OHS AUDIT REPORT
Audit of the Occupational Health & Safety (OHS) Management System for the
Faculty of Education, Clayton and Peninsula campuses.
An audit was conducted to determine the extent of implementation of the Monash University OHS
management system within the Faculty of Education to ensure consistency of OHS processes across
the faculty and to identify areas for continuous improvement. The Faculty of Education is located on
the Clayton, Peninsula and Gippsland campus. The Faculty’s Gippsland operations were not
included in the scope of this audit.
During this audit OHS Management System controls were sampled in the Faculty of Education,
Building 6, Clayton campus. Faculty of Education staff identified that student placements, field
activities, science laboratories and issues associated with Higher Degree Research (HDR) student
activities were the main hazards associated with teaching and research, followed by workstation
Staff members participating in the audit demonstrated a sound knowledge of the OHS systems and
an enthusiasm to promote and improve current OHS practices. A sound OHS structure is developing
within the Faculty of Education. A level of control was noted in each of the work areas visited during
this audit. Application of the hierarchy of control was evidenced.
All areas demonstrated their participation and commitment to OHS in many ways throughout the
audit. It was pleasing to note that OHS matters are considered on a regular basis, generally through
staff meetings. The Dean, Faculty Manager, Safety Officer and Health and Safety Representative
demonstrated a good knowledge of, and were addressing, the OHS risks associated with their
workplace. The Faculty of Education did not have an elected HSR at the time of this audit for the
Peninsula Campus, but were able to call upon the Clayton representative if required.
During the audit process, the following opportunities for improvement were found:
OHS training exceeded the three year refresher requirements for the Safety Officer and other
The Faculty intranet based safety induction project is yet to be implemented. This should
improve the induction process and completion rate for both existing staff, and importantly, for
faculty sessional teaching staff.
Ensure the newly appointed deputy Safety Officer undertakes the required training in University
processes for hazard and incident management, risk management, workplace safety inspections
and ergonomics & manual handling.
Consider developing and implementing a skills matrix to confirm training identified in training
needs analysis is completed.
Formalise local procedures for working alone, at night and on weekends. Review the chemical
management processes for the science laboratory area including labelling of substances in line
with the University guidelines and storage of radioactive and biological substances
Consider developing a risk assessment schedule/plan for all processes, chemicals and
equipment within the Faculty of Education.
Incorporate formal risk assessments into the application process for HDR students, that begins
when students are applying for grants with risk assessments reviewed and refined as the
research project evolves.
The consultant that conducted the audit would like to thank all staff involved for their willing
cooperation during the audit.
Faculty of Education Aug 2010 AUTHOR: K. TURNER Page 1 of 6
REVIEWED BY: S.LOCKHART
The Monash University OHS management system covers the teaching, research and administration
conducted at the Australian campuses of Monash University and the activities required to maintain
the facilities and services necessary for these activities. An OHS management system aims to
achieve a range of objectives in a planned and systematic way, including to:
Identify, assess and manage risks to people, processes, equipment and the environment;
Define responsibilities and accountabilities for all personnel in the workplace;
Establish controls and set standards;
Measure and evaluate results for continuous improvement.
OHS management system audits of academic/administrative units are conducted at Monash
University to determine the extent of implementation of the Monash University OHS management
system. The purpose of these audits is to identify conformances and non-conformances with the
Monash University OHS management system.
Date: 10 August 2010
Karen Witchell, Integrated Risk Management
Kristi Turner, Integrated Risk Management
Professor John Loughran – Dean, Faculty of Education
Ms. Vicki White- Manager, Campus Support Services and Safety Officer
Mr. Mayur Katarisya –Health and Safety Representative (Education - Clayton)
Mr. Matt Ross – Deputy Safety Officer (Clayton)
Ms. Helen Forgasz –Chair OHS&E Committee
Mr. Peter Lawford – Faculty Manager
Ms. Sharon Lockhart- Monash Manager, OH&S Operations
Mr. Peter Fell - Monash OHS&E Consultant
Appendix 1 contains a summary of the audit results from the areas interviewed.
Summary of key findings:
The commitment of the Faculty to OHS was demonstrated by the display of the Monash University
OHS policy on faculty noticeboards and it’s availability on the intranet to staff, students and
members of the public, by the enthusiasm and knowledge of the staff interviewed and by the
comprehensive OHS structure developed by the faculty.
OHS is discussed regularly at Faculty staff meetings and is a standing agenda item at the Peninsula
campus. OHS is also included in the Faculty Board report and is discussed at the PMS supervisors
meetings. Faculty representatives attend Peninsula campus OHS&E Committee meetings.
A Safety Officer has been appointed and more recently a deputy safety officer. The deputy is yet to
complete the required OH&S training. There is currently no elected Health and Safety
Representative for Peninsula campus, despite the faculty calling for nominations. However the
Clayton representative can be called upon if necessary.
OHS roles and responsibilities are included position descriptions of professional staff and are
beginning to be added to engagement profiles of academic staff. The position descriptions of the
Manager – Campus Support Services (which incorporates the Safety Officer), the Technical Officer
– Sport and Outdoor Recreation, Science Technician Officer and Senior Lecturer were sighted and
discussed during the audit. OHS is also being included in performance development plans for
professional staff e.g. Manager- Campus Support Services.
Faculty of Education Aug 2010 AUTHOR: K. TURNER Page 2 of 6
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The Dean and the Manager – Campus Support Services discussed OHS objectives and targets set
in the Faculty of Education strategic and operational plans utilising results of the latest staff attitude
survey and template produced by central OH&S. The Faculty of Education is linked to OHS Zone’s
4, 31 and 32. Minutes of Faculty meetings were viewed electronically during the audit.
Consultation procedures are well established in the Faculty; there has been staff involvement in the
refurbishment of HDR workspaces, construction work with Student Services, and relocation of a
photocopier, however records of consultation are not maintained.
Staff induction processes appear to have some gaps in terms of inducting sessional staff and HDR
students and in terms of completion of OHS induction for new fixed term/tenured staff.
OHS information is communicated via email, intranet, safety noticeboards and at meetings.
The Safety Officer and technical staff have undertaken a range of formal OHS training, along
with other staff completing first aid training and emergency warden training. Much of the training
is now due or has exceeded the three year refresher requirement listed in the Guide to OHS
Training as Monash University.
Training needs analysis has been developed for 2010 based on roles within the Faculty of
Education. To confirm if training has been completed for those roles, it would be beneficial to
develop a skills matrix.
There is also an opportunity to update HDR students, honours students and postgraduate
students OHS training qualifications.
The development of a central OHS training file may be useful to maintain local training records,
as none were sighted during the audit.
Emergency wardens are appointed for all buildings although not all buildings have completed the
required number of evacuation drills. First aid assessments have been completed for both
Clayton and Peninsula campuses. Details of designated first aiders are displayed on the
intranet, emailed to all staff and students and signed on all first aid kits. Hepatitis B vaccinations
have been offered to designated first aiders.
First aid kits and emergency showers had been inspected within the last 3 months. First aid kits
contained stock outside the requirements of Monash and will need to be reviewed.
There are informal procedures in place for students/staff working on weekends or after hours.
The Faculty of Education should consider formalising these procedures which includes strict
access control and communication protocols. This should then be communicated to staff and
students regularly. This procedure should also extend to HDR students conducting interviews for
Hazard & incident reporting is documented in line with Monash University procedures however it
was noted that the faculty was aware of some incidents going unreported. A review of incidents and
hazards is conducted at OHS&E committee meetings.
Workplace inspections are carried out at least once a year by the Manager – Campus Support
Services. The HSR should participate in the workplace inspection process. The workplace
Inspection process should be planned and scheduled to allow for participation and all resulting
actions followed up. A second (6 monthly) inspection is required by the end of 2010.
Science Laboratory – this area is a teaching laboratory and access into the laboratory and
chemical storage area required keyed access. Chemical management processes, signage and
emergency eyewash and showers were evidenced however chemical storage requires review
and food stuffs need to be labelled as per university guidelines. The refrigerator contains
biological substances (yeast and staph) yet these we not noted on any other documentation
including the self audit questionnaire. Clarification is required as to whether radioactive
substances are stored/used on site.
- Risk assessments for the Science Laboratory were sighted. Risk assessments have also been
completed for the Sport and Outdoor Recreation department. There is an opportunity to ensure
the HSR is involved in the completion/review of risk assessments.
- Risk assessments are required for the activities of HDR students. This process should begin
when students are applying for grants with risk assessments reviewed and refined as research
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The testing and tagging of electrical equipment is currently up to date
The date of issue for Material Safety Data Sheets as listed on the chemical inventory appeared to
be less than 5 years although this was not verified during the audit. The Faculty also maintains
MSDS using the ChemWatch database (ensure that they are less than 5 years old and comply with
Processes are being implemented for student placements with regards to the placement sites
having an OHS Policy, OHS Training and Induction for placement students and completed risk
assessments for work practices.
Faculty of Education Aug 2010 AUTHOR: K. TURNER Page 4 of 6
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For action by November 2010 Status completed
Ensure that the on-line Monash Safety Induction is completed as an
integral part of the induction processes for all new staff and students
(including sessional staff). It is expected that this induction will be
completed within 4 weeks of arrival at Monash.
Provide OHS refresher training to staff, including managers and
supervisors, and postgraduate students as per the Guide to OHS
Training at Monash University.
Two workplace inspections must be completed each year. A schedule
of workplace inspections should be developed and implemented, with
reporting of completion to OH&S.
Ensure all buildings occupied by the faculty undertake 2 evacuation
drills each year (1 every 6 months).
Develop a risk assessment schedule/program ensuring that risk
assessments are completed for all activities where there is a risk to
health or safety e.g. activities undertaken by HDR students, off
campus activities & student placements.
Revise the chemical inventory in science laboratories
Maintain records of regular flushing of emergency eyewashes and
safety showers. Records should be posted next to each item.
Ensure that all chemical storage containers are appropriately labelled;
Label chemicals (in use or storage) clearly and unambiguously;
Food containers must not be used to store chemicals;
Remove or completely cover the original label of all reused
Contents of first aid kits are to be checked so they are not out of date
and prohibited contents are removed.
For action by February 2011
Implement a risk management program for HDR students
Revise Unit Guides to incorporate the need to complete risk
assessments for off-campus activities
Develop systems to record local OHS induction and training records
Include OHS responsibilities in the position descriptions/engagement
profiles and/or performance objectives of staff. Examples of phrases
that can be used are available in the Guidelines for the inclusion of
OHS roles & responsibilities into position descriptions, engagement
profiles and performance management documentation at Monash
Develop procedures to ensure records of consultation with the health
and safety representative are kept. Guidelines are provided in the
Procedures for OHS Consultation provided at the Occupational Health
and Safety website.
Ensure procedures for working at weekends are formalised and are
included in the induction process for all new staff and postgraduate
Encourage staff to report any hazards or incidents on the Monash
University Hazard & Incident Report form. By increasing the number of
hazards and incidents reported, the actions taken to correct the
hazards will prevent the occurrence of incidents.
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Relevant legislation and policies
Dangerous Goods Act 1985 (Vic)
Dangerous Goods (Storage and Handling) Regulations 2000
Occupational Health and Safety Act 2004 (Vic)
Occupational Health and Safety Regulations 2007
Australian and International Standards
AS 1940: 2004 The storage and handling of flammable and combustible liquids
AS/NZS 2243.1: 2005 Safety in Laboratories Part 1 - Planning and operational aspects
2243.2: 2006 Safety in Laboratories Part 2 - Chemical aspects
2243.3: 2002 Safety in Laboratories Part 3 - Microbiological aspects & containment
2243.4: 1998 Safety in Laboratories Part 4 - Ionising Radiations
2243.5: 2004 Safety in Laboratories Part 5; Non-ionizing radiations - Electromagnetic,
sound and ultrasound
2243.6: 1990 Safety in Laboratories Part 6 - Mechanical Aspects
2243.7: 1991 Safety in Laboratories Part 7 - Electrical Aspects
2243.8: 2006 Safety in Laboratories Part 8 - Fume Cupboards
2243.9: 2003 Safety in Laboratories Part 9 - Recirculating Fume Cabinets
2243.10: 2004 Safety in Laboratories Part 10 - Storage of Chemicals
AS/NZS 2982.1: 1997 Laboratory Design and Construction Part 1 - General Requirements
AS/NZS 4801: 2001 Occupational health and safety management systems- Specification with
guidance for use
OHSAS 18001:2007 Occupational health and safety management systems- Requirements
Monash University policies, procedures and guidelines
General chemical storage guidelines for laboratories, studios and workshops
Guidelines for the inclusion of OHS roles & responsibilities into position descriptions, engagement
profiles and performance management documentation at Monash University
Occupational Health and Safety Policy
OHS management at Monash University: Structure, functions, roles & responsibilities
OHS procedures for work & study during times when emergency response is limited
Procedures for first aid
Procedures for hazard & incident reporting, investigation & recording
Procedures for identification and signage of areas requiring regulatory or hazard signage in the
Procedures for immunisation
Procedures for OHS consultation
OHS Information Sheet No. 33: Inspection, Testing, Tagging and Repair of Electrical Equipment
Risk Management program
Storage limits for dangerous goods in laboratories
Workplace inspection program
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