"Area Responsibility": in the context of this procedure, the responsibility for the provision and maintenance of suitable first aid services in each Area of each campus of the University of Ballarat has been assigned to a nominated Division or Portfolio. Nominated Divisions and Portfolios are said to have "Area Responsibility" for these buildings, floors, etc... Refer to the Occupational Health and Safety Record - Emergency Area Responsibilities. In cases where a School or Directorate within a Division or Portfolio organises activities in locations not included in the list of Areas (eg off-campus excursions), that School or Directorate (and by extension the relevant Division or Portfolio) is deemed to have "Area Responsibility" for that activity.

"Emergency": means any sudden danger that requires immediate action to prevent severe injury, illness, damage or distress. Examples include:

• uncontrolled fires;
• life threatening injuries and illnesses, and the threat of such injuries and illnesses;
• serious spillages or releases of dangerous goods.

"Supervisor" and "Manager": in this procedure, these terms cover any employee of the University to whom other employees or contractors formally report. They include Senior Managers of the University and Heads of Schools and Directors of Directorates.

"Emergency Control Personnel": means any employee of the University who has been appointed under this procedure or under the local adaptations of this procedure to the function of Campus Warden, Area Warden or their Deputies. (Refer to the Occupational Health and Safety Record - Emergency Control Personnel). During emergencies, evacuations and practices, the Campus Warden and Deputy Campus Warden wear white helmets; the Area Wardens and Deputy Area Wardens wear yellow helmets.

Divisions and Portfolios with Area Responsibilities must develop, document and implement a set of Local Emergency Instructions adapted from the model outlined below for each of the Schools, Directorates, buildings, areas and activities they control, as appropriate. These instructions may need to be developed in consultation with other Divisions/Portfolios where relevant (e.g. if they share buildings). Local Emergency Instructions must:

• address the risks of fire and serious injury (see Note 1);
• identify any other emergency situations relevant to the Area;
• list the steps to be followed in each case, including the method to be used to initiate an evacuation of the building (see Note 2);
• make special provision for the evacuation of people with disabilities, if applicable to the Area; and
• be consistent with the University's Model Emergency Instructions.

Each School or Directorate within each Portfolio must identify the employee(-s) most likely to receive phoned threats, such as bomb threats, or the workstations where such threats are most likely to be received. The School or Directorate must ensure that these employees have been issued with a copy of the Bomb Threat Checklist, or that a copy of the Bomb Threat Checklist is readily available at these workstations. (Typically, Receptionists, School Administrative Officers, and Secretaries are most likely to receive these calls.)

(Refer also to the template for Local Emergency Instructions.)

If first at the scene of an emergency, remember the three key steps AAA:

1. Assess the situation for immediate dangers to your safety and take appropriate steps
2. Alert (a) personnel around you, (b) the appropriate Emergency Services (0-000), and (c) the Area Warden (if applicable)
3. Assist any person in immediate danger if safe to do so
4. Contain or combat the emergency only if safe to do so
5. Evacuate to a safe location (if necessary)
6. Notify your Supervisor/Manager (staff), Teacher/Lecturer (students), Designated University Contact (contractors and visitors). Also notify the Senior Counsellor on campus for incidents that are likely to cause distress to the people involved.

(b) Telephone Threat: Refer to the Bomb Threat Checklist.

The Manager/Supervisor must contact the Police (0-000) and the Campus Warden or Deputy.

(c) Suspect Object or Mail Item: Any University employee who discovers a suspect object or receives a suspect item of mail must:

• avoid handling the object or item;
• alert nearby people and retreat from the immediate area;
• immediately report the matter to the local Manager/Supervisor.

• the requirements of this procedure have been implemented and are being maintained in their Area(-s);
• the names of Area Wardens and Deputy Area Wardens, and changes to Warden arrangements, are communicated to the Manager - Occupational Health and Safety Services;
• training (including the induction of new staff) is organised and conducted within their Area(-s) for the implementation of the Local Emergency Instructions;
• Emergency Floor Plans are kept up-to-date in their Area;
• a minimum of one evacuation drill per building per year is conducted in their Area(-s), and details are documented in accordance with the Evacuation Drill Report; and
• relevant members of their staff are released for University-wide emergency training.

The Manager - Risk, Health & Safety is responsible for:

• developing and maintaining this procedure and related documents;
• developing and conducting training sessions for the implementation of this University-wide procedure for Supervisors, Managers, Health and Safety Representatives, Emergency Control Personnel, and First Aiders;
• providing the initial Emergency Floor Plans; and
• advising Supervisors and Managers in the implementation of this procedure.

The Campus Health and Safety Teams are responsible for:

• monitoring the development of Local Emergency Instructions within Portfolios with Area Responsibilities;
• appointing a Campus Warden and Deputy Campus Warden;
• ensuring that Emergency Control Personnel have been issued with colour-coded helmets (Campus Wardens and Deputy Campus Wardens: white; Area Wardens and Deputy Area Wardens: yellow);
• organising a minimum of one whole-campus evacuation drill for each multi-building campus every 2 years in consultation with local management, and in addition to the building evacuation drills mentioned above; and
• monitoring the implementation of the procedure, collecting information from Evacuation Drill Reports, and reporting yearly to the University Health and Safety Policy Committee on the implementation, with suggestions for improvements.

All other staff, students, contractors and visitors must comply with the instructions given by Emergency Control Personnel and Emergency Services personnel.