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Appendix D

Welcome to The University of Newcastle

The University is committed to providing a safe & healthy environment for its staff, students, visitors, contractors, hirers & patrons. This document has been provided to outline the University's policies and procedures relating to the control of risks to health and safety. In using one of the University's venues, you are expected to observe and abide by these procedures.

Questions and comments about the information provided here can be directed to the Facility Hire Coordinator. This person will also assign a University officer to provide support during the function; your nominated University officer will also be able to answer questions about this document.

 Responsibilities
The University has a responsibility to ensure that it provides a venue that is safe to use. Because users of the facility have the potential to introduce additional hazards, a condition of hiring the venue is or the hirer to control any risks to themselves and others that they introduce. You can do this by ensuring:

Breaches of University safety procedures by a hirer or their agents may result in the cancellation of any current or future hire arrangements.

Getting Started
Access to the venue will be arranged through the Facility Hire Coordinator and your nominated contact.

Vehicles brought onto the campus must observe the speed limits and parking restrictions; all vehicles must have a valid parking permit when required.*

* Refer to the University's Traffic & Parking rules

Pedestrians
Drivers are reminded that many pedestrians, including people with disabilities, use the campus. Please watch for pedestrians and always drive considerately.

Smoke-Free
The University of Newcastle is a smoke-free environment - smoking is not permitted in any University buildings, or in areas where smoke may enter a building.

Alcohol & Drugs
Persons affected by alcohol or other drugs are not permitted to be involved with the supervision or operation of the function or venue. The supply and provision of alcohol as part of the function requires an appropriate licence, and the written approval of the University.

Behaviour
Offensive behaviour towards, and harassment of, other persons arising from the use of the venue is unacceptable. Any threat of violence will be dealt with as a matter for the police.

Emergency Procedures
For medical, fire and security incidents, the Emergency Contact Numbers are as follows:

  Internal External
Security 15888 4921 5888
Emergency Services 10000 000
Health Services 16000 4921 6000**

** 9am - 5pm, Mon-Fri

Note: that Security should be contacted in all cases.

An evacuation plan for your venue, including the location of muster points, will be provided. You should ensure that you and persons supervising the function are familiar with this plan.

Emergency exits for the venue must be kept clear at all times. In addition, all equipment provided for fire and evacuation safety, including exit and emergency lighting and fire extinguishers and hoses, must not be interfered with.

University officers have undertaken Fire Officer and First Aid training to enable them to perform duties to cover emergency situations.

Injury & Incident Reporting
All injuries and incidents that had the potential for injury must be reported. Your nominated University officer can provide you copies of the reporting forms.

Equipment
All equipment brought into the venue by you or your agents must be safe to use. It must comply with relevant standards, and be well maintained. Equipment will be checked prior to use to ensure it complies with such standards.

Electrical Equipment
The use of double adaptors is not permitted.
Power boards must have overload protection.
Extension cords must be suitable for the anticipated load, and not operated while coiled up. In order to avoid trip hazards, cords should be securely taped down or covered by a suitable mat when they cross walkways.

The University requires each item of equipment to have undergone routine inspection and maintenance to detect and repair damage that might otherwise render it unsafe to use. For electrical equipment, this is best demonstrated by the application of in-service inspection*** for all appliances designed to connect to a 240 VAC power supply using a flexible supply cord and plug.

Examples of equipment that require inspection, testing and tagging include:

The requirement for testing and tagging also applies to equipment hired from third parties.

The University requires electrical equipment to be inspected, tested and tagged at intervals of no more than 6 months. Tags should indicate the date of inspection and/or date for re-inspection, and can be colour-coded for each 6-month interval****

Electrical equipment and appliances should be connected to an approved, portable Earth-Leakage Circuit Breaker (ELCB), supplied by the hirer.

Faulty equipment should be immediately removed from service and an "Out of Service" tag applied.

*** In accordance with AS/NZS 3760 In-service inspection and testing of electrical equipment.
**** In accordance with AS/NZS 4249:1994 Electrical Safety practices - Film, video and television sites.

Safe Work Methods
Isolation Systems -The University uses a system of "Danger" and "Out of Service" tags to isolate equipment that is unsafe to operate. Under no circumstances should equipment carrying one of these tags be operated.

Work on electrical equipment shall not be carried out without appropriate isolation of the power source.

Working at Heights
Where there is a risk of injury due to falling from an elevated work area, appropriate fall protection systems must be employed.

Approvals
Written approval must be obtained prior to carrying out any of the following in the venue:

Documentation such as risk assessments and certificates of competency must be provided in relation to these.

The health and safety of people attending your function is a shared responsibility.

Thank you for your help and cooperation.