Invigilator Health and safety guidance

Health and Safety Guidance Booklet for Invigilators

Ben Ferry Examinations Manager

Page 1

Invigilator Health and safety guidance

Contents

Page

Introduction to Health and Safety

3

Safe Working in the University

3

Fire Safety and evacuation

4

Dealing with sick or injured persons

5

Incident Reporting

5

Appendices

6

1.

Standard fire safety procedure notices

7

2.

a. City Campus (including Sports central and Students Union) fire assembly points (Map)

8

b. City campus (including Sports central and Students Union) fire assembly points (Table)

9

c. Coach lane fire assembly points (Map)

10

d. Coach Lane fire assembly points (Table)

10

3.

Trinity Square fire assembly points (Map)

11

4.

a. Castlegate emergency evacuation procedure

12

4.

b. Castlegate turbine emergency exits (Map)

14

4.

c. Castlegate fire assembly points (Map)

15

5.

St James fire procedures

16

6.

Risk, Hazards and Control measures

17

Ben Ferry Examinations Manager

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Invigilator Health and safety guidance

1. Introduction to Health and Safety Whilst working at the university as invigilators we want you to feel safe at all times, and whilst we will do everything we can to limit any risks that may be faced (risk assessment appendix 6) we also need your assistance in helping to ensure that health and safety is integrated into all of our working practices. As an introduction we ask that you visit the Northumbria University Health and Safety web page https://www.northumbria.ac.uk/sd/central/campus/hse/healthandsafety/ and watch the short video presented by our head of Health and Safety which will provide a very useful induction as to how the university values your safety and also details some of the expectations of its staff. As it is a general induction to all university staff, some of the subjects that are mentioned will not be relevant to your role as an invigilator. However it is important that you have an understanding of key areas such as fire safety, first aid and incident reporting all of which are included in the video.

2. Safe Working in the University The University recognises that the Health and Safety and welfare of its staff, students and visitors is a high priority and has many different policies relating to differing areas. There is however a general code of practice for safe working which all staff and students must follow whilst working on university premises. It is important to note that there are responsibilities both from the university and also as members of staff in relation to safe working, key applicable points from the code of practice are shown below.

The code of practice applies throughout the University and must be complied with by all staff, students and contractors.  

Standards of health and safety are laid upon the University by law and these must be enforced whether they impose limitations on freedom of action or not. All University regulations and notices must be observed and obeyed, as must any reasonable request made by members of staff in the course of their duties.

All persons working on University premises must:    



Take all reasonable care to avoid injury to themselves or others by their work activities and this includes both fellow employees and anyone else who might be affected by their acts or omissions. Co-operate with the employer and others in complying with the law. Refrain from interference with or deliberate misuse of any facility provided to protect their health and safety. To facilitate the evacuation of the buildings in an emergency all lifts, corridors, doorways, stairways and other areas intended for movements must be kept free of obstructions and surfaces maintained free of liquids and other slippery substances. Doors providing a means of exit from a building must not be locked whilst the building is occupied. Care must be taken in lifting cumbersome articles. If there is a risk of injury as a result of unaided personal effort, assistance must be obtained or a suitable lifting machine used. As the code of practice is for all staff and students at the university there are some points that do not directly affect your normal duties as invigilators, however, if you would like to read the code of practice in full please visit https://www.northumbria.ac.uk/sd/central/campus/hse/healthandsafety/hs_pol/cop/?view=St andard

Ben Ferry Examinations Manager

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Invigilator Health and safety guidance

3. Fire safety and evacuation As mentioned in the induction video it is extremely important to incorporate fire safety in all aspects of working at the university. Examinations will be held in many different buildings on the university campus and also on occasion at venues that are externally hired. By considering fire safety and emergency evacuation as essential knowledge whilst working as invigilators, we can make sure that it becomes second nature to look out for signage near to the venues where exams will be taking place. This will mean in the event of an emergency you will be aware of the exits available to you and also the procedures that need to be followed.

Before the exam begins: Please ensure that you are familiar with the nearest emergency exits to your examination venue. The escape routes to fire exits are indicated by green/white signs and direction arrows. Please note that as the nearest exit may not always be available so you should be aware of a secondary exit that could also be used. As set out in the handbook of examination and invigilation procedures, in the event an emergency evacuation you will need to lead students to a designated assembly area (FAP). You will therefore also need to be aware of the assembly points appropriate to the buildings you will be working in. Please see appendix 2 for maps and locations of city (including sports central and students union) and coach lane campus assembly points for all of the main university buildings you will be using. There will also be occasions when you will be working at a venue either externally hired or off campus. Again please take time prior to the exam to familiarise yourself with emergency exits and assembly points. Maps and/or procedures showing emergency exits and assembly points for these venues can be found in appendices 3, 4, and 5.

Standard fire safety procedure notices: You will notice around the campus that the standard fire safety procedure notice appendix 1 will be displayed in many places in the university buildings you will be in. Please take note of these posters as they not only give you the procedure to follow but also display the assembly points that you will need to go to. Whilst specifically applicable for university campus buildings, the general fire procedure for exiting a building can also be applied as good working practice when you are working in venues external to the university also. However please still take time to read through the procedures in the appendices that relate to some buildings that may have processes that differ slightly especially in terms of raising the alarm.

University and external venue staff: At both campus venues and external venues there will be members of either University or external venue staff who will who will have specific responsibilities in the event of a fire or an emergency such as duty managers and fire marshals. These members of staff will be able to help you deal with an emergency situation and will also ensure that any necessary procedures are followed as quickly and as efficiently as possible. However having and understanding of what you need to do and if necessary where you need to go in these circumstances will certainly help.

Ben Ferry Examinations Manager

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Invigilator Health and safety guidance

4. Dealing with Sick or Injured Persons Examinations are a low risk activity and it would therefore not be expected that you will have to deal with injuries on a regular basis. However illness can affect any member of staff or students and may be something that you will need to be able to deal with more regularly. In order that you are prepared for an injury or illness to either staff or students the following procedure should be followed at all times. Procedure:

Minor injury or illness 

Phone the Security Office on extension 0191 227 3999 giving the location of the Injured Person and details of the injury. Security will dispatch the nearest First Aider to the scene.

Serious injury or illness 

 

Phone Security Office on 019 227 3200 giving the location of Injured Person and details of the injury. Security will contact the ambulance service and dispatch the nearest First Aider to the scene to assist. Report the incident immediately to the Health Safety and Environment Office on 0191 227 4100 / 7318 Complete the Incident Report Form and forward to the Health Safety and Environment Office as soon as possible.

5. Incident Reporting In order for the university to obtain information regarding accidents, Incidents or even near misses it is important that where necessary an incident report form is completed and sent to the Health and Safety environment office. The information that is obtained from an incident report form is used by the university not only to look at the causes of an accident or incident but also so that ways of preventing similar occurrences in future. Some examples of when an incident report form would be necessary will include    

Accidents involving personal injury, Violence (either verbal or physical), ill health Near misses where there was a potential for damage or injury.

Procedure: 

Where a particularly serious incident occurs, even if no one has been injured, you should telephone the Head of Health, Safety and Environment on 0191 227 7318 immediately.



Complete an incident report form. Staff in the faculty office or the exams team will be able to provide these for you.



An Incident report form should be completed as soon as possible after an incident and always within 24hrs.



If an incident has occurred, and you are unsure whether you should report it or not, please telephone the Health, Safety and Environment Office on 0191 227 4100 or 7318.

Ben Ferry Examinations Manager

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Invigilator Health and safety guidance

APPENDICIES

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Invigilator Health and safety guidance

Appendix 1a – Standard Fire Safety notice

FIRE SAFETY PROCEDURES If you discover a fire or in the event of hearing the fire alarm/seeing the fire alarm lights activate: 1. Raise the alarm by breaking the glass on any red emergency fire call point by exit doors. 2. Telephone Security on 0191 227 3200 or ext. 3200 and give exact details of fire. 3. Evacuate the building immediately, via the marked by green exit signs. DO NOT collect personal items or delay your exit. DO NOT use lifts. DO close all doors after you. 4. If you are unable to evacuate due to mobility issues, proceed to your nearest refuge Point. DO inform a member of staff or fellow student of your location. A fire evacuation lift or chair will be used by staff to evacuate you from the building. Fire evacuation chairs are located at: 5. Go to your Fire Assembly Point at:

FAP FAP FAP 6. DO NOT re-enter the building unless instructed to do so by a member of Security staff.

ALARM BREAK GLASS

☎

LEAVE

REFUGE FAP

CALL ASSISTANCE

First Aid Procedure If you require assistance for illness or injury  Call Security on 0191 227 3999 or ext. 3999 If you require urgent medical help or for any emergency assistance  Call Security on 0191 227 3200 or ext. 3200 It is in your own interests of health and safety to familiarise yourself with emergency procedures for all University buildings

Ben Ferry Examinations Manager

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Invigilator Health and safety guidance

Appendix 2a – City campus assembly points including Students Union and Sports Central

Ben Ferry Examinations Manager

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Invigilator Health and safety guidance

Appendix 2b – City campus assembly points for main exam buildings (text) Building

Near fire assembly point and

City Campus East

FAP 15 City Campus east Car park

FAP 15 City Campus east Car park

Drill Hall

FAP 10 Opposite north street east

FAP 8 rear of Ellison terrace

Ellison Blocks A, B, C, D, E (Ellison Place Side)

FAP 1 Opposite Mea House

FAP 3 main quadrangle

Ellison Blocks A, B, C, D, E (Northumberland side)

FAP 7 Opposite Northumberland Coffee Shop

FAP 3 main quadrangle

Ellison Terrace

FAP 2 – car park behind Mea House

FAP 8 – Ellison Yard

location

Far fire assembly point and location

FAP 8 – Ellison Yard Lipman

FAP 16 Grassed area opposite Squires Annexe

FAP 12 Civic Centre Car Park

FAP 17 Grassed area facing Sandyford Road Mea House

FAP 1 Opposite Mea House

FAP 3 main quadrangle

Northumberland

FAP 3 main quadrangle

FAP 1 Opposite Mea House

FAP 19 Grassed area Northumberland road Pandon

FAP 13 Opposite Pandon Building on Opposite side of Camden street

FAP 15 City Campus east Car park

Sports Central

FAP 3 main quadrangle

FAP 19 Grassed area Northumberland road

Squires

FAP 3 main quadrangle

FAP 12 Civic Centre Car Park

FAP 5 in front of Library Sandyford Road Squires Annexe

FAP 3 main quadrangle

FAP 12 Civic Centre Car Park

Squires Workshops

FAP 5 in front of Library Sandyford Road

FAP 12 Civic Centre Car Park

Students Union

FAP 3 main quadrangle

FAP 7 Northumberland Building garden area.

Sutherland Building

FAP 9 rear of building

Wynn Jones

FAP19 side of Trinity Building on Northumberland Road.

FAP 7 Northumberland Building garden area.

FAP 1 Opposite Mea House

FAP 2 – car park behind Mea House

Ben Ferry Examinations Manager

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Invigilator Health and safety guidance

Appendix 2c – Coach Lane assembly points

Appendix 2d – Coach lane campus assembly points for main exam buildings (text) Building

Near fire assembly point and

Coach Lane Campus West (All blocks)

FAP 1 NEXT TO FRONT GATE

location

Far fire assembly point and location FAP 3 NEAR STEPS TO CLC EAST

FAP 2 REAR OF MAIN BLOCKS Clinical Skills Centre

FAP 1 NEXT TO FRONT GATE

FAP 3 NEAR STEPS TO CLC EAST

Coach Lane Campus East (all blocks)

FAP 3 NEXT TO STAIRS SIDE OF F BLOCK AND GRASSED AREA NEXT TO G BLOCK

FAP 4 CAR PARK NORTH CORNER

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Invigilator Health and safety guidance

Appendix 3 – Trinity Square assembly points (Hub 2 is in block C please use assembly point A)

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Invigilator Health and safety guidance

Appendix 4a – Castlegate Emergency Evacuation procedures 1.

If you discover a fire  Operate the nearest fire call point immediately by breaking the glass.  Evacuate the building, advising other people you pass to do the same. Do not use the lift.  The only and limited exception to the above rule is that if you are present when the fire starts and it is obvious it can be extinguished using the firefighting equipment without endangering yourself or others, then do so. Do not take risks. If in any doubt whatsoever, evacuate immediately.  If it is absolutely safe to do so without endangering yourself or others, advise CastleGate staff of the location and severity of the fire as you evacuate. If in doubt, proceed with immediate evacuation, and advise CastleGate staff or the Fire Service once safely outside the building.

2.

If the Fire Alarm sounds The fire alarm signal is a continuously sounding klaxon  Do not use the lift  Do not stop to collect personal belongings or possessions  If no one is following you, close fire doors behind you as you go.  On exit from the building, make your way to the Assembly Area.  Do not re-enter the building until the Fire Service have attended and advised CastleGate staff it is safe to do so.

3.

On reaching the Assembly Area  Report to your Group Leader or Event Organiser to ensure your presence is accounted for.  Do not leave the area (eg go home) until your presence is accounted for.  Do not re-enter the building until the Fire Service have attended and advised CastleGate staff it is safe to do so.  CastleGate staff will be wearing high visibility vests at the assembly area.

4.

If you have mobility problems (i.e. cannot use the stairs)  Note the lift must not be used in the event of an Emergency Evacuation.  Only the basement has level access for both primary and secondary exit routes. If your event is in any other part of the building, the following procedure applies.  On entering the building and before your event starts, advise your group leader you have mobility problems. During office hours, also advise CastleGate staff.  Your group leader will show you the location of the Disabled Refuge Point for the part of the building you are using. In the event of an emergency evacuation, please go to the Disabled Refuge  Point and await rescue from Fire Service. (If in Turbine Hall, use the main entrance which has level access to exit the building if possible).  If you have a companion who will wait with you at the Disabled Refuge Point, please advise your Group Leader of this.  The Fire Service attend all emergency evacuations and will be advised immediately of your presence at the Disabled Refuge Point  If your event is in the Turbine Hall and you are able to exit through the main doors which are level access, please advise your Group Leader immediately outside, so that the Fire Service are not mis-informed you are at one of the Turbine Hall Disabled Refuge Points.

Ben Ferry Examinations Manager

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Invigilator Health and safety guidance

Responsibilities for Client Group Leaders (coordinating invigilators) Before the event begins:  Ensure you are familiar with the full CastleGate Emergency Evacuation Procedures, locate the escape routes and fire-fighting equipment for the floor you are using  Check with CastleGate staff whether Assembly Area A or B will apply if there is an Emergency Evacuation during your event.  You will be advised if there is any plan to test the alarm during your event. If no advice is received, then if the alarm is heard there is a genuine emergency. At the beginning of your event, read out the following information to your attendees:  The building is fitted with a fire warning system that uses smoke detectors, heat detectors and manual call points. These call points are sited at each emergency exit and on each stair landing.  If the alarm sounds please make your way to the emergency exit and then on to the Assembly Area where a role call will be made to ensure that everyone is accounted for.  The main escape route is via the main staircase to the basement emergency exit  The alternative escape route (for ground floor level and above) is via the fire escape. (Please point out both main and emergency stairs to your group).  The lift must not be used during an emergency evacuation.  If you have mobility or other problems that would prevent you from using the stairs please let me know now, so I can advise you of the procedure for your safe evacuation (please stop and give an opportunity for anyone to advise you)  In the unlikely event of an emergency evacuation the Assembly Area is across the road from the main entrance (or, if Assembly Area B is in use: behind the Joicey Museum / Holy Jesus Hospital) If anyone identifies themselves to you as being mobility impaired:  Inform CastleGate staff (office hours) or the building key holder (out of office hours)  Ensure the person is shown the Disabled Refuge Point for your floor Identify if the person has a companion or if there is a volunteer who will wait with them at the Disabled Refuge Point in the event of an Emergency Evacuation. If you hear the emergency alarm, or receive an instruction from CastleGate staff to evacuate:  Direct your group to the nearest fire escape route.  Remind them that the Assembly Area is across the road from the main entrance (or if Assembly Area B is in use behind Joicey Museum / Holy Jesus Hospital)  Check the floor including toilets etc. to ensure that everyone has left  Leave the area closing all doors and windows where possible.  Once at the Assembly Area take a role call to ensure that your entire group are accounted for.  Inform a member of the CastleGate staff of the outcome of the role call and if there is anyone in need of assistance in the Disabled Refuge Point so that the CastleGate team member can advise the emergency services on their arrival.

Ben Ferry Examinations Manager

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Invigilator Health and safety guidance

Appendix 4b – Castlegate (Turbine Hall) emergency exits Key: Break Glass Call Point Escape Route Alternative Escape Route Exit for mobility impaired persons

R

Disabled Refuge Point

F

Foam

Co2

Carbon Dioxide

W

Water

FB

Electricity Supply cut-off /fuse box

E

Fire Blanket

Emergency Telephone

(only if Turbine Hall is in use).

2 Co2

Co2

F Co2

1 W

Co2

W

F

Co2

Co2

3

To assembly point at Joicey Museum

Mobility impaired persons should use exit route 3 if available

 Ben Ferry Examinations Manager

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Invigilator Health and safety guidance

Appendix 4c – Castlegate assembly points

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Invigilator Health and safety guidance

Appendix 5 – St James Church (use assembly points FAP 10 or 19 from city campus assembly point maps)

St James's United Reformed Church EMERGENCY PROCEDURES Fire On discovering a fire, shout “FIRE” as loudly as possible. Activate the nearest fire alarm, if one is visible and follow the instructions below. On hearing a fire alarm or an instruction to evacuate the building, close doors and windows and leave the building by the nearest exit. Do not return to collect any personal belongings. Walk carefully and quietly from the building taking particular care on staircases and when going through doorways to avoid unnecessary congestion. Do not attempt to tackle a fire unless it obstructs your exit from the building. If your way is blocked, seek an alternative fire exit. If you are trapped, move to a window, call for help and await rescue by the fire brigade. Before opening a door, feel it and do not open if it feels hot: seek an alternative exit. Likewise, do not enter an area filled with smoke – 70% of fire-related death is due to smoke and fumes. Call the fire brigade by ringing 999. When the operator answers ask for the fire brigade. Inform them that there is a fire at St James's Church on Northumberland Road. The nearest public phone box is on Northumberland Road, approx 30 metres towards the city centre. Assemble on the pavement further down Northumberland Road (away from the city centre), just past Brady & Martin Court.

If there are any people missing, and believed inside the building DO NOT return to look for them. Inform the fire brigade as soon as they arrive. Do not return to the building until informed by the fire brigade that it is safe to do so.

Ben Ferry Examinations Manager

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Invigilator Health and safety guidance

Appendix 6 – Risk, Hazards and Control measures

Northumbria University Appendix 3 General Risk Assessment Form DATE: 07/09/2015 ASSESSOR: Ben Ferry external venues managed/hired venues AREA/ACTIVITY: Exam Invigilation / Exam Venues

LOCATION: University City/Coach lane campus and

Collect/return exam materials to & from campus based reporting rooms to: I.

II.

Persons at risk

Injuries including Invigilators Strains, Slips, trips, falls & collisions

4

3

H 20-36 M 12-18 L 1-10

Control Measures Required

12



Invigilators to be made aware of and advised to read the Northumbria university General Code of Practice for Safe Working in the University https://www.northumbria.ac.uk/sd/centr al/campus/hse/healthandsafety/hs_pol/ cop/?view=Standard



Faculties provide exam materials in either bags (for classrooms size venue) or trollies with weight spread out evenly.



Invigilators use lifts & ramps (where possible) when carrying exam materials or pulling a trolley

Campus based exam venues. External exam venues

Ben Ferry Examinations Manager

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Final Result*

Hazard

Likelihood

Activity/equipment/ materials, etc.

Severity

Item No.

Risk Rating

9 S -3 L-3

Invigilator Health and safety guidance

Preparation of the exam venue for students I.

II.

Injuries including slips, trips, falls & collisions

Invigilators

4

3

12

Campus based exam venues.



Taxi or Minibus provided for all invigilators to and from the external venue.



The driver of transport responsible for lifting goods on and off the vehicle.



No furniture should be moved by invigilators. Preparation of the exam venue should be for examination materials only.



If changes are required to exam room furniture set up invigilators should contact:

External exam venues

Ben Ferry Examinations Manager

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o

The Academic Registry exams team for rooms on campus

o

Venue staff if at an external site. (If the external venue cannot assist invigilators should then call the exams team)



Invigilators should not carry excessive amounts of exam materials at any one time whilst setting the venue.



Any damage or defect to university classrooms, venues or furniture with potential to cause harm that is noticed

3 S- 2 L-1

Invigilator Health and safety guidance whilst setting out exam materials should be reported by the Invigilator to the Academic Registry exams team who will inform campus services to rectify.

Safe entry/exit from internal/ external venues

Injuries including slips, trips, falls.

Ben Ferry Examinations Manager

Invigilators, students

3

3

9

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

It is the responsibility of the external venues to ensure there are no damage/defects to the venue or furniture. If defects are discovered either prior to or during a period when exams are taking place staff at the external venue should inform the exams team as to when the defect will be addressed if it has potential to cause harm or whether this this will mean that exams can no longer safely take place at the venue.



Invigilators to advise Academic registry exams team of any potential hazards to exit or entry to of examinations venues so they can be addressed.



Invigilators to ensure students are ushered into and out of exam rooms in a calm and organised fashion.



Buildings that require the use of a lift to access the exam venue to have clear signage on maximum occupancy and weight allowed at any one time.

4 S- 2 L- 2

Invigilator Health and safety guidance Bad weather

Emergency evacuation during the exam from: I.

II.

Campus based exam venues.

Slips and falls In Ice and snow

Injuries resulting from quick movement to vacate the room.

Invigilators, students

Invigilators, students

4

5

4

4

16



Campus Services to grit and clear as set out in the university Snow/Ice statement



External venue staff to organise gritting and clearing of snow in all applicable areas.



Invigilators/students expected to wear appropriate footwear for weather conditions. Academic Registry exams team to provide all invigilators with university campus and external venue fire/emergency evacuation point information.



20

Caught in a fire situation 

Invigilators should familiarise themselves with emergency exits and assembly points before the start of the exam.



Invigilators to follow the procedure set out in the Exam & Invigilation Procedures handbook and lead students to a designated assembly area.



Invigilators to be made aware of and advised to read the following:

External exam venues

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8 S-4 L- 2

9 S-3 L-3

Invigilator Health and safety guidance

Wellbeing during the exam

Illness/Injury to invigilator or student during the exam

Ben Ferry Examinations Manager

Invigilators, Students

5

3

15

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o

Northumbria university General Code of Practice for Safe Working in the University https://www.northumbria.ac.uk/s d/central/campus/hse/healthand safety/hs_pol/cop/?view=Standa rd

o

Health & Safety Induction https://intranet.northumbria.ac.u k/facultiesandservices/hri/quickli nks/newstaff/hands/



If an event occurs that requires the building to be evacuated, staff at hired venues and university staff with fire/emergency evacuation training/ responsibilities to aid invigilators and students in exiting the building via an appropriate emergency exit.



Invigilators to follow university policy for dealing with sick or injured persons which will include phoning security as follows : o

Minor injury/illness – 0191 227 3999

o

Major injury/illness – 0191 227 3200

9 S-3 L-3

Invigilator Health and safety guidance Transportation and set up of examination furniture on the university campus and external venues.

Injuries resulting from lifting, loading and handling exam furniture.

Ben Ferry Examinations Manager

Campus services and External Venue staff

4

4

16

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

Campus services and external venue staff to have undertaken all applicable training related to the tasks involved in the transportation and set up of furniture that may be used for examinations.



Campus Services and external venues to have undertaken a risk assessment for all tasks involved and included hazards and controls measures as appropriate to minimize risk.

9 S- 3 L- 3

Invigilator Health and safety guidance

Ben Ferry Examinations Manager

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