Firearm Protocol

• Ensure their staff and students are aware of the safe work practices associated with the use of a Firearm in the workplace.
• Nominate a responsible person as the Authorised Firearm Officer.
• Support the reporting of hazards and the communication of appropriate controls.
• Enable staff, students and identified stakeholders to contribute to the risk assessment process. 
• Provide information, training, instruction and an appropriate level of supervision to staff, students and others where relevant. 
• Ensure sufficient funding is available for conducting safe firearm activities. 
• Ensure heightened risk strategies are identified and implemented as necessary.

• Conduct an assessment for the need to use a firearm in the workplace.
• Ensure a Firearm Officer is appointed for each School / Branch, where firearm activities are to be undertaken.
• Provide the Firearm Officer with the Authorised Firearms Officer and User Form that needs to be completed prior to any use of firearms in the workplace.
• Ensure there is funding / budget allocation for:
  • Maintenance of University owned firearms
  • Provision and maintenance of secure storage facilities
  • External authorised shooters 
  • The Firearm Officers, Deputy Forearm Officers license and any training which may be required to maintain the Firearm license. 
• Contact the Firearms regulation (SAPOL) of any person who has access to firearms and whom you believe may be a risk to themselves or others.
• Revoke authorisation of an Authorised user, who are found to be in breach of the safe systems of work.
• Advise the Firearms Officer or Deputy and complete the ‘Revoke Authorisation’ section of the “Authorised Forearms Officer and user Form” and keep on file.
• Forward a copy of the Revoked Authorisation to the Director, Wellbeing and Safety. 

Must:

• Provide advice and support the People Leaders to establish safe systems of work.

• Work with stakeholders to ensure hazard management systems are in place and effective.
• Connect with the Authorised Firearm Officers to ensure that safe working practises are planned and implemented.
• Where concerns are raised the representative from the W&S team will partner with the Firearms Officer to work through suitable strategies.

• Meet the requirements of the role of the Authorised Firearm Officer / Deputy Officer.
• Enforce that firearm users follow safe work practises.
• Make sure that staff, students and any identified stakeholders, can contribute to the hazard management process.
• Provide information, training, instruction and an appropriate level of supervision to staff, students and others where relevant.
• Assure clear communication to all key stakeholders.
• Establish that of all required documentation is completed prior to the start of any firearm activities.
• Confirm the required maintenance of Firearms.

• Hold a current SA Firearms licence for all classes of firearms controlled by the School/Branch and for all appropriate license category (activity type).
• Meet the requirements outlined in the Authorised User where defined.
• Report any loss or theft of a School/Branch firearm or ammunition immediately to the Head of School /Branch and the Director of W&S. Where relevant, report the matter to the SAPOL Registrar using the form on their website.
• Contact the Firearms regulation (SAPOL) of any person who has access to firearms and whom you believe may be a risk to themselves or others.
• Provide any persons requesting to use an approved class of firearm with a copy of the Authorised Firearms Officer and User Form for completion and confirm they hold an appropriate class if license and meet all other criteria. Then submit the completed form to the People Leader for authorisation.
• Confirm authorised users are aware of their responsibilities in accordance with the safe work practices (contents of User Form), risk assessment and any associated control measures, including relevant Safe Operating Procedures. 
• Must ensure that firearms aren’t issued to anyone who presents as being under the influence of alcohol or drugs or who is adversely affected by a medical or psychological condition, or who otherwise is incapable of using a firearm safely.
• Assess and approve any firearm activity.
• Sight the firearm license of each firearm user each time you issue firearms and ammunition.  
• Issue firearms and ammunition to the authorised user.
• Provide the relevant campus security with details of any shooting activity or presence of externally engaged shooters, including dates and times of the approve firearms activities on campus.
• Accompany any externally engaged shooters during the firearm activity (where appropriate).
• Ensure that School / Branch owned firearms are maintained in accordance with manufacturers instruction or the advice of a licenced firearms dealer. 

Must maintain a log of:

• Firearm usage
• Ammunition purchase and usage
• Firearm maintenance activities
• Details must include:
• Date of issues
• Authorised users name, signature, firearms licence number
• Name and signature of Firearms Officer present at the time of issue
• Proposed purpose and location of use
• Ammunition purchased, issued, returned and remaining
• Scheduled return date
• Actual return date
• Details of cleaning and maintenance.

Firearms Register

• Maintain a current copy of the School/Branch Firearms register (issued to the Firearms Officer by SAPOL).
• Ensure a copy of the firearms register is submitted to the Director Wellbeing & Safety by 1st December each year.

SAPOL documentation

• Register of all firearms and ensure no modifications are made to the firearm.
• Ensure all documentation relating to firearm activity including forms is sent to SAPOL are held as a permanent record for AU.
• Provide copies of completed Authorised Firearm Officer and User forms should be forwarded to the Director of Wellbeing and Safety or their nominated representative. 
• In the absence of the Firearm Officer a nominated Deputy can be authorised to complete the Authorised Firearms Officer and User Form.

Authorise:

• Any staff and students, who are required to use a firearm.
• Any external experienced shooters.
• The use of privately owned firearm for university activities in consultation with the Director Wellbeing and Safety (this is only applicable for Authorised Firearm Officers and users who are appropriately trained and licensed.
• Any request to use Classes C, D or H firearms in consultation with the Director of Wellbeing and Safety. 
• Any student firearms activities where the student is enrolled in an externally training course that forms part of a degree or structured core programme.

Must: 

• Complete the authorised forms and provide evidence of Firearm licence.

When in possession of a firearm.

• Complete the Authorised Firearms Officer and User Form and forward it to Firearms Officer.
• Provide a copy of SA Firearms licence to the Firearms officer before taking possession of a firearm or ammunition.
• Must have the appropriate class of licence for the firearm and activity to be performed.
• Ensure firearm activity involving animals complies with the university’s requirements for Animal Ethics.
• Notify security if firearms are on campus.
• Obtain ammunition from the relevant Firearms Officer except where agreed, in consultation with the Firearms Officer or the authorised Deputy Firearm officer.
• Always take sole responsibility for the firearm when in their possession.
• Store the firearm in accordance with the Firearm Act 2015 (SA).
• Never use a firearm as a threat against a person under any circumstances.
• Refuse permission for any other person, licensed or otherwise, to take possession of or use the firearm allocated to them. 
• Carry your firearms license, whenever you have a firearm in your physical control.
• Return any unused ammunition with the firearm by the due date of return of the firearm to the Firearms Officer for safe storage. 
• Obtain permission from the Firearms Officer if unable to return a firearm by the due date.
• Report any damage, failure, concerns or unsafe wear and tear of the firearm to the Firearm Officer.
• Report any loss or theft of a School/Branch firearm or ammunition immediately to the Firearm Officer.
• Notify SAPOL Registrar with change of name or residential; address within 14 days, using the form on SAPOL website.

Must:

• Be aware of the requirements associated with the use of firearms at the University. 

• Ensure that any projects and responsibilities that require the use of firearms are assigned only to Authorised Firearm Users in consultation with the School/Branch Firearms Officer.

• Support safe systems of work.
• Support and partner in the incident investigation involving firearms at the University. 

• Support the Firearm Officer / Authorised Deputy Firearm Officer as requested.  
• Conduct verification activities to ensure safe systems of work are in place and report findings to Director Wellbeing & Safety and Head of School/ Branch.
• Support the People Leader in incident investigation activities as requested.

Must:

• Ensure a process is in place for the transfer of knowledge, information, instructions and training occurs. 

• Ensure that the Firearms Officer is aware of their responsibilities.
• Ensure that Firearms license renewals are tracked.
• Ensure that any firearms related activity that requires a level of qualification and competency, this is monitored in accordance with the W&S Training Plan 

Must: 

• Review the information, instruction and training needs of authorised users.

• Consider the information, instruction and training needs of authorised users.
• Ensure that where any level 2 proficiency or level 3 training is identified in the Training Plan, that this training is completed and recorded on file. 

Must:

• Ensure that they have completed all required training to fulfil the role of an Authorised User.

• Attend all training as instructed by SAPOL Registrar as part of license renewal process. 
• Complete any instruction or training as required by your supervisor or the Head of School / Branch or the Firearms Officer.

Must:

• Ensure safe work practises have been identified, and risks are minimised.

• Ensure that hazard and risk assessments are managed in accordance with the Hazard Management Procedure . 

Must: 

• Identify, implement and monitor that safe work practices are inplace. 

• Ensure a risk assessment is documented to cover the general firearms tasks and types of activities that are regularly undertaken. Control measures should include as a minimum:
• The use of ear protection
• Transport arrangements
• Security contingency arrangements
• Emergency contingency arrangements.
• Animal ethics approval and protocols (if applicable).

• Ensure that where an activity deviates from a generic firearm risk assessment, the authorised user conducts and documents a new risk assessment and it must be authorised by their supervisor.
• Ensure all copies of risk assessments are developed, authorised and filed and available to Authorised Users. 

Must:

• Carry out their duties in accordance with safe work practices.

• Ensure you are aware of the risk assessments and implement all the required control measures for all firearm related activities.
• Complete a new risk assessment in accordance with the Hazard Management Procedure where there is no risk assessment on file. Provide a copy to Firearms Officer for approval / authorisation prior to starting the activity.
• Do not undertake firearm activity that has not been risk assessed and authorised.
• Follow any documented Safety Operating Procedures for activities.
• Gain authorisation from the Firearms Officer before altering or accessorising any firearm or ammunition.
• Report any new hazards or incidents that occur to the Firearm Officer and in Unisafe. 

Must:

• Ensure the Annual Stock Take is completed.

• Review and sign off on Annual Firearms Stock take as prepared by the Firearms Officer.

Must: 

• Conduct the Annual Stock Take activity.

• Using the Stock Take proforma conduct the annual stock take before 1 December each year.
• Once completed it should be attached to the Firearms Register and submitted to the Director Wellbeing and Safety.

Must:

• Store and secure all firearms and ammunition. 

• Ensure all firearms and ammunition is stored securely when not in use in accordance with the Firearm Act 2017 (SA). 

Must:

• Comply with the requirement for secure storage of firearms and ammunition when not in use.

• Comply with the requirements of the Firearm Regulations 2017 (SA) in relation to the security, storage and transportation of firearms and ammunition.
• Ensure that ammunition and the firearm bolt are stored and secured separately to the firearm and locked in a secure vehicle compartment during transportation.
• Transport firearms in a locked strong box, secured in the luggage compartment or bolted in the back of a utility, so that it cannot be stolen.  Where this is not possible, all care must be taken to ensure that the firearm cannot be stolen.

Must:

• Authorise all activities relating to the acquisition, sale, gifting and disposal of firearms.

• Authorise the acquisition, sale, gifting and disposal of firearms and ammunition.
• Inform the Director of W&S prior to the purchase of the first firearm for the School / Branch.
• Ensure only the Firearm Officer purchase ammunition for the School/Branch. 

Must: 

• Complete all the processes and documentation associated with the acquisition, sale, gifting or disposal of firearms. 

• University authorisation to acquire, sell, gift or dispose of a firearm.
• The applicable forms on SAPOL website.
• Acquire all new or replacement firearms and ammunition in accordance with Firearm Act 2015 (SA).
• Record ammunition purchases on the firearms log.
• Dispose of any school/branch firearm, in accordance with the Firearm Act 2015 (SA).
• Ensure completion of the applicable form on SAPOL website.

Must:

• Ensure all incidents are reported 

• Ensure that any firearm incident, injury or near miss is reported via Unisafe.

Must:

• Follow the incident investigation procedure

• Call emergency services (000) for a life-threatening incident.
• Contact security as soon as possible after an incident
• Notify the Firearms Officer as soon as practicable and report the details of incident including:
• Exact location 
• Activity and nature of any injuries
• Do not disturb the incident site
• Ensure its security until security persons arrive to assist. 

Must:

• Conduct or initiate the   investigation activities

• Investigate and enter the details of the incident/injury /near miss and any actions into Unisafe.
• Contact SafeWork SA / SAPOL as soon as possible

• Assist emergency services
• Implement security protocols

• Assist emergency services in all matters involving firearms and follow their direction.
• Follow University Security protocols for incident management