Chemwatch transition instruction

Establishing the University Chemical Register in Chemwatch

1.    What is happening?

As part of establishing the University wide Hazardous Chemical Register in Chemwatch, a prescribed folder structure will be implemented across all Australian Monash University campuses. This would ensure:

  • Consistent location based folder structure is used to manage chemical inventory;
  • Improved oversight of chemicals stored in local areas;
  • Multitier location specific reporting on specific storage locations;
  • Provision of a readily accessible location specific chemical manifest;
  • Ready access to locally stored current Safety Data Sheets;
  • Accurate Worksafe Dangerous Goods notification and creation of Building specific manifest;
  • Mandatory placarding and signage requirements for buildings and campuses are maintained.

A multitier administration structure will be implemented to support the chemical register at all levels of the University. The roles will include OHS Administrators, Domain Administrators and Local Administrators.

1.1  Who are the OHS Administrators?

Members of the OHS team who are responsible for setting up high level administrative folders, assigning Domain Administrator Roles and their system access privileges.

1.2  Who are the Domain Administrators?

Heads of Academic/Administrative Units must ensure that Domain Administrators are appointed for their area. The Domain Administrators will be responsible for:

  • Establishing the local administrative folder structure;
  • Setting up Local Administrators and assigning their access to folders.

Areas will be required to provide a list of their Domain Administrators, the Buildings and if known, room numbers which they will oversee. Domain Administrators will need to email this information to OHS Administrators by 29th May 2020.

1.3  Who are the Local Administrators?

Local Administrators are typically laboratory/workshop supervisors, research group leaders or senior and experienced laboratory/workshop personnel who are tasked to oversee chemical management in their own area. Local Administrators are responsible for creating and maintaining their local chemical register.

2.    What do I need to do?

All local chemical registers must adhere to the location based folder system as set out in Table 1. The administrative roles responsible for maintaining each level of the register are also indicated in Table 1.

Table 1: Monash University Chemical Register Folder Structure in Chemwatch

e.g.

If your local chemical register (manifest) is already in Chemwatch, ensure that:

  • The current folder structure in Chemwatch conforms to the prescribed folder structure;
  • Products physically stored within your locations have an SDS registered within respective Chemwatch folders;
  • Maximum stored quantity is entered for each chemical and the correct measurement units are used;
  • Notify OHS Administrators to have your existing manifest transferred to the new University chemical register.

If your local chemical register is not currently in Chemwatch or is not current or is set out differently to the prescribed folder structure, follow the steps below:

Domain Administrators will be required to:

  1. Identify rooms and their occupying  business units and any shared chemical storage locations within or attached to their buildings (e.g. gas cages, chemical stores);
  2. Create corresponding administrative folders in Chemwatch.

Local Administrators will be required to:

  • Contact their Domain Administrator to let them know which Administrative folders need to be created for their area.
  • Create Storage folders in their Chemwatch register to match the actual chemical storage locations in their area;
  • Label the physical storage locations in their area to correspond to the storage folders in their Chemwatch register (e.g. Shelf A, Flammables Cabinet 1, Cupboard – Dyes).
  • Compile the chemical register for their area using the Chemwatch Manifest Template ensuring that the following details are included in the template:
    • Storage locations match their folder structure in Chemwatch;
    • Chemical name is recorded as it appears on the label and the SDS;
    • Name of the supplier, manufacturer or importer;
    • Maximum and the current quantity stored in the specified location and a relevant units of  measure;
    • For containers that are not full, the actual container capacity must be recorded as the maximum quantity.
    • For gas cylinders, the quantity must be recorded as per the water capacity of the gas cylinder in litres or kilograms.  Refer to the Gas Cylinder Sizes and Water Capacities guidelines.
  • Submit the completed template to OHS Administrators by 30th November 2020.

3.    What will happen to my current Chemwatch access and manifest?

All existing records in Chemwatch will be archived. Manifests which meet the requirements of the prescribed folder structure can be transferred into the new register as outlined above.

4.    Will there be any training provided?

If you previously completed Chemwatch training and are able to manage folders and materials in Chemwatch, you are not required to do any further training.

Users unfamiliar with Chemwatch can complete the online “Chemwatch SDS and Chemical Register application” training in myDevelopment.

Contact the OHS Administrators to discuss additional training requirements.

5.    What assistance is available to facilitate this transition?

There is no charge for chemical register upload requests using the Chemwatch Manifest Template. Vendor SDS upload is provided free of charge. Chemwatch can provide auditing and tailored consulting services at a cost. For advice on any other services, contact OHS Administrators at ohshelpline@monash.edu; T:990 51016.

6.    Questions?

Contact OHS Administrators - ohshelpline@monash.edu; T:990 51016