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Defence National Environmental Standard:

EP3 Environmental Incident Reporting & Management

Defence National Environmental Standard Environmental Incident Reporting & Management

Quality information

DNES Approver

Sarah Brown

Assistant Secretary Environment and Engineering (Acting)

DSRG

This DNES takes effect from the Date of Issue

Document number EP3 Date of Issue Aug 2014

Revision 1.0 Date of Next Revision 1 Feb 2015


Content

Purpose................................................................................................................................................................ 1

Scope................................................................................................................................................................... 1

Related Defence National Environmental Standards ........................................................................................... 1

Terms and definitions........................................................................................................................................... 1

Performance requirements................................................................................................................................... 6

Minimum performance levels............................................................................................................................ 6

Minimum process measures............................................................................................................................. 6

Incident, Emergency and non-conformance ................................................................................................... 11

Monitoring, audit and review........................................................................................................................... 11

Reporting........................................................................................................................................................ 11

User feedback ................................................................................................................................................ 12

Schedule A – Guidance for Assessment of Environmental Incident Severity..................................................... 13

Schedule B – Environmental Incident Management Forms ............................................................................... 17

Schedule C – Environmental Incident Management Responsibilities................................................................. 21


1

Purpose

1. The purpose of this Defence National Environmental Standard (DNES) is to set a consistent:

Methodology for reporting, investigating and reviewing an environmental incident; and

Definition of roles and responsibilities in environmental incident management.

Scope

2. This is not a plan or guide to managing emergency situations and does not replace or override Base-wide Emergency Management Plans or Emergency Response Procedures.

3. This DNES is a methodology for reporting and reviewing incidents, ensuring corrective actions are effective, and establishing preventive actions to reduce the likelihood of incidents recurring. The process should be applied after an incident has occurred.

4. This DNES applies to environmental incidents, near-misses, observations, non-conformances, and complaints (refer Terms and Definitions).

5. This DNES applies to Defence personnel, contractors and third parties operating on the Defence Estate, including Training Areas and construction sites, or undertaking activities anywhere including off the Estate on behalf of Defence. This DNES does NOT apply to Navy environmental incidents, which should be reported through the Safety and Environmental Reporting Service (SERS; refer DNES item 8).

Related Defence National Environmental Standards

Nil.

Terms and definitions

Term Definition

Action Owners Person having responsibility for carrying out and completing an action.

Appropriate forum A regular meeting where personnel discuss Base environmental issues. The format, timing and

attendees will vary from Base to Base depending on the group(s) with a significant presence

on that Base. Recognising that Regions and Bases can have different and effective

environmental management arrangements, this term is intended to cover a wide range of

scenarios.

Base Emergency Management

Groups

Within a Defence establishment there are three primary groups tasked with EM [Emergency

Management] functions; these include:

a. the Base Management Forum (BMF);

b. the SEMC [Security & Emergency Management Committee], which is a sub-committee

to the BMF; and

c. Resident unit/facility ECO Wardens.

(From Item 1.1.2 in ‘Security and Emergency Management Planning Governance – Draft’

(accessed June 2014)


2

Term Definition

Base Management Forum

(BMF)

A BMF will be formed at each Defence Base as the key forum to facilitate base support &

coordination activities as they affect both capability deliverables and support service delivery

requirements, and to review and agree the monthly performance report. The BMF will be co-

chaired by the BSM and SADFO (From the BAM Memorandum of Arrangements).

Base Support Manager (BSM) A Base Support Manager (BSM) at each Defence Base has authority, responsibility and

accountability, through DSG line management, for base support management and services,

including the integrated delivery of agreed support services. The BSM will, in consultation with

the SADFO and HRUs, coordinate and administer whole-of-base support functions such as

security, occupational health and safety and emergency management planning (From the BAM

Memorandum of Arrangements).

Base-wide Emergency

Management Plan (Base EMP)

The Base EMP is a living document and should be regularly tabled for review at the BMF and

SEMC [Security and Emergency Management Committee]. The EMP will contain the following

information:

a) emergency contact directory;

b) stakeholders;

c) MOU agreements with internal and external agencies;

d) Base Command Post location – primary and alternative;

e) Media communication during an emergency;

f) Evacuation plans and maps;

g) Primary and alternative assembly area maps; and

h) ERPs.”

(From Item 3.1.1 in ‘Security and Emergency Management Planning Governance – Draft’,

accessed June 2014)

Competent Person Person appropriately trained and experienced to assess whether the reported incident is an

environmental incident and to assess the severity, type and impacts, and the suitability of the

corrective and preventative actions. Depending on the nature of the environmental incident, a

REO, RESO or SEM could be a Competent Person. In the future, training may be available to

other personnel to allow them to take on the Competent Person role.

Complaint Negative feedback relating to the environmental performance of Defence or Defence’s

contractors or third parties.

Corrective action Action to rectify and/or minimise environmental impact(s) resulting from an environmental

incident. Corrective actions tend to be reactive and more immediate, whereas preventive

actions tend to be proactive, take time to establish and need to be sustained.

Defence Base A Defence Base is defined as a physical locality or geographical area containing bases,

establishments, sites and facilities at and from which Defence-related activities, operations,

training or force preparations are managed, conducted, commanded or controlled. It may have

a number of bases, naval establishments, sites and facilities attached that are also supported

by DSRG from a ‘parent’ base (From the BAM Memorandum of Arrangements).

Defence Environmental

Management System (EMS)

The Defence EMS is a framework that supports the Defence Environmental Policy. The

Defence EMS was established to facilitate the delivery of environmental services in an

integrated and systematic manner to support ADF capability.

Defence Estate Land or facilities owned or leased by Defence.

Defence National Environmental

Standard (DNES)

A set of quality or performance conditions specifying Defence’s minimum acceptable level of

environmental management for an environmental factor, activity or process.

Defence Support and Reform

Group (DSRG)

DSRG is a group within Defence. The role of DSRG is to support the ADF and the other

Defence Groups in meeting their capability and corporate objectives.


3

Term Definition

Directorate of Environmental

Protection and Assessments

(DEPA)

DEPA is responsible for the coordination of risk-based environmental impact assessments for

Defence activities. DEPA also develops environmental assessment policies and is the gateway

for external environmental approvals for Defence activities. DEPA is a directorate within

Environment and Engineering (EE) Branch, Infrastructure Division, DSRG.

Emergency Response

Procedures (ERPs)

In this DNES, Emergency Response Procedures (ERPs) are taken to mean both the Base-

level procedures developed to meet security and emergency management requirements, and

procedures developed to respond to smaller scale incidents occurring within defined unit (or

contractor) boundaries.

Items 1.24 and 3.1.22 in ‘Security and Emergency Management Planning Governance – Draft’

(accessed June 2014) define ERPs as:

Local ERPs are to be developed and maintained to address security or safety incidents

requiring the activation of an emergency response outside defined unit boundaries on a

Defence establishment. Each local ERP defines localised arrangements for lodger units and

common facility personnel in responding to a prescribed emergency …

ERPs for HAZMAT emergencies (including gas or fuel leaks) should be developed relative to

the function within the workplace and immediate surrounds. The following general topics

should be addressed in ERPs: [detailed list]

Environment Natural surroundings in which Defence personnel and its contractors operate, including air,

water, land, natural resources, flora, fauna, people and their interrelation. For the purposes of

this DNES and to ensure Defence meets its legislative obligations, ‘environment’ also includes

indigenous, historic and natural heritage.

Environmental Factor A measurable environmental item that needs to be actively managed due to Defence’s interest

or obligation. Environmental factors include biodiversity, BONS (Biosecurity and Overabundant

Native Species), contaminated / polluted, heritage, resource management and waste. Within

these Factors, there are Factor types. For example, the Factor types for biodiversity are: Listed

animal, Listed community, Listed plant/fungus/algae, and Environmental offset.

Environmental Incident Form Electronic Adobe forms where information on an incident and resultant investigations and

actions are recorded. The Incident Form comprises three parts:

‐ Part A: Notification - First stop form completed by Incident Reporter to capture initial

information about an incident;

‐ Part B: Review - Review and verification of initial information; and

‐ Part C: Investigation - Form used to guide and document the findings of an investigation

into an incident and prescribe subsequent actions.

The reporting form can be provided by Regional Environmental Officers, or accessed via

DEQMS, Defence Webforms (AE444) or the defence.gov.au internet site.

Environmental Incident

Management

A methodology for reviewing incidents, ensuring corrective actions are effective, and

establishing preventive actions to reduce the likelihood of incidents recurring.

The tools developed to support environmental incident management allow:

Reporting of an environmental incident (via the Environmental Incident Forms),

Identifying the contributing factors

Planning, managing and documenting the response in a systematic way; and

Implementing corrective & preventative actions to systematically reduce the impact of the

incident and the probability of the incident recurring.

Head of Resident Unit (HRU) HRUs will be responsible through their chains of command/line management for the delivery of

capability, operational support, force generation and other Service/DMO/Group-specific

deliverables. HRUs will ensure that their Unit standing / routine instructions contain a direction

to members under their command to comply with all Base Instructions as issued by the BSM

and SADFO (From the BAM Memorandum of Arrangements).


4

Term Definition

Incident An activity or omission that impacts the environment.

Incident Manager Person tasked with undertaking the incident investigation, and developing and implementing

corrective and preventative actions (using Part C of the forms). This may be any person with a

relationship with the incident or the impacted environment, including the party responsible for

the incident or an environmental personnel.

Incident Register A centralised, electronic management platform for the collation, storage and tracking of

Incident information. Refer Item 10 below.

Incident Reporter Person initially reporting an environmental incident to Base staff, environmental staff or other

management out of reporting lines.

Incident Severity Measure of the environmental impact caused by an incident. Refer Schedule A for detailed

definitions of the measures.

Instruction Enforceable operational controls that specify how a standard activity should be undertaken.

This may include specific requirements to minimise WHS and environmental risks or response

in an emergency. Phrase is intended to include controls such as (but not limited to): Defence

Instructions, Range Standing Orders (RSOs), Standard Operating Procedures (SOPs),

Standing Orders (SOs), and Base Instructions.

Near-miss An activity or omission that did not impact the environment but could have.

Non-conformance An action or omission that did not meet Defence’s environmental operational controls including

Defence Instructions, Defence National Environmental Standards, Environmental Clearance

Certificate conditions, Range Standing Orders (RSOs), Standard Operating Procedures

(SOPs), Standing Orders (SOs), Base Instructions, etc; OR an action or omission that did not

meet external conditions placed on Defence.

Observation An unusual, unexpected or noteworthy occurrence of potential environmental significance. This

may include high risk activities without adequate controls, or assets without pollution control

devices that create a risk to the environment, or previously unknown environmental values at

risk of being impacted upon, OR

An idea that would improve the environmental performance of a Defence activity or asset.

Personnel Members of the Australian Defence Force (ADF), members of the Australian Public Service

(APS) employed by Defence, contractors/subcontractors and/or consultants performing work or

providing services for Defence, and third parties or other visitors to the Defence Estate.

Preventative Action An action that prevents or minimises the risk of a similar incident occurring in the future.

Preventive actions tend to be proactive, take time to establish and need to be sustained,

whereas corrective actions tend to be reactive and more immediate.

Project / Contract Manager

(P/CM)

Person responsible for administering contracted works. May be a Defence or contracted

person; includes Project Management Contract Authorities (PMCAs).

Range Control Officer (RCO) Responsible for the management of access and security at training areas, and for the safe and

effective coordination of all activities on a Training Area.

Range Standing Order (RSO) Operational controls that specify how a standard activity should be undertaken on a Training

Area. Traditionally, environmental instructions are included as Chapter 13 in Range Standing

Orders.

Regional Environment Officer

(REO)

Responsible for providing general environmental support and advice to the management and

operation of bases. May be delegated some responsibilities of a SEM.

Senior ADF Officer (SADFO) A senior military officer at each Defence Base will be appointed as the Senior ADF Officer

(SADFO). The SADFO will, in addition to his/her primary operational or capability support role,

be responsible for coordinating and leading designated whole of ADF matters such as Defence

Assistance to the Civil Community (DACC), community engagement and reputation

management. The SADFO will assume command of the base in case of a major security alert,

emergency or other circumstance. The SADFO will provide broad leadership of base military


5

Term Definition

personnel on a collegiate ‘whole-of-Defence’ approach consistent with the CDF’s expectations

of all senior ADF officers (From the BAM Memorandum of Arrangements).

Senior Environment Manager

(SEM)

Senior professional advisor for environmental matters in a DSRG Region, advising Defence

personnel including senior Commanders and managers. Leads the environmental team and

manages the regional implementation of national and strategic programs.

Sponsor ADF or APS personnel, or contractor, responsible for a contractor or visitor on a Base.

Training Area (TA) Any area of land, sea, or air that may be designated for military manoeuvres or simulated

wartime operations involving planning, preparation and execution, carried out for the purpose

of training and evaluation.

A Defence Training Area is one that is owned or leased by the Commonwealth specifically for

the purpose of conducting Defence training, and is designated as such. A Defence Training

Area may contain a variety of ranges within its boundaries.

A Non-Defence Training Area is a facility used by Defence for training activities, that is NOT

owned or leased by the Commonwealth for the purpose of Defence training, i.e. private land,

Council facility, National Park.


6

Performance requirements

Minimum performance levels

6. All environmental incidents must be reported in accordance with the process described in this DNES.

Minimum process measures

7. An overview of the Environmental Incident Management process is shown in Figure 1. Specific details including timeframes are detailed in Table 1.

Figure 1 Requirements for environmental incident management (refer Table 1 for more detail)

Initiate emergency response procedures, if required.

Estimate incident severity

Moderate or Major Incident

Minor Incident

Investigate incident. Identify preventative and corrective actions.

Fill out and submit Incident Form Part B: Review

Notify SEM/REO, RCO, BSM, P/CM

Incident Reporter

Competent Person

Incident Manager

SEM to endorse actions when appropriate.Implement actions.

Action owner(s)

Key

Step

1.

2.

3.

4.

5.

6.

7.

Environmental Incident occurs or is noticed

Update register (EE Branch)

Initial response

Step

As soon as practicable inform by phone:

- SEM/REO- RCO- P/CM

- BSM (for Major)

Acronyms

SEM – Senior Environmental Manager

REO – Regional Environmental Officer

RCO – Range Control Officer

BSM – Base Support Manager

P/CM – Project or Contract Manager

EE Branch – Defence Environmental & Engineering Branch


Fill out and submit Incident Form Part A: Notification




SEM

BSM

Submit Part C Investigation & Action to close incident

Supervisor

- Action responsibility:

- Management responsibility:


7

Table 1 Requirements for environmental incident management

Step Required action

Action Responsibility – person responsible for undertaking ‘Required Action’

Management Responsibility – person responsible for ensuring ‘Required Action’ is completed

Communication Timeframe

1 Incident Reporter to assess situation and, if

required, follow emergency response

procedures in accordance with Base-wide

Emergency Management Plan (Base EMP)

and/or Emergency Response Procedures

(ERPs), or other relevant Instructions.

If incident is not an emergency, move to Step 2.

Incident Reporter Supervisor As per Base-wide Emergency Management

Plan (Base EMP), Emergency Response

Procedures (ERPs) and/or relevant Instructions

As per Base-wide

Emergency Management

Plan (Base EMP),

Emergency Response

Procedures (ERPs)

and/or relevant

Instructions

2 Incident Reporter to rate the incident severity

and estimate whether a minor, moderate or

major incident has occurred. Note: a best guess

is sufficient at this stage. If in doubt, contact

Regional environmental staff.

Refer Schedule A of this DNES for incident

severity guidance. Base EMP, ERPs or other

Instructions may also contain relevant guidance

on incident severity.

Near-misses should be rated as though the

incident had actually happened, and should use

the incident severity guidance.

Observations, non-conformances and

complaints do not need to be given a severity

rating.

Incident Reporter Supervisor ‐ If a moderate or major incident has occurred,

as soon as practicable, the Incident Reporter

must notify:

o SEM/REO

o RCO (if on Training Area)

o Project or Contract Manager (if project-related).

‐ If a major incident has occurred, the Incident

Reporter must additionally contact the BSM

as soon as practicable.

‐ Environmental contacts list available on the

‘Contact us’ page of DEQMS (link).

‐ BSM contact details available on regional

intranet sites via DSRG page (link).

As soon as practicable


8





3 Incident Reporter to complete Incident Form –

Part A: Notification and submit.

The form is available on DEQMS, the Defence

internet site, the Defence intranet via Webforms

(AE444), or from Regional environmental staff.

The Part A form should be filled out for all

incidents, near-misses, observations, non-

conformances and complaints.

Incident Reporter Supervisor ‐ When submit is pushed, report is attached to

new email and addresses for SEM/REO,

RCO and EE Branch should populate

automatically.

‐ Email addresses for BSM, P/CM (as

appropriate) and other listed Stakeholders

should be manually added by the Incident

Reporter.

‐ Send email.

‐ EE Branch to update register.

‐ If incident requires external notification,

check Regional processes.

‐ SEM must brief appropriate forum on all

environmental incident reports

‐ Major environmental incidents should be

reviewed at BMF

For a major incident, Part

A form must be submitted

within 24 hours. For other

incidents, within 48 hours.

For a major near-miss,

Part A form should be

submitted within 24

hours. For other near-

misses, within 3 working

days.

For non-conformances

and observations, Part A

form should be submitted

within 3 working days.


9





4 Competent Person to complete Incident Form

– Part B: Review, including recommendation.

‐ If major incident is related to EPBC Act

matter, DEPA must be notified – use

environmentandheritage@ defence.gov.au

email address.

‐ If incident requires external notification, check

Regional processes.

The SEM should brief the BSM on their choice

of Incident Manager.

‐ If the recommendation is that no further

action is required, the incident moves to Step

7.

‐ If the recommendation is that an investigation

is required, the incident moves to Step 5.

Competent Person SEM ‐ When submit is pushed, report is attached to



automatically.

‐ Email addresses for BSM, P/CM (as

appropriate) and other listed Stakeholders

should be manually added by the Competent

Person.

‐ Send email.


‐ Competent Person must contact Incident

Reporter with update

‐ SEM must brief appropriate forum on all

environmental incident reports


reviewed at BMF

‐ SEM in conjunction with BSM must brief the

Director Estate & Facilities Services (DEFS)

and Regional Director if the incident severity

reaches the ‘major’ threshold in 2 or more

categories

For a moderate or major

incident, or a complaint,

Part B form must be

submitted within 2

working days.

For a minor incident,


For a major near-miss,

Part B form should be

submitted within 2

working days.

For other near-misses,


For a non-conformance or

observation, Part B form

should be submitted


5 Incident Manager to undertake incident

investigation and identify contributing factors

using Incident Form – Part C: Investigation &

Action.

Incident Manager to identify preventative and

corrective actions.

The preventative and corrective actions

identified should correspond to the contributing

factors.

Incident Manager SEM

(BSM – audit)

Within 2 weeks of Part B

form being completed,

OR as approved by BSM.


10





6 Incident Manager to brief SEM on investigation

and to seek endorsement of proposed

preventative and corrective actions. SEM may

reject, add to or change proposed actions

before endorsing them. Incident Manager and

SEM should discuss any issues arising with

BSM.

Incident Manager to implement actions through

appropriate mechanisms, such as tasking

personnel, adding action to risk managed

works, business case, etc. SEM and BSM to

provide support to Incident Manager as required

to resolve any issues arising.

Once all actions completed, Incident Manager to

forward incident management form to SEM for

close out.

Incident Manager

Action Owners

SEM

(BSM – audit)

‐ Incident Manager must brief SEM on

investigation, actions and issues

‐ SEM should brief BSM and DEFS on incident

investigation, actions and issues as required

‐ BSM should brief Regional Director as

required

‐ SEM must review all environmental incidents

at appropriate forum


reviewed at BMF

As defined by Incident

Manager in Action due

date (Section 5 of

Incident Form – Part C)

7 Hold de-brief meeting. Review the form, and

use as a basis for discussing the incident, what

was done well, and areas for improvement.

Close out incident.

SEM & BSM BSM ‐ SEM and/or BSM to hold de-brief with

Incident Reporter (if appropriate), Incident

Manager, P/CM and stakeholders as

appropriate.

‐ SEM and BSM to electronically sign

environmental incident form

‐ Final signatory to submit environmental

incident form

‐ When submit is pushed, report is attached to



automatically.

‐ Email address for BSM should be manually

added.

‐ Send email.


At next meeting of

appropriate forum.


11

8. Ship-based Navy environmental incidents including whale strikes, foreign fishing, sewage and fuel spills and other marine pollution, specified greenhouse gas emissions and marine pest fouling, must be reported through Navy’s Safety & Environment Reporting System (SERS) http://navy.defence.gov.au/SERS/.

9. The Environmental Incident Forms (refer Schedule B) can be accessed in many ways:

DEQMS intranet site

Defence Webforms on the http://intranet.defence.gov.au homepage (Form identification number AE444)

Defence webpage: www.defence.gov.au/environment

Via email from Environmental or Base staff.

10. Two versions of the Environmental Incident Register are maintained. A simplified version is available to anyone with DRN access via the DEQMS intranet site. A complete version of the Register is available on an as-needs basis to relevant personnel such as Base staff involved in environmental management and environmental policy owners. Personnel who require access to the complete Register should contact the Register manager via [email protected]. The Register draws data from the environmental incident forms and is managed by EE Branch.

11. An incident can occur whilst following an Standard Operating Procedure, RSO, Construction EMP, or similar, and must be reported.

12. Where an environmental impact occurs that is approved through an ECC, SOP, RSO, Construction EMP or similar, an incident report is not required. Where an environmental impact occurs that is greater than approved, even whilst following the approved procedure, an incident must be reported.

13. For incidents with Workplace Health and Safety (WHS) implications, personnel must also complete a WHS incident report. The following intranet webpage details the Defence WHS incident reporting rules and processes http://intranet.defence.gov.au/people/sites/WHS/.

14. Preventative and corrective actions should go through the normal approvals and funding processes.

Incident, Emergency and non-conformance

15. Refer to Base Emergency Management Plans (Base EMPs) for property-specific emergency management requirements and to Emergency Response Procedures (ERPs) and Base Instructions for response procedures.

Monitoring, audit and review

16. Environmental incident data is available for review and analysis via the Environmental Incidents Register to assist in improving Base or Training Area environmental performance.

17. The EE Branch policy owner may request the assistance of DSO Environmental personnel to review this DNES and related forms and documents for workability for users, usefulness for Base, environmental, policy and other relevant stakeholders, and compliance with legislation and other Defence policy.

18. SEMs and BSMs should regularly review outstanding corrective and preventative actions, close incidents and communicate results, and more general environmental performance, with stakeholders.

Reporting

19. The environmental incident registers can be viewed and used to inform reporting requirements.

20. EE Branch should prepare environmental incident data for Defence Annual Report in accordance with Australian Government Statutory Reporting requirements.

21. EE Branch should review and analyse trends in Environmental incident data, with a particular focus on Environmental Factors, to assist in policy review and development.

22. SEMs should review and analyse trends in Environmental incident data, with a particular focus on the Regional and Base scale on a regular basis, and communicate results to the relevant BSM, and other stakeholders, at the appropriate forum.


12

User feedback

23. Personnel are encouraged to provide feedback on this DNES. Feedback will be used to inform future versions of this document, which will be reviewed at regular intervals in accordance with the Defence EMS continual improvement process.

24. Provide any feedback on this DNES via email to [email protected]. Please include the DNES title in the subject line of email/feedback.


13

Schedule A – Guidance for Assessment of Environmental Incident Severity

The Incident Reporter should use the following guidance to make an initial assessment of the severity of an environmental incident (refer Table 2). ‘The environment’ is defined as ‘Natural surroundings in which Defence personnel and its contractors operate, including air, water, land, natural resources, flora, fauna, people and their interrelation. For the purposes of this DNES and to ensure Defence meets its legislative obligations, ‘environment’ also includes indigenous, historic and natural heritage’.

Note that more than one definition may be applicable (i.e. significant and irreversible, unapproved impact on the environment’ AND ‘damage to Defence’s reputation with a single or small group of organisations or individuals’, and that the highest assessment of severity applies.

Table 2 Guidance for the initial assessment of environmental incident severity

Major Moderate Minor

Significant AND irreversible impact on the environment.

OR

Environmental impact requires emergency commitment of

significant time and/or money to remediate, OR would

take more than 10 years to recover naturally.

OR

National / international damage to Defence’s reputation.

Negative press coverage at a national or international

scale.

Significant but reversible, OR irreversible and localised, impact on the

environment.

OR

Environmental impact requires a programmed commitment of

moderate time and/or money to remediate, OR would take 2-10 years

to recover naturally.

OR

Local / regional damage to Defence’s reputation. Negative press

coverage at a local or regional scale.

Reversible and localised impact on the environment.

OR

Environmental impact requires a programmed commitment

of some time and/or money to remediate, OR would take

less than 2 years to recover naturally.

OR

Damage to Defence’s reputation with a single or small group

of organisations or individuals.


14

The ‘Competent Person’ should use the following guidance to categorise the severity of an environmental incident in the Part B form (refer Table 3). The column ‘incident category’ includes both receptors and activities because both are relevant in determining the severity of an incident.

An environmental incident may fall into more than one incident category. The severity should be assessed for all relevant incident categories and the highest rating used to categorise the incident. For example, an environmental incident may occur which is categorised as minor under the ‘General’ incident category. However if the incident is related to an issue of interest to local or regional media and the ‘Reputation’ rating is moderate, the incident’s overall rating would be moderate.

Table 3 Guidance for the assessment of environmental incident severity

Incident Category Major Moderate Minor

* General

Unapproved, enduring and extensive impact

to the environment on or off the Defence

Estate (EPBC Act).

OR

Significant negative impact on management

objectives and targets, which requires an

emergency commitment of substantial

resources (time and/or money) to remediate,

OR would take more than 10 years to recover

naturally.

OR

Extensive but short-lived, OR, enduring but

localised impact to the environment off the

Defence Estate, resulting from an

environmental incident that occurred on the

Defence Estate.

Unapproved, extensive but short-lived, OR,

enduring but localised impact to the

environment on or off the Defence Estate

(EPBC Act).

OR

Negative impact on management objectives

and targets, which requires a programmed

commitment of substantial resources (time

and/or money) to remediate, OR would take 2-

10 years to recover naturally.

OR

Short-lived and localised impact to the

environment off the Defence Estate, resulting

from an environmental incident that occurred

on the Defence Estate.

Short-lived and localised, unapproved impact

to the environment on or off the Defence

Estate (EPBC Act).

OR


and targets, which requires a programmed

commitment of resources (time and/or money)

to remediate, OR would take less than 2 years


OR

Potential for impact to the environment off the

Defence Estate, resulting from an

environmental incident that occurred on the

Defence Estate.

* Incident resulting from a non-conformance Moderate or major incident resulting from non-

conformance with EPBC Act Referral

Conditions (i.e. if a moderate incident occurs

and it is also a non-conformance with

conditions imposed by an EPBC Act Referral,

the incident is upgraded to major severity)

Minor incident resulting from non-conformance

with EPBC Act Referral Conditions (i.e. if a

minor incident occurs and it is also a non-

conformance with Conditions imposed by an

EPBC Act Referral, the incident is upgraded to

moderate severity)

n/a


15


* Incident occurring within approval or

conditions (ECC, RSO, SOPs), i.e. impact to

the environment above impact expected under

the relevant approval or conditions.

OR

* Incident occurring where SOP has not

adequately considered environmental impacts

Irreversible and extensive impact to the


(EPBC Act) above that approved.

OR

Significant negative impact on management

objectives and targets, above that approved,

which requires an emergency commitment of

substantial resources (time and/or money) to

remediate, OR would take more than 10 years


Extensive but reversible, OR, irreversible but

localised impact to the environment on or off

the Defence Estate (EPBC Act) above that

approved.

OR


and targets, above that approved, which

requires a programmed commitment of

substantial resources (time and/or money) to

remediate, OR would take 2- 10 years to

recover naturally.

Reversible and localised damage to the


(EPBC Act).

OR


and targets, above that approved, which

requires a programmed commitment of

resources (time and/or money) to remediate,

OR would take less than 2 years to recover

naturally.

* Biodiversity Loss of or damage to a moderate or large

group, or moderate or large area (>100m2),

listed as a Matter of National Environmental

Significance under the EPBC Act (i.e.

wetlands, threatened species & ecological

communities, migratory species,

Commonwealth marine areas and Great

Barrier Reef Marine Park)

Loss of or damage to a small group or small

area (10-100m2) listed as a Matter of National

Environmental Significance under the EPBC

Act

OR

Loss of or damage to a moderate or large


listed under a state listing

Loss of or damage to an individual or very

small area (<10m2) listed as a Matter of

National Environmental Significance under the

EPBC Act

OR

Loss of or damage to a small group or small

area listed under a state listing

OR

Loss of or damage to a moderate or large


listed under a local listing

* Uncontrolled release – fuels & lubricants Spill of any size impacts on nationally or

internationally significant environmental

receptor(s) including soil, air and/or water

OR

Spill is >50L and impacts on environmental


Spill is 5-50L and impacts on environmental

receptor including soil, air and/or water

Spill is <5L and impacts on environmental



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* Waste Waste of any size impacts on nationally or

internationally significant environmental


OR

Waste is >50m3 and impacts on

environmental receptor(s) including soil, air

and/or water

Waste is 5-50m3 and impacts on

environmental receptor including soil, air

and/or water

OR

Inappropriate disposal of significant volume of

waste (where significant is relative to the type

of waste)

Waste is <5m3 and impacts on environmental


OR

Inappropriate disposal of waste

* Heritage Unapproved, irreversible loss of natural or

cultural heritage values from a site with the

potential for listing or listed on the World

Heritage, National Heritage or Commonwealth

Heritage Lists.

Unapproved, extensive but reversible loss of

natural or cultural heritage values at a site with

the potential for listing or listed on the World


Heritage Lists.

OR

Unapproved, irreversible but localised loss of




Heritage Lists.

Unapproved, reversible and localised loss of




Heritage Lists.

OR

Unapproved, reversible OR localised loss of

any natural or cultural heritage values

* Resource usage – water, energy, materials N/A Excessive, wasteful or inefficient consumption

of large quantities of a limited resource

including materials, water and energy.

Excessive, wasteful or inefficient consumption

of a limited resource including materials, water

and energy.

* Reputation Damage to Defence’s reputation or loss of

public confidence at a national or international

scale.

OR

Negative press coverage at a national or

international scale.

OR

Subject of a parliamentary question or

ministerial.

Damage to Defence’s reputation or loss of

public confidence at a local or regional scale.

OR

Negative press coverage at a local or regional

scale.

Damage to Defence’s reputation or loss of

public confidence with a single or small group

of organisations or individuals.


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Schedule B – Environmental Incident Management Forms


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19


20


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Schedule C – Environmental Incident Management Responsibilities Table 4 Responsibilities and accountabilities for environmental incident management

Individual Responsibilities Accountable to

ADF members and

APS employees

‐ Take all reasonable steps to protect the environment

‐ Report environmental incidents to supervisor immediately

‐ Formally notify Defence that an environmental incident has occurred via the

Environmental Incident Reporting Form – Part A: Notification using the

methodology in this DNES

‐ Contact Regional environmental staff if any incident may have environmental

consequences

Superiors within applicable

hierarchy

Contractors and

visitors

‐ Take all reasonable steps to protect the environment

‐ Report environmental incidents to supervisor or sponsor immediately

‐ Formally notify Defence that an environmental incident has occurred via the

Environmental Incident Reporting Form – Part A: Notification using the

methodology in this DNES

‐ Contact Regional environmental staff as per this DNES if an incident may

have environmental impacts

Sponsor

Supervisors,

Managers and

Commanding

Officers

‐ Take all reasonable steps to protect the environment, including consideration

of the environment when developing and implementing procedures

‐ Communicate to personnel that Defence has an environmental incidents

reporting requirement

‐ Ensure personnel / units under their command appropriately respond to any

environmental incident

‐ Ensure that personnel are aware of, and conform to, environmental control

measures

‐ Ensure technical advice is sought where relevant

‐ Contact Regional environmental staff as per this DNES if any incident may

have environmental consequences

‐ If a staff member reports that an incident has occurred, ensure that a formal

notification takes place via the Environmental Incident Reporting Form –

Part A: Notification using the methodology in this DNES, and that

appropriate resources are provided to the reporting staff member

‐ Review and investigate the environmental incident as required

‐ Implement corrective and preventative actions relating to environmental

incidents as required by Defence


hierarchy

Base Support

Manager (BSM)

‐ Ensure Environmental Incident Reporting Form – Part A: Notification is

available for all Base users to facilitate the reporting of incidents



‐ Discuss all reported environmental incidents with SEM at appropriate forum

‐ In conjunction with SEM, brief Director Estate & Facilities Services and

Regional Manager if incident severity rating reaches ‘major’ in 2 or more

categories.

‐ Brief the BMF of relevant and/or major environmental incidents

‐ Review outstanding corrective and preventative actions and close incidents

with SEM and communicate results with stakeholders

‐ If required, facilitate resolution of any issues relating to environmental

incidents

RD

Senior ADF Officer

(SADFO)

‐ If required, facilitate resolution of any issues relating to environmental

incidents


command hierarchy

Range Control

Officer (RCO)

‐ Ensure Environmental Incident Reporting Form – Part A: Notification is

available to all Training Area users to facilitate the reporting of incidents. The

form is accessible via TASMIS



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‐ Facilitate access to Training Areas for investigations and remediation actions

Senior Environment

Manager (SEM)

‐ Provide technical advice and support when an environmental incident occurs

or as requested by the BSM

‐ Ensure that a ‘Competent Person’ is allocated to review each Environmental

Incident Form – Part A

‐ Ensure the Environmental Incident Form – Part B is completed

‐ Liaise with the relevant manager (BSM, REO or other) and DEPA for incidents

which have, or have the potential to, require reporting to external authorities

‐ Provide technical advice to the Incident Manager when an incident is being

investigated. The SEM may need to liaise with EE Branch if required.

‐ Review corrective and preventative actions proposed by Incident Manager

and endorse and support the enactment of these actions when satisfied they

are appropriate

‐ Brief BSM, and other stakeholders where possible, on all incident reports at

appropriate forum / fora

‐ Review outstanding corrective and preventative actions and close incidents

with BSM on a quarterly basis, and communicate results with stakeholders

‐ In conjunction with BSM, brief Director Estate & Facilities Services and

Regional Manager if incident severity rating reaches ‘major’ in 2 or more

categories.

‐ Review and analyse trends in Environmental incident data on an annual basis,

with a particular focus on the Regional and Base scale. Communicate results

to BSM, and other stakeholders, at appropriate forum / fora

‐ Audit conformance with this DNES annually within the Region and provide

feedback to EE Branch

‐ Delegate responsibilities to REO, or other Competent Person, where

appropriate

EFS Manager, RD

Regional

Environmental

Officer (REO)

‐ Assist SEM with any of SEM’s responsibilities as requested SEM

Regional Director

(RD)

‐ Use seniority / leadership / relationship manager role to facilitate resolution of

any issues relating to environmental incidents

‐ Brief relevant senior leadership team meeting of relevant and/or major

environmental incidents

Head, Defence Support

Organisation (HDSO)

National Program

Managers within the

EE Branch

‐ Provide technical advice to Regional staff relating to Program area

‐ Provide advice and support to SEMs and BSMs regarding potential external

reporting requirements

‐ Analyse Environmental Incident data relating to Program area quarterly,

identify trends and/or issues, and liaise with Regional staff regarding possible

solutions

‐ Develop preventative actions which can be applied across the whole Estate

(e.g. development of policy or instruction to address a type of incident that

occurs several times)

Assistant Secretary –

Environmental &

Engineering Branch

(ASEE)

Base Services

Contractors

‐ Take all reasonable steps to protect the environment, including consideration

of the environment when developing and implementing procedures

‐ Adhere to all environmental conditions placed on activities

‐ Communicate to personnel including sub-contractors that Defence has an

environmental incidents reporting requirement and the importance of

environmental incident reporting



‐ Ensure that staff under their direction appropriately respond to any

environmental incident

‐ If a person reports that an incident has occurred, ensure that a formal

BSM


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notification takes place via the Environmental Incident Reporting Form –

Part A: Notification using the methodology in this DNES, and that

appropriate resources are provided to the reporting person. The form can be

emailed to the contractor, by any DRN user, if the contractor does not have

DRN access

‐ Implement corrective and preventative actions relating to environmental

incidents as required by Defence

Assistant Secretary

EE Branch (ASEE)

‐ Develop, maintain, promulgate and garner support for the Defence EMS,

including the Environmental Incident Management process, policy and

reporting

‐ Review analysis of environmental incident data undertaken by EE Branch

personnel and report to senior leadership as appropriate

Head Infrastructure (HI)

Documents

EP3 Environmental Incident Reporting & · PDF fileEP3 Environmental Incident Reporting ... Complaint Negative feedback relating to the environmental ... Environmental Incident Reporting