HOUSE RULES

HOUSE RULES

1. INTRODUCTION

This document is designed to inform all companies (hereafter referred to as the “Licensee” or “Company”) and their staff, contractors and visitors of the minimum obligations required of them whilst working at Monash University (hereafter referred to as the “University” or “Monash”) with its premises or systems. This includes all relevant policies and procedures, in relation to occupational health and safety, environmental and building legislative compliance issues such as emergencies, evacuations, dangerous goods and hazardous substances, radiation control, environmental and biosafety standards, as well as the non-smoking policy. The intention is to provide a safe workplace for all persons including company employees, University staff, students, contractors, retailers and visitors.

Note that the House Rules may vary and are subject to change at the discretion of management, depending on the requirements of the Monash Host Organisation.

Licensees must ensure that all their employees read this document and understand their obligations under the Australian Work Health and Safety Act 2011. As a guide, safety precautions and procedures include (but are not limited to) the Companies on Campus House Rules as set out in this document.

All company employees must complete the University mandatory inductions and relevant site-specific induction(s). Once your company has a signed Framework Agreement the company will be automatically notified by email with the online access information to enable your employees to complete the Monash Companies on Campus online induction modules.

1.1. Behaviour standards

The following behaviours WILL NOT be tolerated at the University and failure to comply with these requirements will risk removal from the University premises:

• Abusive words or actions against staff, students, visitors and retailers

• Failure to comply with the university safety requirements

• Refusal to act upon a safety instruction issued by the University or one of its representatives

• Doing anything in the building that is likely to endanger another person

• Committing any illegal act including theft or vandalism

• Fighting or provoking a fight

• Storage of materials in fire corridors or stairs, or near fire exit doors

• Use of loud radios that interfere with PA systems or the comfort of others

• Cleaning of tools and equipment in public toilets

• Disposing of chemicals in a means contravening environmental legislation

• Spillage of liquids or materials outside of work areas

• Failure to apply to the University for a hot works permit prior to commencing

• Animals are strictly prohibited on the premises except for guide dogs

1.2. Host organisation details

Name Monash Innovation Labs

Address 23 College Walk

Phone Number (03) 9905 3270

Enquiries

mcc@monash.edu

Manager katharine.smith@monash.edu

1.3. Business/trading hours

Companies will be granted access to University buildings based on their agreement(s) with Monash. Core building hours, excluding university closedown days as per the University Calendar, are as follows:

Monday – Friday 8.00 am to 6.00 pm

Weekends Building closed

Company members who intend to work in laboratories or workshops after hours should be extra careful and vigilant, and ensure that they are aware of and follow all safety protocols. Preferably only Low-Risk work should be performed outside the hours of 8 am to 6 pm, and exceptions should be discussed with a manager or supervisor. All laboratory work after hours requires a buddy system. The buddy must be working in close proximity, and must be suitably trained to deal with an emergency situation should it arise.

During weekends and public holidays there will be limited support, with no provision to dispose of any chemical waste. Therefore, please dispose of any waste that you have already accumulated by 4 pm two days prior to these times.

1.3.1. Monash University closedown periods

The period of each Christmas/New Year closedown comprises Christmas Day, Boxing Day, New Year’s Day and a further five days to be declared by the Vice-Chancellor. These five days are those falling between Christmas Day and New Year’s Day (excluding any Saturday, Sunday or public holiday). In the event that there is a shortfall of such days available between Christmas Day and New Year’s Day, the day(s) immediately before Christmas Day and/or immediately following New Year’s Day (excluding any Saturday, Sunday or public holiday) will be declared for the remainder. Over Easter, the University is closed from Good Friday until the following Tuesday inclusive.

Please note the following changes to our usual operations during University closedown periods, particularly regarding access:

1. As an external commercial partner, you have 24/7 access to the facility, however there is very limited support on the Monash campus during closedown periods. Services including heating, ventilation and air conditioning (HVAC) are switched off, and most campus food outlets are closed.

2. Companies need to take appropriate measures to ensure their staff are safe during these periods. For this reason, we strongly advise that you avoid doing High-Risk work in laboratories or workshops that may impact the health and safety of you or your staff, due to the limited capacity of first responders such as building/floor wardens and first aiders, and lack of a support network such as cleaners, service technicians and OHS staff.

3. Where it is deemed necessary that High-Risk work is completed during these times, Companies will need to risk-assess the activity and ensure appropriate mitigation steps are employed prior to committing to the work. This requires ensuring there are appropriate resources employed to reduce the risk and appropriate training of company staff to carry out the tasks safely.

4. If you are doing high-risk laboratory work during the closedown period, you should implement a buddy system. The buddy must be working in close proximity, and must be suitably trained to deal with an emergency situation should it arise (section 19).

In addition, you should keep OHS staff informed of the activity to understand the impact to Monash. It is important that staff reach out to support services such as Monash Security for assistance during this period.

These steps will assist in reducing the impact to health and safety of staff, students and company personnel.

5. To date, company members have been able to access the building during the Christmas and Easter closedown periods, however many of the campus buildings are closed and have alarm systems activated. Monash Security patrol the campus and may check that you are authorised to be in the building.

6. To ensure that you do have access, we recommend that you notify us of your intention to be on campus. Please contact the Concierge service and email the Monash host organisation Operations Manager.

All requests for access MUST be received for processing by Campus Security by the close of business, two working days before the start of the closedown.

7. Campus Security staff request your cooperation to ensure that your workplace and the campus remain safe and secure throughout the closedown period.

8. For urgent matters on campus during the closure period please contact security on 9905 3333 (24/7) or 000 (police, fire or ambulance).

1.3.2. Additional closedown arrangements

1. Waste: As this is a University closedown period there will be limited support, with no provision to dispose of any general and chemical waste. Please ensure that you dispose of chemical waste that you have already accumulated by 4 pm one week before the start day of the closedown, through the nearest Monash store.

Monash Engineering Store

17 Alliance Lane (Bldg 37) Monash University, Clayton 3168

• 9905 1957

• engineeringstore@monash.edu

Monash Science Store

Room G52, 17 Rainforest Walk (Bldg 23), Monash University, Clayton 3168

• 9905 5588

• sciencestore@monash.edu

2. Delivery/ dispatch/ shipping of goods: avoid arranging for any dispatching, shipping or deliveries a week before and after the closing period of the university to minimise any inconvenience, as all Monash stores will be closed.

3. Monash retail facilities: Plan ahead and check this page to see shops open during the holiday time: https://www.monash.edu/food-and-retail/vendors

4. Parking: For all Victorian and national public holidays, parking is free for Blue and Red permit zones and the visitor meter bays at Clayton campus.

5. Workplace management:

• Please turn off your laptop/desktop PC and monitors

• Remove all items of open/perishable food from your workspace

• Empty your desk bins

• Ensure any food and beverage fridges you use have been cleared out

6. Kitchen: There will be no supply of coffee, milk or cleaning services during this time. Shops may be closed too. So, plan ahead if you intend to work during closedowns.

2. LICENSEE AGREEMENT

2.1. Loss and damage

The University does not take any responsibility for loss or damage to the licensed space or any person when entering, leaving or being in the licensed space. The University is

exempted from liability for any loss or damages except if due to a negligent act or omission by the University.

3. COMPANY RESPONSIBILITIES

These are the minimum obligations required of companies whilst working on Monash University premises.

3.1.

Mandatory training and compliance

Companies on Campus are contractually required to ensure that their staff strictly follow University policies and procedures when using any facilities or services the University provides. Upon commencement with the University, the following compliance modules must be completed:

• Cyber Safety

• Engaging Ethically with Monash

• Occupational Health and Safety (detailed under OHS)

• Respect at Monash

• Building and Safety Induction

All company staff must complete the mandatory training modules within a week of registering with Monash Guest Access. Company members working in laboratories or workshops must do additional training:

• Online laboratory induction module

• Further training for specialised laboratories, equipment and/or activities

Failure to complete the required training will risk having your access to University buildings and services revoked. Failure to comply with these conditions by a company member is considered a breach of contract by the company.

3.2. Company Agreements

3.2.1.

Work Order

A Work Order will set out the details of the particular activity and identify which Activity Agreements will govern that activity. All activities on campus undertaken by Companies must have a Work Order submitted by your organisation and agreed with the University.

An agreed Work Order must be in place with Monash before your company:

• Can use Monash University facilities or systems

• Collaborates on research activities

• Is provided with research services

• Involves students in your activities

3.2.2. Student Interaction

When you interact with students on campus, you must:

• Interact with them honestly, fairly, respectfully and ethically

• Not use their intellectual property rights without their written permission

• Not use their ideas or information disclosed to you (about an invention or discovery that might be patentable or have commercial value), without their written permission

You must not involve students in your activities on campus unless your organisation has entered into a Student Engagement Agreement with Monash University and agreed on a Work Order which covers the student’s involvement.

3.2.3.

Use of Monash University’s name

Written approval must be obtained from the University if you want to use the Monash University name or logo or the name of Monash University staff or students in connection with your activities or projects. This includes:

• Publishing or making public statements about findings, results or recommendations relating to your activities on campus

• Representing that Monash University or any University staff or students endorse or support your products, services, intellectual property rights or business

• Any other use of a Monash University trademark or logo

3.2.4. Publications

If a proposed Academic publication relates to your activities, your organisation will be given an opportunity to review the publication before it is published. You must notify any concerns about a proposed publication within the applicable timeframe.

3.2.5. Intellectual Property

Arrangements relating to the ownership, licensing, commercialisation and management of created materials and intellectual property rights will be determined when a Work Order is agreed. The copyright in any thesis or research paper authored by a student will generally remain owned by the student.

Monash Companies on Campus aims to foster collaborations between companies and Monash staff. Within this environment, it is essential that all occupants respect each company’s licensed space and equipment, staff privacy, and intellectual property.

Company spaces should only be entered upon invitation, and with supervision from the relevant designated company representative. Photography is prohibited, unless approved and supervised by the director or representative. All staff and students must be made aware of these conditions, and should adhere to safe work practices in the workspace they are visiting.

3.2.6.

Confidentiality

You are required to keep confidential all information that:

• Is by its nature confidential to Monash University

• Is designated as confidential by Monash University or

• You know or ought to know is confidential to Monash University

This includes material created in the course of your organisation’s activities on campus, unless a different arrangement is agreed in a Work Order. You must:

• Only use such information for the purposes of your activities on campus

• Only disclose such information to others in your organisation on a “need to know” basis and after you have told them to keep it confidential

• Only disclose such information to other persons if you have written consent from Monash University

• Take reasonable steps to secure the information and not deliberately memorise, use, modify, reverse engineer or make copies, notes or records of the information

other than as permitted under your organisation’s Activity Agreements and Work Orders

Your organisation must notify Monash University immediately if you become aware of an actual or suspected breach of confidentiality in relation to such information.

These obligations of confidentiality will continue after the end of your organisation’s activities on campus.

3.2.7. Data protection and privacy

If you are handling personal information in connection with your organisation’s access to University researchers, students and facilities or the performance of an Activity Agreement, you must comply with the requirements for the handling of personal information in the Victorian Information Privacy Principles and the Victorian Health Privacy Principles. The Monash Privacy requirements detailed below are legally binding for all staff and students of the University, and also apply to representatives and affiliates of Companies on Campus.

Monash information privacy principles

The University is required to collect and handle personal information in accordance with the 10 Information Privacy Principles (IPPs) contained in Schedule 1 of the Privacy and Data Protection Act 2014 (Victoria). The IPPs can be summarised as:

IPP 1 - COLLECTION

The University can only collect your personal information if it is necessary to fulfil the University’s functions. Information must only be collected by lawful and fair means and not in an unreasonably intrusive way. The University must provide individuals with a notice at the time of the collection that includes information such as the purpose of collection and how you can access the information. This is usually done through provision of a Privacy Collection Statement. The Monash University Privacy Collection Statements are available here.

IPP 2 - USE AND DISCLOSURE

The University may only use or disclose personal information for the primary purpose for which it was collected, for a secondary purpose that an individual would reasonably expect, with the person’s consent, or in other limited circumstances. The law allows some use and disclosure without consent for purposes such as for law enforcement or to protect safety.

IPP 3 - DATA QUALITY

The University must take reasonable steps to keep personal information accurate, complete and up to date.

IPP 4 - DATA SECURITY

The University must take reasonable steps to protect personal information it holds from misuse, loss, unauthorised access, modification or disclosure. The University must take reasonable steps to destroy or permanently de-identify personal information when it is no longer needed.

IPP 5 - OPENNESS

The University must have clearly expressed policies on the management of personal information. The Monash University Privacy Procedure is available here.

IPP 6 - ACCESS AND CORRECTION

Individuals have a right to seek access and correct any personal information held about them. Exemptions exist, for example where disclosure might threaten someone’s safety. More information about access and collection is in the Monash University Freedom of Information procedures found here.

IPP 7 - UNIQUE IDENTIFIERS

The University may only assign a unique identifier to individuals if this step is reasonably necessary for the University to function efficiently.

IPP 8 - ANONYMITY

Where lawful and practical, the University provides individuals the opportunity to maintain their anonymity.

IPP 9 - TRANSBORDER DATA FLOWS

When personal information travels outside Victoria, the University must take steps to ensure the privacy protection travels with the information.

IPP 10 - SENSITIVE INFORMATION

This includes racial or ethnic origin, political opinions and membership of political associations, religious or philosophical beliefs, membership of professional or trade associations or trade unions, sexual preferences or practices, and criminal record. The law puts special restrictions on its collection, use and disclosure of sensitive information.

Monash health information privacy principles

The University is required to collect and handle personal health information in accordance with the 11 Health Privacy Principles (HPPs) contained in the Health Records Act 2001 (Vic).

HPP 1 - COLLECTION

Health information may only be collected if it is necessary for the University’s functions and if the individual has given consent. Some exceptions to consent exist. Health information must be collected lawfully, fairly, reasonably and preferably, directly from the individual.

HPP 2 - USE AND DISCLOSURE OF HEALTH INFORMATION

The University may only use or disclose health information about an individual for the primary purpose for which the information was collected or for a directly related and reasonably expected secondary purpose. Some exceptions exist.

HPP 3 - DATA QUALITY

The University must take reasonable steps to ensure the health information held is accurate, complete, up-to-date and relevant to the University’s activities.

HPP 4 - DATA SECURITY AND DATA RETENTION

The University must protect health information from unauthorised access, modification or disclosure. Health service providers must retain health information for the period of time set out in HPP 4.2. All other holders of health information must destroy or permanently de-identify health information if no longer needed.

HPP 5 - OPENNESS

The University must ensure the privacy procedure is easily accessible, so people know what information is held about them, why it's being held and how their information is collected, stored, used and disclosed. The Monash University Privacy Procedure is available here.

HPP 6 - ACCESS AND CORRECTION

Individuals have a right to access and correct any health information held about them. The University may, in some circumstances, refuse to provide access to health information or to correct it. More information about access and collection is in the Monash University Freedom of Information Procedures found here.

HPP 7 - UNIQUE IDENTIFIERS

The University may only assign identifiers such as patient identification numbers to individuals if this step is reasonably necessary for the University to function efficiently.

HPP 8 - ANONYMITY

As far as it is lawful and practical, individuals should be able to maintain their anonymity.

HPP 9 - TRANSBORDER DATA FLOWS

When health information travels outside Victoria, the University has a responsibility to ensure that the privacy of the information is safeguarded.

HPP 10 - TRANSFER OR CLOSURE OF A HEALTH SERVICE PROVIDER

If a health service provider is sold, transferred or closed down, and the provider is no longer there, it must notify its current or former clients via a public notice. A notice in the practice and letters to current clients are also required. Statutory regulations apply.

HPP 11 - MAKING INFORMATION AVAILABLE TO ANOTHER SERVICE PROVIDER

Upon request from an individual, a health service provider must make information about that individual available to another health service provider.

3.2.8. Public announcements

You must not make any statements or comments to the public or the press regarding your organisation’s access to University researchers, students and facilities, or the performance of an Activity Agreement, unless your organisation has written consent from Monash University.

3.2.9. Insurance

Your organisation is required to hold product liability and product insurance at all times while your organisation has access to University researchers, students and facilities or performs any Activity Agreements.

Prior to work commencement, all contractors or tradespeople employed by Licensees must provide certificates of currency for the following insurance:

Public Liability

$20 million (minimum, per incident)

Workers Compensation: Statutory

Professional Indemnity:

$10 million (must maintain insurance for 6 years)

Certificates of compliance must be submitted on the Companies on Campus Client Portal prior to moving into the licensed space(s).

3.3. Research services

If your organisation engages Monash University to provide research services as part of its activities, the University will carry out those services in accordance with the terms of the Research Services Agreement entered into by Monash University and your organisation, and a Work Order which covers those services.

You must meet all responsibilities allocated to your organisation in the relevant Work Order, including the provision of any specified materials.

You must ensure:

• All materials are accurate, complete and safe for use by Monash staff

• Your organisation is entitled to supply the materials and all required consents permissions and authorisations have been obtained

• You provide the University with relevant information regarding the materials

Your organisation must pay Monash University for the provision of the research services in the manner specified in the relevant Work Order.

3.4. FINANCIAL OBLIGATIONS

This section details the inclusions and exclusions of the Monash Companies on Campus Agreement Suite, as well as arrangements for use of your Monash University Cost Centre and Fund number.

3.4.1.

Inclusions

Monash looks after its industry partners. Companies that enter a Monash framework agreement through your Monash host organisation are offered the opportunity to rent space on campus.

A Monash research space licence agreement provides significant features above a typical industrial net lease agreement, which can pass fit-out costs & most outgoings to the tenant. The following items are included in your company's research space licence agreement with Monash.

Concierge services

• Administrative assistant dedicated to helping companies succeed at Monash

Outgoings

• Cleaning

• Security

• Phone connections

• Electricity, Natural Gas & Water consumption

• Fire service levy

• Land tax

• Council & Water/Waste rates

• Property Management

Use of shared spaces/resources

• Corridors

• Amenities

• Guest WiFi

• Meeting rooms (based on your host facilities)

• Shared Collaboration, break out and phone booth spaces (based on your host facilities)

Use of necessary owner-occupied plant

• Lifts

• Fire Equipment

Operational maintenance, servicing and minor works

Common area plant

• Lifts & escalators

• Toilets

• Fire extinguisher servicing

Common area and licensee plant

• Central air conditioning plant (HVAC) - Vent sock & HEPA Filter replacement

Lab equipment maintenance & servicing

• Gas line inspection

• Fume cupboard servicing

• Emergency shower servicing (plus checks per Australian standards)

• HEPA filter replacement

Existing fit-outs

Typical fit-outs will include a selection of the following. This is host facility- and spacedependent, and thus not all the listed items are included in all workspaces.

Standard fixtures

• Data fixed wiring

• Lighting, heating, air conditioning and standard ventilation

Typical office furnishings

• Office desks

• Office chairs

Typical lab furnishings & equipment

• Air extraction

• Gas supply (not usage)

• Lab fixtures / integral plant

o Fully wrapped benches,

o Slip-resistant sealed floors,

o ‘Clean Room’ Anti-Microbial Acoustic Ceiling Tiles and Grid,

o Fume cupboards

o Emergency Eyewash and Shower station

o Lab Bench with Sink and tap mixer with hot/cold water

o Dangerous Goods Cabinet

o Large waste bin

Physical containment - minimum clean room standard

Whilst some labs are PC rated, they are not PC certified. If OGTR certification is required, the company will pay for the facility upgrade and the certification fee.

Cost of induction training

All Companies on Campus space licences

• Monash mandatory training

• Building Inductions

For Lab licences

• Risk assessment training

• Floor warden and first aid training

• Chemical manifest training

• Running events safely training

• Training in handling hazardous materials and conducting dangerous procedures

3.4.2. Company PAYG arrangements

Having a research space licence at Monash allows your company to access significant resources. The following services are available to Companies on Campus and will be invoiced separately via Monash Research and Revenue Accounting Services (R&R).

1. Short-term rental of additional space

2. Emergency response resulting from Industry Partner’s activities, including, but not limited to fire and ambulance.

3. A proportionate share of non-included outgoings (Labs only: host facility specific), including:

o Gas usage – N2, O2, CO2 and compressed air

o Reverse Osmosis water usage

o Autoclave repairs

o Lab waste

4. A proportionate share of repairs, other than of a structural/capital nature

Cost centre and fund number

Upon the registration of your company, your designated company representative (DCR) will receive a Cost centre and fund number for your company. You can also find your company’s Cost centre and Fund number in the Campus operational info section of the MCC Client Portal.

This unique Cost centre and fund number may be used to purchase a range of additional services on campus that will be invoiced to your company at the end of each month. With your management’s prior approval, you may use this number for procurement of the following:

1. Services including:

o Technical Services & equipment (booked through iLab):

▪ Procure technical services and necessary consumables through our streamlined iLab system.

▪ Access equipment.

o Monash Engineering and Science stores: for deliveries and chemical/ clinical waste disposal.

o Meeting Room Hire (as applicable) via the Concierge service or the Venue Booking System:

▪ Convenient booking of meeting spaces to facilitate collaboration.

2. General Maintenance & Building Works via the Work Request Section of the MCC Client Portal:

o Tailored enhancements and installations to meet your requirements.

o Access a range of services to maintain and enhance your workspace

▪ Additional cleaning or bins

▪ Refurbishment and fit-out services

▪ Changes to infrastructure or services

▪ Assistance with event set-up and pack-down

▪ New whiteboards and office furniture (including set-up)

▪ Furniture relocation support

3. Parking when paid by the company on behalf of their staff

4. Consumables

We are committed to ensuring that your experience at Monash University is not only collaborative but also tailored to meet your unique business needs.

For any further assistance or inquiries, feel free to reach out to our dedicated support team at your Monash host organisation (e.g. mcc@monash.edu)

3.4.3. Companies to provide

Monash does not provide the following items, so companies need to provide their own:

1. Insurance

a) Insurance premium for replacement of:

▪ The building and its plant/equipment - Industrial Special Risks (ISR)

▪ The company’s stock, equipment, fittings etc

b) Public liability and plate glass insurance

c) Workcover Insurance

2. Parking (via OPark)

3. Electrical equipment testing & tagging

4. Additional training not included as standard licensee inductions

5. Phones, IT and Cloud services

6. Company Owned Plant

▪ IT Equipment (including computers, monitors, servers, telephones)

▪ Furnishings

▪ Office Equipment

▪ Lab equipment

7. Maintenance & servicing of company's equipment, including Biosafety cabinets

8. Working with Children checks (if required)

9. National Police checks (if required)

3.4.4.

Additional contracted costs

Companies should make provision for the following contracted costs that they pay as licensees, in addition to base space rental –

1. Security deposit (25% of annual rent) paid at commencement and kept in escrow until the end of the licence.

2. Make good refurbishment & cleaning costs at the end of the licence.

3.5.

Required background checks

The university aims to maintain a secure and trustworthy environment for all campus occupants and visitors, and to protect its institutional integrity.

3.5.1. Working With Children Check

Where required by law, all employees must hold a valid Working with Children Check Card and comply with all requirements of the Worker Screening Act 2020 (Victoria). These documents must be produced for validation on request.

3.5.2.

National Police Check

We recommend all companies consider obtaining national police checks of their staff to safeguard the company’s reputation by avoiding the hiring of individuals who may engage in unethical or illegal activities that could harm the company’s standing.

4. SECURITY AND AFTER-HOURS ACCESS

Monash Security services are available on all campuses 24/7. Monash Security offers security escorts, a security bus, and 24-hour patrols.

Phone: 9902 7777

Email: security@monash.edu

4.1. Building fobs and keys

Electronic access to approved areas is with a fob. Where relevant, a physical key and all duplicates will be provided by the Concierge service.

Any fobs or keys that are issued are the sole responsibility of company employees, until such time as the fobs or keys have been returned to the Concierge service and the appropriate Register has been signed indicating their return. If any fobs or keys are lost, misplaced or damaged in any way whatsoever by the responsible person, the full cost associated with the replacement of such fobs and keys and associated master keying requirements is to be borne by the company.

5. MEETING ROOMS, BREAKOUT SPACES AND EVENT ROOMS

The host organisation will provide access to suitable meeting and event rooms, both within the host organisation complex and within the broader university environment.

5.1. Monash Innovation Labs

Companies licensing space at Monash Innovation Labs have free access to all boardrooms and meeting rooms within the building. Usage per month is capped for some rooms, based on each individual Company Space License Agreement. The usage does not roll over if not utilised. Companies are able to book seminar and meeting rooms in the New Horizons Building without charge, whereas charges are applicable for rooms in the Woodside Building and the Chemical Green Futures Building.

Detailed information on facilities and booking procedures is provided is provided in the two tables on the Web Portal. Meeting rooms are not an automatic entitlement of Licensees, and the University reserves the right to change these conditions.

The board room (1.40), three meeting rooms (1.45, 1.69 and 1.70) and the foyer/event space (G23) at Monash Innovation Labs are free of charge and can be booked through the Workspace Booking System (Skedda). Another seven breakout and collaboration spaces can be used on a first come-first served basis. Rooms in all other buildings should be booked through the Concierge service prior to use, whether or not they incur a charge.

There is considerable demand for meeting rooms at Monash Innovation Labs, so we ask that everyone be considerate towards other building occupants.

• Please book rooms only for the time required.

• If your meeting is cancelled ahead of the scheduled start time, please remove your booking from Skedda, as otherwise bookings for the room are blocked and nobody else can use the space.

• If your meeting is cancelled at the last moment, or it finishes earlier than expected, please edit the booking finish time in Skedda. If others find that the room is empty, they will be able to make a new booking to use the space.

5.2. Private offices

As an additional option for small meetings, there are four private offices (1.51, 1.52, 1.68 and 1.71) at Monash Innovation Labs that are charged per day (or per month) and can also be booked through Skedda. Please contact the Concierge service for pricing information.

5.3. Guidelines for organising company events

Monash has a duty of care for the health and safety of staff, students and visitors who attend activities at the University Monash campus. Responsibility for health and safety rests with those that plan, prepare and carry out these activities.

Health and safety consideration must be determined to eliminate at the source any hazard/s associated with an event. The company that is considering planning an event/function should take appropriate measures and put in place controls to mitigate risks at the earliest stage of the event planning process.

5.3.1. Event risk management

Here are 12 potential hazards that will guide Companies on Campus staff to understand risk planning for events.

• Can something hit someone?

• Can something cause a slip, trip or fall?

• Can something cut or stab someone?

• Can something or someone fall?

• Is there something that involves manual handling?

• Is there a chemical that can harm someone?

• Is there electricity that could cause harm?

• Can something burn someone?

• Is something under pressure or can something spring back on someone?

• Can something in the environment harm someone?

• Is there is something that could be infectious or cause someone to have a reaction?

• Can something cause unacceptable behaviour or mental strain?

Following on from these 12 activities, working towards hosting an event in Monash can present unique risks at three stages.

• During site set-up (bump in),

• During the event (operation),

• During site pack-up (bump out).

Below are some typical functions and services that when engaged with, could result in injuries to staff, students, contractors and attendees to the Monash Event.

• Manual handling associated with equipment and its use

• Third party services - contractors, affiliates, entertainment rides and activities

• Setting up pavilions and temporary structures

• Provision of food and drink through catering

• Provision of alcohol at Monash University events

• Working outdoors

• Operating vehicles (forklifts, transportation)

• Impacts from high winds on temporary structures

• Sport, games and recreational activities

• General emergency management, communication and first aid

5.3.2. Risk Assessment and Preparation

Monash University has a duty of care for the health and safety of staff, students and visitors who attend activities at any of the University's campuses. Responsibility for health and safety rests with those that plan, prepare and present these activities. The information below highlights to event organisers the typical health and safety issues that may arise while planning, setting up or running an event. Event organisers should aim to address these issues and put in place controls to mitigate risks at the earliest stage of the event planning process.

Pre-event

• Ensure risk assessments are completed to reduce hazards as low as reasonably practicable

• Develop a plan to eliminate, manage and reduce the risk of the hazard occurring

• Implement recommendations, actions and additional resources that are needed

• All contractors that are engaged for the event are suitably qualified and have appropriate insurance to work within Monash University

• Assess whether the event presents any unique risks to Monash staff, students, contractors and attendees, and reduce these as much as practicable

• Assess if site service emergency personnel are needed during the event

• If there are personnel that need a Personal Emergency Evacuation Plan, suitable staff are available to assist and remain with these attendees

Bump in

• Ensure risk assessment information details are shared with staff, and read and understood by parties involved

• If required, appoint appropriate staff to coordinate activities that require segregation from staff, students and the public

• Ensure pathways, egress and access to emergency services are not blocked during bump in activities

• Inspect, check, identify issues, report hazards and rectify to ensure safe operation

• Clear unwanted items and clean work areas before operations commence

During the Event

• Monitor for hazards, near misses, faults/malfunctions and emerging safety issues that are likely to affect the health and safety of attendees

• Monitor for the duration of the event any changes to event scheduling that have a direct effect on the health and safety of attendees. Eliminate hazards at the

source or reduce the impact as much as reasonably practicable by implementing appropriate controls

• Escalate any emerging health and safety issues to appropriate Monash safety personnel in immediately

• Ensure that any changes made to reduce the initial hazard do not create unintended consequences and further hazards to health and safety of attendees.

• Monitor for waste accumulation, disposal issues and potential spills that will require cleaning

Bump out

• Ensure that the work area is segregated from personnel not involved the broader safety issues associated with the movement of physical elements (dismantling, setting down, loading/unloading)

• Ensure personnel employed to assist in dismantling items are appropriately briefed on the operations and have the appropriate tools, equipment, and items for storage and suitable transportation out of the venue

• Ensure contractors employed have made safe the spaces during these bump-out activities and the space is returned to its initial state

• Ensure accumulated waste is managed and cleaning is completed

• Replace all previously moved/removed items to their original position

• Inform Monash Innovation Labs Operations and Safety staff any issues that need to be rectified before returning the space back to Monash

5.3.3. Areas of work and non-public access

Events may present potentially hazardous work areas including hazards arising from a physical and temporary change to a work area. It must be ensured that:

• Work areas have in place suitable systems to restrict public access (where appropriate)

• Any potential changes made to the work area must be made in consultation with Monash Innovation Labs Safety personnel and where needed, Buildings and Property Division and/or Security

• Work areas are appropriately signed to:

o warn of present danger at all access points

o ensure public access areas are clearly defined

• Emergency escape routes should not be blocked or obstructed by items/equipment for the event

• Escape routes should not modified in any manner that reduces their effectiveness, especially where locked doors are used to limit public access

• Ensure all non-public areas are well-secured (doors locked to offices, laboratories and workshops to prevent inadvertent or intentional entry)

• Staff are advised to direct people away from non-public areas

• Ensure that staff are trained in the correct course of action to follow regarding restricted areas (e.g. reporting unsupervised children or suspicious activity or persons to the person in charge or Security)

5.3.4.

Manual handling

Much of the setting-up and dismantling of displays and facilities will involve some people performing manual handling tasks. Lifting, carrying or using unfamiliar hand tools can lead to strain injuries.

• Assess the risks associated with any manual handling tasks required to set up equipment and ensure that appropriate controls are employed

• Use suitable mechanical aids (where possible) to reduce the weight bearing requirements for heavy, unwieldy items

• Staff must be instructed in the use of the mechanical aids

• Staff must be instructed in the techniques of manual handling as applies to their tasks

• Staff must be instructed in the correct and safe use of any hand tools (e.g. hammers, screw drivers, staple guns) that they may need to use to undertake their tasks

5.3.5.

Outdoor pursuits, displays and other activities

• Ensure that tents, kiosks and outdoor displays are in sound condition and fit for purpose

• Take measures to ensure the stability of tents, kiosks and outdoor displays (inherent stability based on appropriate design and construction, the use of suitable lashings, sand-filled bags and similar control measures)

• Tents, displays and kiosks should be erected/dismantled only by trained persons

• Contingencies must be made for extreme weather conditions, e.g. hot, cold, windy, storms, which may require the cancellation or postponement of events to protect the safety of personnel hosting and attending.

If electrical power is supplied to tents, displays and kiosks:

• Suitably qualified personnel (contract and licenced electricians) must be engaged to lay out and connect leads and cables

• Electrical leads and cables must be checked by the local Safety Officer/Manager (or another appropriate person) to ensure:

o there is no risk of staff or visitors becoming entangled in the leads or cables (power cable traps should be used wherever practicable)

o there are no tripping hazards

o appropriate physical protection has been provided to avoid damage to leads and cables (e.g. protected from water, heat and other sources of damage)

o leads and cables are connected to a residual current device (safety switch) which is either part of the overall power circuit or a separate plug-in device

5.3.6. Food safety

Food safety includes all aspects of preparing and serving food, such as avoiding allergic reactions, sensitivities and intolerances, managing any risks of choking and ensuring that food is not contaminated.

Catering for participants with allergy or anaphylaxis

The Company and persons responsible for organising catering must put in place measures to ensure that people with allergies or anaphylaxis are not exposed to trigger foods and should address the following:

Pre-event

• Consider potential personal health issues such as allergy/anaphylaxis related to food and beverages for all attendees (invited guests, participants and staff and students).

• Where possible provide information about food that is served for the event

• Dietary requirements should be considered when catering for attendees (vegan, vegetarian, dairy free, celiac disease, gluten intolerance, Kosher and Halal food)

• Company/Event organisers must notify external contracted caterers of participant allergy/anaphylaxis, and caterer(s) must confirm that the information has been received and they can cater for persons with allergy/anaphylaxis and/or dietary requirements

• Event organisers should notify participants that:

o their allergy/anaphylaxis information has been received

o their allergy/anaphylaxis information has been conveyed to the event caterer(s)

o the participant is to follow their ASCIA Allergy/Anaphylaxis Action Plan

o the participant is required to carry their own adrenaline auto-injector device (e.g. EpiPen) and identify themselves to staff at the event

For small events not involving external participants outside of Monash Innovation Labs.

• Where possible, consider the same food allergies and food intolerances that have been mentioned (allergy/anaphylaxis related and/or dietary preferences (vegan, vegetarian, dairy free, celiac disease, gluten intolerance, Kosher and Halal food).

• Minimise use of electrical equipment, erecting tents/marquees, setting up pavilions and temporary structures which normally requires equipment use and additional manual handling.

• Ensure that where alcohol is consumed, Designated Company Representatives or nominated personnel observe/look for signs of intoxicated participants and indicate that they should reduce their alcohol consumption.

• Ensure that alcohol is controlled in a manner that prevents excessive alcohol consumption for the duration of the event.

• In open spaces within Monash function locations and Monash Innovations Labs, consider the hire of Monash Security Staff for assistance as needed.

• Anticipate that there will be additional waste collection, cleaning requirements to ensure that the appropriate requests are completed as needed.

• NOTE that wet lab spaces cannot be used for events that involve food or drink.

5.3.7. Emergency management

Any Monash University building open to the public during events could be crowded with people who have little or no knowledge about what to do in the event of an emergency. Monash Innovations Labs are open to the public for activities that occur before 6 pm. After-hours access is allocated to staff, students, company staff and site services (security, cleaners, Monash Essential Services)

Where there are function spaces that require access after hours, or functions that engage with external personnel or contractors, it is advisable that Security should be considered to assist in crowd control, and provide assistance during emergencies.

Simple rules for emergency management

1) Ensure that personnel can safely egress from the occupied space and the building in the event of an emergency

2) Ensure that personnel can safely access locations of fire and emergency alarms (including break glass alarms, red emergency phones, PA systems, assembly areas)

3) Staff must know how to initiate an alarm and are aware of the actions to follow in the event of an alarm

4) During the planning stages and during the event, ensure that access, and egress routes are sufficient, well defined and always kept clear. The spaces within Buildings 60 and 69 have clearly defined evacuation routes and these should never be blocked

5) Participants are to follow the directions of the local emergency personnel (wardens, and/or emergency services personnel (police, paramedics and fire rescue services).

5.3.8. Injury or illness

Companies that host an event within any Monash space need to consider the potential for injuries or illness that may occur during bump in activities (setting up for your exhibition, preparation, assembly and coordination of event) and bump out activities (clean up, disassembly, dismantling, and removal of infrastructure after the event).

Where there is a potential for staff, students, contractors and attendees to the Monash Event to become ill or injured during an event:

• There should be nominated First Aiders that are sufficient for the anticipated crowd

• Nominated First Aiders must be easily identifiable by either administrative and/or physical measures

• Staff should be aware of other first aid services available on campus (University Health Services, Security personnel and First Aiders)

• For injuries or illness that occur within a Monash space, the affected person/s must be attended to and triaged with the appropriate level of care

• Hazards and near-misses that arise through the course of the event must be attended to immediately to reduce the risk of re-occurrence

All accidents, incidents, near misses and hazards must be reported to the Monash Innovations Labs Safety and Compliance Manager, and recorded using your Company risk assessment tool.

6. COMPANY VISITORS

6.1. General guidelines

All visitors must be made aware of the guidelines for entering a company workspace, including

• Respectful conduct

• Safety requirements in workspaces

• Regulations regarding privacy, data protection and confidentiality

6.2. Accompanied visitors

People attending events, meetings or discussions with company members are not required to complete any inductions. They should be met by a company member, or report to the appropriate Concierge or Reception desk. For example, the map below shows the location of the Monash Innovation Labs Concierge desk on the first floor of Building 60.

6.3. Unaccompanied visitors to company spaces

If visitors will be working in an office or flexispace or lab, the designated company representative will be asked a number of questions to validate the type of work they will be performing on campus, and will be informed by the client portal whether to lodge the person as a visitor or company staff.

Those classified as company visitors will not be required to complete any inductions, however the company safety representative must familiarise the visitor with the location of evacuation diagrams posted in corridors, the actual evacuation routes, and the location of fire extinguishers.

Those classified as company staff will be provided with a digital identity (IDP) and can use this to sign into the Monash Companies on Campus training portal (MCC Cornerstone) to complete their training.

6.4. Guidelines for children visiting Monash University

The University recognises that children may be on Monash campuses:

• To participate as students in approved outreach activities; and

• To visit Monash sports facilities, attend social events, or visit libraries

• On occasion, parents may need to bring their children to campus due to an emergency or breakdown in childcare arrangements.

If the visitors are school students attending an approved outreach activity, company staff interacting with them must have completed a Working with Children check. Remember to plan in advance, as these checks can take up to 3 weeks to be approved.

6.4.1. Dependent children on campus

Child(ren) brought into the University must be under the direct supervision of an accompanying parent at all times, and responsibility for all aspects of the child's behaviour should rest solely with the parent. Parents should be sensitive to the needs of colleagues and should not expect others to care for their children. In the interests of public health, sick or infectious children should not be brought onto campus.

The University acknowledges the diverse hazards inherent in research activities, which may affect the health and safety of children on campus, and is legally and morally obligated to ensure their well-being. Children should not be present in these areas –

• Laboratories and workshops

• Plant rooms

• Food preparation areas

• Areas where chemicals are stored

• Areas where machinery is used and;

• Any other areas designated as hazardous by the local OHS Committee

Click here for more details of Monash policies regarding children on campus.

7. CAR PARKING

Monash University operates a parking permit system for students and staff. Permit areas are defined by different colours. Staff (and Company members) can park in Blue and Red permit areas at any campus. Permit parking is provided on a Pay As You Use (PAYU) model, meaning you only pay for the time you actually park. This is facilitated by the OPark App available for Apple and Android mobile phones.

7.1. Vehicle registration number(s)

You need to provide the vehicle registration number of any cars that you intend to drive to campus during sign-up to the Client Portal, as the process for access is based only on registration number and is not linked to your OPark account. Once your registration number(s) are entered into the Portal, you will be able to start a Red or Blue parking session as if you were a Monash staff member.

If you enter a registration number that has not been recorded in the Client Portal, the OPark app will not allow you to start a Red or Blue session. You will instead need to use visitor parking (which is considerably more expensive). You can update your vehicle registration details at any time using the Client Portal.

7.2.

Contact details

We need a way to contact you in case any issues are encountered with your vehicle on campus (for example lights left on, involved in an incident), so please ensure that your phone number has been provided to the Concierge service

7.3.

Register on the OPark app

• Download the OPark app for iPhone or for Android phones.

• Enter your mobile number.

• Leave the 'institute' field blank - do not select Monash University (as you do not have a Monash staff ID)

• Create your password after entering the SMS verification code sent to your mobile.

• Set up your credit, debit or prepaid card.

• If you select Premium reminders, there is a fee.

• Enter the SMS verification code

• Select Add Vehicle and enter your vehicle registration number. You are now ready to start your parking session.

You can also register online at www.opark.com.au or register by phone: call (03) 9111 1799 or 1300GOPARK. The OPark website also has a list of Frequently Asked Questions.

7.4. Parking for company visitors

Your Company should provide instructions from the Monash University visitor parking page, under the heading “Pay at a parking meter”. There are meters located in the N1 car park at Clayton campus. View the map below, or click to download. The parking meters are cashless and accept credit, debit or prepaid Visa card. They record your vehicle registration number, so you do not need to display a ticket on your dashboard. For further information regarding parking, please visit Pay As You Use Parking.

8. IT SERVICES

The Monash Guest WiFi network is available at all our Australian campuses for guests of the University. It can be used by company staff and also associates who are not formally affiliated with the host organisation.

• In your WiFi settings, select the Monash Guest WiFi network.

• If you’re connecting to the network for the first time, click Don’t have an account? at the bottom of the page and complete the registration by entering your details.

• Read and accept our Acceptable Use Policy. You’ll then be connected to our Guest WiFi.

• If you are a visitor to a Company on Campus, you can access a Monash Guest WiFi account that is valid for seven days from initial registration, and each session will be active for 24 hours. After that, you’ll need to log in to reconnect. The account can be used across a maximum of three devices (no more than two devices can be connected at the same time).

• If you are designated as Company staff, you will be given a Guest WiFi account that is valid for 365 days.

9. RESEARCH & TECHNICAL SERVICES

9.1.

Research platforms and booking system

Monash University's integrated network of world-class technology research platforms have core facilities and capabilities that provide high-quality specialist research services. These platforms have been integrated into a single business unit, the Monash Technology Research Platforms (MTRPs), and provide essential expertise and infrastructure to our Faculties and Research Institutes. We share these capabilities with our industry partners to maximise their opportunities and research impact.

Monash University uses a system called iLab to manage its research platforms, equipment and services. iLab provides easy access to cutting-edge research infrastructure and supporting expertise. Terms and conditions apply, and are specific to iLab and the Research Platforms.

9.2.

Access to iLab

• To access the iLab user registration manual, click here

• Once you complete your registration an iLab Support Associate will work to get your account created. They may contact you for further details. After your account has been created you will be notified and then you will be able to log in to iLab and request services from Monash Technology Research Platforms

• A full list of platforms available can be sourced on the Companies on Campus web portal

10. MAIL

10.1. Mail Services

Companies can choose to use the Monash University partner Converga Pty Ltd, which manages the mail services across campuses. Converga specialises in handling outsourced mail, courier services and digital document solutions. A drop off and collection point is available at the Concierge or reception desk in your host facility. Alternatively, an Australia Post outlet is available on all campuses.

Please note that packages are not included in this system and will be delivered either to the mail collection point at the Concierge or reception desk, or to the appropriate Monash Store (Engineering, Medicine or Science precinct stores, section 10.3.3)

10.2. Mail Consumables

Converga can send Express Post envelopes and satchels, registered mail stickers and stamps. They can also provide additional TNT courier satchels and bags as required. This will be charged to your Company’s Monash cost centre/fund.

10.3. Parcels and Couriers

Converga can coordinate courier booking and tracking via Australia Post, TNT or DHL for both domestic and international post.

Australia Post Parcel Lockers are also available 24/7. They’re free, secure, easy to use and you can collect at any hour, day or night. Parcel Lockers are available at all campuses except Parkville.

10.4. Domestic Outgoing Parcels

If Companies wish to send parcels, Converga will coordinate the courier booking and tracking process. All parcel and mail items are sent via Australia Post, TNT or DHL. TNT is recommended for domestic deliveries.

1. Package your parcel appropriately. Contact Converga to order satchels or discuss packaging options

2. Complete the domestic courier request form and attach it to your parcel

3. Place your parcel at your dedicated collection point

4. Converga will email you a tracking number once the courier form and parcel are processed

Our domestic courier provider, TNT, offers a warranty option if required.

10.5. International outgoing parcels

Converga will coordinate the courier booking and tracking process for you. All parcel and mail items are sent via Australia Post, TNT or DHL. DHL is recommended for international deliveries.

1. Package your parcel appropriately. Contact Converga to order satchels or discuss packaging options

2. Complete the International courier request form and attach it to your parcel

3. Place the parcel at your dedicated collection point

4. Converga will email you a tracking number once the courier form and parcel are processed

10.5.1.Instructions for completing the International courier request form

In the 'Sender details' area, please fill in your details.

• 'Reason for export' box: select 'Return' if the goods are being returned overseas.

• 'Terms of sale (Incoterms)' box

• If sending documents select FCA (Free Carrier)

• If sending goods and any tax/duties need to be charged back to Monash, select DPP (Delivered Duty Paid)

In the 'Receiver details' area, please fill in the details of the overseas recipient.

10.5.2.Description of Goods table

• 'HS code' column: an HS code is required for customs purposes. Please indicate the code that applies to the item you are mailing. Unsure of the code? You can search here. Please note an HS code is not required if you are only sending documents

• 'Shipping costs' box: leave this box blank or type NA

• 'Insurance costs' box: only put costs in if insurance cover has been taken out on the consignment externally to TNT. Otherwise leave this box blank

• 'Total declared value' box: please make sure the value of goods is as accurate as possible. Under-declaring may result in fines.

10.5.3.Assistance

If you have any questions regarding the courier process or filling in the courier forms, please contact Converga at monuni.mailroom@converga.com.au or (03) 9905 4063.

10.6. Incoming parcels (Monash Faculty stores)

The Monash stores are a central delivery point available for companies to have items delivered. This is a temporary transit point and collection of goods must happen within a 72-hour window due to space limitations. The Concierge service will provide your contact information to the Monash stores to ensure delivery, or pick up can be organised. The addresses for the Monash stores are as follows:

Your Company c/- Engineering Store 17 Alliance Lane Monash University, Clayton 3168

• 9905 1957

• engineeringstore@monash.edu

Your Company c/-Monash Science Store Room G52, 17 Rainforest Walk (Bldg 23), Monash University, Clayton 3168

• 9905 5588

• sciencestore@monash.edu

You must ensure that the sender also writes your name and the Company name on the outside of the parcel, otherwise goods will be opened to check for information of ownership. It is advisable to notify the Monash store of any large deliveries ahead of time to ensure that forklifts and space requirements are available.

Acceptable deliveries

All work-related deliveries can be addressed to your precinct store.

Delivery capacity (Monash Engineering Store)

There are no minimum sizes for Monash precinct store deliveries. The maximum lift capacity for the forklift is 2 tonnes. The doorway dimensions and the storage of such items may dictate delivery capacity.

Hazardous goods and guidelines on acceptable deliveries

End users must complete risk assessments and chemical pre-purchase checklists as detailed on the Web Portal under Procedures for safe use of chemicals. All deliveries must comply with Monash Dangerous Goods policies including Chemical Management and Radiation. Radioactive deliveries can be accepted at the Engineering Store, but the shipped goods must have their own lead-lined storage container, and there is no longterm storage capability.

The store uses SFS Pharma as the chosen shipper for Dangerous Goods.

The following links detail Monash procedures

• Chemical Management

• Chemical Waste Disposal

• Radiation

11. HANDLING & STORAGE OF MATERIALS

Licensees, employees and students are responsible for the security, handling and storage of all of their materials on site. Materials and rubbish must be contained within the tenancy or site area. No material or rubbish is to be placed outside the lease line or in the common areas.

Licensees must keep public areas clean, to Monash University standards, at all times and must clean up any dust or mess created by their work.

12. REPAIRS AND MAINTENANCE

The maintenance and certification of the common areas throughout the University, including Air Conditioning and lighting, is the responsibility of University Management.

The Licensee is responsible for all maintenance and certification associated with their fit out, including biosafety cabinets.

If a maintenance issue of an emergency nature does occur, please contact your Host Organisation’s Management or the Concierge service for assistance or advice.

The Licensee must make good refurbishment and cleaning costs at the end of the licence.

12.1. Regular maintenance procedures

In addition to maintaining their own equipment, Companies must provide access for regular maintenance procedures to be carried out for University equipment.

12.2. Monash University maintenance responsibilities

Type Frequency

Gas line inspection Annually

Gas bottle valve servicing Every 5 years

Vent sock cleaning; HVAC Dependent on duct pressure

Fume cupboard servicing Inspected quarterly and certified annually

Biosafety cupboard servicing Inspected quarterly and certified annually

Testing of emergency showers Weekly. Email all those impacted prior to test. Water must be cleaned up after the test so as not to cause a slip hazard

Testing of eyewash stations Weekly, to ensure that dust covers are intact and flip up when the eyewash is activated

Type Frequency

Reverse osmosis water maintenance and filter servicing As determined by Supplier service agreement

Fire extinguisher servicing Scheduled external Fire Safety Contractors

12.3. Company maintenance responsibilities

Type Frequency

HEPA filter replacement Annually

Fume cupboard servicing Inspected quarterly and certified annually. Company to service the filters

Biosafety cupboard servicing Inspected quarterly and certified annually. Company to service the filters

Electrical equipment testing & tagging Annually

13. EQUIPMENT DAMAGE

Any equipment damage (for example, air conditioning ducts, fire systems, electrical equipment), must be reported to your Host Organisation Management immediately.

14. EMERGENCY PROCEDURES

14.1. Emergency numbers

IF THERE IS IMMINENT DANGER AND/OR THE EMERGENCY IS LIFE-THREATENING

Call 000 and then Security 03 9905 3333 (24/7)

Under these circumstances, Security will provide access to emergency crews

In all other circumstances, call Security on 9905 3333

For a safety escort or to report something suspicious: 03 9902 7777 (24/7)

• If you would like someone from Security to accompany you to your car

• If you witness behaviour that is concerning, threatening, or inappropriate

For further information regarding safety and security, please click here.

14.2. Being prepared for an emergency

• Ensure you are familiar with the building and facilities

• Locate the nearest emergency exit for your immediate work area

• Locate the nearest emergency evacuation map

• Be aware of the assembly point(s) following an evacuation

• Make sure you know how to use fire equipment (extinguishers, blankets) and when to break glass fire alarms

• Locate the nearest safety shower and eyewash station in laboratories and workshops

• Identify the Wardens for your immediate work area

• Locate lists of trained First Aiders (displayed on First Aid kits and in corridors)

• Find out the location and opening hours of the nearest Medical Health Service

• Do NOT interfere with fire stair doors or prop open smoke/fire doors

• Do NOT use lifts in an emergency evacuation

14.3. Incident management

In the event of an OHS incident on campus, company staff are expected to:

• manage the incident

• evaluate risk

• neutralise the threat

• prevent further harm

• escalate control to the highest appropriate authority

o Emergency Services (000)

o Monash Security (9905 3333, 24 hours)

o Child protection services (East Division Intake - 1300 360 391)

As soon as practical once the incident has been managed (within 24 hours) -

• report the incident to

o the Safety and Compliance Manager

o your employer

• ensure that the incident is recorded using the company risk management tool

14.4. Fire safety and alarms

Monash University’s fire protection systems automatically call the fire brigade in the event of a fire. A fire isolation temporarily blocks the systems from calling the fire brigade and sounding alarms. Only University Management may authorise the isolation of fire safety systems. Under no circumstances are fire safety systems to be isolated until this authority is received. Fire system isolations are free between the hours of 8 am and 4 pm, Monday to Friday. Outside of these hours a charge applies.

Any activity or equipment in or around a building that produces smoke, steam, dust or fumes can trigger smoke detectors and call the fire brigade, resulting in attendance by two or more fire trucks and fire officers. Sprinklers, hose reels and fire hydrants also have alarms in their systems. Anything that causes water to run or pressure changes in these systems calls the fire brigade.

The University is charged for any unnecessary attendance by the fire brigade. These charges are passed on to the company or person responsible for the alarm.

Fire detectors and alarm circuits throughout the University are fully activated at all times. The de-activation of these systems will only be permitted whilst tests are in progress, repairs or additions are being carried out or whilst conditions that may cause false alarms are evident. For example, smoke detectors should be isolated whilst cutting, sawing, mist spraying. Isolation of any safety system must be organised through your Host Organisation Management office.

14.5. Fire or smoke detected in an area.

It is most important to stay calm, secure the area, and inform people.

If safe to do so:

1. Close doors and isolate fire/smoke where possible

2. Clear affected area of personnel

3. Remove combustible substances

⚠ It is crucial to take immediate action to ensure your safety and that of co-workers, and if possible to prevent the fire from spreading. If it's a small fire and you are trained to use a fire extinguisher, you can attempt to extinguish it, as long as this does not place you at risk. Staff members can also use a fire blanket when appropriate.

All Company staff and visitors should familiarise themselves with the location of the Evacuation Diagrams posted in corridors. As well as evacuation routes, these diagrams show the location of fire extinguishers – eg. the image shows the ground floor of Building 69 at Monash Innovation Labs. There are carbon dioxide fire extinguishers located in the corridors and wet laboratories, and 2 dry chemical powder extinguishers centrally located in the main corridor (near the lift and near the toilet area).

Carbon dioxide extinguishers have the advantage that they don’t damage computers or electrical equipment. They are less efficient for fires caused by flammable chemicals than dry powder extinguishers.

Water hoses or water extinguishers can be used on materials like paper, cardboard and wood, but are unsuitable for flammable liquids, gases and metals, and must NEVER be used for electrical fires.

As water is a conductor of electricity, you risk getting an electrical shock if you use water on this type of fire. In addition, water is less effective at extinguishing electrical fires, and could potentially spread the fire by

conducting electricity to other parts of the equipment or surroundings. It also has greater potential to cause damage to nearby equipment.

If a fire cannot be extinguished or is out of control:

1. Activate ‘break-glass’ alarm.

2. Notify Building Warden.

3. EVACUATE!

If the fire is large or spreading rapidly, don't put yourself or others at risk. In this case evacuate the work area, ensure that any fire suppression systems such as sprinklers have been activated, and close the doors to contain the fire. Do not allow anyone to reenter the lab until it has been declared safe by the fire department and Monash University personnel.

14.6. Evacuation

1. Stay calm

2. Follow the instructions of the Emergency Wardens.

3. Do NOT use lifts.

Prepare to evacuate

• Upon hearing the alert tone "BEEP, BEEP", prepare to evacuate

• Stop all activities and listen to instructions

• Gather personal belongings such as phone, wallet, keys

• Do not evacuate unless directed or the tone “WOOP WOOP” starts.

If the “WOOP WOOP” tone starts

Only use fire-rated stairwells when exiting the building*

• Walk quickly and calmly to the Monash Innovation Labs assembly area (blue basketball court south-east of Building 60) via the nearest exit

• Close doors as you exit – but do NOT lock the doors

• Deactivation of the evacuation tone is not an indication to re-enter a building

• Do not re-enter until authorised by the Metropolitan Fire Brigade or Building Warden

EMERGENCY EXITS*

• If the evacuation alarm sounds while you are on the first or second floor of Building 69, proceed to the fire-rated stairwell located next to Lab 1.78 on Level 1 (blue arrow), or the Student Analytical Makerspace (Room 2.24) on Level 2.

• If the evacuation alarm sounds while you are on Level 1 of Building 60, exit into Level 1 of the adjacent Engineering Building via the sliding door near the Concierge desk (black arrow). Do NOT use the open staircases as these could be affected by flames or smoke from a fire on the Ground floor.

IMPORTANT: Remember that the Building Warden and Floor Wardens have the authority to delegate duties and control the evacuation process.

Visitors

Must be evacuated by Monash University staff.

Building Warden

Coordinates evacuation and delegate duties. The Building Warden has full authority during evacuations until Emergency Services arrive.

Floor Wardens

Evacuate site and direct staff/students and visitors to secure areas.

First Aiders

Obtain a portable First Aid kit if available and provide first aid when required.

14.7. Helping people with special needs in an emergency

If you are a person with special needs

• Remain calm, people will assist you

• If you don’t understand, ask people to explain the situation

• Ask for assistance with your mobility device if required

• Seek help to exit via a fire-rated stairwell or outside. Do NOT use lifts

• If you cannot exit, remain in a fire-rated stairwell until the Fire Brigade arrives

• Ask someone to stay with you during the emergency

If you are a person providing assistance

• Do not put your own life at risk

• Ask if people with special needs require assistance

• Ask what type of help is required

• Ensure you notify someone where you are, and the Floor Warden is informed

• If you are unable to provide assistance, ask a Floor Warden to help

• Do not attempt to carry anyone downstairs. If the person is able to move assist them down a fire-rated stairwell, or out through the sliding door from Building 60

• Remain with the person in the stairwell if unable to use the stairs. Seek help

People with special needs may include those who

• Have a visual or hearing impairment

• Have difficulty with mobility or standing due to disability or an injury

• Use walking aids or a wheelchair

• Are pregnant

• Have heart conditions

• Suffer from asthma

• Experience panic attacks

• Are claustrophobic

14.8. Bomb Threat

1. Keep calm

2. Treat all threats as genuine

3. Record exact information for Police

4. Notify Security on 9905 3333

If threat by telephone

Keep person talking and ask:

1. Location

2. Indicated time the bomb will explode

3. Do not replace handset: This enables the call to be traced

If threat is by letter or package

⚠ Do not use electronic devices as these may detonate a bomb

Suspected explosive package

1. Do not touch the package

2. Notify Security on 9905 3333

3. Provide the following:

o Name

o Location

o Number of people involved

o Description of package (including appearance and smell)

o Action Required

4. Leave the package and move out of the surrounding area unless otherwise advised.

5. Wash and decontaminate your hands.

6. Seek medical advice as appropriate.

14.9.

Suspicious mail or packages

If suspicious mail has been opened

1. Do not handle unnecessarily

2. Notify Security on 9905 3333

3. Provide the following:

o Name and location

o Number of people involved

o Description of package

o Action Required

4. Leave the package and move out of the area unless otherwise advised

5. Wash and decontaminate your hands

6. Follow Building Warden instructions and evacuate only when advised or directed

7. Seek medical advice as appropriate

Unopened suspicious package

1. Do not touch the package

2. Notify Security on 9905 3333

3. Provide the following:

o Name

o Location

o Number of people involved

o Description of package

o Action Required

4. Leave the package and move out of the surrounding area unless otherwise advised

5. Wash and decontaminate your hands

6. Wait for help to arrive

14.10. Intruder

If safe, note description and report to Security on 9905 3333.

If confronted

1. Obey intruder(s) instructions

2. Never try to overpower an armed intruder

3. Look, listen and observe:

o Articles touched by intruder (for later fingerprinting)

o Physical details / attire

o Mannerisms and weapons

General

1. Security (9905 3333) must be alerted. They will decide whether Police are contacted

2. Seek advice on how to proceed, and record all incident information for Police

3. Be prepared to evacuate and secure the building – await further instructions

Illegal Occupancy / Civil Disorder

Report to Security on 9905 3333.

If safe to do so

1. Restrict entry to buildings

2. Confine presence to the ground floor

3. Restrict contact between demonstrators and occupants

4. Notify managers, supervisors and emergency personnel

5. Be prepared to evacuate – await instructions from the Building Warden

14.11. Mental health incidents

Your own safety is your first priority. Mental health incidents can include

1. Panic attacks

2. Psychosis

3. Drug or alcohol overuse

4. A person who has experienced a traumatic event

5. Self-harm or threat of self-harm

Threatening behaviours

If you don't feel safe

1. Ask the person to leave, do not invade their personal space

2. Avoid eye contact, remain calm, keep your hands in view

3. If life threatening: immediately call the Police on 000 and Security on 9905 3333

4. Record incident details including person description and inform your supervisor

If you feel safe

1. Engage in conversation and calm the person if possible

2. Be aware the situation may escalate very quickly

3. Understand their concerns and direct them to the Counselling Service

4. Maintain clear personal boundaries

5. Summon help if required

Written, phone or observed threatening, or other concerning behaviours

1. Notify Security on 9905 3333, or

2. In the event of immediate threat or danger, call the Police on 000, or

3. To seek confidential advice contact the Safer Community Unit:

o Telephone: 9905 1599

o communitycare@monash.edu

General assistance

1. Do not leave the person alone

2. Assess danger to themselves or others keep them away from potential danger.

3. Reassure the person by talking calmly to them. Tell them that you will stay with them until assistance arrives

4. Get the person to control their breathing. Breathe in and out in unison to the count of three. Use your hands to signal the tempo. Maintain eye contact

5. Engage the person by talking ask straightforward questions. Listen nonjudgmentally

6. Ask if there is someone you could call to come and be with them

14.12. Active armed offender attacks

Escape

• If you can see a safe route, ESCAPE

• Move quickly and quietly away from danger

• Tell others not to enter the area, but only if it doesn't put you in any danger

• Take your mobile phone, but do not let your belongings impede your ESCAPE

• Move as far away from the danger area as possible

Hide

• If you are unable to escape, HIDE

• Stay out of sight and silence your phone

• Move away from doors and remain quiet

• Try to put a sturdy physical barrier between you and the offender

• Help others but only if it does not put you or others at risk

• Constantly review the situation and your options based on available information

Tell

• TELL the Police by dialling 000 when it is safe to do so

• Describe your location, surroundings, the attackers and the events that have occurred

• You may be asked to stay on the line and provide further information that the operator requests or if the situation changes.

Police response

• When the Police arrive, follow their instructions

• Their priority will be to deal with the immediate threat to prevent further injury

• You should follow all instructions given by emergency responders

• Police may not be able to distinguish you from the offenders

• You will be evacuated when it is safe to leave the area

• It is important to remember:

o Police Officers will be armed and could point guns in your direction

o Police may treat your firmly

o Avoid quick movements or shouting and keep your hands visible

o Police priority is to locate the offender.

15. NOISE – QUIET ENJOYMENT

Under the Occupational Health and Safety Regulations 2017 (Victoria), companies must ensure that their employees are not exposed to noise greater than the noise exposure standard, which is an average of 85 dB(A) for 8 hours, or to any instantaneous noise in excess of 140 dB(C).

It is the responsibility of companies to ensure that:

• Hazards and risks associated with noise are controlled

• Persons are provided with appropriate hearing protection

• There is appropriate signage of plant in areas that require hearing protection

• Persons who require audiometric testing are identified to the Occupational Health Team for baseline, routine and exit tests

• Necessary information, instruction and training or supervision is provided

It is the responsibility of workers including staff, students, contractors and visitors to:

• Follow the direction of the University in relation to Noise Management requirements, such as attending training

• Book and attend baseline, routine and exit audiometric testing and/or audiological exams (as required)

• Use hearing PPE provided (earmuffs)

• Participate in OHS risk management, including reporting of hazards in their workspace

16. ENVIRONMENTAL

The sustainability team at Monash University’s Buildings and Property Division are working to create sustainable campuses through improved built environments and behaviour change programs. Monash is focused on creating positive solutions to the

collective environmental challenges ahead. Monash is building a future filled with clean power, clean water and clean air and we're asking our Monash community to get involved through initiatives focused on making our campuses more sustainable.

Monash is completely transforming how energy is used and has a clear goal in sight –Net Zero carbon emissions by 2030. In some cases, environmental considerations have been formalised in legislation, thus requiring careful attention from affected parties, to ensure compliance. It is important to remember that these environmental objectives, legal obligations, and priorities apply to all Licensees and visitors.

16.1. Cleaning

The Licensee should keep their area clean and tidy and the fitting, furnishings and amenities in a clean and tidy state after use on any particular day. They should ensure that the area and amenities are returned to the identical condition in which they were originally provided.

The University's buildings and grounds are cleaned and maintained waste-free in partnership with our cleaning and waste contractors including:

• routine cleaning of all buildings

• sanitation and hygiene services to all washrooms

• pest and rodent control.

• waste management, including reuse and recycling

16.2. Request additional cleaning or waste services

Please contact the Concierge service to submit a work order request. Note that any additional services requested beyond the scope of routine cleaning and waste management will incur a charge.

16.3. Cleaning guidelines for company staff

Flooring

• Further floor cleaning is available by request - charges may apply

• Cleaning staff are instructed that all -

o mobile furniture and chairs are returned to their original position after cleaning

o floors are left in clean, safe, non-slip conditions at all times

Dusting and damp dusting

• Cleaning staff will not move items left on desks, including papers, to clean

• Laboratory benches are the responsibility of your company and will not be cleaned unless clearly authorised

16.4. Waste Management

Companies are instructed to adhere to the guidelines of separating and disposing of waste in accordance with these four categories:

1. Reuse: If surplus materials can be used in future operations they are classified as materials which can be reused. The surplus products will be labelled, and arrangements made for collection, delivery and storage for future use

2. Recycle: If surplus materials cannot be reused in their present form but could be used in a different form, they can be sent to recycling

3. Residual wastes: (a) Waste that cannot be disposed of due to its category; (b) unused machinery, spare parts or discarded parts

4. Landfill: If the above options cannot be satisfied then the only alternative is to send the surplus materials to landfill. Monash University supports reducing landfill waste in line with the Victorian Government strategy to reduce waste.

The complete set of guidelines for hazardous and non-hazardous waste management is available on the Monash Companies on Campus Web Portal

16.5. Waste removal guidelines

These guidelines apply to all foyers, kitchens, laboratories, offices and toilets.

• Cleaning staff are instructed to only empty dedicated University wastepaper or garbage bins, and under no circumstances to remove any material beside or near bins unless it is clearly marked as rubbish for disposal.

• Licensees are to empty their own desk bins (if they have one) into communal landfill or mixed recycling bins located in the corridors and kitchen areas on each level.

• Remove all waste from all areas to the designated points no later than 8.00 am

• Where bags are used they are to be made of a biodegradable material. If bags are not used then the bins are required to be kept in a clean and hygienic condition at all times

• All cardboard is to be flattened and placed on the cardboard recycling trolley. Trollies are located on the Ground Floor in Building 69 outside room G.57, and on the first level of Building 69 next to the ambulant bathroom. For large amounts (greater than 1270 x 770 x 1000 mm) arrange collection via the Concierge service

• Paper recycling is the responsibility of individuals within each Company. Please place recycling in University paper recycling bins located next to photocopiers on each level

• Use battery buckets for small alkaline and lithium batteries

16.6. Hazardous waste

Companies have a responsibility for ensuring that all persons who generate chemical waste dispose of it appropriately. This includes the development of waste disposal procedures, communicating local requirements to staff and ensuring that appropriate training is provided. The Safety and Compliance Manager can also provide specific advice on safe disposal of chemical waste.

While the Laboratory Manager or Supervisor is responsible for coordinating and overseeing the proper disposal of hazardous waste and dangerous goods, it is the responsibility of all lab members to adhere to safe waste disposal procedures.

Procedures for the safe disposal of Hazardous Chemical Waste are in accordance with the requirements of:

• Environmental Protection Act (2017)

• Australian Standard AS/NZS 2243.2- Safety in Laboratories Part 2: Chemical aspects and storage (2021)

During weekends, public holidays and the University closedown period there will be limited support, with no provision to dispose of any chemical waste. Therefore please dispose of any waste that you have already accumulated by 4 pm two days prior to a close down period.

16.7. Hazardous waste disposal methods

The Safety Data Sheet (SDS) must be consulted for appropriate disposal methods when conducting the risk assessment for any work that involves the use of chemicals.

Licensed contractor

The accepted method for chemical or biohazardous waste disposal is to use an EPA licensed waste contractor - Monash University uses Cleanaway. This ensures that waste is disposed of in a safe and environmentally responsible way. Waste must be properly labelled, stored in a suitable container, and housed appropriately until collection. Arrangements must be in place for waste to be collected regularly by the waste contractor for appropriate off-site treatment.

Treating waste at source/waste to sewer

In some instances chemical waste may be treated in-house, but only if the material(s) convert to a non-hazardous product. Under no circumstances should hazardous waste be allowed to enter drains or be disposed of down the sink. Dilution is not an acceptable alternative to appropriate disposal.

Labelling

All chemical waste containers must be clearly labelled to accurately identify their contents. The following details must be included on the waste label prior to the chemical waste being taken to the Monash Stores:

• Name of person responsible for the waste and contact details

• Laboratory room number

• Description of waste details (including estimates of concentration where possible)

• Date of waste generation

Waste classification

Chemical waste streams at Monash align with the broad categories under the Dangerous Goods (DG) classification. These specific waste streams are set up to

account for any incompatibilities between some of the DG classes, eg. acids and alkaline materials. Chemical waste can be disposed of by Cleanaway via the Monash Store. For further advice on classifying, safe handling and waste collection, contact the Safety and Compliance Manager.

16.8.

Principles of hazardous waste management

Chemicals must be correctly disposed of by ensuring

• Trade waste agreements are adhered to, eg. no disposal down the sink

• Hazardous waste containers are checked regularly to make sure they are not damaged. If there are signs of damage or leaking, the contents are transferred to a new waste container, and the damaged container is disposed of as hazardous waste

• Correct handling by competent staff with knowledge and access to appropriate PPE

• Appropriate secondary containment for transport to the designated waste storage area

• Segregation, packaging and labelling as detailed in designated storage in accordance with EPA requirements

• Waste is collected by a licensed prescribed waste contractor

Details of correct packaging, labelling and containers for disposal of hazardous materials at Monash are included in the Hazardous Waste Management document.

17. GENERAL SAFETY REQUIREMENTS

17.1.

Licensee responsibilities

A Licensee has the responsibility to

• Provide or maintain plant and systems of work that are safe and without risks to health

• Make arrangements for ensuring safety and absence of risk to health in connection with the use, handling, storage or transport of plant and substances

• Provide such information, instruction, training and supervision as may be necessary to ensure the health and safety at work of their workers

• Provide or maintain a working environment for their workers that is safe and without risks to health and adequate with regard to facilities for their welfare.

17.2. Worker responsibilities

While at work, workers have the responsibility to

• Take reasonable care for the health and safety of themselves and others at their place of work who may be affected by their actions or omissions

• Cooperate with regard to any requirement imposed in the interests of health, safety and welfare by the Licensee or relevant OHS legislation

• Avoid intentional interference with or misuse of anything provided in the interests of health, safety and welfare with regard to relevant OHS legislation

• Employees are encouraged to participate in keeping the University a safe and healthy environment for all persons. Your comments and observations are welcome; please report anything you may see or consider unsafe or unhealthy

17.3. OHS Compliance Requirements

Monash University Occupational Health & Safety (OHS) policy is to provide all staff with a safe and healthy workplace. The Online OHS induction and Local Area OHS inductions give you the information you need to know about the structure of OHS management at Monash University.

As outlined in Section 3.1, upon commencement with the University, the following compliance training modules must be completed.

• Online OHS Induction

• Ethics and Professional Conduct

• Introduction to Cyber Security

• Respect at Monash

• Building and Safety Induction

17.4. Local area inductions

After completing the online OHS induction, a Building and Safety induction will be required, followed by additional local area inductions to other buildings, relevant specialised laboratories or workshops, and hazardous equipment. This process completes the induction program by ensuring the most accurate and up-to-date information specific to relevant buildings and work area/s, and must be undertaken before any work is carried out in these spaces. The Concierge service will assist in organising the required building inductions.

17.5. Risk assessment

Companies should perform a local area risk assessment (RA) that covers each licensed laboratory, workshop, store and/or office. This will determine activities that involve significant risk to health and safety, and facilitate development of fit-for-purpose inductions for all company representatives, students and visitors invited into the licensed space(s). These inductions must be compliant with all relevant Australian standards and regulations. Note that when a Monash representative is invited into your licensed space, they are a visitor to your company.

View the OHS risk management procedure

17.6. Completing a risk assessment

• Risk assessments must be completed prior to hazardous work (a task, activity, or process) being commenced

• RAs must also be updated prior to any change to hazardous work procedures

• All company members must have access to relevant risk management documentation (including completed Risk assessments and safe work instructions)

• All hazards and incidents including injuries and near misses must be reported within 24 hours of being identified using your preferred risk assessment tool

17.7. OHS risk assessment training

Staff that are expected to write their own OHS risk assessments will need to complete OHS risk assessment training. Note that anyone who has completed OHS for Managers and Supervisors training is not required to complete the OHS Risk Assessment training.

• Register using your login credentials

• Enrolment facilitated by the host organisation operations management team

• 1 x 2-hour session (online)

Risk assessment is an integral tool required by the Monash University Occupational Health and Safety Management System to assess:

• The level of risk to health and safety that may arise from specific activities

• Determine suitable controls to eliminate or reduce the risk to an acceptable level

This course provides companies who are required to complete OHS risk assessment with the:

• Legal and other obligations that relate to occupational health and safety in Victoria and how they are applied in the context of Monash University

• An overview of risk management and the steps to conduct and document an OHS Risk Assessment

• Monash University procedural requirements to respond to newly identified hazards and incidents from within the workplace

The objective of the training is to ensure that companies who are required to complete OHS risk assessments are:

• Aware of the legal obligations

• Confident in applying the requirements of the Monash University Occupational Health and Safety Management System (OHSMS) including:

o OHS Risk Management Procedure

o OHS Hazard and Incident Reporting Procedure

17.8. Incident reporting

All accidents and/or injuries, major or minor, are to be reported to your Host Organisation Management. The University requires an Incident Report to be completed on all incidents, near misses and first aid treatments. The Licensee and their workers are required to cooperate with the University in any subsequent inquiry into the accident/ incident.

17.9. Duty of care

There are principles and procedures in place to optimise the health and safety of all building occupants at Monash University Whether you are an employer or employee, your duty of care is a legal obligation to avoid doing things that could foreseeably cause harm to another person. While some principles or procedures apply only to licensees who are conducting work in laboratories, it is important for all occupants to be aware of them.

Communication – Employers should be proactive in promoting health and safety in the workplace.

Consultation – Employees are entitled and should be encouraged to voice any concerns about health and safety issues.

Risk Management – Risk assessments (RAs) must be performed by companies for all licensed laboratories and workshops. These RAs will inform the Training Needs Analysis for each individual company member, so they can be fully trained to work in the workspace, operate instruments or equipment, and respond to emergency situations. This maximises the safety of all building occupants.

Information about risks and how to control them should be shared between employees and employers. Training and inductions may be through the MCC training portal (for example, mandatory training modules, the host organisation building/lab safety induction, and individual safety modules for specific activities), or locally delivered (lab or workshop entry inductions) to meet the specific needs identified by the risk assessment. In addition, training may be self-directed (online training) or facilitated learning (onsite hands-on training).

Use of dangerous goods and hazardous chemicals – All laboratories and workshops must maintain a register of substances in Chemwatch (Section 19.7). This ensures that in case of an emergency, there is an up-to-date record of all holdings within all campus buildings. It is a requirement of the University to report dangerous goods/hazardous chemical volumes or amounts to the Emergency Services at a building level. On behalf of your company and the University, we appreciate your assistance in providing your information in order for us to fulfill this regulatory requirement.

Use of hazardous equipment – Laboratories or workshops licensed by each company can only be entered by authorised persons, who must at all times be made aware when hazardous equipment or machinery is in operation. Company representatives must

ensure that visitors who are invited to view the lab /process under these circumstances are fully supervised at all times.

Safe use of lifts – Lifts must NOT be used in the event of a fire.

• There are certain goods that MUST NOT be accompanied by any person when transported in lifts, due to the risk of asphyxiation, burns, fire and explosions. These include cylinders containing compressed gases, and Dewar flasks for carrying liquid nitrogen.

• Precautions should be in place to ensure that no occupants or visitors to the building can access a lift being used to transport dangerous goods. For example, the lift should be supervised at each floor (unless the lift can be directed straight to the destination), and the person receiving the goods at the destination floor must be suitably trained.

Roles & Responsibilities – The Monash Emergency Control Organisation (ECO) is responsible for managing or controlling areas or activities that create health and safety risks in the workplace. The ECO comprises all nominated Wardens, First Aid Coordinators, Safety Officers, & Event Coordinators.

Each Company on Campus is expected to

• Nominate a Health and Safety Representative (HSR) who will monitor measures made by their employer to comply with the OHS Act and OHS Regulations, and work with Monash representatives to ensure the highest level of safety for workers & visitors.

o The key responsibility of the HSR is to facilitate communication between Monash, the Company on Campus (their employer) and Company employees. HSR representatives are expected to attend WorkSafe approved HSR training at the company's expense.

• Nominate a First Aider who has appropriate training and is responsible for all OHS within your licensed space.

• Nominate potential floor wardens – each floor requires two wardens, with the roles rotated every 12 months. Thus two companies per floor (per building) will need to provide floor wardens in a given year, and the expectation is that the roles will be shared equitably between companies.

• Active floor wardens and First Aiders will be part of the Monash host organisation ECO and contribute to effectively managing risk within all Monash environments in which their company operates.

17.10. Resolution of health and safety issues

These guidelines relate to all activities on Monash University premises, and apply to all affected company staff and visitors.

1. If an Occupational Health and Safety (OHS) issue is identified, the affected parties should attempt to resolve the issue at the time if it is practical to do so, and where appropriate involve other internal or external experts for advice.

2. For all issues resolved informally or formally, company staff or visitors should notify their direct supervisor and the Monash host organisation Safety and Compliance Manager.

3. If an issue cannot be resolved then it should be escalated to the next level of company management and to the Monash host organisation Operations Manager.

18. FIRST AID

Each building on campus must have procedures in place to ensure that First Aiders can be promptly contacted in an emergency including after-hours where applicable (Security staff are all First Aid trained and have access to a portable defibrillator).

Each first aid station must have:

• Signage of where First Aiders are present and/or can be contacted or located

• Lists of First Aiders and contact details clearly displayed:

o On emergency procedure notices

o On First Aid kits

o On safety notice boards and

o The area’s intranet/Google site

• These procedures must be current - lists and signs must be kept up to date

• A first aid kit that is located in a publicly accessible area. If it is subject to pilfering, it may be locked, with key access provided by an adjacent break glass system so that the kit is immediately accessible

• Kits should have a white cross on a green background prominently displayed on the outside. They must be sturdy, dust and moisture proof, and coated inside and out with an impervious finish.

All company staff should make themselves aware of procedures for contacting First Aiders and any changes to them by referring to the OHS Contact List poster displays located within the corridors of the University buildings.

18.1. First aid procedures

18.1.1.Major injury or medical emergency

1. Care for the patient(s) and call for help

2. Send someone to ring Ambulance Service on 000

3. Provide the following

o number and names of person(s) involved

o nature of emergency

o their age/gender

o location (campus, building, level, room)

o state of consciousness

o any other relevant information (eg. breathing, bleeding, chest pains)

4. Notify Security on 9905 3333 to escort the ambulance

5. Ensure area is clear for medical personnel

6. Inform Manager/Supervisor if the injured person is a student or visitor

7. Inform Safety Officer

18.1.2.Minor Injury

1. Seek assistance from a local First Aider

2. Contact First Aid Officer within building for treatment

○ First Aider lists are posted on OHS notice boards at the end of corridors and/or on First Aid kits

3. Inform Manager/Supervisor

4. Send injured person to a medical centre or hospital emergency ward if required.

5. Inform Safety Officer

IMPORTANT: Whenever an incident results in a major or minor injury, complete an online Hazard and Incident Report within 24 hours. NOTE that near misses should also be reported within 24 hours. These encompass incidents that did not cause harm or an injury but had the potential to do so.

18.1.3.Automated External Defibrillators (AED)

AED locations can be obtained from Security on 9905 3333, or from the Monash OHS website.

This sign indicates Defibrillator locations.

19. LABORATORY & WORKSHOP SAFETY (OHS)

Accidents can happen in laboratories and workshops even with the best precautions in place, because human error can never be completely eliminated. To reduce the risk of injury or harm, it is important to focus on the following key points:

Training

All staff and students working in the area must receive proper training on safety procedures and protocols. This includes how to use equipment properly, and also how to respond in the case of an emergency. Appropriate training is one aspect of the mandatory compliance requirements of Monash University.

Equipment maintenance

All laboratory and workshop equipment should be checked regularly by an accredited professional to ensure that it is functioning properly and safely.

Safety equipment

Appropriate safety equipment must be provided in laboratories and workshops, including fume hoods, biosafety cabinets, machine guards, safety showers, eyewash stations, fire blankets, fire extinguishers, and chemical spill kits. This equipment can minimise the risk of exposure to hazardous materials and protect workers from physical harm.

Personal protective equipment (PPE)

Company personnel and students working in licensed spaces must wear whatever PPE is specified in the safe work instructions for the laboratory or workshop. This may include gloves, safety glasses, lab coats, and respirators. These requirements should be identified through regularly updated risk assessments, and should be discussed in the resultant local area induction for each worker in the space.

After hours activities in laboratories and workshops

Due consideration should be given to whether high-risk laboratory work needs to be performed outside the hours of 8 am to 6 pm. If it is necessary, you should implement a buddy system. The buddy must be working in close proximity, and must be suitably trained to deal with an emergency situation should it arise.

For operations during University shutdown periods, refer to Section 1.3.

19.1. Personal Protective Equipment

Personal Protective Equipment (PPE) must be worn at all times for a task or equipment where a formal risk analysis has identified a hazard that requires PPE.

The use of PPE is considered the last line of defence in the hazard control hierarchy. It does not remove or control the hazard, it just limits the workers exposure – the hazard still exists. If the hazard can be removed or reduced by a different method of work, this is the preferred option.

Company staff must wear approved eye protection whilst performing any operation that may cause eye injury.

19.2. Procedures for entering and exiting laboratories and workshops

• Check whether you need to notify anyone prior to entering the work area

• No food or drink is allowed in the work area

• Headphones or earbuds are not to be worn (due to the risk of contamination, and the need to have situational awareness of other people working in the lab or in the case of an emergency)

• In addition to wearing the appropriate personal protective equipment (PPE), you should ensure that clothing covers the legs and arms while you are working in the laboratory or workshop

• The minimum PPE requirements include -

o Laboratory coat/apron/dust coat/gown

o Protective eye equipment (Safety glasses/goggles, face shield)

o Closed toe shoes

o Gloves (latex, nitrile, neoprene, leather, or cotton, as appropriate)

o Hair that is longer than shoulder length must be tied up

• Process for donning and removing PPE

o PPE should be donned in the sequence gown/lab coat, eye protection, gloves

o PPE should be removed in the sequence gloves, gown/lab coat, eye protection

• Wash hands prior to exiting the laboratory or workshop

19.3. Emergency responses for laboratories and workshops

19.3.1.Safety showers and eyewash facilities

Use an emergency shower immediately if your skin is exposed to a hazardous chemical. The first few seconds after exposure, especially to a corrosive chemical, are critical. Delaying treatment, even for a few seconds, may result in irreparable tissue damage.

• Immediately flush the affected area with copious quantities of water for at least 15 minutes. Protect the eyes from inadvertent contamination.

• Remove contaminated clothing, jewellery, and shoes. Use a clean lab coat to provide privacy and warmth.

• Seek medical attention, and show the doctor the relevant safety data sheet.

Similarly, use an emergency eye wash station immediately if your face or eyes are exposed to a hazardous chemical.

• Immediately flush eyes for at least 15 minutes.

• Keep the eyes open and rotate the eyeballs in all directions to remove contamination from around the eyes. An injured person may need help holding the eyelids open.

• Seek medical attention, and show the doctor the relevant safety data sheet.

IMPORTANT: All incidents and injuries must be reported within 24 hours

19.3.2.Spill procedures for specific hazards

Chemical spills

• Ensure the immediate safety of everyone in the vicinity

• Isolate the area

• Ventilate the affected area if safe to do so, but be prepared to evacuate the area, floor or entire building – await instructions from a Building Warden

• Report the spill to the Safety and Compliance Manager and notify Security on 9905 3333

Cleaning up after emergency response concluded

See the Monash Chemical spill kit assessment guide

● Avoid the creation of aerosols.

● Move affected personnel to a safe decontamination area. The treatment of serious injury should take precedence over decontamination. Consult the relevant Safety Data Sheet

● Restrict unnecessary movement to avoid spreading contamination.

● Isolate spill by erecting a temporary barricade and placing warning signs.

● Clean up the spill using a chemical spill kit, for example the Spill-X kit below has agents suitable for cleaning up acids, caustic chemicals and solvents.

Biohazard spills

⚠ Isolate the hazard Restrict access to contaminated areas.

• Use an EMERGENCY SHOWER if required

• Avoid the creation of aerosols

• Notify Security on 9905 3333

• Remove contaminated clothing

• Use an emergency shower if necessary to decontaminate yourself

• Place contaminated clothing in a clinical waste or biohazard bag

• Notify your local Biosafety Officer immediately

• Notify nominated managers and supervisors

• Mop up the spill with paper towels soaked in 10% sodium hypochlorite (bleach)

• Do NOT spray substances on spills as this may create aerosols/airborne liquid/vapour

• Clean with a Biohazard spill kit - these are supplied with disinfectants. Always use a P2 face mask, gloves and laboratory coat

Radiation spills

The response to a radioactive substance spill will depend on the radioisotope involved. The details of the substance and the amount of radioactivity should be included in a risk assessment for the work that has been approved by the Radiation Safety Officer BEFORE proceeding with the responses below, you should notify the Radiation Safety Officer and modify the procedures if advised to do so.

⚠ Isolate the hazard and notify Security on 9905 3333

● Restrict access to contaminated areas with a barricade and signs.

● Activate break-glass alarm and evacuate the immediate area.

If safe to do so

● Treat serious injury. This overrides the need to decontaminate, but this decision should be made by a First Aider

● Remove contaminated clothing

● Use an emergency shower if necessary for decontamination.

● The Safety and Compliance Manager and/or Radiation Safety Officer and Security must be notified immediately

● Notify Monash University's OHS Radiation Protection Officer if applicable

● Follow evacuation procedures if required

Clean up MUST be done AFTER discussion with the local Radiation Safety Officer to determine the safest clean up strategy.

19.3.3.Gas leaks

If you can detect gas in the workspace, you should attempt to determine the source

• Small spill of a volatile chemical (if present clean up area)

• An open gas tap

• A leaking gas cylinder (isolate valves on cylinder and ventilate the room)

• Opening a cabinet containing volatile chemicals

If after inspecting the affected area you are unable to trace the source, contact

• Your supervisor AND the MCC Safety & Compliance Manager

• If it is after hours contact Security on 9905 3333

Authorised personnel can attempt to locate the leak if safe to do so, using Breathing Apparatus (BA). A BA team must consist of 4 people. If you do not have sufficient personnel for a BA response, call the OHS Helpline on 9905 1016 or Emergency Services on 000.

If these actions are unsuccessful, everyone should leave the affected area, but then wait for instructions from the Building Warden, the MCC Safety & Compliance Manager or the Engineering Safety Officer. If they decide to evacuate the building, they will activate the fire alarm, and everyone MUST leave according to the procedures for a fire.

19.4. Dangerous goods and hazardous substances

Hazardous substances and dangerous goods are classified according to different criteria. Hazardous substances are classified on the basis of immediate or long-term health effects, while dangerous goods are classified according to their immediate physical or chemical effects such as fire, explosion and corrosion, resulting in injury to people and/or damage to property and the environment.

Hazardous substances harm human health due to ingestion, but may also produce vapours, fumes, dusts and mists. This class of substances should always be stored in appropriate chemical storage cabinets, and handled in fume cupboards, which must be kept clear (LHS) and not used for storage (RHS).

NOTE: The 9 classes of dangerous goods include explosives (Class 1) and gases (Class 2), flammable liquids and solids (Class 3 and 4), hazardous chemicals including oxidising agents (Class 5), toxic and infectious substances (Class 6), radioactive materials (Class 7), corrosive substances (Class 8) and miscellaneous dangerous goods (Class 9). Most hazardous substances are also classified as dangerous goods.

The University is committed to protecting the health and safety of our staff and students and to minimising the risks associated with the storage, use and handling of hazardous chemicals and materials during the course of their work or study.

Licensees ordering such items must ensure they are familiar with all relevant OHS procedures for the purchasing, licensing, handling and disposal of these items, and that a local chemical register is established using Chemwatch.

OHS risk assessment must be completed:

• Before activities involving chemicals can commence

• Before procuring new chemicals or equipment that uses chemicals

• Before the introduction of new procedures, processes or equipment that use chemicals

• When procedures, processes or equipment that use chemicals are modified

19.5. Procurement of chemicals

Prior to procuring chemicals for the first time, you must obtain and review the most current Australian Safety Data Sheet (SDS), and complete a pre-purchase checklist to determine if the chemical is classified as a -

• Dangerous good

• Hazardous substance

• Scheduled poison

• Cytotoxic chemical

• Scheduled carcinogen

• Chemical of security concern

• Prescribed chemical

If chemicals meet the above criteria, they MUST be recorded using Chemwatch. This information will assist with determining -

• Subsequent regulatory requirements

• Controls required for safe use, storage and transport

• Waste management requirements

• First Aid and Emergency Management requirements.

19.6. Poisons permit

Monash provides guidance on requirements for substances classified as scheduled drugs and poisons in accordance with the Standard for the Uniform Scheduling of Medicines and Poisons (SUSMP). The purchase and storage of scheduled poisons must follow guidelines in the Using Chemicals Procedure and the High Risk Scheduled Drugs and Poisons Procedure.

Scheduled drugs and poisons must be stored in accordance with the Purchase & Storage of Poisons poster which provides information on storage, disposal, record‑keeping, destruction, and notification processes for unexplained discrepancies, thefts and losses of poisons.

Companies must ensure that they consult the Safety and Compliance Manager, who will outline the procedures required to apply for a permit from the Department of Health and Human Services (DHHS) to possess and store Scheduled Drugs and Poisons.

Schedule Title

Schedule 2 Pharmacy medicines

Schedule 3 Pharmacist only medicines

Schedule 4 Prescription only medicines and prescription animal remedies

Schedule 5 Caution

Schedule 6 Poisons

Schedule 7 Dangerous poisons

Schedule 8 Controlled drugs

Schedule 9 Prohibited substances

19.7. Hazardous Chemicals Register (Chemwatch)

As of 1 January 2021, Chemwatch is the mandatory system for all chemical registers at Monash University. The legally binding regulations are based on Victorian legislation –

• Dangerous Goods (Storage & Handling) Regulations 2022 (pdf)

Dangerous goods classification system and packing groups (Victoria) -

• WorkSafe Victoria - Dangerous goods: Safety basics

• WorkSafe Victoria - Hazardous substances: Safety basics

Chemwatch is an online chemical management system that provides access to Safety Data Sheets (SDS) and allows areas to create local chemical registers to help keep track

of their chemical inventories. Users can generate chemical labels and create custom mixtures, and non-hazardous chemicals that have a compliant SDS may also be recorded in Chemwatch for inventory purposes.

For detailed instructions on establishing a chemical register in Chemwatch and information on Monash Chemwatch Administrators, click here.

A Company representative must be nominated as the Chemwatch local area administrator and will be given management rights for their room(s) within Chemwatch. Staff will also be granted access to input their data at a shelf, cabinet, refrigerator, freezer level. Local area administrators are responsible for:

• Setting up storage folders in their Chemwatch register to match the actual chemical storage arrangements in their area

• Labelling physical storage locations in their area to match the names of storage folders in their Chemwatch register (eg. Shelf A, Flammables Cabinet 1, Cupboard – Dyes).

• Compiling a chemical register for their area using the Chemwatch Manifest Template whilst ensuring that the following details are included in the template:

o Storage locations match their folder structure in Chemwatch.

o Name of the chemical is recorded as per the label and the SDS.

o Name of the supplier, manufacturer or importer.

o Maximum and the current quantity stored in the specified location and relevant units of measure.

o For containers that are not full, the actual container capacity must be counted as the maximum quantity.

o For gas cylinders, the volumes must be recorded as per the water capacity of the gas cylinder in litres or kilograms. Refer to the Gas Cylinder Sizes and Water Capacities guidelines.

IMPORTANT: The requirement to record quantities of dangerous goods relates to government-mandated thresholds, including Placarding Quantity, Manifest Quantity and Fire Protection Quantity. For example, when volumes or weights exceed the Manifest Quantity, information will be shared by Monash University so that in the event of an incident, Emergency Services can be notified of the danger and the exact locations of the goods.

The threshold Placarding and Manifest Quantities, along with the relevant instructions, are outlined in these excerpts from the Victorian Dangerous Goods (Storage & Handling) Regulations 2022 -

• Schedule 2 Manifest and placard quantities Victoria 2022 (pdf)

• Schedule 3 Manifest requirements Victoria 2022 (pdf)

• Schedule 4 Placard requirements Victoria 2022 (pdf)

19.7.1.Chemwatch training

Training on specific Chemwatch modules is available via the eLearning facility accessible in the top right-hand corner of the Chemwatch interface. For general Chemwatch training, please contact the Concierge service or the Monash Safety Officer.

19.7.2.

Monash University chemical register responsibilities

The University will placard the building and floor, and provide chemical manifests to the authorities (under the Monash University ABN) once volume requirements trigger the need to do so (AS2243.2 Safety in Laboratories: Chemical aspects & storage).

The Industry Partner will be required to placard their room(s) and provide chemical manifests to the authorities (under their Company's ABN) once their volume requirements trigger the need to do so (AS2243.2 Safety in Laboratories: Chemical aspects and storage).

19.8. Water Discharge Permit

Monash has a campus-wide agreement with Yarra Valley Water (YVW). From time to time representatives from the Monash Buildings and Property Division (BPD) meet with them to update information on discharges from laboratories, workshops or food premises that aren't domestic sewage. It’s important to make sure that the discharge is within the waste agreement limits and to measure the pH level so it is aligned with the agreement.

It is the user’s responsibility to make sure that they don’t dispose of chemicals in the sinks. There is weekly water testing managed by BPD.

19.9. Biosafety Basic Principles

These principles relate to working with organisms or biologicals, including blood, blood products, tissue, body fluids, and any derivatives produced by chemical or physical means (for example, proteins, enzymes or blood fractions). They also encompass work

with genetically modified organisms (GMOs such as bacteria, viruses, parasites, fungi or plants), and non-modified microorganisms that fall under risk group 1 or 2.

Risk Group 1 (RG1) organisms are not associated with disease in healthy adults. Examples include: Escherichia coli K-12, Saccharomyces cerevisiae, Lactobacillus acidophilus, Baculoviruses, and Adeno-associated virus.

Risk Group 2 (RG2) organisms are associated with diseases that are rarely serious, as effective treatment and preventative measures are available. Examples include: Streptococcus pyogenes, Giardia species, human adenoviruses, and Hepatitis viruses.

When working with biologicals, microorganisms or GMOs, the following principles apply:

• OHS risk assessments must be completed

• Before activities using biologicals, microorganisms or GMOs can commence

• Before procuring new biologicals, microorganisms or GMOs, or related equipment

• Before the introduction of new procedures, processes or equipment that use biologicals, microorganisms or GMOs

• When procedures or processes or equipment that use biologicals, microorganisms or GMOs are modified.

19.9.1.Safe work practices

Following the completion of risk assessments, Safe Work Instructions must be developed and should include training requirements, appropriate PPE, immunisation, health surveillance requirements, and Emergency procedures.

19.9.2.Procurement procedures

Prior to procuring biologicals, microorganisms or GMOs, you must check with the Office of Research Ethics and Integrity (OREI) regarding:

• Requirements for licences, permits or notification to use the materials

• The physical containment (PC) requirements for use and storage of the materials

Prior to procuring biologicals, microorganisms or GMOs, you must check with your Safety and Compliance Manager regarding:

• The availability of appropriate equipment, eg. biological safety cabinets

• The availability of appropriate emergency facilities and procedures

• The appropriate waste disposal procedures required for the materials

19.9.3.Safety data sheets

When procuring biologicals, microorganisms or GMOs, verify that the SDS is available in Chemwatch. If the SDS is not available, it must be requested from the supplier, manufacturer or importer. A copy of all SDS not currently held in the ChemWatch database must be forwarded to ChemWatch to be included.

19.9.4.Facilities & safe work practices for work with biologicals

Facilities for the use of GMOs and biologicals are defined by the Gene Technology Act, Biosecurity Act and Australian standards for Laboratory design and construction (AS/NZS 2982) and Safety in the laboratory (AS/NZS 2243.3). Facilities for research involving recombinant DNA technology are signed with OGTR signs denoting the containment level and facility type.

Containment levels under the AS/NZS 2243.3 standard

AS/NZS 2243.3 defines levels of Physical Containment (PC) for working with GMOs and biologicals. PC1 is the minimal level and describes most general laboratory areas including most teaching laboratories, whereas PC3 is the highest level of containment and is required for work involving infectious pathogens.

• Guidelines for certification of a PC1 facility (pdf)

• Guidelines for certification of a PC2 laboratory (pdf)

Monash Innovation Labs has one dedicated PC2 laboratory (not certified), while all other laboratories are PC1. The physical requirements for PC1 and PC2 facilities are described in detail in documents issued by the OGTR (links above). The documents also describe the protocols that must be followed by all staff and students, including wearing appropriate PPE, and the proper procedures for handling, using and disposing of biologicals. Additionally, eating, drinking and using mobile phones and headphones are prohibited in laboratories. Food and drink for consumption must not be stored in laboratories or laboratory refrigerators or freezers.

RG1/2 microorganisms can be used in non-certified PC2 Labs. There are extra precautions for RG2 organisms

• Using biosafety cabinets for procedures causing splashes or aerosols.

• An autoclave must be available for decontamination of waste.

19.10. Cryogenic material

Cryogenic liquids are liquefied gases that are kept in their liquid state at very low temperatures with boiling points below -150°C (- 238°F). At Monash University, carbon dioxide (dry ice) is included in this category, even though it has a slightly higher boiling point. All cryogenics are extremely cold, and small amounts of liquid can expand into very large volumes of gas.

19.10.1.

Handling and storage of liquid nitrogen

Liquid nitrogen (LN2) is commonly used for the purposes of snap-freezing and long-term storage of biological samples, and in cold traps on vacuum lines/equipment. LN2 is the liquefied form of nitrogen gas at atmospheric pressure and sub-zero temperature.

All users working with LN2 must complete a local area induction and training. The induction must be recorded using the Local Area Cryogenics Facility Induction checklist and the records maintained locally. The induction must be delivered by the relevant facility manager or their authorised delegate.

Risk assessments must be completed by each area where LN2 is handled and stored. It is important to consider the task being performed and the quantities of LN2 used in order to select the most appropriate control measures. Safe work instructions must then be developed and control measures implemented and followed. Hazards associated with LN2 include asphyxiation and cold burns.

When LN2 boils it produces gaseous nitrogen, displacing oxygen from the air. This results in an oxygen-deficient atmosphere, particularly if vented into a closed space, and asphyxia can result.

Due to its extremely low temperature, the cold vapour and gas that are produced when LN2 boils can give rise to cold burns or frostbite upon contact with unprotected skin. Exposure may also produce discomfort in breathing and can provoke an asthma attack in susceptible individuals. Items stored under liquid nitrogen must be handled using cryogenic gloves that protect hands when handling extremely cold materials down to300°F.

19.10.2.

First aid for liquid nitrogen injuries

In no circumstances is it considered safe to enter an oxygen-deprived environment for the purposes of patient rescue, but if possible you should open the door to increase ventilation. Immediate assistance should be sought from emergency services by dialling 000. Once in attendance, emergency personnel will manage the situation.

For cold burns, flush affected areas with tepid or unheated tap water. Apply non-stick dressing and seek medical attention. If skin is adhered to a cold metal surface, run cold water between the skin and the metal surface, rather than attempting to pull skin away from the surface.

19.11. Hot work permit

You must not commence any hot work, unless conducted in a location specifically designed for such works (eg. a Bunsen burner in a laboratory), without first obtaining a Hot work permit via your Host Organisation Concierge service. Hot works may include:

• Use of an exposed flame (e.g. oxy torch)

• Emission of sparks (e.g. grinding and cutting)

• Generation of radiant heat (e.g. use of cutting torches)

• Conduction of excessive heat (e.g. oxy torch, welding)

• Production of hot-by products, including waste and slag (welding).

The key requirements of a hot works permit are:

• Hot works are not undertaken on a total fire ban day (unless you have appropriate government authority permits for working on a total fire ban day)

• A fire watch must be maintained for 60 minutes after the hot work activities have ceased, or for longer based on the likelihood and severity of a fire occurring

• Flammable materials are removed or controlled to prevent ignition

• The appropriate number and type of portable extinguishers and other fire prevention measures are provided to the fire watch team

• Fire detection is in place when practicable and warranted and

• The work area has been isolated as far as practicable.

Licensees must comply with the Hot Work Permit form which requires the use of approved non-flammable shields and all necessary equipment in case of fire, including fire extinguishers securely attached to each electric, Oxy-acetylene or Oxy-LPG welding plant brought into the University, and the provision of an adequate supply of water.

NOTE that University-installed fire extinguishers must not be used for the above purpose.

A Hot Work Permit will not be issued when fire sprinklers are isolated or impaired, unless the works are being undertaken on the fire sprinkler system. Only University Management may authorise the isolation of fire safety systems.

19.12. Laser safety

Laser light is monochromatic (a single wavelength) and typically confined to a narrow beam which may spread only slightly with distance. Thus the energy in a laser beam is concentrated within a small area and can travel over large distances. While lasers vary power output, wavelength and purpose, the hazard potential for eyes and skin can be significant due to the concentrated energy density.

Laser hazard controls should be designed to eliminate potential eye hazards resulting from a direct laser beam or a reflection of the beam, and skin burns –

• Staff and students should wear appropriate PPE including goggles, gloves, and protective clothing

• All laser equipment should be labelled to indicate the type of laser and potential eye and skin hazards

• All surfaces in the laser area should be non-reflective. The work area should be brightly lit to prevent the dilation of the pupils

• Where possible, have audible signals to indicate when laser equipment is in operation

• Establish and maintain effective maintenance programs

Laser classification

Class 1 Are safe under most circumstances and are incapable of damaging the eyes or skin because of either engineered design or inherently low power output.

Class 2 Emit in the visible wavelength range 400 - 700 nm and have sufficient power output to cause damage to the eyes if viewed continuously. However, their outputs are low enough where eye protection is afforded by the blinking reflex.

Class 3R Emit in the wavelength range 300 - 106 nm and have the potential to cause damage to the eyes from intrabeam viewing. Precautions are required to prevent both direct viewing and viewing with optical instruments.

Class 3B More hazardous because of either higher output or operation outside visible wavelengths. In addition, beam reflections may also be hazardous. More stringent controls are needed to prevent exposure.

Class 4 High power devices capable of producing eye damage even from diffuse reflection. They may cause skin injuries and could also constitute a fire hazard.

19.12.1. Risk Management for Laser Safety

Laser hazards may be controlled by the use of engineering controls, administrative controls and PPE, either singly or in combination. As a general principle, engineering controls are preferred where appreciable hazards exist, although these may need to be supplemented by the use of appropriate eye protection.

1. Engineering Controls

Lasers require certain built-in safety features dependent on their classification. These engineering control measures incorporated into the design of the laser system may include:

• Protective housings

• Remote interlocks

• Access panels

• Master switches

• Enclosed or semi-enclosed beam paths

2. Administration Controls

To aid in managing the risk associated with the use of lasers, the following controls should be implemented:

• Appointing a Laser Safety Officer

• Safe working procedures

• Training

• Record keeping

• Eye and skin examinations

3. Personal Protective Equipment

The main form of PPE is protective eyewear, but in the case of class 4 lasers should also include protective clothing and footwear.

19.13. Electrical safety

Electrical hazards present a significant risk to workers, students, stakeholders and contractors. Though some areas (workshops and laboratories) and work tasks (research, maintenance and construction activities) may have a higher risk factor, all electrical hazards require evaluation and risk mitigation to prevent harm.

OHS risk assessments must be completed -

• Before activities involving electrical equipment can commence

• Before procuring new electrical equipment

• Before the introduction of new procedures or processes that use electrical equipment

• When procedures or processes that use electrical equipment are modified

The Safe Work Australia document Code of Practice: Managing Electrical Risks in the Workplace (2018) provides guidelines for the management and control of work activities, with additional information on identifying and managing electrical risks.

19.13.1. Procurement of electrical equipment

Operational Managers/Supervisors must ensure that any electrical equipment (including that purchased from overseas suppliers) which use or require electricity:

• Comply with applicable Australian Standards, including AS/NZS 3000:2018

Electrical Installations

• Where electrical equipment has been provided, hired, loaned or left by previous occupants it must still comply with the applicable Australian Standards. This includes electrical equipment for which no payment was exchanged

19.13.2.

Electrical Testing and Tagging

All electrical equipment must be tested and tagged at company expense, before being connected to power outlets onsite and must comply with the relevant Australian Standards. Subsequent to this, equipment should be tested and tagged annually.

All electrical leads, appliances and tools used on site are to be tested and tagged at the required frequency by a competent person. It is the responsibility of the person using

the electrical equipment including extension leads to ensure it has a current safety tag. All NEW electrical equipment must have a “new to service” tag.

Safe work practices must be followed:

• All electrical appliances plugged or direct wired must be connected to an approved earth leakage device.

• Electrical leads must not be over-extended and must be switched off at the point of supply and removed when not in use.

• Leads must be supported clear of floors by use of stands or other means at least two metres above floor level or run through protective covers that do not create a hazard, especially where cable leads run across communal space.

• Double adaptors and “piggyback” connections are prohibited. This includes the use of power boards connected to other power boards.

19.13.3. Managing incidents involving electric shock

As part of all local area inductions, staff and students must be made aware of the location of first aid kits, defibrillators, and a list of local First Aiders.

1. First, check for danger to yourself, bystanders and the casualty.

2. Switch off power before trying to help the casualty. Do not touch the person until you are certain the power is turned off or the person is no longer in contact with the supply. If power cannot be switched off, remove the casualty from the electrical supply without directly touching them. Use a non-conductive, dry material (e.g. a dry wooden broom handle).

3. If you can safely access the casualty, follow DRSABCD

[Danger | Response | Send for help | Airway | Breathing | CPR | Defibrillation]

19.13.4. First aid for electrical shock

Mild shock: The patient is breathing normally, is coherent and has no physical signs of injury (describing the incident as having received a ‘tingle’ or a ‘zap’)

Seek medical attention at a medical clinic or hospital emergency department. The University Health Services (UHS) Triage Nurse can be contacted for further assessment and monitoring (e.g. ECG) to assist and advise. Depending upon the situation, UHS may attend the scene.

Even for a mild shock, the casualty must be advised to seek medical aid for assessment of potential effects on the heart. Electrical shocks can have a delayed or latent impact on health and the cardiovascular system.

Severe shock: The patient is not breathing normally, is unconscious or has physical signs of injury (for example a burn mark) -

1. Call triple zero (000) for an ambulance.

2. If the patient is unresponsive and not breathing normally, apply a defibrillator if available. Call Security (9905 3333) for a defibrillator if one is not in the vicinity [Defibrillator Locations at Monash University].

3. Hold any burnt area under cool running water for 20 minutes. Remove jewellery and clothing from burnt areas, unless stuck to the burn.

4. Cover the burnt area with a loose and light non-stick dressing, preferably clean, dry, non-stick material such as plastic (polyethylene) cling film. Even if the casualty becomes conscious and has no burns, they must be advised to seek medical aid for assessment of potential effects on the heart. Electrical shocks can have a delayed or latent impact on health and the cardiovascular system.

19.13.5. Defibrillators

• Defibrillators are located on each floor of Monash host organisation buildings

• Security staff are all first aid trained and have access to a portable defibrillator T: 333 or (03) 9905 3333

• All Monash Security vehicles are equipped with defibrillators

• Please call Security immediately after calling Emergency Services T: (0) 000

• Preferably trained First Aiders should use the defibrillator. However, if trained staff are not immediately available, an untrained person may use the defibrillator by switching it on and following the voice prompts

19.13.6. Documentation and Incident Reporting

1. All electrical incidents and injuries must be reported immediately, directly to the Safety and Compliance Manager, or to Security if after hours

2. If safe to do so, the item of plant or the area that resulted in the injury should be managed to prevent access or use, or be isolated from its electrical supply to prevent further harm

3. The area and any associated items must remain undisturbed until an initial investigation is conducted in consultation with Monash OHS to determine if the incident requires notification to regulatory authorities

4. If the electrical shock or injury constitutes a WorkSafe Victoria notifiable incident, your company should report to authorities (such as Energy Safe Victoria) per the relevant Federal or State legislation.

5. Additionally, all incidents must be reported to Monash in the.

19.14. Radioactive materials

For more detail on radiation safety guidelines at Monash, contact the appropriate Monash Safety Officer.

Before you commence work or study using ionising radiation or modify existing ionising radiation practices, ensure that you have done the following:

• Complete the required training

• Complete a new risk assessment or review and update an existing risk assessment

• Ensure personal monitoring is appropriate for any new practices

• Ensure suitability of facilities - laboratories for the use of ionising radiation sources are classified based on the type of source that is used and the level of finishes and facilities available

• Consult your Radiation Safety Officer (RSO)

• Develop new safe work instructions and safe handling practices, if necessary.

• Ensure that, if not provided by the importing agent, an ARPANSA import permit is in place for any importation of sealed sources or unsealed material.

19.14.1. Ionising radiation training

Supervisors provide induction and training in the use of ionising radiation in the laboratory that they supervise, and in the location and use of local risk assessments, monitors, personal protective equipment and procedures. Training may also be provided on a departmental level by local safety personnel experts or the OHS consultant.

19.14.2.

Personal monitoring

Staff and students who use ionising radiation in their work will be issued a personal dosimeter (OSL badge) through their department. Contact your RSO to arrange the issue

of a dosimeter or to check your results. Procedures for the university personal monitoring program are outlined in the Using Ionising Radiation Procedure. Risk assessment of your work may indicate the necessity for also wearing a finger badge; your Radiation Safety Officer can organise this if required.

19.14.3. Storage

For specific advice regarding storage requirements and shielding, contact your RSO. In general, radioactive sources must be stored:

• So that the emission levels are ≤ 0·5 microsievert/h at any location that could be entered or occupied by a member of the University or the public

• With secondary containment in order to ensure that the potential for contamination of the storage area is minimised

• In a secure location to prevent loss, theft or accidental misuse of the source.

20. SMOKING

Monash supports a healthy smoke-free environment with smoking no longer permitted on any Monash Victorian campus, including University buildings, grounds and vehicles.

This rule applies to all Monash & licensee staff, students, contractors and visitors at Monash.

21. ALCOHOL CONSUMPTION

Monash University is committed to the provision of a safe and healthy environment with a strong focus on the prevention of harm from the provision and consumption of alcohol.

Management of the consumption of alcohol at events, like all other health and safety risks, must be managed in accordance with the OHS Risk Management Procedure. An event risk management plan (ERMP) must be completed by your Event Manager and approved prior to the event. Controls for management of potential hazards identified by risk assessment must be implemented and maintained throughout the event

https://issuu.com/monash-companies-on-campus/docs/house_rules?fr=xKAE9_zU1NQ