WHS-PRO-032 Weapons Procedure

Intent

This Procedure sets out the operational requirements for the approval, acquisition, possession, use, transport, storage, inspection, servicing, deactivation and disposal of James Cook University (JCU; the University) owned weapons. It ensures compliance with Queensland weapons legislation, supports the safe handling of University-owned weapons in authorised research and operational contexts, and maintains clear systems of control, record-keeping and accountability.

Scope

This Procedure applies to all staff, students, Affiliates, volunteers, and visitors  of the University and the use of University-owned Weapons, and is to be read in conjunction with the Weapons Policy.

This Procedure does not apply to the Singapore and Brisbane campuses.

Definitions

Except as otherwise specified in this Procedure, the meaning of terms used are as per the Weapons Policy or the Policy Glossary.

Procedure

1. University-owned weapons

1.1 Replica, imitation, deactivated or concealed weapons must not be acquired, stored or transported under this Procedure unless expressly approved for a documented academic or research activity. Any such approval must be provided in writing by the Work Health and Safety (WHS) Unit.

1.2 Only University-owned weapons listed on the University Weapons Register may be used on campus/for University purposes

1.3 Any loss or theft of a University-owned weapon must be reported to the WHS Unit immediately and the WHS Unit will report to the Queensland Police Service within 24 hours.

2. Approved Users

2.1 An individual intending to use a University-owned weapon must apply in writing to be an Approved User through their respective College Dean or Director.

2.2 If the College Dean/Director accepts the application, the College Dean/Director will forward the application with details, comments and recommendations to the WHS Unit for assessment of legislative compliance.

2.3 If the WHS Unit is satisfied that the applicant meets all legislative requirements (including licencing requirements), the College Dean/Director will grant the applicant Approved User status.

2.4 Approved Users must complete compulsory annual competency refresher training.

2.5 Approved Users must notify the WHS Unit immediately of any change to their firearms licence conditions, including suspensions or restrictions.

2.6 Approved Users undertaking fieldwork must document any planned weapons use in their field safety plans.

2.7 When travelling with firearms, Approved Users must include a copy of their firearms licence in their risk assessment/trip approval documents. They must also inform their line manager and the WHS Unit.

2.8 All Approved Users must maintain auditable records of the acquisition, transport, issue, maintenance, and disposal of Weapons.

3. Weapon Acquisition and Use

3.1 Acquisition of weapons must comply with FMPM 711 Procurement Procedures.

3.2 College Deans/Directors must advise the WHS Unit immediately upon receipt of any weapon that has been purchased or acquired by means other than those set out in this Procedure.

3.3 The WHS Unit must be notified by the University Licence Holder whenever a weapon is used under the University’s Group Weapons Licence by emailing safety@jcu.edu.au, detailing the name and license number, weapon’s serial number, time(s) and date(s) the weapon was used. This ensures all weapons use is appropriately recorded, compliant with legislative and licence requirements.

3.4 Gas-powered dart guns and tranquiliser guns are regulated under Queensland Weapons legislation, and require full traceability of all darts, consumables and projectiles which must be sourced from a commercial qualified supplier.

4. Applications and Approvals

4.1 The University must not acquire, possess or use a weapon without the prior written approval of the WHS Unit, and before any procurement process is initiated

4.2 All applications for the acquisition of Weapons by the University must be submitted in writing by the relevant College Dean/Director to the WHS Unit indicating:

a. that the relevant College Dean or Director approves the request for acquisition;

b. the type of weapon required;

c. the purpose for the weapon including Safe Work Procedures (SWP) specific to that particular weapon detailing:

• where it will be used (i.e. interstate or locally);
• how it is to be used;
• risks involved with its use and how those risks will be mitigated;
• any additional approvals that may be required for its use (e.g., animal ethics approval, and state or Federal permits); and
• storage of the weapon (refer to section 5).

4.3 If a Permit to Acquire a Weapon is required before the University may acquire a weapon, the University Licence Holder will make an online application through the Queensland Police website. When the Permit to Acquire a Weapon is issued, the University Licence Holder will facilitate the acquisition of the weapon.

4.4 If the WHS Unit endorses the acquisition, a University Licence Holder may facilitate acquisition of the weapon with the Approved User.

5. Interstate Use of Weapons

5.1 University Licence Holders must ensure they are aware of conditions for interstate use of weapons and that they communicate those conditions to the Approved User before issuing a University-owned weapon to the Approved User for use interstate.

5.2 Storage and transport arrangements for University-owned weapons used interstate will be dependent on the relevant weapons legislation/regulations for that state and must be complied with by the relevant Approved User.

6. Register of University-Owned Weapons and Approved Users

6.1 The University Licence Holder for each campus/site will maintain an up-to date Register of University-Owned Weapons and Approved Users for University-owned weapons stored at that campus/site.

6.2 Approved Users will be added to the campus/site Register by the University Licence Holder immediately upon approval.

6.3 The WHS Unit will maintain the Master Register of University Owned Weapons and Approved Users.

7. Secure Storage of Weapons

7.1 The University Licence Holder of the relevant campus/site is responsible for:

a. Securely storing University-owned weapons with bolts extracted (where possible) or secured by way of trigger lock, under lock and key in compliance with the Weapons Act 1990 (Qld); and

b. storing bolts and ammunition separately under lock and key.

7.2 For a trigger lock, or a container that has a combination lock, the combination for the lock must not be accessible to persons who are not lawfully entitled to possess a weapon.

7.3 Weapons must not be stored in offices, laboratories, vehicles, personal residences or temporary field camps unless expressly authorised by the WHS Unit and compliant with applicable legislation.6.4 All University-owned weapons must be returned to secure storage immediately after use and not used again without the re-approval of the relevant University Licence Holder

8. Issue and Return of Weapons

8.1 University-owned weapons, including bolts and ammunition, will only be issued by the University Licence Holder of the relevant campus/site to Approved Users whose names appear in the Register of University-Owned Weapons and Approved Users, and must be signed for by the Approved User on each occasion.

8.2 Any time a University-owned weapon is removed from secure storage, the WHS Unit must be notified for recording as required by legislation.

9. Transport of Weapons

9.1 Transport of University-owned weapons by Approved Users must be carried out in accordance with the requirements agreed to in the approved application to acquire and use a weapon (refer to clause 4.2) and in accordance with the relevant state, territory or Federal legislation/regulations when in Australia (including the Weapons Act 1990 (Qld) when in Queensland).

9.2 Weapons must only be transported for a lawful occupational purpose directly related to authorised work duties. The transport must be necessary for that activity and incidental to the performance of the job. Weapons must not be transported without a clear, legitimate work-related reason.

9.3 Weapons must be unloaded and secured in a locked case at all times during transport.

9.4 If transported by vehicle, the vehicle must remain locked and the weapon must be concealed from view.

9.5 If transporting a weapon by airline, the Approved User must notify the airline in advance and adhere to the requirements of that airline for carrying the weapon and associated ammunition.

10. Servicing and Repair of Weapons

10.1 University Licence Holders are responsible for the interim routine servicing and maintenance of University-owned weapons stored at their campus/site. They will service weapons in accordance with the servicing instructions supplied by the weapons manufacturer for each individual weapon.

10.2 A service must be carried out after each use of a University-owned weapon, and prior to it being returned to secure storage.

10.3 Any repairs or maintenance required for University-owned weapons must be carried out by a licensed armourer, or in the case of gas powered dart guns, a person qualified to do so.

10.4 In the case of gas-powered dart guns, the person qualified to service the weapon shall be noted in the Register of University-Owned Weapons and Approved Users.

10.5 The University Licence Holder must record all servicing and repair of University-owned weapons, including the date of service/repair, and the name and licence number of the armourer or qualified person.

11. Inspections

The WHS Unit will conduct inspections of University owned Weapons, storage provisions and Register of University-Owned Weapons and Approved Users to ensure compliance with this Procedure, the Weapons Policy and relevant legislation.

12. Deactivation and disposal

12.1 When a weapon is no longer required, it must be deactivated or disposed of through a licensed firearms dealer or armourer, or surrendered to the Queensland Police Service.

12.2 Deactivation must be carried out by a licensed armourer or other authorised person. A certificate of deactivation must be provided to the WHS Unit and kept on record

12.3 Disposal through a licenced firearms dealer or Police surrender must be documented with a receipt or transfer form showing the weapon’s serial number, date, and method of disposal.

12.4 The WHS Unit will update the Master Register of University-Owned Weapons and Authorised Persons upon notification of the weapon being deactivated or disposed of.

12.5 Ammunition disposal must follow dangerous goods requirements and be documented similarly.

12.6 There is to be no informal disposal or gifting of decommissioned weapons and/or ammunition.

13. Incident reporting

13.1 Any discharge causing intentional or accidental damage, or any loss, theft or misuse of a University-owned weapon must be notified to the WHS Unit immediately as a safety incident, and reported  within 24 hours into Riskware (in accordance with WHS-PRO-005 WHS Incident and Hazard Management Procedure).

13.2 Upon notification, the WHS Unit will:

a. notify the Chief of Staff immediately where critical incident management may be required; and

b. initiate an internal investigation, including notification to the Queensland Police Service if required.

14. Group Weapons License renewal

14.1 The WHS Unit will ensure that the JCU Group Weapons License remains current and that all nominated responsible persons are recorded in the Master Register of University-Owned Weapons and Authorised Persons and with Queensland Police Service Weapons Licensing Branch.

14.2 The renewal process must be commenced at least 90 days prior to the license expiry date to allow adequate time for processing by the Queensland Police Service.

14.3 A copy of the renewed licence must be forwarded to the WHS Unit and stored in the Master Register of University-Owned Weapons and Authorised Persons folder.

Related policy instruments

Weapons Policy

FMPM 711 Procurement Procedures

WHS-PRO-005 WHS Incident and Hazard Management Procedure

Related documents and legislation

Weapons Act 1990 (Qld)

Weapons Regulation 2016 (Qld)

Weapons Categories Regulation 1997 (Qld)

Queensland Police Service Permit to Acquire a Weapon

Master Register of University-Owned Weapons and Authorised Persons

Administration

NOTE: Printed copies of this policy are uncontrolled, and currency can only be assured at the time of printing.

Approval Details

Revision History