. In This Issue:
OH&S @ Monash
Greetings,
The OH&S Unit at Monash University continues to protect staff, students and visitors, and achieve industry-leading results and initiatives. In fact, Monash is considered to be the leading university in the field of occupation health and safety in Australia. I am pleased to say that this is in part due to the continuing tremendous efforts of the OH&S team, and also in part to the support and encouragement we receive from you and our involved stakeholders across the entire University.

One exciting development that I have observed is that the profile of OHS at the University continues to improve and we now have examples where people actually approach us to ask for advice or to discuss issues, where in the past they may have avoided having any contact with us.
I am proud of the OHS record at Monash which could not have been achieved without all of your hard work and involvement.

The OH&S Team wish you all a fantastic break with best season's greetings, and look forward to a safe and healthy, collaborative and productive new year.

Norman Kuttner

Manager, OH&S

VC Award for Exceptional Contributions to OHS - Individual Winner


Photo: Chief Operating Officer and Senior Vice-President, Mr Peter Marshall, presents the 2017 Vice Chancellor's Award for Exceptional Contributions to OHS, to Rebecca Flower.


Congratulations to Rebecca Flower, Practical Laboratory Manager and Safety Officer for the Department of Physiology, who won the Individual category for OHS excellence.

This award recognises the significant contribution Rebecca has made towards elevating, improving and promoting OHS in her department. Rebecca was appointed as the Safety Officer in 2010 with minimal resources and programs in place. Over the last 7 years, she has been instrumental in establishing and implementing local systems, which have made OHS information more readily accessible.

Some of her achievements have included the development of tailored online induction programs for new staff as well as Undergraduate student cohorts. She has also set up a departmental repository for all local OHS information and documents. Rebecca has worked tirelessly to improve inter-departmental communication by having a local representative from each research group. These representatives manage the OHS programs that she has developed and provide the avenue of communication between researchers/laboratory heads and Rebecca.

Rebecca was thrilled to receive this award as a recognition of her achievements. She sees this as an opportunity to reflect on the department's successes and it provides an incentive to continue to improve the safety culture.

Rebecca's work provides an excellent example of what can be accomplished with dedication, resourcefulness and hard work. Well done!
SARAH Reporting - Commencing an Action Plan

S ince the implementation the Safety and Risk Analysis Hub (SARAH) in 2014, there has been a fantastic uptake in the reporting of OHS-related hazards and incidents. We have seen an increase from around 500 hardcopy reports per year prior to the launch, to approximately 2,000 electronic reports per year currently.

We have witnessed a significant rise in the reporting of hazards and a complimentary decrease in incidents, suggesting that the proactive management of the identified hazards is resulting in a significant decrease in incidents.

Up until now, a supervisor has had a 2 week period to commence an action plan, followed by a further grace period of an additional 2 weeks before the report is escalated to their supervisor.

The Chief Operating Officer, Mr Peter Marshall, has confirmed that 4 weeks from reporting an incident to commencing an action plan is too long, and that actions must be initiated in a shorter time frame to be affective in controlling the hazards and risks.

Consequently, the total period will be reduced from 4 weeks to 2 weeks from the new year i.e. a supervisor will now have a 1 week period to commence an action plan, followed by a further grace period of an additional week before the report is escalated to their supervisor.

OHS Consultants and Advisors will bring this change to the attention of local OHS committees and stakeholders over the next few weeks. Please pass this information on to your supervisor and safety personnel.

Please also remember to close out all completed reports and actions as appropriate. Your OHS Consultant/Advisor can assist if required.
SARA Instructional Videos for Hazard & Incident Reporting and Risk Managment.

The OH&S Unit has identified a need for basic guidance and support material to be developed in the correct use of SARAH.

We are pleased to announce that a set of instructional videos have been created to guide and step users of SARAH.  They include the process of:
  • completing and closing OHS-related hazard and incident reports, and
  • entering a risk assessment, including peer review.
These videos can be found via the navigation bar on the OHS Website, or by following these links:

Hazards and Incidents:

Risk Management:

Please review these tutorials to assist you, especially if you access the system only once or twice a year.  Although SARAH is an intuitive program and very simple to use, these tutorials will provide the basic information and guidance for entering and managing hazards and incidents, as well as risk assessments.
Building Evacuation Records Now Online

In response to feedback from stakeholders, OH&S has transitioned building evacuation records from the paper-based building evacuation evaluation form to an online form available through SARAH (Safety And Risk Analysis Hub).

The SARAH building evacuation record enables building wardens to record performance on evacuation drills and directly assign tasks arising to relevant staff. This will further enable a streamlined approach to reporting on building evacuation compliance across all Australia Campuses and Worksites.

The electronic capture of this information will make it much simpler to implement relevant remedial actions and allocate responsibility and time-frames.

Building Wardens can access this form by entering   SARAH , navigating to "Checklists and Inspections" and selecting the "2017 - Building Evacuation Record".

                                                   
 
Please use this form for building evacuations in which you are involved, and forward any feedback relating to this form to David Hurst, david.hurst@monash.edu .
OHS Regulations Changes Summary

WorkSafe Victoria has advised that the new OHS Regulations have now come into effect. They maintain Victoria's already high safety standards. In some high risk areas, like asbestos removal work, they improve standards. The changes also deliver significant savings to Victorian businesses in the areas of high risk work licensing and record keeping for designers and manufacturers of plant.

A summary of the changes and their impact on Monash University follows:

Manual Handling (No impact to MU as the Risk Management procedure covers this requirement)
  • All "Hazardous Manual Handling" must be risk assessed, not just task based activities,
  • Employers are now required to review risk control measures before any changes to plant or system of work.
Noise (Review documentation and update if necessary)
  • Clarification that a reduction in hearing level of 15 db or greater over a 2 year period is the trigger point for an audiological examination.
Prevention of Falls (No impact to MU as the Risk Management procedure covers this requirement)
  • Clarification that legislative requirements apply to falls below 2 meters.
Confined Spaces (No impact to MU as our procedures exceed this requirement)
  • Confined space permits only need to be retained for the duration of works or for 2 years if there is a notifiable incident.
Plant (Review documentation and update if necessary)
  • Main impact on designers and suppliers,
  • Employers must ensure the e-stops are of a type that after use can only be re-set manually.
High Risk Work (Review documentation and update if necessary)
  • Changes to application for licences and periods or work during this time,
  • Clarification of dogging requirements,
  • Change is scope of work allowed under a bridge and gantry operation licence,
  • The boiler operating licence scheme has been broadened to allow work across states and borders and to align with contemporary boiler designs.
Asbestos (Review documentation and update if necessary)
  • The OHS Regulations now apply to ALL forms of asbestos, not just fixed and installed,
  • Duty holders must inform others of asbestos removal works.
Construction
  • No impact to MU.
More information relating to the changes can be found at https://www.worksafe.vic.gov.au/__data/assets/pdf_file/0011/207659/ISBN-OHS-regulations-summary-of-changes-2017-07.pdf


Keep Your OHS Training Current

There are a range of Safety Officers at Monash University who undertake a vital role in protecting staff and students.
 
In order to discharge their responsibilities, the role involves mandatory training requirements. The OH&S Unit is currently checking the status of mandatory OHS training for Safety Officers, and where a gap is identified, they will receive an alert to update the training as soon as possible. Records are maintained by the Staff Development Unit.
 
This training should be included as part of the myDevelopment discussions with supervisors/managers when establishing work objectives for 2018.
 
The full OHS training matrix can be viewed at this link  https://www.monash.edu/__data/assets/pdf_file/0007/148615/Training-guide-April-2015A3.pdf
 
Additional information can be obtained from your OHS Consultant/Advisor.
Workplace Inspections

Workplace inspections are planned, systematic appraisals of the workplace, which are used to:
  • identify health and safety hazards;
  • ensure a safe and healthy working environment; and
  • assist in complying with occupational health, safety and environmental legislation.
 
During inspections, health and safety issues can often be identified and resolved before any harmful event takes place. Regular inspections of the workplace also allow discussion with staff and students on health and safety issues.
 
To comply with Monash University OHS procedures, inspections of all areas should take place at least twice a year.
 
In 2018, OHS Consultants/Advisors will participate in many inspections to provide advice and assist staff involved in the process.
 
SDU organises a specific course to provide the participants with the skills to undertake effective safety inspections. Details can be found at,

Additional information can be obtained from your OHS Consultant/Advisor.
OHS Planning

Faculties and Divisions should now be thinking of commencing the OHS planning process for 2018. The process is designed to determine key focus areas and to develop strategies to deliver agreed outcomes to reduce risk in your faculty/division.

The aim of this process is to establish a rational and planned approach to developing and implementing safety programs within your area. The OH&S Team will provide guidance and support to you during this process and will aid you to achieve your goals.

OHS plans are also an avenue to provide an opportunity for Faculties/Divisions to work collaboratively and share resources by identifying similar focus areas or strategies.

In addition, the planning process may identify an innovative idea/proposal which could be considered as a Monash University wide focus and roll-out. 

The plan has a separate section for mandatory cyclic events (such as trial emergency evacuations, workplace inspections etc.).

OH&S has produced a kit which will assist faculties and divisions to painlessly develop your plan. The OHS Consultant/Advisor for your area will be in contact to explain the material and start the planning process.
Specialised Scientific Equipment Expertise - Testing & Tagging

Do you have Specialised Scientific Equipment in your laboratory or workshop? 
 
Staff at the Monash Instrumentation Facility (MIF) can help.  We recently spoke to Mr Nino Benci, Electronics STO (pictured below) to find out how! 
 
Nino has worked at Monash University for over 30 years.  During his time in the School of Physics he gained a wealth of knowledge on a large range of technical equipment in the research environment.  He is also a long standing advocate for Safety, having served as both an HSR and is now the Safety Officer for MIF.
 
MIF is based at the Clayton Campus with staff who are highly qualified and experienced testing and tagging practitioners.  The team understand the nature of research and will always endeavour to fit in to your research schedule to minimise any impact to your experiments.
 
The team are all technically competent and understand Monash protocols and access requirements.   The type of equipment frequently serviced by MIF includes large scientific equipment such as gas chromatograms, HPLC and ultra-centrifuges.
 
To arrange testing and tagging of your specialised scientific equipment, you can get in touch with the team via the job request link on the website goo.gl/z8xTDU .  Alternatively you can email one of the staff at instrumentation.facility@monash.edu to discuss your request.
 
To find out about more of the amazing work done by our colleagues at MIF go to https://platforms.monash.edu/instrumentation/index.php?option=com_content&view=article&id=62&Itemid=154
Photo:  Mr Antonio (Nino) Nenci, Electronics STO, Monash Instrumentation Facility
Australasian University Safety Association (AUSA) Conference 2017 Playing The Devil's Advocate



The AUSA Conference this year was held from the 20th to 22nd June in Hobart.
 
Monash University staff played a major role with the OHS team presenting four papers and facilitating sessions. It was also pleasing to see delegates from the Office of the Chief Financial Officer and Monash Residential Services attending the Conference as part of their professional development and support for their local area OHS Consultant.
 
Norman Kuttner, Manager OHS, presented on "OHS Performance Indicators" with the aim of moving towards consistency in OHS reporting metrics across the university. The benefits of adopting such an approach includes:
  • Meaningful comparisons via consistency of reporting;
  • Improved understanding of the tertiary education sector and it's risks;
  • Identification of areas for improvement and where help can be sought;
  • Encouraging collaborative strategic approaches; and
  • Pooling of resources
David Hurst presented on "Thinking about moving to online forms". Why you should do it now.
David's talk demonstrated how the Monash University OHS team has over the past three years moved away from predominantly paper based data collection toward comprehensive online systems, and how this has improved the quality of reporting to inform management decisions.
 
The Occupational Nurse Consultants, Helen and Jennifer delivered a session on ergonomics titled "Reactive to Proactive". Their presentation focused on how here at Monash they found the traditional workplace approach along with extensive guidance material, was still falling short in engaging staff in preventative behaviours. With this in mind the presentation focused on how Monash is moving from reactive to proactive behaviour using preventative methodologies which promote positive behaviours and address effective ergonomic controls to ultimately empower staff in their work environment.
 
Debra Barolo's presentation titled "Student accommodation and safety strategies to improve the health and wellbeing of residents and the staff managing such facilities" was received with great enthusiasm and interest. The talk concentrated on the promotion of campaigns focusing on promoting positive cultural change amongst the 3000+ residents. Staff were not forgotten with MRS implementing the "Being Our Best" (BOB) campaign to enhance staff wellbeing.
 
Monash University again show-cased the great work it is doing in the OHS space and reaffirmed our place as an OHS leader in the university sector.
 
The Conference also, was a fantastic opportunity for networking with colleagues from across Australia, New Zealand, and the Pacific region, to share ideas, concerns, and solutions.

Safe Design and Construction of Equipment for Research

The Instrumentation and Technology Development Facility (ITDF), one of Monash University's Technology Research Platforms and managed by the Faculty of Science, is leading the way in modelling OHS best practice and supporting research activities.

It is the first Mechanical and Electronic Development Facility in the University to attain the ISO9001 Quality Standard accreditation (in 2015) with OHS being well-integrated into this quality framework and systems of work.

Under the management of Anthony Hunter, a team of dedicated staff provide electronic and mechanical engineering services for the design and development of custom instrumentation and laboratory equipment to meet specialised research needs. There is a legal obligation to ensure that any equipment that is designed or modified is safe and compliant with electrical or other relevant safety regulations and standards. Safety is always a priority focus with this team who work closely with their stakeholders to ensure equipment being designed and built on site is fit for purpose and OHS compliant.

In late 2015, a supervised access workshop (SAW) was set up and made available to all staff and research students in the University to provide a safe workspace, basic training and assistance to those who wish to work on their own projects. 

Workshop supervisors Rod Cutts and Michael Ladd are available to provide training and guidance on basic tool use, design, fabrication and safe work methods. The team has the capacity to assess on whether your project meets OHS requirements. An electronics bench will be installed shortly as an additional available resource. Our students and staff are learning valuable skills in an environment monitored by highly qualified staff.


More information about the services provided and contact details can be obtained from the website  https://platforms.monash.edu/instrumentation/ 

The Monash procedure on  Use, Design and Modification of Equipment and Machinery  is available on the OHS website. 
 










Photo of the Supervised Access Workshop (SAW)
Mr Rod Cutts (left) - supervisor, SAW
Mr Antonio Benci, Workshop Safety Officer. 


Stand up to Sitting Down

How long would you say you sit for in a day? 4 hours? 6 hours? 8 hours?
Does that include on the train or in the car when traveling to work?
Or what about when you're eating breakfast or dinner?
And did you consider when you're sitting down to watch television?
 
You may be sitting down more than you think.
 
There is now considerable evidence to suggest that too much sitting is detrimental to your health and that this is not counteracted by regular exercise. So even if you exercise regularly, you also need to break up your sedentary time to reduce the risk of not only musculoskeletal disorders, but also chronic diseases that could impact your overall health.
Can you say that you're moving around enough in your day?
That's why we are calling on you to STAND UP TO SITTING DOWN.
 


We want to help you think about the ways to incorporate more movement into your day and help you to ACTUALLY do those things.
 
Watch this video to learn more!
link to Stand up to Sitting down teaser video
 
To access the new Ergonomics e-Learning module click here  to access MyDevelopment, scroll down to Browse for Learning, choose Occupational Health and Safety and then scroll to the Ergonomics Principles, online course.

How Young Are You?

We all know our real age, but how many of us know how old we are on the inside? We've teamed up with BUPA to provide Monash students and staff access to an online Health Assessment Tool to tell us just that.
 
The online survey takes 10 minutes to complete and looks at all areas of your personal health - from diet and exercise to stress and lifestyle factors.
 
Once completed, you'll get a personalised report outlining your health age (as opposed to your chronological age), and some handy tips to improve your overall health and wellbeing and reduce your health age. The information collected is confidential and can be reviewed at any time.
 
Find out your health age now
 
At Monash University, we're committed to providing a workplace environment that promotes and supports positive health and wellbeing for all staff. Here are three things you can do to improve your wellbeing right now:
 
  •  Visit the Wellbeing  website, for a full range of wellbeing programs and initiatives.
Do You Take A Lunch Break?

Does eating lunch at your desk while answering emails or finishing a document sound familiar? Then you are not alone!  Surveys show that 50% of workers feel too guilty to take a lunch break and almost 20% worry that if they take a break, they would be seen as not dedicated to their job.  This, along with a new trend in lunch time meetings, means staff are not taking the time for that much needed break.
 
Yet taking a break is one of the best ways to set yourself up for a great afternoon.  It enables you to refresh and re energise  yourself, while socialising with colleagues, enjoying a meal, and refocusing  yourself for the afternoon ahead.

There are obvious health benefits to getting away from work and out into the fresh air as well.  Sunshine stimulates our body while exercise as simple as a walk has benefits for improving overall health and wellbeing.  Using lunch breaks to get some physical exercise, can help prevent health risks such as type-2 diabetes , heart disease, and obesity.  Of course, exercise has lots of other benefits too , including reducing stress, improving mood and increasing confidence and self-esteem.
 
So next time when next confronted with lunch at your desk, or the lunch time meeting, remember that the best way to feel well and have a productive afternoon is to actually "take a break".  Try out these tips for a week and see how you feel....
  • Go for a walk with a colleague;
  • Get out into the daylight and enjoy your surroundings;
  • If you have a lunch time meeting, make sure you schedule time for a break before or after the  meeting;
  • Talk to friends;
  • Eat a healthy lunch or snack - mindfully;
  • Try some stretching exercises;
  • Play a quick, mentally-challenging game;
  • Remember, if you are scheduling a meeting to avoid the lunch time period where possible.
Remember, taking a break is not only good for you and your wellbeing but also gives you that boost to get you through the day!
How to Stay Safe and Health This Holiday Season

As the holiday season fast approaches, it is important to be aware of the risks and hazards associated with the festive period in Australia. Although accidents and injuries can happen anytime of the year, it is essential to know the ones that are most commonly associated with the summer period. By becoming more aware of seasonal safety concerns, you'll be in a better position to protect yourself and your family.

 

1.  Be aware of fire hazards!

  • This summer has been predicted to be one of the hottest on record, so it is imperative to be aware of the Fire Danger Rating and whether there is a Total Fire Ban. 
  • If you live in a rural area or are travelling around Victoria, make sure you regularly check fire warnings for the area at emergency.vic.gov.au and listen to the local radio for warnings and advice.
  • On Severe or Extreme Fire Danger Rating days, it's safer to travel to cities and towns. Never travel into a high-risk bushfire area where a Code Red Fire Danger Rating has been forecast.
  • Be aware of grassfires when you're travelling. Grassfire can move at speeds of up to 25 km/hr and jump highways.
  • Always be prepared - Download the FireReady app, bookmark the Emergency Victoria website emergency.vic.gov.au and save the Victorian Bushfire Information Line number - 1800 240 667 - into your mobile phone. 

2. Stay Hydrated!

  • To maintain your health, it is important to stay hydrated, especially in the summer months.
  • To ensure a healthy level of hydration and to prevent dehydration, make sure you: drink plenty of water, keep your body and surroundings cool, be aware and plan for high temperatures and stay safe in the sun. 

3.  Slip Slop Slap!

  • Make sure you protect yourself from the sun's UV rays to reduce the incidence of skin cancer.
  • To protect yourself, you can: apply sunscreen (SPF30+ or higher), wear a sunhat and wear sun protective clothing.
 
We hope you stay safe and healthy this holiday season.
Wellbeing Update

At this festive but busy time of year, its important to remember to keep our stress levels in check and look after our health.
We've got some great tips in the DTC Connection Newsletter to help you keep everything under control - you're expenses, family plans, healthy eating, and for some, sadness and loss. 
Whatever you do over the break, remember to take time to rest up and recharge and enjoy special with love ones.

 
Step into Summer and Keep in Shape

Its almost holiday time and what a great time to ramp up your daily exercise regime.
The summer series SWAP classes for 2018 are now available at the Wellbeing website .

Not only will you increase your fitness, but you might also keep off those unwanted and unhealthy kilos.

Here are some simple tips to help you along the way:
  • Set up a daily routine and enjoy a regular walk in your local park or around your neighbourhood
  • Form a walking group
  • Grab your family and friends, pack a picnic and the cricket set and pop down to one of the many picturesque parks and gardens around Melbourne and Victoria
  • Arrange family activities that involve exercise like going for a swim, or hike
  • Sign up to a fun activity like dancing or zumba
 
Mindful Relationships 

This 6-week course focuses on improving self awareness and communication, resolving conflict and cultivating intimacy, love and compassion.

It will teach you how to establish a daily mindfulness meditation practice, beginning with a sustainable amount (10 minutes a day) and building from there. It will also teach you how to apply mindfulness in your life to all areas.

The course will start on 30th of January 2018 at the Clayton campus, to register please click here

                        For general questions, click here to email the OHS Helpline

 

To view the OHS newsletter from our website. Visit our Webpage page here.