1. INTRODUCTION

This handbook is intended to explain Department of Zoology policy, regulations and procedures, and to impart useful general information about the department for all staff members, honours and postgraduate students.
The rules are designed either for safety, for compliance with University regulations or the law, or are an attempt to ensure the most efficient deployment of the Department resources.

University regulations and procedures are covered in the Human Resources Manual, the Business Procedures Manual, and the La Trobe University Act, Statutes and Regulations.  Copies are available for reference through either the Administrator or the Secretary or on the LTU Web page.  Advice on interpretation should initially be sought from the Administrator.

Several departmental activities impinge on areas affected by Federal and State Legislation.  Copies of most of the relevant Acts and Regulations are held by the Administrator, whose advice should be sought prior to involvement in any activity likely to be covered by legislation or regulation.  Refer to State and Federal Government web sites for further information.

Safety is probably the most important area covered.  It should be the direct concern of all members of the department and requires their active participation.  All staff members and students have a direct responsibility to work in a safe manner and to ensure that no action taken on their part might render ineffective the efforts of the university in the field of safety.  Staff and students are requested to report to their supervisor or to the Administrator any incident (Report Form available from the General Office) or hazard to safety observed in their area.

Contents  

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Please consult the Occupational Health & Safety Section of the LTU Personnel Home Page for full coverage

Council has adopted the University Safety Policy policy regarding safety.

The University recognises its obligations to take all reasonable precautions to protect the safety of its employees, students and visitors while they are on campus

All accidents must be reported immediately, and potentially dangerous situations should be reported promptly to enable timely preventative measures to be taken.  Reports should be handed to the Administrator for forwarding directly to the Safety Officer.  It is a statutory requirement that all accident reports be in the hands of the Safety Officer within twenty-four hours of the accident.

The University's Occupational Health and Safety Officers are responsible for the initiation and co-ordination of safety programs relating to all official University activities.  The Occupational Health and Safety Office is located in Room 226 David Myers Building.  All members of the University have direct access to the Occupational Health and Safety Officers on extn 2186 .

The Occupational Health & Safety Committee meets quarterly to discuss matters brought before it by its members and by the Safety Officer.  Every area of the University is represented on the committee and anyone wishing to present a matter for discussion by this committee may do so, either through their representatives or through the Safety Officer.  The Occupational Health & Safety Committee reports directly to Council.

The Medical Centre situated at the north end of the campus on Plenty Road is the closest medical facility.  This is a bulk billing clinic (dependant on the doctor) and private hospital facility ph.9437 8888.  If you need medical assistance but not necessarily an ambulance you can call 9437 8888 at any time 24 hours a day and ask for the triage nurse who will assess the situation and send a doctor/nurse if necessary.

The safety of people using the campus is the primary interest of the Personal Security on Campus Committee.
Reports of assault or harassment on campus should be made to this committee through the Safety Officer.
During weekends and after 6.00 pm on weekdays, staff and students may bring their cars through the main control gate and park them near the buildings (provided marked parking bays are used) to lessen the risk of assault.
Reports of vandalism, theft or suspicious behaviour in the car parks should also be made promptly to Central Security.

After hours work on campus
Staff and students working back after hours should work in pairs wherever possible or if this is not possible:

* ensure that there is someone else in the building, tell them where you will be working and leave together.
* notify someone at home where you will be working, your expected time of return and the telephone number to ring if you are late.  At no stage should you change your program without telling that person.
* an after hours Security Bus service is provided to transport staff and students to car parks from the Library (please seek advice from the library or check the web for timetable and pickup points).

Protective clothing and equipment
University regulation 23.2 (1) states that:
1) Every member of the University shall wear laboratory coats and such other protective clothing or equipment as required by law or recommended by the National Health and Medical Research Council or the Australian Standards Association and in particular when handling:
* corrosive, toxic or harmful chemicals;
* live or dead animals;
* microbiological preparations including bacteria, fungi, viruses and body fluids;
* or such other material considered to be harmful to life or clothing.

2)  Every member of the University shall wear closed shoes and may not be unshod or wear sandals or thongs when working in laboratories or in those areas where harmful chemicals are in use or there is risk of injury.

3)     Members of the University working in workshops or laboratories or other areas of the University using tools or substances which can cause eye injuries shall at all times wear protective safety spectacles.

Emergency phone number   2222

To simplify emergency procedure the above extension number has been allocated to be used for all emergencies, twenty-four hours a day, seven days a week.
During normal working hours the number is connected to the central switchboard and staff there will alert the appropriate services.  After hours the number is connected to the Central Control gatehouse and a similar service is provided.
Only emergency calls are to be made on this extension.

When reporting an emergency, you should provide as much of the following information as possible:
* The nature of the emergency i.e. fire, flood, life failure, assault, accident.
* The type of assistance you think is required i.e. ambulance, fire brigade, tradesmen.
* The precise location of the trouble - building, level and room number
* Your name and the names of other persons involved.

After hours there are occasions when the Control Box is unmanned. 2222 is, however, still answered as the emergency number is automated: the telephone is answered, you leave the message and immediately you hang up the Security Guard is contacted and your message is relayed automatically to wherever he is on campus.

Responsibility of first person at scene of emergency
This could be any person on campus.  They would have initial responsibility for dealing with the emergency, having total control of the situation until a more appropriate authority arrives.  It is the action of this person that will determine the extent of injury and damage which will result from any emergency.  Therefore, it is suggested that the first person on the scene carry out the following procedure, preferably in the order given:

Fire
* Break the glass of the nearest fire alarm and press the button.
* Ring emergency 2222, advise the telephone operator nature and type of fire e.g. spreading rapidly, flammable liquid. location: room, floor, building.
* Send someone to the main fire panel in the building (on level two in the Biological Sciences Buildings) to await the arrival of the fire brigade and to guide them to the site of the fire.
* Shut all doors and windows BUT DO NOT LOCK.
* Evacuate building.  Obey any evacuation directions from Floor Warden.
* Extinguish the fire, if you know how, by using the correct type of extinguisher.
* When fighting a fire be sure to stay between an unobstructed exit and the fire itself.

 General emergency procedure on campus If you are first on the scene at an emergency:
    Communicate: Dial 2222 give details
    Contain:  Isolate the emergency
    Control:  Render appropriate assistance

The University is covered by the Occupational Health & Safety Act 1985 which aims at cooperation between the employee and employer to provide a safe, healthy work environment.  The Act places specific obligations upon the University and upon its members.  These include accident reporting, the provision of specific items of safety equipment and the utilisation of this equipment by employees.
The University is required to comply with legislation concerning the procurement, manufacture, storage, handling, disposal and sale of various materials.

Poisons
The Poisons Act 1962 (No. 6889) and Poisons Regulation 1963 (No. 158) govern the handling of substances as specified in the eight Schedules to the Act.  Under this Act the University and any of its departments wishing to use these substances must possess a Poisons Licence and comply with the regulations relating to storage and handling.

Radioactive substances
Members of the Department wishing to use radioactive isotopes in the course of their experimental work must:
*  Obtain their supervisors approval (where applicable).
*  Obtain the approval of the Department Radiation Officer before taking any steps to commence experimental work.
*  Inform the Administrator before any radioactive material is acquired.
Radioactive materials may not be transferred between departments nor borrowed or loaned without the approval Departmental Radiation Officer.  Refer to Health (Radiation Safety) Act 1983 & Health (Radiation Safety) Regulations 1984 (ref.  Section 10.4).
The use of radioactive substances is strictly regulated by law and the instruction of the Department Radiation Officer or the University Radiation Officer must be sought regarding all phases of work with such substances.  This includes acquisition, storage, application, precautions during use, monitoring of personnel, equipment and laboratory space and the final disposal of radioactive waste material.

Penalties for non-compliance with the regulations are severe and the user is, in all cases, held responsible for ascertaining and complying with the regulations.

Biohazards
Any person intending to experiment with cloned material, or to conduct experiments including recombinant DNA, must first obtain a licence to do so from the Supervisory Technical Committee on Recombinant DNA Studies.  In some instances an additional licence may also be required from the Australian Academy of Science.
Departments concerned with such requirements should contact the Safety Officer for further information.

The Administrator together with the Safety Officer (General Safety and Radiation Safety- Prof D.G. Stephenson) and Jan Skinner co-ordinate safety arrangements within the department.

Reports of accidents and potential accident situations are normally made through the above, although members of the department may deal directly with the Safety Officer if they wish.

Departmental safety regulations are formulated in an attempt to comply with existing safety and other legislation and with University requirements.  They are also tailored to cover the special and varied activities of the members of this Department.

Members of the department are required to familiarise themselves with the locations of fire-alarms, fire extinguishers, fire hoses and spill kits nearest to their work area.  They should know the applications of the different types of extinguishers and should always be aware of the quickest escape routes from their work area. All staff, postgraduate and honours students have to complete a Department of Zoology Training Checklist soon after commencement.

MSDS:   Before using any chemical substance the user should obtain and study the relevant material data safety sheet. Material Safety Data Sheets should be requested when ordering a new material and a copy kept in an orange folder in the laboratory workplace.  MSDS's are also available from Chemwatch on the web and from suppliers' web sites. You must use the MSDS to fill out a Risk Assessment for the procedure you are undertaking.

Students and staff must be aware of the hazards connected with the substances, equipment and techniques with which they are working and take the necessary precautions in their work. Protective clothing and equipment is available in the departmental and should be used where and when necessary.  The Administrator should be notified of any deficiencies in this area.

When heavy weights are to be moved the proper lifting technique must be used and assistance sought when necessary.  Lifting equipment is available within the department.

At the commencement of 1st and 2nd semester of each academic year the Safety Officer holds a seminar outlining the proper practices for fire drills and laboratory safety.  It is compulsory for all honours, postgraduate and new staff to attend.  Following attendance at this seminar participants are required to sign a Health & Safety Introduction checklist.

Laboratory Rules
* Food or drink must not be consumed in laboratories.
* Closed shoes must be worn at all times in all University laboratories.
* Protective clothing and protective equipment must be used when and where appropriate (eg. safety goggles, gloves, lab coats)
* Students must not commence experiments without their supervisors approval.
* Technical staff and students may not work back after hours without their supervisors approval, nor may they work back alone.
* Broken glass must not be deposited in rubbish bins; the broken glass bins near the store and 3rd year labs must be used.
* Scalpel blades and hypodermic needles must not be deposited in rubbish bins; the sharps box is near the third year lab.
* Users must adopt the correct procedure for disposal of all waste materials.
* All members of the department should know the location of the nearest fire alarm, fire hose, fire extinguishers and spill  kit.
* Tubing must not be removed from gooseneck taps. Where an eyewash station is not readily available this is the best method of dealing with eye injury -  rinse gently under running water.
* All users must read the labels on chemicals before using them, know their hazards and rigorously adhere to the proper handling procedures. (Check MSDS). A chemical risk assessment form must be completed before any chemical is used.
* All gas cylinders in laboratories and workshops must be secured by a strap or chain.
* The volume of dangerous substances in all laboratories must be kept to the minimum necessary for the experiments in progress at any time.
* All members of the department must keep their laboratory areas clean and tidy, and the floor areas clear.  * Spills must be cleaned up promptly.
* Doorways and escape routes must be kept clear at all times.
* All members of the department must promptly report all accidents and fill out report of OHS.
* Equipment malfunctions must be reported to the Administrator promptly, eg most drain blockages, water leaks, electrical faults etc.

Poisons
Poisons must be kept locked up when not in use and the volume held in any laboratory should be kept to the practicable working minimum.  Users must be aware of, and comply with, the proper safety precautions before commencing work using poisons.  Other occupants of laboratories in which poisons are used must be informed of their nature and of the appropriate precautions and antidote.

Cyanide users must consult with LTU Occupational Health & Safety for their policy on working with cyanide.
 

New Activities
All proposed experimental techniques, which are new to the Department, should be looked at carefully from a safety viewpoint by supervisors before they are adopted.  The Administrator/Safety Officer should be notified of any proposed new Departmental activity prior to its introduction together with the proposed safety measures if any.  Such safety measures are to be financed from the individual's research allocation as the Department has no central fund for this purpose.  Experiments may not be carried out in the absence of the proper safety equipment or laboratory set-up.

LTU Occupational Health and Safety have forms to help determine the risks involved when using equipment and chemicals.

Animals
Staff and students handling animals, which are likely to bite, are advised to have an anti-tetanus course of injections, particularly if they are likely to be handling animals on field trips remote from medical services.  Tetanus immunity courses are available free from the University Medical Centre.
Hep A and Hep B shots are recommended for researchers undertaking field work in other countries.
If any work is planned using venomous animals, the Administrator should be notified well in advance to enable advice to be sought regarding the necessary precautions.

Electrical Safety
Electrical equipment belonging to the Department or being used in the Department shall be used only as supplied by the manufacturer or as modified, constructed or electrically checked by the department's Electronics Engineer.  The Engineer must check electrical experimental equipment built or modified by any member of the Department before power is applied to it.
Equipment shall not be operated without the correct safety covers being installed over live conductors.  Safety standards shall not be relaxed simply because equipment is experimental.
Faulty electrical equipment must not be tampered with, but should be reported promptly to the Administrator. It should be labelled 'Faulty - do not switch on' and disconnected from the power mains.
All electrical equipment must have a current electrical testing tag attached to the cord before using.  In the event of a fire starting within electrical equipment, the equipment should be switched off and disconnected if possible
before attempting to fight the fire.
Users of any equipment within the Department must familiarise themselves with the correct operating procedures before attempting to operate it.
Electrical equipment which is left operating after hours must be labelled 'Please leave switched on' and should carry the name of the user, and instructions as to the procedure to follow in the event of an emergency.  At least two emergency telephone numbers should be included to enable Central Security to contact the user if necessary.  Unattended power apparatus notices are available from Administrator.
Persons working on electrical equipment must read and comply with Australian Standard 2243 'Safety in Laboratories' part seven - 'Electrical Aspects', available from the Head of Department office.

Visual Display
All users of VDU's must familiarise themselves with the proper procedures necessary for the safe long term use of these units.  Both the Administrator and Safety Officer can provide advice and appropriate literature which must be read before using a VDU.
Vital factors in the avoidance of long term health problems include the proper layout of the equipment, and the adoption by the user of the correct working position and posture in relation to the equipment.  This requires the use of special, ergonomically designed chairs and the careful use of all of their adjustments.  The illumination levels within the room and of the work are important, as is the correct adjustment of the screen brightness and the frequency of rest breaks.

Workshop Safety
Staff and students using workshop equipment must abide by safety instructions given by the Senior Workshop Technician.
They must also read Australian Standard 2243 'Safety in Laboratories' part six - 'Mechanical Aspects', available from the Head of Department office.

Safety Information
Various publications relating to safety are held by the Administrator and should be consulted if there is any doubt regarding the safety of any materials or methods used in any of the department's activities.  Other safety publications are held in the Safety Office and may be consulted during normal hours by arrangement with the Safety Officer.  Chemical reference books should also be consulted to ensure that hazards inherent in the substances and methods to be used are fully understood before work commences.  Further chemical information is available from Chemwatch and from suppliers web sites.

First Aiders
There are several trained First Aiders in the department: Michael Clarke, Anne Warren, Richard Zann, Fiona Bird, Jan Skinner, Tobie Cousipetcos, Tim New and Fran Pizzey.
 

First Aid Kits are located in the following areas of the Department.
* Main foyer outside the General Office
* Inside the General Office
* Third year teaching  laboratory - preparation room
* Corridor outside 3rd year laboratory
* Electron Microscopy laboratory

The 3rd year laboratory staff is responsible for maintaining these kits and checks them frequently.  Users should, however, notify the 3rd year laboratory staff or General Office of any shortages or impending shortages.

Breathing apparatus
Two self-contained breathing apparatuses belonging to the Faculty of Science & Technology are kept permanently in the Foyer of level 2, Biological Sciences 1 Building.
The apparatus is to be used when it is necessary to enter an area where toxic fumes are present, e.g. after a large scale spill of a toxic solvent.
Several members of the department are trained in the use of this apparatus including the senior Workshop Technician and the  3rd year lab Technicians.
Untrained personnel must not use the equipment.
Training courses are run frequently and staff wishing to participate should consult the Administrator.

Fire fighting Equipment
Fire hoses, extinguishers and fire blankets are provided at various locations within the department.  It is vital that all members of the department know the whereabouts and applications of the fire fighting equipment closest to their area.  Fire extinguishers, available from the store, must also be taken on all bush and aquatic field trips.
 

Waste materials must be disposed of safely and in accordance with EPA regulations.  If uncertain as to the correct method of disposal, advice should be sought from supervisors, the Administrator, Safety Officer or Jan Skinner.
Most waste materials can be divided into the following categories and disposed of as described below.
* Harmless dry waste like food and paper scraps can simply be left in rubbish bins and waste paper recycle bins for disposal by the cleaning staff.  Particulate materials such as sand or galeolaria tubes should be wrapped.
* Hard dangerous waste such as broken glass, hypodermic needles, scalpel blades etc. must be deposited in the hard waste containers provided near the store and near the 3rd year laboratory.  On no account may these items be placed in normal rubbish bins.
* Dilute aqueous waste may be poured down laboratory sinks.  Strong acids and alkalis should be greatly diluted and neutralised before disposal in this fashion.  Dilution should be carried out slowly and by adding the substance to water not the other way around.  Do not pour solvents down sinks.
* Solvent waste (non radioactive) should be accumulated in bottles for collection by Jan Skinner for Chemsal pickup. It should be collected in separate containers as follows:
* Water soluble solvents e.g. alcohol
* Chlorinated hydrocarbons e.g. Carbon tetrachloride.
* Highly flammable solvents e.g. ethers
* Acetone
* Mixed classes; e.g. Methanol/Chloroform solvent system.
* All bottles should be appropriately labelled and a note should be made on them whenever benzene is present.
* Full bottles of waste solvent should not be retained in laboratories but should be delivered to Ms Skinner for disposal as they become filled.  This system does not cater for dioxan and P.C.B.'s; these chemicals should be saved separately and the Administrator notified so that alternative arrangements can be made.
* Biological waste such as animal remains must be incinerated according to the following procedure:
* The material, as dry as possible, must be labelled, securely wrapped in small parcels and taped up.
* The parcel which must be labelled should be deposited in the Medi-waste yellow bin in the -20'C room.  Ensure that there is a plastic liner in the bin.
* Do not dispose of sand or other noncombustible material by this route.
* Radioactive waste must be disposed of according to the instructions given by the Department Radiation Officer.  In his absence the advice of the University Radiation Officer should be sought through the Safety Officer.

More information regarding safe disposal of waste is available through Hazardous Waste Disposal/Removal Procedures at Occupational Health and Safety web site.

Staff and students prior to leaving the campus to carry out fieldwork must:
*  Where appropriate, obtain their supervisors approval.
*  The field trip risk assessment form located on the Zoology Webpage must be completed.
*  Enter the details of their proposed trip in the field trip record book (2 part entry - see 3rd party contacts at back of book)  provided at the vehicle booking desk.
Variations to proposed itineraries must be communicated to the Department.
When several people attend a field trip, only one entry in the record book is necessary.  This should be made by the trip coordinator or the senior person attending the trip.  All persons attending must be named.
The following information must be included:
1. The purpose of the trip, destination, and means of transport
2. The names of all participants or groups of participants. (e.g. 'all ZII students')
3. The times and dates of departure, return and periods to be spent at specific sites in between.
4.  A separate sheet, which only needs to be filled out when going to a new site, is located in the back of the book.  It should contain relevant information about the specific field site and any further information relevant to the safety of those attending the trip or useful in the event of emergencies:
*  Name(s) of third party  with whom you will be in contact on a regular basis (eg. spouse or partner)
*  Nearest field contact point (eg. Ranger's Station and phone number)
*  Mobile phone numbers that you can be contacted on
*  In remote areas the planned check in times and channel frequencies you may be contacted on the Radphone

The names and addresses of any voluntary workers must be given to the Administrator in writing at least three days before departure to enable an insurance policy to be taken out in lieu of worker's compensation insurance.
Field First Aid Kits designed to cater for up to twenty-five participants may be borrowed from the 3rd year Prep Room and must be carried on any field trips.
Anti-tetanus injections are recommended and are available free of cost through the University Medical Centre.
Fire Extinguishers, available from the store, should be taken on all trips.
Books 'Stay Alive' and a Commonwealth Government publication recommended for trips to remote areas may be borrowed from the Secretary but must be returned promptly when the trip is over.
'First Aid', a St Johns Ambulance publication, and 'Venomous Creatures of Australia' by 'Straun Sutherland, are included in some Field First Aid kits.
Scuba Diving on official University field trips is strictly controlled.  
Emergency Field Communications.  A HFSS Flying Doctor Radio and a mobile phone are available from the Store for field workers in remote sites.

Further information relating to Fieldwork Safety Procedures can be obtained from LTU web site.

Vehicles.
Booking diaries/log books at mail box station.
Staff and students using University vehicles must read and comply with the 'Rules for the Use of Department of Zoology Vehicles set out at the front of each log book.

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    Regulations

The activities of the University are regulated by a large number and variety of Commonwealth and State Acts of Parliament and Municipal by-laws and regulations.  Members of the Department are not required to familiarise themselves with all of " details of such legislation, as the University has, over the years, created regulations in an attempt to ensure that the activities of individual staff and students do not contravene existing legislation.
Compliance by staff with the published University and departmental rules and regulations will ensure that the more common activities of staff and students are carried out within the law.  Staff intending to supervise or undertake new or unusual activities, in research or teaching, should inform the Administrator well before commencing, so the proper procedures can be adopted.
If any doubt exists regarding the legality of any current or planned activity the affected staff members should consult the Administrator.  The department will not tolerate non-observance of laws or regulations by any of its members for any reason whatsoever.

The following is a list of some of the more important Parliamentary Acts affecting the University as a whole and the activities of this Department in particular.  Copies of most of these Acts and their prescribed Regulations are held by the Administrator.

Commonwealth Legislation
Copyright Act, Customs Act, Freedom of Information Act, Health Act, National Parks Act, Quarantine Act, Wildlife Protection Act, Equal Opportunity Act

Victorian State Legislation
Agricultural Chemicals Act, Bees Act, Dangerous Goods Act, Fisheries Act, Forest Act, Industrial Safety, Health & Welfare Act, Health Act, Inflammable Liquids Act, Labour and Industry Act, Local Government Act, National Parks Act, Pharmacy Act, Poisons Act, Prevention of Cruelty to Animals, Wildflowers & Native Plant Act, Vermin & Noxious Weeds Act, Wildlife Act, Workers Compensation Act

This section cannot be exhaustive in its cover as the subject is a specialist one and legislation is constantly being updated (check State and Federal Government web sites).  It is included to act as a reminder to staff and students to carefully check all of the legal ramifications of any new projects well before they commence any field or laboratory work.  If the Administrator cannot provide up to date advice then the University Solicitor is available to do so.  There is absolutely no excuse for non-compliance, by staff or students, with any legal requirement.

Under some Acts of Parliament permits are required to carry out particular activities.  Several permits are held by the department which give a blanket cover for specific activities, for example to possess poisons, to purchase ethanol duty free and to buy biological derived products.  Some regulations however demand the possession of personal permits to undertake certain activities whilst others are highly specific in their cover and require regular renewal.  Applications for permits should be made early, to ensure that they are issued in sufficient time.
The Prevention of Cruelty Act to Animals regulates who and what procedures can be carried out on vertebrates.  The staff member in charge of the experiment must apply for a permit under this act which also covers other workers and students under their supervision.
Permits are also required under the Wildlife Act before native animals are trapped, imported, exported, retained alive, transferred to other schools or institutions, or when road kills are collected.  The release of captive native animals is also regulated.

The foregoing examples are given to underline the fact that almost every activity is regulated and that care must be taken to check the legality of all proposed activities.

Faculty of Science, Technology & Engineering Animal Ethics Committee
All research projects must be submitted to the above committee for approval before experimental work can be carried out and the results published.  Animal Ethics approval should be obtained before applying for your permits.
 

Department of Fisheries and Wildlife Permits
Permits from the Victorian Ministry of Conservation (Department of Primary Industry, Department of Sustainability and Environment, Department of Victorian Communities) and Department of Fisheries and Wildlife are required for all Australian wildlife held.  Additional permits are required to import Australian wildlife into Victoria or to export it from this state.
The term 'Australian wildlife', under the Wildlife Act 1975, means live or dead vertebrate wildlife specimens (or parts thereof) that are indigenous to Australia and includes laboratory bred animals.  Fish are dealt with separately under the Fisheries Act of 1968.

Permits should be applied for well in advance of commencement of work. 

The Head of the Department is responsible, through the Head of School of Life Sciences and the Dean of the Faculty, to the Vice-Chancellor for the overall financial and academic administration of the department.  He/she may delegate authority to members of this staff to manage specific department activities or expenditure.
.
Academic staff carrying out research in the department are given control of research funds to the limits set out in the department's annual budget.   Other administrative and teaching duties along with research output may attract further funding.

The Administrator is responsible to the Chairperson of the Department for the management of the departments finances and the day to day general functioning of the department.

 In conjunction with academic and senior technical staff, the administrator is responsible for property and technical resources and for ensuring the legality and safety of the departments activities in these areas.
Specialist technical staff responsible to the Chairperson and Administrator provide services in the following areas:
Animal Resources
Electronics
Information Technology
Mechanical Workshop
Store
Zoology Ill Teaching Laboratory
Chemicals
Copyright

Any problems concerning these areas which cannot be resolved by discussion with the technician in charge, should be referred through the Administrator to the Head of Department.

Under the direction of the Administrator there is an Administrative Officer in charge of academic matters who also provides personal assistance to the Head of Department.  There is also a part time Administrative Assistant who works in the General Office.

Postgraduate and Honours students are answerable to their supervisors and can operate in the department only with their supervisor's approval.  Such approval must be sought for all activities to be undertaken by the student in pursuance of an Honours or Higher Degree.  Requisitions for goods or services must be signed by the supervisor whose permission must also be obtained before the student seeks the advice of any technician or utilises any departmental facility.  In the absence of their supervisor, students must have an acting supervisor to whom they can refer for advice and direction and also for authority to expend funds from their supervisor's account.  If there is not a properly delegated acting supervisor, students must obtain the Chairperson's  written approval for all their requirements.
Students as a general rule are expected to carry out all of their own technical work.  They may approach the various technical areas in the department for advice regarding techniques, or to borrow equipment at the discretion of the technical staff concerned.  Any equipment going off campus must be insured.  Forms are available from the Administrator.  Technical staff may, for time and safety reasons, elect to carry out small jobs for students.

All members of the department have free access to the Chairperson for advice if they have problems that they have been unable to resolve through the normal channels.

    5. FINANCIAL MANAGEMENT

Allocation of funds:
The university's financial year runs from January to December.  The department's budget is usually prepared in January after the honours and postgraduate student intake has been finalised.
The funds allocated to academic staff as research allocations are determined, in part, by the number of honours and postgraduate students they are supervising.  These research allocations are the sole source of expenditure available to honours and postgraduate students (other than outside grants).  Other funds are allocated to undergraduate teaching and service areas but none of these are accessible to honours or postgraduate students.
Each year postgraduate students may apply for additional funds for travel to conferences and other specialist needs through their own in-house committee (refer Postgraduate Course Co-ordinator, Dr A Warren)

Authority to incur expenditure
Expenditure from staff research allocations must be authorised by the appropriate academic staff members.
Teaching expenditure (expendable items only) must be authorised by the appropriate course co-ordinator.  The course name must be specified.  Purchases or construction of equipment from teaching funds is not allowed without the express permission of the chairperson.
The expenditure of funds allocated to service areas is under the control of the officer in charge of that area.  Grant expenditure requires the grantee's signature and the account number.  Recipients of grants should make every effort to write all pertinent purchase orders and mileage claims against their grants and not against their school allocation.  Outside grants should not be specified as fund sources for internal expenditure (eg. store, workshop).  Such internal expenditure must be debited to recurrent allocations.  Expenditure may later be transferred to outside grants by submitting a requisition requesting the transfer and specifying the amount to be transferred together with expenditure details.  This should be done well before the grant expires.  Staff may not overspend their allowance.

Requisition Forms
With the exception of petty cash and mileage claims, a requisition must be submitted for the supply of all goods, services, cheque requisitions, reprints etc which utilise Zoology resources.  Except for the normal day to day instructions given to them by their immediate supervisor, support staff can take no responsibility for the implementation of verbal requests not followed up with a written requisition form.
The standard Department of Zoology Requisition Forms should be used for all requirements except, photographic services, petty cash, animal house requirements and mileage claims.  Separate, special purpose forms are available for these requests.
Requisitions must be accurately and legibly entered with all of the necessary details (including delivery charges and GST) to enable the correct goods or services to be supplied.  The fund source must be specified and must be under the control of that staff member.  Requisitions for chemicals and experimental material must specify whether the product is derived from synthetic or biological base.
Requisitions are sequentially numbered in duplicate.  The yellow copy should be retained for reference.  The requisition number must be quoted with any subsequent inquiries.  Supplies of blank requisition forms are available from the general office. Items required for teaching or research and which am not available from the Zoology Store, or elsewhere within the University, can be acquired by:
* Purchasing for cash and claiming reimbursement ($100 and over by cheque requisition, under $100 by petty cash).
* Raising a University Purchase Order. These transactions can only be authorised by the Chairperson or the Administrator.  No other members of the school are permitted to commit the Department to any outside expenditure.
* Credit Card purchase through the Administrator.

Purchase Orders
The purchase of goods using an official University Purchase Order is initiated by completing a requisition form with all of the relevant details and submitting it to the Administrator.  Current prices and specification of goods must be clearly listed (use suppliers' catalogue number where applicable) together with unit/rate details.  Do not forget to include GST and delivery fee where applicable.
Purchase orders are legal documents which commit the university to the specific expenditure.  The cancellation of an order may involve the University in a compensatory payment to the supplier, this payment would be deducted from the allocation of whoever requested the cancellation.
Please allow plenty of lead time - the SAP system is not instantaneous.

Cheque Requisitions
Reimbursement for cash purchases of over $100 made on behalf of the department is paid by cheque requisition.  A properly authorised requisition form giving all details of the purchasers) and giving the name and address of the payee and BSB and bank account number should be submitted to the Administrator, along with all receipts.  The payee's signature will later be required on the typed requisition form.  Payment, by cheque, will usually be received 7 to 10 working days after the cheque requisition is submitted by direct banking or at the address specified on the cheque requisition.  Reimbursement for travel is made through the payroll system and attracts payroll tax. Travel will not show as an allowance on group certificates if fully acquitted.   Staff members should submit original receipts together with Travel Diary and the counterfoil of the airticket(s).
Grants-in aid, advances for field work etc are also made via cheque requisition accompanied by an Advance Declaration Form.  University staff  travelling overseas are required to keep a travel diary to comply with the Fringe Benefits Tax Legislation.  All monies advanced must be fully reconciled by the date stated on the Advance Declaration Form. Advance funds may show on group certificates.

Petty Cash
Petty Cash forms are available in the general office and should be entered by the claimant, signed by the supervisor where applicable.  Petty cash claims must be under $100 and be accompanied by original receipts.  Students require their supervisors signature on each claim.
If petty cash is to be claimed from a grant it must be claimed from the university cashier.
Mileage claims are no longer paid via petty cash but must be submitted on the appropriate form.  The claimant will receive reimbursement with their salary payment.

Cash Advances
If an item is required for which reimbursement would normally be claimed from petty cash, it can be purchased using a cash advance.  The procedure is for the claimant to enter a petty cash voucher with the claimant's name, purpose of advance, date of advance and amount required.  The supervisor should sign the voucher and it should be presented to the petty cash custodian during normal petty cash hours.  If approved, the voucher will be clearly marked 'ADVANCE' and the cash will be paid to the claimant.  Once the purchase has been made, another petty cash form is completed replacing the advance voucher.  The advance voucher is subsequently destroyed.
The limit for cash advances is $100 and it is expected that, where an advance is made, it will be acquitted within 24 hours.  Repeat advances will not be made to persons not fully complying with these requirements.

Credit Card
It may be easier to purchase an item using a credit card.  These purchases must be made by the administrator who will decide if it is appropriate to purchase the item using this method.

Travel at University Expense
Air Travel
Please see Administrator for advice.  The University is working on new guidelines for travel.  See new web page for details.

Travel Diaries
Diaries are required when claiming costs.  See new web page at LTU finance.

Taxis
Staff using taxis should obtain a Cabcharge voucher from the General Office.  If this is not possible then a receipt for the fare should be obtained from the driver, and the money claimed on petty cash.

Department Vehicles
Department vehicles may be used for travel on official University business only.  The cost will be debited to the appropriate allocation at the ruling rate.  Prospective users of Departmental vehicles must read the 'Rules for the Use Department of Zoology Vehicles' (in front of vehicle log book) before making a booking or driving any of the vehicles.  Booking diaries are on top of the mail pigeon holes.

Private Vehicles
Mileage allowance for use of private vehicles on University business is paid at the official rate.  The current rate is 50 cents per kilometre.  Applications should be made on appropriate form.  Reimbursement will be received with next payment of salary.  Please keep record for taxation purposes.  Reimbursement cannot exceed cost of economy air fare to destination.  Students who use their own vehicle for their project need to make arrangements with their supervisor about the level of funding for mileage.

Field and Capital City Allowance
See new travel guidelines at LTU web page.

    6. OFFICE FACILITIES

    General Office

The general office is under the control of the Administrator.  It is staffed by one part time Administrative Assistant who is available to help staff members with production of teaching material only.   Research work is undertaken by individual staff members with support from their own staff.  For the most part the administrative assistant  is concerned with duties involving the purchasing system.  The AA also attends to any problems with the photocopiers, distributes the incoming mail, disburses petty cash reimbursements, answers general inquiries, maintains financial records and provides secretarial support for the Administrator.
All teaching material for word processing  should be left in the 'IN' tray at the enquiry desk complete with requisition giving special instructions regarding software, layout, pagination, suggested file name etc.  Forms are available outside office window.

The Personal Assistant to the Chairperson should be approached with all inquiries relating to the academic administration of the Department (as opposed to the business management).  If unable to assist directly, she will pass the inquiry on to the appropriate authority.  All files relating to academic committees, student records, teaching courses, research reports and academic business are held in this area.
As well as providing secretarial support for the Professor and/or Chairperson of the Department, this officer may also be called upon by the Administrator to carry out general duties when the general office is overloaded.  Such work must still be submitted through the general office.
Copies of all theses completed within the department are held by the Administrative Officer and may be borrowed with her approval and recording.  The department has a small Library Collection administered in a similar way.

Photocopy  Room
Photocopiers are located in room 343, and are available for use by Zoology staff, postgraduate and honours students for official university business.  All faults should be reported to the General Office.  Charges for the no. of copies are billed to staff member/supervisors allocation.
This room also contains the Network laser printer named "Xerox Room".

Contents  

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    Zoology Store

Staff from the North Workshop, under the supervision of the Administrator, dispense goods from the Zoology Store.   Stocks carried include laboratory chemicals and equipment, stationery, and variety of commonly used laboratory consumables.  Before new items are ordered, the Storeman should be consulted as he may have your requirement, or a close equivalent, available from stock.
Honours and postgraduate students will not be permitted to draw stationery items from the store.  They must supply their own basic requirements in this area.
The Storeman and/or Administrator are responsible for the unpacking, checking and distribution of all inward goods.  On no account may any other persons unpack deliveries or remove any items from the delivery area.  In the absence of these staff, other personnel may sign for deliveries which must then be left, together with the delivery note, in the store or in the general office.  The only exception to this rule is, should frozen goods be delivered they should be placed in a freezer and a note left informing the General Office.

THE STORE IS OPEN TUESDAY 9.30-10.30 AM & THURSDAY 9.00-10.00AM
In cases of emergency outside of store hours, access may be gained via the Administrator.

Pick up and delivery service
On Thursdays, with prior notice, Laurie Durham will pick up and/or deliver goods from 10.00 am onwards.  Users of this service should consult with him at least 24 hours ahead. Urgent collections and deliveries at other times are the responsibility of the individual.  Small everyday domestic items available from local retailers should be purchased by the individual requiring them, perhaps an route to work, and reimbursement claimed from petty cash or by cheque requisition (receipts must be presented with claims).

Chemical Store
Stock items of  solvents, acids and other chemicals are under the control of Jan Skinner  with the assistance of Tobie Cousipetcos.
The volume of flammable liquids and other volatile solvents retained in laboratories must be kept at a practicable minimum.
Requests for solvents and acids and other chemicals should be made to Ms Skinner on a Requisition Form.  Please note that she is a part time employee and is available on Tuesday, Wednesday and Friday 9.00 am - 5.00 pm.  Please plan ahead.  

Constant Temperature Rooms
Mrs Jan Skinner must be consulted before any experiments are set up in CT rooms.  Please consult her for a full schedule of services available.  CT rooms must be kept clean and tidy, and experiments set up as compactly as possible.  These rooms are not serviced by the University cleaners and all room cleaning is the responsibility of the users.  Persons consistently offending in this regard will not be permitted to use the rooms.
Experimental equipment must be removed from CT rooms and the area thoroughly cleaned immediately an experiment is concluded.  Equipment may not be stored in CT rooms.

Movable lighting over experiments must be approved by either Electronics Officer or Mr Michael Kent.  Excessive lights in CT rooms can emit more heat than the ventilation system can handle, thus destroying the constant temperature environment to the detriment of users.

Room Controls must not be adjusted.  Temperature, humidity and light cycle controls may only be adjusted by Jan Skinner or Mr Michael Kent.  Temperatures and humidifiers should be checked frequently during the course of an experiment and variations outside normal tolerances reported immediately.

Radioactive or toxic substances, particularly formaldehyde, may not be used in room 331 under any circumstances.  These materials may not be used in CT rooms without the specific prior permission of the Departmental Safety Officer.

CT ROOM DOORS MUST BE KEPT CLOSED.

NB: The department has a facility suitable for the long term (over one week) storage of animal corpses. The -20o C room  has a defrost cycle which brings it to 0o C for 20 minutes every 6 hours.

Boat and Motor
The department owns a 3.8 metre Zodiac semi-rigid inflatable dinghy with a 30 h.p. outboard motor and a 3 metre aluminium dingy with oars.  This equipment is under the control of the Vehicles Officer, Mr Laurie Durham provided that the prospective user satisfies the Vehicle Officer that he/she has a licence and is competent to manage the craft in the conditions likely to be encountered on the projected trip.  All required safety equipment must be carried.  Sole use of vessels is forbidden.  The field trip record book must be entered prior to departure and mention made of the intended use of the vessels.

Animal Resources

The department has access to the Central Animal House, run by the faculty, and the Zoology Annex (Old Animal House) run by the department.  The Central Animal House only holds mammals for individual researchers, it does not hold general stock animals.  Our Zoology Annex caters for a range of animals.  It is currently under going renovations and will contain a cricket room, a cockroach room, an aquarium room, 2 lizard rooms, a snake room and a general purpose/wash room. Our  technicians Eva Suric and Tobie Cousipetcos look after these animals.  The Zoology Reserve has a large aviary complex containing zebra finches, pens for potoroos and wallabies, lizard enclosures and ponds. 

This facility is supervised by Mr Michael Kent, a toolmaker and design draftsman with many years experience.    Mr Laurie Durham assists Michael Kent and both staff work closely with our Electronics Officer.  Staff from Psychology share this workshop.

The facility is equipped with a wide range of top quality machinery including two lathes, a toolmakers mill, argon arc, oxy acetylene and spot welders, grinding, polishing and sandblasting machines and sheetmetal fabricating equipment.  Woodworking machinery, a variety of hand-held power tools and a spray painting booth are also available.

To enable the workshop to concentrate their efforts on current jobs the following restrictions to workshop access are enforced.
* Consultation with workshop staff is limited to between 9.00 am and 10.30 am daily.  Small, urgent repairs and modifications to equipment, taking less than 2 hours can be arranged between the above hours.
* No one is permitted access after 10.30 am apart from workshop staff.
* Technicians are not to be interrupted in their work to carry out other jobs.
* The student workshop is available for staff and students to carry out minor jobs.  It is equipped with a range of hand tools which may not be removed for more than one hour at a time under any circumstances, and must be signed for.  Borrowing of other tools from the main workshop should be arranged before 10.30 am.
* Work which is within the competence of the various technical assistants allocated to academics and technical officers should be carded out by them and not be given to the workshop.
* Major jobs should be discussed with the Snr Technical Officer in charge who will advise if the job can best be handled by the workshop or should be given to an outside firm.
* Items available from suppliers will not be manufactured in the workshop as this is not an economic proposition.
* Students wishing the workshop to build, modify or repair equipment must obtain their supervisor's approval and submit a requisition, giving all relevant details.
* Large jobs are undertaken between 11.00 am and 5.00 pm, in order of priority.  Teaching jobs take precedence over research, and repairs to existing equipment in current use usually take precedence over the manufacture of items.

An Electronics Officer is available for consultation by honours and postgraduate students provided that the students have first obtained their supervisors approval.
Generally speaking, because of the high demand that staff make on the officer's time, advice and instruction only will be given to students.  Students are expected to carry out all of their own construction and as much design work as possible.  Work must be carried in the students' own area.  They are not permitted to work in the Electronics Laboratory.

Equipment built by students must be checked by the Electronics Officer prior to use if it is to plugged into the 240V mains.

Student Darkroom
The key is available from the general office.  Users must leave the room clean and tidy. 

Seminar Room
Seminar room equipment is under the control of the Administrator.  Please clear use of equipment with Ms Pizzey.  Room bookings should be written on whiteboard at door of Seminar Room.

Photocopier/Multimedia Room
This facility houses photocopier, computers, scanners, GIS support PC, a colour printer and a colour plot printer.  Staff, honours and postgraduate students are welcome to use this room.

The department no longer has a resident histologist.  Staff and students undertaking their own sectioning, mounting etc. should consult Head of Department/Administrator re use of materials and replacement of items used from stock. 

Faculty Facilities
The Biology 1 Laboratory on the top floor of the Thomas Cherry Building and the Second Year Laboratory on the ground floor of Biological Sciences 1 are controlled by the School's area.  Use of equipment, facilities or staff from this area should be arranged directly through the Head of Life Sciences office.

    8. GENERAL DEPARTMENT FACILITIES

    Department Vehicles

The Department owns five motor vehicles:
Toyota Hi Ace Van
Holden Commodore Station wagon
Toyota  Prado LWB 4WD
Toyota Hi Lux 4WD (under the control of Dr M Clarke)
Suzuki 4WD

Intending users of all vehicles must read the 'Rules for the Use of Zoology Vehicles' prior to booking out a vehicle.  Honours students are not permitted the use of Zoology vehicles, (exceptions considered for demonstrated need).  Postgraduate students require their supervisor's permission before making a booking.  Booking diaries for the first three vehicles listed above are located outside the General Office.
The present charge for use of vehicles varies depending on vehicle and and length of time borrowed.  If a vehicle is borrowed for less than one day then then the charge rate is 35 cents/km. If a vehicle is taken for more than one day then cars are charged at $35 per day (includes 100km free, extra 35 cents/km) while 4WD are charged at $70 per day (includes 200km free, extra 35 cents/km).  If the store person makes a pickup or delivery then the mileage will be averaged and charged out.  Charges will be debited to the appropriate allocations quarterly.
All vehicles carry RACV service tags (reciprocal arrangements exist with other State motoring organisations) and Mobil and Shell Petrol Cards.  Please notify the Administrator immediately should any of these items be lost.

This unit is the responsibility of Dr A T Marshall. Equipment in the EM area includes: a JSM 840A scanning electron microscope, a JSM 35 Scanning electron microscope and JEM 1200 EX scanning transmission electron microscope (all instruments linked to computer-interfaced energy dispersive x-ray spectrometers and equipped for low temperature microscopy and analysis), A JSM T20 SEM and a JEL 120 transmission electron microscope for general purposes and teaching, 4 ultramicrotomes (one with cryokit attachment) and photographic darkrooms.
Inquiries regarding the use of any part of this facility should be directed to Dr Marshall.

This room is a multi-function room, used as a lecture room, seminar room and staff room.  A Kodak Carousel projector, Data projector and overhead equipment are available, as well as video and television facilities.  Bookings should be placed on the white board outside the room.  All inquiries to the Administrator.

This laboratory is run by Ms Jan Skinnner and her assistant.  Apart from its function as a teaching laboratory, its storeroom is used as a source of equipment for short and medium term borrowing.  Microscopes, both compound and stereo, may be borrowed for short periods by staff, postgraduate and honours students.  Other general laboratory equipment is also held and may be borrowed if similar equipment is not available from the store or elsewhere within the department.  The technical staff in this area must always be consulted and their approval obtained before equipment may be signed out.  Equipment is only loaned on the strict understanding that the teaching laboratories have short notice priority use of it if necessary.

General facilities in the laboratory include exhaust hoods, air, vacuum, natural gas, recirculated chilled water and low voltage, variable, DC power supplies.  These facilities may be used when the rooms are not being used for teaching, by arrangement with the staff.

Honours students are allocated desk space in this room at the start of the year and may not use space not allocated to them.  Experimental work should be carried out in the supervisor's laboratory.  Laboratory space must be maintained in a clean, tidy and safe condition throughout the year and areas used by students must be left clean and empty at the end of the honours year.  Security deposits will not be refunded until this requirement has been met and all keys returned to the Administrator.

Postgraduate students are allocated reading space, with computer access, when they commence their projects.  They are expected to keep their area clean, tidy and safe and not to spread their belongings into space that is not allocated to them.  Experimental work should be carried out in the supervisor's laboratory.

The Zoology Reserve, a field area of approximately four hectares, is situated on the northern boundary of the campus to the north of Car Park 8.  Facilities in the Reserve include, an area for experimental plots, lizard enclosures, animal paddocks, holding pens, a small field laboratory, experimental ponds, a well-designed observational aviary and a 'Barn'.  Mains water and 240 volt power are available. Use of the reserve is controlled by a committee and access to the Barn is through either the Administrator or our North Workshop staff.

The Department does not have a balance room as such, nor any central supply of balances.  Balances may be used in staff and student laboratories with the approval of the occupant.  Balances may only be moved if it is essential for the work in progress and with approval of the staff member responsible for the balance, but only if the prospective user is capable of using the balance properly, of locking and unlocking the mechanisms and setting up the balance correctly.  Substances must not be weighed directly on the pans of balances.

The department provides a number of computing facilities for general use by staff, honours and postgraduate students.  The department has more than 70 computers for use by individual academic and general staff members and students.
There is a fully integrated Local Area Network, which is supported by multiple Microsoft NT and LINUX servers. It provides all networking service such as file sharing, printing, web service and email service. It supports all types of workstation such as IBM PC computers and Apple computers. The department also maintains the Third Year Computer Lab and Multimedia Lab for use by the departmental users.

Several networked laser printers are provided for use by staffs and student members of the department, they are located in different places for convenient access.  The current charge for printing is $0.10 per page. A colour laser printer is available in the General Office with charge to be announced.  An HP DesignJet is also provided in the Multimedia Lab for large paper colour format plotting. The current charge for plotting is $45 per A0 page.

The department runs its own website and ftpsite to assist its teaching and research activities. The students may need passwords to get online help such as interactive excises and lecture notes etc.

All users in the department require accounts to be able to access any of the computer facilities. These can be obtained though the general office. The use of all computers at La Trobe University is governed by the University's computer regulations available on request from the general office.

Hardware problems should be directed to the Computer Systems Officer.
Software problems should also be directed to the Computer Systems Officer only after going through the help section of the relevant program.                There are network drives available for online storage.  The academic Z:, lab L: and third year N: are backed up automatically on Tuesday and Friday night.  The departmental Y: and lab large storage O: are not backed up as everyone should have their own backup on CD or flash drive.

All equipment purchased by the University, either with departmental funds or grant money, remains the property of the University and must be accounted for on the Central Equipment Asset Register.
In general, equipment purchased for a staff member remains under the control of that person, and other students or staff, must request permission before using or moving it.
ALL EQUIPMENT REMOVED FROM THE DEPARTMENT MUST BE ENTERED ON THE 'OFF CAMPUS' RECORD FOR INSURANCE PURPOSES.  FORMS ARE AVAILABLE FROM GENERAL OFFICE.  DO NOT REMOVE ANY ITEM WITHOUT FIRST FILLING IN A FORM AND HAVING IT SIGNED BY EITHER THE ADMINISTRATOR  OR CHAIRPERSON.
Any item of equipment that is damaged or stolen, or even misplaced should be reported to the Administrator as soon as possible.

    9. OTHER UNIVERSITY AREAS

 Wildlife Reserves

The University has two wildlife reserves, the Campus Reserve and Gresswell Forest, both of which may be used for field experiments.  Please contact the Head Ranger for further information.

Borchardt Library
The Borchardt Library, located on the north side of the Agora, publishes its own handbook and runs short courses on the use of all of its facilities.  Staff and students should ask at the Library inquiry desk for information.
 Many journals are now available online.

Central Mail Registry
Mail is delivered to and collected from the Department once a day on normal working days, usually at 11.30 am, although this time may vary.  Deliveries are made to the general office and  distributed to mail boxes opposite the office.  Special arrangements for mail collection and delivery are made over the Christmas break.  Temporary arrangements are published in 'University Newsletter'.
All outward mail should be posted in the box outside the general office.   Private mail may be posted through this system, but must bear the correct postage.
The mail is collected by registry staff and is taken to Central Registry, where official external University mail is franked.  Registry will return to the Department mail that they believe is not official.  Mail that does not bear the sender's department is not sent, and an attempt is made to return it to the sender.  Internal mail is sorted and redistributed.  Reusable internal mail envelopes are provided for this purpose.
Registered and Priority Paid mail are charged out to the user.  Please make sure the mail room nominates the sender's name on the internal charge sheet.
The Mail Room is located at the eastern end of campus within the Maintenance/Purchasing Compound.

Insurance Office
All dealings with the University's Insurance Office should be carried out through the Administrator.  This office is responsible for the University's fire and flood policy, worker's compensation insurance, accident insurance, the insurance of equipment taken off campus and the insurance of voluntary workers.
An excess of each claim is required and can vary from $1000 to $10,000. 

Security Services
EMERGENCY #2222
Security staff employed by the University are based at the central control gate.  They control access to the inner campus, carry out regular patrols on campus and make security checks on all buildings.  Security staff have master keys to all departments for use in emergencies.

Members of the department working late are permitted to enter the inner campus after hours, via the central control boom gate, to enable them to park close to the building.

Staff and students issued with University keys are responsible for the security of the areas to which the keys give them access.  To maintain a reasonable level of security all unoccupied rooms should be kept locked after hours.  Particular care should be taken to keep the external doors of the building locked at all times outside normal working hours.
University keys should not be transferred or loaned to another person.  The loss of keys should be reported promptly to the Administrator.  All keys must be returned to the Administrator when an individual ceases to be a member of the department.  The cutting of duplicate University keys, or permitting duplicates to be cut, is not permitted, and is regarded as a serious infringement of University regulations.

Telecommunications
For all telecommunications e.g. telephones, tieline and paging systems refer to the University Telephone Directory.

Cleaning Services
Cleaning of the Biological Sciences Buildings is carried out early in the morning on working days.  The cleaning staff empty waste paper bins and clean floors. Requests for specific rooms to be cleaned on particular days should be made, well in advance, through the Administrator.  Cleaners are not permitted to clean rooms containing animals.  Cleaners will not enter rooms with "Prohibited" signs showing.   Users of CT rooms are required to carry out all of their own cleaning.

The University's Maintenance Branch is located at the northeast side of the campus.  Services available include electricians, plumbers, painters and carpenters.
In emergencies, during normal working hours they can be contacted on extension 2017.  Routine maintenance requests such as fluro tube replacement and dripping taps should be made on a Maintenance Request form available on the web with n/a in the charge area.