Emergency Management

Emergency Preparedness

The Health and Safety in Employment 1992 Act requires preparation to respond to emergencies in a place of work, to prevent harm or potential harm, to employees. An emergency is described as 'a sudden state of danger'. These procedures need to be appropriate for the potential dangers of the workplace, including management of people lawfully in the place of work.

Types of Emergencies

The hazard register is a starting point to identify the types of potential emergency situations. For example:

• Hazardous substances responses
• Serious injury
• Bomb scare
• Cash handling - armed hold-up, robbery
• Unwelcome visitor and/or threatening behaviors
• Emergency break downs of equipment/supplies
• solation and remote location emergencies, etc.

Whatever the identified potential dangerous situation, the hazard must be eliminated, isolated or minimised where possible, and an action or response plan should be documented. As with any identified hazard or procedure, training and equipment may need to be provided. Ensure that the information remains current, is readily available to staff and is accessible. This information should be a part of the induction process for any new staff.

Please ensure that the physical address is known in the case of having to provide information to emergency services.

Fire Evacuation Plans

Generally, fire is the first (and often the only) emergency considered. The Fire and Emergency Evacuation Regulations 1992 require an evacuation procedure for most buildings, and an approved evacuation scheme for buildings where:

• 100 or more people can gather in a common venue or place of assembly, whether for a commercial, social, cultural, religious or any other purpose, or
• facilities for employment are provided for more than 100 people, or
• accommodation is provided for more than 5 people, (unless in 3 or less household units), or
• whole or part of the building is used for the storage or processing of hazardous substances, or
• early childcare facilities are provided, (other than in a household unit), or
• specialist care is provided for people with disability (other than in a household unit), or
• people in lawful detention are accommodated.

The Fire Service must approve evacuation schemes, and obviously the majority of University buildings require an approved scheme. Approved Fire Evacuation Schemes are a written document and should be available to key staff. The schemes identify the building warden and fire wardens and their respective duties - you need to know who the building warden is for your building. The blue Fire Action signs on display in work areas clearly identify your exit routes in the event of a fire. Fire drills are required for approved schemes every six months.

Hazardous Substances Incidents

Wherever hazardous substances are in use, procedures must be in place for managing a spill or accidental release of the substance. Spill kits appropriate for the substance must be readily available, and the individual using the substance must have the knowledge to manage an incident. In some situations, the spill can be managed within the laboratory. Under the Hazardous Substances and New Organisms Act (HSNO), Safe Methods of Use (SMOU's) provide spill response information. In all situations, a copy of the SMOU or safety data sheet will need to be accessible for emergency services. Where the substance is unknown, or beyond the capabilities of the people present, shut the door to contain any fumes, then raise the alarm from a safe place. Ensure that Security are called (5000) and advise what has happened and where. Security has a contact list for expert assistance in the case of a hazardous substance, radiation, or biological contamination situation. If you contact the fire service, you must also ring Security to arrange for University representatives to be involved.

Biological & Radiation Incidents

The University has specific legislative requirements to report and manage loss of control or containment of radioactive and/or biological substances. Departments that are a part of the Containment and Transitional Facility for New Organisms, and Departments that use radiation must have specific response plans that meet the requirements of the IBSC and Radiation Safety Plan guidelines.

First aid provision

Each work area must have first aid coverage, suitable to the nature and location of the work being undertaken. The OSH publication 'Guidance notes on providing first aid training' recommends the following:

• A first aider in every place of work
• One first aider per 10 employees in places of work where ready access to medical care or ambulance is restricted.
• Offices/shops: one first aider per 25 or part of 25.
• Consideration of services for out of hours operations, including fieldwork, remote locations, number of people involved, etc.

A certified workplace first aider is an individual who has completed the 2-day (16-hour) workplace first aid qualification. This qualification requires a 2 yearly refresher course of 1 day. The courses are arranged through the Health and Safety office, but can be provided in the department or division if more appropriate. First aiders are responsible for their own first aid kit, and the kit needs to include items that are appropriate to the type of injury or event for that work area. Specialist kits may be required (vehicles, fieldwork, where phenol is in use, etc.).

Fieldwork

Emergency Reponses for fieldwork must be worked out prior to the commencement of the field trip. Consideration of the location and nature of the work and environment will indicate the type of response required. In remote locations this will include contact with DOC or Search and Rescue to ensure coverage and contact should the need arise, including a process of contact and notification should an event occur off site. Boats and Diving expeditions have specific legislative requirements to incorporate into the response plan as per the codes of practice.

Appendix 1: Sample Emergency Planning Format

You can download the Sample Emergency Planning Format document in Word format.