Managing health and safety risks

To keep all staff, students and visitors healthy and safe while on our campuses and facilities or undertaking University related activities, we use the process of risk management. Risk management involves identifying hazards and then assessing and controlling the risks. It is a proactive approach to preventing accidents.  A risk assessment should be carried out for:

  • research projects
  • teaching activities
  • all other activities that involve an element of risk including events, overseas student placements, site visits or excursions
  • On and off campus events

Risk assessment process

Research and Teaching Activities and Projects

The University uses Tick@lab to manage safety reviews, called Safety Protocols, for all research projects, practical teaching activities and events that involve any high risk hazards or compliance requirements (previously escalated review).

If an activity or project involves any high risk hazards or compliance requirements, for example, but not limited to, radiation, lasers, plant (furnaces, high pressure vessels etc.) chemicals or dangerous substances, Lithium Ion (Li) batteries, genetically modified organisms or other biological hazards, animals etc., please complete a protocol in Tick@lab.

Further information and User Guides about accessing and using Tick@lab  can be found on this Health, Safety and Wellbeing: Tick@lab SharePoint site. The User Guides may be downloaded as the SharePoint Site is not accessible by student accounts.

High risk safety protocols will be reviewed by the relevant technical committee and/or subject matter expert to assess the risk controls are appropriate, provide advice on any possible improvements, and work with you and your team to meet your legal requirements. Where it is determined that all risks are well controlled, the safety protocol will be approved and the activity or project can proceed.

To be registered as a user in Tick@lab, please email your details, including staff number plate (not staff number) or student number to healthandsafety@newcastle.edu.au.

The Safety Review form (PDF, 2MB) may only be used if:

  • the activity you are planning does not have any high risk hazards or risk to health and safety as mentioned above, or
  • you are amending a previously reviewed Safety Review application that is within the 5 year expiry time frame and it is only an administrative change, such as adding new workers, new funding, or additional facilities. Please check with safetyclearance@newcastle.edu.au first to confirm which process you should be using.

If your application DOES NOT meet these criteria,  your safety review application must be submitted in Tick@lab.

NOTE: The Safety Review form form functions best using Adobe Acrobat from the Creative Cloud which you can download from http://www.adobe.com/downloads/ Sign into the download by using your University numberplate xxx123@newcastle.edu.au.

Please ensure you do not have another version of Adobe installed.

The risk assessment template (DOC, 151KB) will assist you to identify the hazards and risks. Completing the Risk Management Introduction training module will also help.

Travel

All travel for University business must be assessed to determine the level of risk associated with both the destinations and the activities being undertaken. The Health and Safety Travel Risk Assessment should be used to determine the level of risk, and if travel is to a HIGH RISK DESTINATION and/or involves HIGH RISK ACTIVITIES, the completed Travel Risk Assessment must be submitted to the Health, Safety and Wellbeing Team at local-safety-review@newcastle.edu.au. Please allow adequate time prior to travel for processing.

For travel classified as COMPLEX, based on the criteria below, travellers or travel arrangers must complete the Travel Risk Assessment, include all relevant attachments and Supervisor/Manager approval and attach to the travel request in the Travel Hub. .

For LOCAL or SIMPLE travel (as per the Travel Procedure), travellers or travel arrangers may utilise the Travel Risk Assessment to assess the activity risk rating (Section 5 ) for their pre-trip request and may then choose to document the risk controls for approval by the Supervisor/Manager.

In summary, while all travel must be risk assessed and approved by the relevant supervisor, it does NOT need to the submitted to the Health, Safety and Wellbeing Team for review unless it involves a HIGH RISK DESTINATION and/or involves a HIGH RISK ACTIVITY.

As per the Travel Procedure, travel is classified as either COMPLEX, SIMPLE or LOCAL.

COMPLEX

  • Is not Simple or Local Travel as defined below
  • Multisector international travel
  • Rural or remote environment destination(s)
  • High risk destination, based on risk assessment and safety review
  • High risk activity, based on risk assessment and safety review
  • Any traveller aged 80 years or over
  • Ten or more travellers in the group
  • For International travel, duration is six or more consecutive nights
  • Includes private travel component

SIMPLE:

  • Is not Local Travel as define below
  • Involves domestic or international travel with point to point single metropolitan destination
  • Travel is not high-risk, based on an assessment of the destination risk and the activity risk
  • All travellers are travelling in their role as current employees or students
  • Number of travellers (employee and/or student) is nine or less
  • Duration is five nights or less if international travel
  • All travellers are younger than 80 years old
  • There is no private component
  • The travel is to an urban environment with timely access to health care equivalent or better than metropolitan Australia

LOCAL:

  • Is a ‘business as usual’ activity
  • Can be completed in a single day and is within a 50km radius from the travellers’ home campus
  • Does not require any bookable expenditure (i.e. flight, accommodation, car hire)
  • Involves transport by University fleet vehicle, local public transport, or private vehicle, in line with the Private Vehicle Use Procedure

Below are resources which may be of assistance.

Events

For any Event involving high risk hazards, including, but not limited to, biohazards, GMO, chemicals and hazardous substances, radiation and x-ray for example, a safety review application must be lodged in Tick@lab.

If an Event does not include high risk hazards as outlined above, but does includes higher than usual risk activities (i.e. inflatables, water or sporting activity) or use of a contractor (other than for transport or catering), then a Safety Review Form must be completed and emailed to Local-Safety-Review@newcastle.edu.au. Risk Assessments and other supporting documentation should be attached to the Safety Review Form for review by the Health, Safety and Wellbeing Team.

For all other types of Events, please complete this risk assessment template (coming), ensuring it is reviewed and approved by the appropriate supervisor/manger and a copy is retained locally.

Audits and Checklists

AIMS is used to develop, schedule and undertake audits and checklists, it maintains a record of the outcomes and findings and associated corrective actions and tasks.

From January 2024 a new version of AIMS, R3, will be used for audits and checklists: details about AIMS R3 Audit and Checklist Modules upgrade can be found on the staff SharePoint site.

Any audits, inspections or checklists, and their associated corrective actions/tasks undertaken prior to January 2024 are recorded in and can be accessed AIMS R2 (Audit and inspection module).

Should you have questions about the audit process, or you would like assistance with creating an audit or checklist in AIMS, please contact the Health, Safety and Wellbeing Team on 4033 9999 (option #5), or relevant Health and Safety Business Partner.

Additional Resources