University Health and Safety Policy. Health, Safety and Environment Office

University Health and Safety Policy Health, Safety and Environment Office Date of Revision: May 2007 Contents Page Foreword by the Vice-Chancell...
Author: Alexia Page
0 downloads 0 Views 284KB Size
University Health and Safety Policy

Health, Safety and Environment Office

Date of Revision: May 2007

Contents

Page

Foreword by the Vice-Chancellor

4

1

University Policy Statements

1.1 1.2

General Health and Safety Policy Statement Policy Statements, Codes of Practice and Guidance Notes on individual health and safety issues

2

Duties under the Law

2.1 2.2

Introduction Relevant statutory provisions

3

Organisation

5 5

6 6

Organisational Chart: The Organisation of Health and Safety within the University of Exeter

7

3.1

Introduction

8

3.2

Policy making (1) (2) (3) (4) (5)

3.3

8 8 8 9 10

Advisory and monitoring (1) (2)

3.4

The Council The Buildings and Estate Committee The Safety Committee The Safety Groups Specialist Safety Groups

The Health, Safety and Environment Office School Safety Officers

12 14

Executive (1) (2) (3) (4) (5) (6) (7) (8)

The Vice-Chancellor The Registrar and Secretary Heads of School (Department/Division/Centre/Unit etc) Directors of Building Supervisory staff All other staff Students Visitors and members of the public NB Deans

15 15 15 15 16 16 16 16 16

4

Arrangements

4.1

Introduction

17

4.2

Information, instruction and training (1) Information (2) Instruction (3) Training

17 18 19

2

Contents (continued) Page 4.3

Safe systems of work

4.4

Work Environment (1) (2) (3) (4) (5)

4.5

20 20 20 20 20

Fire safety Structural safety in buildings Safety of plant and equipment Risk Assessment

21 21 21 21

Internal communication (1) (2)

4.7

Temperature Humidity Lighting Noise Workspace

Safe place to work (1) (2) (3) (4)

4.6

19

Action to take if you have a health and safety problem Communication of health and safety information

21 22

Medical facilities and welfare (1) (2) (3)

First Aid Facilities for expectant and nursing mothers Occupational health services

22 22 23

4.8

Record keeping 23 23 24

4.9

(1) Incident / Accident reporting (2) Personal details in case of emergency (3) Health and safety training records Emergency procedures (1) (2)

24 24

4.10

Accidents involving injury, reporting and investigation procedures Fire action

Auditing (1) (2)

Definition Auditing practice

24 24

5

Appendices:

(A)

Policy Statements, Codes of Practice and Guidance Notes on individual health and safety issues Relevant Statutory Provisions Staff with health and safety responsibilities for policy making, advisory and monitoring Staff with executive responsibilities for health and safety Personal details in case of emergency Emergency procedures: Accidents involving injury Emergency procedures: Fire action

(B) (C) (D) (E) (F) (G)

3

Foreword by the Vice-Chancellor “We value our University and all its members. We wish to enjoy our work without experiencing injury or damage to equipment or property. The objectives of our University are to advance learning and knowledge by teaching and research. These would not be attainable without accepting certain levels of risk. These risks are only acceptable if they are reduced to the lowest reasonably practicable level, in accordance with statutory health and safety requirements. In addition to our moral and financial obligations, health and safety law requires the University, as an employer, to bear overall duty for the care of its members, contractors, visitors and members of the public on its premises. To comply with these obligations we have developed an organisation and arrangements for health and safety management, in which all members of the University have a contribution to make. The purpose of this health and safety policy is to set out our commitment to health and safety and to define our organisation and arrangements for health and safety management. In addition, the policy describes how to obtain advice, information and training on health and safety matters. It is not sufficient merely to read this policy. Our commitment to health and safety must be translated into effective action. If our health and safety policy is effective, not only will we reduce the risk of injury and damage, but we will have healthier staff, greater productivity and reduced work related absence. Also, by following our example, our students will take with them when they leave a positive attitude to health and safety which will continue to protect both them and the people they will work with for the rest of their lives”.

Vice-Chancellor

4

1 University Policy Statements 1.1 General Health and Safety Policy Statement The University of Exeter (hereafter called the University) recognises and accepts its responsibility as an employer for providing a safe and healthy workplace and work environment for its employees and others (students, contractors, visitors, and the public) who may be affected by its work. The University has the following specific health and safety objectives:(a)

to comply with all statutory health and safety requirements.

(b)

to adopt all other reasonably practicable means to eliminate hazards and reduce the risk of injury (to the lowest achievable level) to its employees and others (students, visitors, contractors and members of the public), and the risk of damage to property in areas for which it is responsible.

(c)

to ensure that resources are made available to provide:• • • • • •

(d)

plant, equipment and systems of work that are safe and without unacceptable risks to health; safe arrangements for the use, handling, storage and transport of articles and substances; a safe place of work with safe access to it and safe egress from it; a healthy working environment; adequate welfare facilities and arrangements; and sufficient information, instruction, training and supervision to ensure all employees are aware of the hazards at their workplace together with the necessary measures to be taken to protect against these hazards.

As the University’s most senior managers we understand and accept our personal responsibility for achieving these objectives. To do this we will ensure that a health and safety management system is maintained which will:• • •

ensure that all members of the University understand their own personal responsibilities in health and safety; utilise a regular monitoring, inspection and auditing procedure to ensure the effective management of health and safety throughout the University; and produce an annual report summarising progress in achieving the health and safety objectives and making recommendations for an annual rolling programme of improvements. These recommendations will form the basis of an annual Safety Action Plan.

1.2 Policy Statements, Codes of Practice and Guidance Notes on individual health and safety issues The University has prepared, or is preparing, Policy Statements, Codes of Practice and Guidance Notes on individual health and safety issues. These are listed in Appendix (A) .

Mr David Allen, Registrar

Steve Smith, Vice-Chancellor

5

2

Duties under the law

2.1 Introduction Health and safety law is a particular branch of Employment Law which aims to ensure that people at work are protected from hazards, which may arise from that work. Health and safety law is upheld and examined using both criminal and civil legal systems. Modern health and safety law is largely self-regulatory, but there are statutory enforcement agencies such as the Health and Safety Executive, Local Authorities, the Environmental Agency and the Fire and Rescue Service. These agencies ensure that the law is complied with and that major breaches are investigated.

2.2 Relevant statutory provisions A non-exhaustive list of current, relevant statutory provisions affecting the work of the University is as follows: (common abbreviations and year of enactment are shown in parentheses) General • • • • • • • • • • • • • • • • • • • •

Occupiers’ Liability Act (1984) Factories Act (FA, 1961) Offices, Shops and Railways Premises Act (OSRA, 1963) Fire Precautions Act (FPA, 1971) Fire Precautions (Work Places) Regulations (1997) Health and Safety at Work etc Act (HASAWA, 1974); Health and Safety (First Aid ) Regulations (1981) Reporting of Injuries, Diseases and Dangerous Occurrences Regulations (RIDDOR, 1995) Control of Substances Hazardous to Health Regulations (COSHH, 1988 and 2002) Electricity at Work Regulations (EW, 1989) Noise at Work Regulations (1989) Environmental Protection Act (EPA, 1990) Food Safety Act (1990) Management of Health and Safety at Work Regulations (MHSW, 1992 and 1999) Health and Safety (Display Screen Equipment) Regulations (DSE, 1992) Manual Handling Operations Regulations (MHO, 1992) Provision and Use of Work Equipment Regulations (PUWER, 1998) Lifting Operations and Lifting Equipment Regulations (LOLER, 1998) Personal Protective Equipment at Work Regulations (PPE, 1992) Workplace Health, Safety and Welfare Regulations (WHSW, 1992)

Specialist • • • • • • • • •

Petroleum Consolidation Act (1928) Mines and Quarries Act (1954) Radioactive Substances Act (RSA, 1960 and 1993) Ionising Radiations Regulations (IRR, 1999) The Construction (Health Safety & Welfare) Regulations (1996) Construction (Design and Management) Regulations (1994) Control of Asbestos at Work Regulations (2002) Safety Representatives and Safety Committee Regulations (1977) Health and Safety (Training for Employment) Regulations (1990)

Health and Safety law is discussed further in Appendix (B)

6

Organisational chart:

The Organisation of Health and Safety within the University of Exeter

SAFETY HEIRARCHY IN THE UNIVERSITY OF EXETER ADVISORY

POLICY

EXECUTIVE VICECHANCELLOR

COUNCIL

H, S & E OFFICE

STRATEGY PLANNING & RESOURCES COMMITTEE

TRADES UNION H&S REPS

SAFETY COMMITTEE

SCHOOL SAFETY OFFICERS

SAFETY GROUPS

REGISTRAR & SECRETARY

HEADS OF SCHOOLS ETC.

DIRECTORS OF BUILDINGS

SUPERVISORY STAFF OTHER STAFF STUDENTS

7

3

Organisation

3.1 Introduction The University of Exeter is a large and complex human community, the proper functioning of which depends greatly on the attainment of a safe and healthy environment for its members, visitors and members of the public. Health and safety standards in the University will be at least as high as those required by legislation and, where possible, even higher. On leaving the University, students should take with them an attitude of mind which accepts good health and safety practice as normal. This can only occur if staff set a high standard by personal example. To fulfil its statutory obligations the University has the following elements of organisation in place:

• • •

Policy making (3.2) Advisory and monitoring (3.3) Executive responsibility (3.4)

The component parts of these elements, and their interrelationships, are shown on the organisational chart: The Organisation of Health and Safety within the University of Exeter (previous page)

3.2 Policy making (1)

The Council The Council governs, manages and regulates the finances, accounts, investments, property, and all affairs of the University. It is the ultimate policy-making body for the University executive.

(2)

The Physical Resources Committee The Physical Resources Committee reports directly to Council which, in turn, reports to the Court. Terms of Reference 1 to 5: are concerned with the development of land, sites and buildings and the planning, execution, financial control and naming of new buildings and the maintenance of existing buildings and estate. 6: with:

To establish sub-committees with delegated powers, including those concerned

(i) safety (ii) individual major projects under the aegis of the Committee (iii) sustainability.

(3)

The Safety Committee The Safety Committee is a sub-committee of the Physical Resources Committee and its establishment fulfils the University’s statutory obligation for trades union consultation (HASAW Act (1974)). The Safety Committee acts as a forum for consideration of health and safety matters arising from all parts of the University and determines University health and safety policy. Terms of Reference •

To act in a statutory capacity concerning all matters of health and safety.

8

• •

To make policy decisions in the light of legislation and to advise and give guidance in this connection to Safety Groups and Schools, Departments, Divisions and Units, etc. To recommend expenditure against a Safety Budget or to the Physical Resources Committee

Membership • • • •

Three members of the academic staff appointed by Council, of whom one shall be Chair A Deputy Vice-Chancellor (ex officio) Member of Hospitality Services (ex officio) Member of Council

Representatives of: • Amicus • AUT • T&GWU • UCATF • UNISON • Guild of Students (2) In attendance • • • • • •

The University Health, Safety and Environment Adviser The Deputy Director of Buildings and Estate A representative from University of Exeter in Cornwall A representative from Finance Division (Insurance) A representative from Personnel Division A representative from the Health, Safety and Environment Office

A list of appointed staff are given in Appendix C

(4)

The Safety Groups

The Safety Groups represent each School and Service within the University. They also include the specialist safety functions of radiation protection and genetic modification safety. Each Safety Group is responsible to (reports to) the appropriate Head of School or Head of Services, who, in turn, determines the group’s membership and constitution. School Safety Groups:1. 2. 2(a) 3. 4. 5. 6. 7. 8. 9. 10. 11. 12

School of Arts, Languages and Literatures (SALL) School of Biosciences Genetic Modification Safety Sub-Committee School of Business and Economics (SoBE) School of Education and Lifelong Learning (SELL) School of Engineering, Computing and Mathematics SECaM School of Geography, Archaeology and Earth Resources (SoGAER) School of Humanities and Social Sciences (HUSS) School of Law Peninsula College of Medicine & Dentistry School of Physics School of Psychology School of Sport and Health Sciences

9

Services Safety Groups:13. 14. 15. 15(b) 16.

Academic Services Corporate Services (except B&ES and HS) Buildings and Estate Services (B&ES) Radiation Protection Hospitality Services (HS)

Terms of Reference

(5)



To determine School Safety Policy and produce it in the form of a written document.



To discuss School health and safety matters and, if necessary, forward these in writing for consideration by the University Safety Committee.

Specialist Safety Groups (a)

The Radiation Protection Group

Radiation protection may be defined as protection against sources of both ionising radiation (eg radionuclides) and non-ionising radiation (eg lasers) which may give rise to harm. Terms of Reference The Radiation Protection Group will: • • • • • • • •

meet at least annually (Annual General Meeting), but more frequently when required (Extraordinary General Meetings); interpret and implement statutory requirements concerning radiation protection; devise and revise University policy, code of practice and guidance notes (ie Local Rules) on radiation protection; discuss all matters concerning radiation protection and safety; control the registration and certification of workers and work areas; control health arrangements and regular monitoring of workers and work areas; receive an annual report jointly from the University Radiation Protection Adviser and Officer; and report to the Safety Committee, via the University Radiation Protection Officer.

Membership • • • • • • •

Chairman University Radiation Protection Adviser, who also acts as Secretary to the Committee) University Radiation Protection Officer University Radiation Medical Adviser Assistant University Radiation Protection Officer School Radiation Protection Officers University Health, Safety and Environment Adviser

In attendance Radiation Protection Adviser, Royal Devon and Exeter Hospital. The University Radiation Protection Adviser (URPA) will: advise on all matters of radiation protection, which include; • •

the implications of statutory provisions; the storage, distribution and disposal of radioactive substances according to the registrations and authorisations granted by the statutory authorities; 10

• •

the control of exposure to radiation, to as low a level as reasonably practicable; and the identification of, and restriction of access to, controlled and supervised areas.

The HSE requires that the RPA be competent to act in this capacity and he or she must hold a Certificate of Competence obtained from an HSE Approved Assessing Body. The University Radiation Protection Officer (URPO) will: • • • • • • • • •

operate a system of personal dosimetry and area monitoring; draft written systems of work and Local Rules; contribute to plans for new, or the alteration to existing , plant or premises which may affect radiation protection; investigate abnormal exposures to radiation; provide, or arrange for the provision of , radiation training; inspect, monitor and audit arrangements for radiation safety in Schools; liaise with the various statutory authorities and assist with their inspections; follow a programme of continual professional development so that the standard of professional expertise is maintained; and carry out any other radiation protection duties as may be assigned by the University.

The duties of other staff with responsibilities for radiation protection are given in the University Radiation Protection Local Rules (copies of which may be obtained from the Health, Safety and Environment Office). Radiation Services Radiation Services perform an advisory and monitoring service with respect of protection from both ionising and non-ionising radiation. The Service is based in the Health, Safety and Environment Office. Membership University Radiation Protection Adviser University Radiation Protection Officer

(b)

The Genetic Modification Safety Sub-committee (GMSS)

The Genetically Modified Organisms (Contained Use) Regulations (1992) require organisations who carry out genetic modification work (such as the University), to establish a Genetic Modification Safety Committee. The Genetic Modification Safety Sub-committee is a Sub-committee of Safety Group Two; Biological Sciences (see Safety Groups). Terms of Reference The Genetic Modification Safety Sub-committee will: • •

• •

review in a detailed and systematic manner all proposals involving genetic modification and advise on the risk assessment, as described in the ACGM (Advisory Committee on Genetic Modification) / HSE Code of Practice and Guidance Notes; consider whether the containment category proposed agrees with that indicated in the relevant guidance; that appropriate containment is available; whether the training and experience of those involved are sufficient to carry out the work safely and whether arrangements for health surveillance are adequate; notify proposals to the HSE and include comments made by the GMSS as required by statute (Schedule 4 and 5 GM Regs); review, on a regular basis, general laboratory practice in genetic modification with regards to safety; consider all accidents and incidents; 11

• •

advise the Head of School on needs for further training and continually review whether experimental procedures are being carried out, so far as is reasonably practicable, in a safe manner; and advise on the drawing up of local rules to cover work involving genetic modification.

3.3 Advisory and monitoring (1)(a)

The Health, Safety and Environment Office

The University Health, Safety and Environment Office part of the Buildings and Estate Services and is situated in the Laver Building on the Streatham campus. In addition to office and laboratory accommodation the Office has a health and safety library with books, journals and computer-based information. Address:

The Health, Safety and Environment Office University of Exeter Laver Building North Park Road Exeter EX4 4QE

Telephone: Fax:

Exeter (01392) 263049 or, internally, Ext 3049 Exeter (01392) 263115 or, internally, Ext 3115

Membership • • • •

Health, Safety and Environment Adviser. Deputy Health, Safety and Environment Adviser. Fire Safety Adviser (part-time:- Tuesday, Wednesday and Thursday). Secretary (part-time 9am until 3pm).

(1)(b)

Occupational Health

The two part-time Occupational Health Advisers work within the Personnel Division, Northcote House. In addition to offering advice they organise consultancy visits for staff by the Occupational Health Physician. Address:

Telephone:

The Occupational Health Adviser Northcote House Exeter EX4 4QJ Exeter (01392) 263136

• Occupational Health Advisers (1)&(2) ((1) Monday to Wednesday morning and (2) Wednesday to Friday). • Occupational Health Physician (part-time, on contract, at least two visits per term). Terms of reference The Health, Safety and Environment Office will: • • • • • • •

advise members of the University on all matters of health and safety; monitor the implementation of health and safety legislation throughout the University; monitor physical conditions in the University sites to ensure staff, students, visitors and members of the public are exposed to the lowest reasonably practicable level of risk; draft University health and safety policy; provide and communicate up-to-date health and safety information; provide, or arrange the provision of, health and safety training; and provide support for the University Safety Committee.

Staff Functions The Health, Safety and Environment Adviser will: •

advise members of the University on all matters of health and safety; 12

• • • • • • • • • • • • • • •

maintain awareness of current and impending health and safety legislation, arrange for its implementation within the University and monitor its compliance; draft University Safety Policies, Codes of Practice and Guidance Notes; provide advice, information, liaison and support for members of the University with health and safety duties and responsibilities; monitor the implementation of the University’s health and safety policy; provide, or arrange for the provision of, health and safety training; promote positive health and safety attitudes and practice; monitor and audit School health and safety arrangements; compile and interpret incident and accident statistics; liaise with the Occupational Health Adviser liaise with the health and safety enforcing authorities ( local authority, Health and Safety Executive (HSE) and the Environment Agency (EA) and the emergency services (fire and rescue, police and ambulance); take administrative responsibility for the University’s environmental matters; manage the operation of the Health, Safety and Environment Office; manage the health and safety budget and provide financial statements for the Safety Committee; follow a programme of continual professional development so that the standard of professional expertise is maintained; and carry out any other health and safety duties as may be assigned by the University.

The Deputy Health, Safety and Environment Adviser will: • • • • • • •

assist the University Health, Safety and Environment Officer with his duties above; act as University Radiation Protection Adviser and Officer; assist with the provision of training and training materials; manage the University personal dosimetry service (Radiation Services); manage the disposal of hazardous wastes (chemical, biological and radioactive); follow a programme of continual professional development so that the standard of professional expertise is maintained; and carry out any other health and safety duties as may be assigned by the University.

The Fire Safety Adviser will: • • • • • • • • • • • •

advise members of the University on all matters of fire safety; prepare, organise and carry out fire safety training; audit fire safety provisions in all University buildings and advise on any remedial action; investigate incidents involving fire, or defective fire-fighting equipment; keep aware of current fire safety legislation; maintain fire safety records and documentation; liaise with members of the Buildings and Estate Division and external contractors in all fire precaution matters affecting new building, extensions and alterations to existing buildings; liaise with the Fire and Rescue Service and the University’s insurers, assisting as required; assist with fire drills if requested; prepare incident reports on the outbreak of fire with proposals for remedial action; follow a programme of continual professional development so that the standard of professional expertise is maintained; and carry out any other fire safety duties as may be assigned by the University.

The Occupational Health Adviser will: • • • • •

advise members of the University on all matters of occupational health; prepare, organise and carry out occupational health training (including first aid); work in co-operation with the Occupational Health Physician in providing a consultancy for members of the University with suspected occupational health problems; liaise with the University’s First Aiders; liaise with outside organisations (eg the Employment Medical Advisory Service (EMAS), the NHS, Red Cross, St John Ambulance);

13

• •

follow a programme of continual professional development so that the standard of professional expertise is maintained; and carry out any other occupational health duties as may be assigned by the University.

The Occupational Health Physician will: • • • • •

work in co-operation with the Occupational Health Adviser in providing a consultancy for staff with suspected occupational health problems; assist with the pre-employment screening of new staff; carry out the medical examination of staff where appropriate (eg ill-health retirement); advise the University on key occupational health issues; and act as the Statutory Appointed Doctor to the Radiation Protection Group and the Genetic Modification Sub-Committee.

The Health, Safety and Environment Office Administrator will: • •

carry out clerical duties as required by members of the Health, Safety and Environment Office; and assist with training as required.

(2)

School Safety Officers (SSOs)*

Heads of School may appoint one or more School Safety Officers (SSOs) to assist them with the implementation of both University and School health and safety policies. Although duties may be delegated, responsibility for health and safety rests with the Head of School. Where no SSO is appointed, the Head of School assumes the duties of the SSO. SSOs will: • • • • • • • • • • • •

be familiar with both the University’s and the School’s health and safety policies; advise members of the School on matters of occupational health and safety; advise the Head of School on the formulation and revision of School health and safety policy and procedures; act with the delegated authority of the Head of School in matters of urgency; liaise with the University Health, Safety and Environment Adviser and other staff with health and safety responsibilities; attend (and normally chair) meetings of the appropriate Safety Group; conduct or co-ordinate systematic health and safety inspections and accident investigations to identify unsafe or unhealthy working conditions or work practices, and monitor to ensure that preventative action is recommended and pursued; ensure that accidents and incidents are reported and investigated; disseminate health and safety information to appropriate staff and students; ensure that new members of the School receive adequate induction with respect to health and safety; identify members of the School for appropriate health and safety training and occupational health surveillance; monitor the School such that: • • • • • • • •

a high standard of housekeeping is maintained; adequate precautions are taken regarding any special existing or new hazard; adequate precautions are taken regarding any changes to be made; plant, equipment and processes are being maintained as required by statutory provisions; staff and students are suitably instructed and trained; adequate health and safety records are maintained; written assessments are carried out and reviewed if required by any statutory provision (eg the Control of Substances Hazardous to Health Regulations (1998)); personal protective equipment needs are assessed and suitable equipment is available and used;

14

• •

emergency safety equipment (eg first aid boxes, fire extinguishers) are in place and maintained; and

carry out any other health and safety duties that may be assigned by the Head of School

* Safety Officers appointed in Departments, Divisions, Centres and Units etc have identical duties

A list of staff with health and safety responsibilities for policy making, advising and monitoring is given in Appendix (C) (which will be updated on a regular basis).

3.4 Executive To fulfil its moral and legal obligations the University has in place a clearly defined chain of executive responsibility for health and safety in all areas within its control.

(1)

The Vice-Chancellor

The Vice-Chancellor has the ultimate responsibility to ensure that the University of Exeter complies with all statutory health and safety requirements. He will ensure that there is a University Policy for health and safety which extends to all those who may be involved in or affected by University activities. He also will ensure that arrangements for monitoring, auditing and reviewing the success or otherwise of that policy, are in place and maintained. He may share this responsibility with :-

(2)

The Registrar and Secretary

The Registrar and Secretary will also ensure that the University’s Safety Policies are implemented and that resources are available to ensure statutory compliance. He may share this responsibility with:-

(3)

Heads of School (also Head of Department/Division/Centre/Unit, etc)

Heads of School are responsible for statutory compliance in their areas of responsibility, eg their School (which includes all work areas used solely by their staff, students and visitors). Heads of School will: • • • • • •

ensure that no activities are carried out in their School which expose the occupants to an enhanced risk of injury; appoint a School Safety Officer(s) (SSO(s)) or, if they so wish, personally carry out the SSO duties (listed above); ensure the maintenance of the Safety Group associated with their School; seek, receive and take health and safety advice from the University Health, Safety and Environment Office and from the SSO and Safety Group as appropriate; develop a School health and safety policy with the help of the SSO and the Safety Group; and delegate any further health and safety tasks as may be necessary;

They may share this responsibility with :(4)

Directors of Building

The University appoints a Director of Building for each of its buildings. Where a building is used wholly by a single School, the Director of Building is normally the Head of School.

15

Where the building is shared by more than one School the Director of Building is normally a third party and is responsible solely for areas of the building used by more than one School. These areas are agreed with the appropriate Heads of School. In addition to other responsibilities the Director of Building has the following executive health and safety responsibilities in his or her allocated building, or specific areas in that building: Directors of Building will ensure that: • • • •

(5)

no activities are carried out in the building which expose the occupants to an enhanced risk of injury; structural defects are promptly reported thereby reducing the risk of damage or injury; the fire safety measures are in place and any defects are promptly reported; and a fire evacuation drill is carried out on an annual basis.

Supervisory Staff

Supervisors are responsible for statutory compliance in their areas of responsibility, eg of technical staff, students, etc.

(6)

All Other Staff

All other staff (including those with health and safety advisory responsibilities) have a duty to take reasonable care for the health and safety of themselves and others who may be affected by their actions and omissions. They also have a duty to comply with the University's arrangements for health and safety.

(7)

Students

Although students are not employees of the University, the University has a duty of care towards them. Thus, they are offered the same health and safety protection as employees and are, in return, required to comply with the University’s arrangements for health and safety.

(8)

Contractors, Visitors and Members of the Public

Similarly, the University owes a duty of care towards contractors, visitors and members of the public who may be affected by its activities. The University arrangements for health and safety will ensure that contractors, visitors and members of the public are exposed to the lowest reasonably practicable risk of injury.

NB

Role of the Deans

The Deans of the University have solely academic responsibilities and no executive responsibilities for the Schools. Thus, apart from responsibilities stated in (6) above, Deans do not have executive health and safety responsibilities

A list of staff with executive health and safety responsibilities is given in Appendix (D) (which will be updated periodically).

16

4

Arrangements 4.1 Introduction The following sections describe the arrangements that the University has in place to carry out its statutory health and safety duties.

4.2 Information, instruction and training The provision of information, instruction and training to employees is a statutory requirement of all current UK health and safety legislation.

(1)

Information Information on health and safety can come from a variety of sources, too numerous to mention, but various examples are given below:

Sources of information The Health, Safety and Environment Office The Health, Safety and Environment Office has an integral library which may be used by any member of the University during normal working hours (9.00am until 5.15pm). There is an area for reading and writing and also access to a networked computer (with CD ROM) and a video tape viewing facility. In the library are to found: Written Information Statutes and statutory instruments: current copies of most key health and safety legislation Books: over a hundred books on a variety of health and safety issues, including fire safety, first aid, the law, chemical safety, etc. Leaflets: free advisory leaflets on a wide range of issues, eg fire safety, display screen equipment, AIDS. Hepatitis B, etc. Journals: Current copies of “The Safety and Health Practitioner” (IOSH) Catalogues: for the purchase of health and safety protective products, eg first aid supplies. Electronic Information The Barbour Index is a subscription web-based whole document retrieval service. Most H&S documents may be retrieved as PDF files and printed if required. Please contact the Safety Office for a password to enter the site. The subscription is paid by the Health & Safety Office and is provided free to users. Internet: the World Wide Web; for world-wide health and safety enquiries. Search for example “Health and Safety” or “Material Safety Data Sheets”. Information is usually up to date and may be downloaded easily. Video information: Any, from a collection of over fifty health and safety videos on a wide range of hazards, may be viewed either in the library (with sound through headphones), or, alternatively, borrowed on short-term loan. 17

Verbal Information: The Health, Safety and Environment Office staff are qualified health and safety practitioners. They have extensive factual knowledge and experience. They also have numerous contacts with agencies outside the University (eg other university safety facilities, the Fire Service, the Health and Safety Executive, RoSPA, etc) if your query requires this. School Libraries: Some Schools, eg Chemistry, have their own health and safety library. Ask your School Safety Officer (SSO) for details. The School Safety Officer: has both health and safety and local knowledge of the School and thus may be the best source for an initial enquiry. Trade Union Health and Safety Representatives: have a special interest in their members’ working conditions. They provide an invaluable source of health and safety information.

(2)

Instruction Instruction is specific practical information on how to carry out a process safely, ie the communication of a safe system of work.

Sources of Instruction Supervisors: The University has a core of highly skilled, experienced and knowledgeable supervisory staff and it relies upon the transfer of their skill, experience and knowledge to its support staff. Instruction can be both verbal and written. Instruction Manuals: Well-written instruction books, in particular more recent ones, will explain how equipment can be used correctly with the minimum of health and safety risk. In addition to use, there is a legal duty on manufacturers to explain how equipment may be installed, maintained and disposed of correctly.

(3)

Training Sources of training Health and safety training is given by both internal and external training providers. Internal training providers The Health, Safety and Environment Office: The Health, Safety and Environment Office staff are key health and safety training providers. The following courses are given throughout the year and are listed in the Annual Training Diary: Introduction to health and safety Basic and specialist fire safety Basic and specialist first aid and lifesaving skills The new EC based regulations (the ‘six pack’) The Control of Substances Hazardous to Health (COSHH) Regulations Office Safety Introduction to Environmental Management External training providers: 18

Addresses and contact names are available from the Health, Safety and Environment Office. Examples are: Royal Society for the Prevention of Accidents (RoSPA, general safety) British Safety Council (BSC, general safety) Red Cross and St John Ambulance (first aid) Exeter College (Abrasive Wheels Regulations) South West Electricity Board (Training Centre, Taunton, electrical safety) University of Bristol (NEBOSH Health and Safety Certificate, Diploma) Torquay College (NEBOSH Health and Safety Certificate) Plymouth College of Further Education (NEBOSH Health and Safety Certificate, Diploma) University of Portsmouth (NEBOSH Health and Safety Certificate, Diploma)

4.3

Safe systems of work

Under the Management of Health and Safety at Work Regulations (1992), the University will ensure that all work procedures, which expose the operator to a significant hazard, are assessed for risk and appropriate control measures are applied. One of these control measures is to use a safe system of work. A safe system of work is a work procedure specifically designed to reduce exposure of the operator to health and safety risks. They may be verbal or, preferably, in the form of a written scheme. Advice on devising a safe system of work can be obtained from the Health, Safety and Environment Office.

4.4

Work environment

(1)

Temperature

The University endeavours to keep all of its buildings within a comfortable temperature range, compatible with energy conservation, (18 to 20oC) and in any case above the statutory minimum of 16o C after the first hour of work (there is no statutory maximum, although the working temperature must be reasonable). The Health, Safety and Environment Office can carry out temperature monitoring on request.

(2)

Humidity

The University endeavours to keep all of its buildings at a comfortable humidity range (40 to 75%RH). Low humidity can cause irritation to the eyes and respiratory tract. The Health, Safety and Environment Office can carry out humidity monitoring on request.

(3)

Lighting

The University endeavours to supply adequate lighting appropriate to the activity being carried out. The average and minimum lighting levels are given (consecutively, in lux (lx)) for various activities: • • • • •

movement of people, machines and vehicles, egs corridors, circulation routes (20 and 5lx); movement of people, machines and vehicles, in hazardous areas, eg construction sites (50 and 20lx); work requiring limited perception of detail, egs; kitchens, shops (100 and 50lx) work requiring perception of detail, egs; offices, bookbinding (200 and 100lx) work requiring fine perception of detail, egs; drawing offices, editing, laboratory work (500 and 200lx).

The Health, Safety and Environment Office can carry out the monitoring of lighting levels on request.

(4)

Noise 19

Noise can be a nuisance or, even worse, can cause damage to hearing. The University is a generally peaceful and quiet place, but occasionally some operations are carried out which generate excessive noise. Examples are building construction work, work with agricultural machinery and mineral processing plant. The Health, Safety and Environment Office can carry out noise monitoring on request.

(5)

Workspace

Workrooms should have enough free space to allow people to get to and from workstations and to move in the room with ease. The total volume of the room, when empty, divided by the number of occupants should be at least 11 cubic metres per person (counting rooms >3m high as 3m). A room 2.4m high, 2.3m long and 2.0m wide is 11 cubic metres. Rooms may need to be larger, depending on the contents, layout and nature of the work. Any problems concerning the work environment in University buildings should be reported to The Buildings and Estate Division (Ext 4552).

4.5

Safe place to work

(1)

Fire Safety

In compliance with fire safety legislation the University provides a range of measures to prevent the occurrence and spread of fire and a range of equipment to detect, warn of and extinguish fires. Fire Protection: Prevention of the spread of fire:

fire safety training, low fire loading, elimination and control of sources of ignition, good house-keeping and workplace design; building compartmentation, fire doors, low fire loading of structure and furnishings;

Fire detection:

linked (intelligent) and stand-alone fire/smoke detectors (heat, ionisation, optical); and

Fire extinguishment:

portable extinguishers (water, foam, carbon dioxide and powder), hose reels, sand.

Advice on fire safety matters may be obtained from the Fire Safety Adviser, based in the Health, Safety and Environment Office. The University has a Policy, Code of Practice and Guidance Notes on Fire Safety (see Appendix A)

(2)

Structural safety of buildings

In compliance with health and safety legislation (eg the Health and Safety at Work, etc Act (1974)) the University will provide buildings of sound construction with safe means of access and egress. Buildings and Estate Services are responsible for construction work in all University buildings. Construction work is defined as the alteration, construction, fitting out, repair, replacement, maintenance or decoration of the building fabric, finishes or services on the University Estate. This definition includes work inside and outside of buildings, and work in connection with installing equipment in buildings. No staff outside the Buildings and Estate Division may engage in any of these activities. Any problems concerning the structural safety of University buildings should be reported to the Buildings and Estate Services helpline (Ext 4552). 20

(3)

Safety of plant and equipment

In compliance with the Provision and Use of Work Equipment (PUWE) Regulations (1998) the University will provide plant and machinery which is: • • •

safe in its construction; safe to use in the place where it is to be used; and safe for the purpose for which it is to be used.

In the context of the PUWE Regulations use means; starting, stopping, programming, setting, operating, transporting, repairing, maintaining, servicing and cleaning.

(4)

Risk assessment

In compliance with the Management of Health and Safety at Work Regulations (1992) the University will make a suitable and sufficient assessment of the work-related health and safety risks to which members of the University (and visitors, contractors, etc) may be exposed. The University has devised a written scheme of risk assessment which will be applied, unless an assessment (as required by other statutes, eg COSHH) has already been carried out.

4.6 Internal communication (1) • • • •

(2)

Action to take if you have a health and safety problem discuss the matter with your supervisor; if necessary, contact your School Safety Officer (SSO), or Head of School if you have no SSO; if necessary and if you are a member of a trade union, contact your health and safety representative; and you may, at any time, discuss the matter with members of the Health, Safety and Environment Office (Ext 3049)

Communication of health and safety information

Information on all health and safety issues is communicated to all staff with health and safety duties and responsibilities (egs, Heads of School, SSOs, members of the Safety Committee, etc, see Appendices C and D). You may approach these members of staff for information or make a request directly to the Health, Safety and Environment Office (Ext 3049).

4.7 Medical facilities and welfare (1)

First Aid

In compliance with the Health and Safety (First Aid Regulations (1981), the University provides first aid cover in the event of an injury by maintaining a network of approximately 150 staff, who are qualified as First Aiders. Cover is as comprehensive as possible over all the University sites. A list of First Aiders is distributed throughout the University and is available from the Health, Safety and Environment Office. The list is also available on the HS&E Office webpage The aims of First Aid: • • •

To preserve life To limit the effects of the condition To promote recovery

First Aiders gain competence by:

21

• •

initially attending a “First Aid at Work” course by an HSE approved training provider (eg Red Cross, St John Ambulance) and passing an examination; attending “First Aid at Work” refresher courses at three yearly intervals, and passing an examination.

A First Aider will: • • • • • • •

(2)

be summoned to the scene of an incident / accident; assess a situation quickly and safely, and summon appropriate help; identify, as far as possible, the injury or nature of the illness affecting a casualty; give early, appropriate and adequate treatment in a sensible order of priority; arrange for the removal of the casualty to hospital, to the care of a doctor, or home; remain with the casualty until handing him or her over to the care of an appropriate person; and; ensure that a University Accident / Incident Report (“green”) form is completed and returned to the Health, Safety and Environment Office, and that the building Accident Book is filled in.

Facilities for expectant and nursing mothers / First Aid Rooms

In compliance with the Workplace (Health, Safety and Welfare) Regulations (1992) the University provides rest facilities for expectant and nursing mothers. These facilities are provided in the First Aid Rooms at each University site: • • •

(3)

Streatham campus: First Aid Room, Ground Floor, Peter Harrison Building (Engineering) St Luke’s campus: First Aid Room, Student Health Centre, Club Alley Camborne School of Mines (Trevenson site): First Aid Room, Students Rest Room

Occupational health services

The University employs both an Occupational Health Adviser and an Occupational Health Physician on a part-time, contract basis. The duties of these staff are listed under Section 3.3. They provide advice, consultation, training and surveillance in occupational health. Attendance: • •

Occupational Health Service; one full time manager, two part time advisers (50% each). Occupational Health Physician, twice a term (for short consultations, 2.00pm until 4.00pm).

Contact the Health, Safety and Environment Office if you wish to meet with either of the above staff.

4.8 Record keeping (1)

Incident / Accident reporting

Incidents • are events in which the potential to cause injury or damage was apparent, but no injury or damage resulted, ie dangerous occurrences, “near misses”. Accidents • are unplanned, uncontrolled events that have caused injury or damage. The Accident Book The University has a statutory duty (under the Notification of Accidents, Dangerous Occurrences Regulations (1980)) to record all accidents. It does not use accident books as all the necessary information is recorded on the University (green) Incident / Accident form . It has special permission from the Health and Safety Executive (HSE) to do this. The University (green) Incident / Accident forms 22

It is University policy to record details of all incidents and accidents on (green) Incident / Accident forms and to send these to the Health, Safety and Environment Office. The information is used by members of the Health, Safety and Environment Office to: • • • •

collate statistics for various analyses; identify clusters of common injury or damage; determine and sanction remedial action; and use as a basis for reporting to the HSE under the RIDDOR statute (see below).

Reporting to the HSE under RIDDOR Under the Reporting of Injuries, Diseases and Dangerous Occurrences Regulations (RIDDOR, 1995) the University has a statutory obligation to report certain types of incidents and accidents to the HSE. The key types are: • • •

a fatality; a specified major injury (fracture of skull, spine or pelvis; fracture or amputation of limb(s); loss of sight or penetrating injury to an eye; severe electric shock or any other injury which results in hospitalisation for more than 24 hours); An injury which results in incapacity to work for more than three days;

The HSE may investigate any incident / accident which is reported to them.

(2)

Personal details in case of emergency (Appendix (E))

An “In Case of Emergency” form gives important personal details which will greatly assist the Emergency Services in cases of serious illness or injury. Staff and students are asked to provide the information on a voluntary basis. The forms are held, confidentially, within each School and the information is available only to staff with health and safety responsibilities (eg a First Aider).

(3)

Health and safety training records

Records of all health and safety training provided by the Health, Safety and Environment Office are held on a computer database in that office. All staff attending short courses given by the Health, Safety and Environment Office receive a certificate of attendance.

4.9 Emergency procedures (1) Accidents involving injury: action, reporting and investigation procedures (Appendix (F)) The majority of the accidents occurring in the University are minor (eg slips, trips and falls, cuts and burns) but, in the unlikely event of a major injury, the following have important duties: • • • • • • •

First Aider Estate Patrol Health, Safety and Environment Office Head of School or Service / Director of Building School Safety Officer Trade Union Health and Safety Representative Personnel Division

These duties are listed in Appendix (F)

(2) Fire Action (Appendix (G)) “Fire Action” notices (eg Appendix (G)) are prominently displayed throughout all University Buildings (eg at alarm call points, near entrance doors and in all student study bedrooms). 23

4.10

Auditing To comply with the Management of Health and Safety at Work Regulations (1992) the University has an obligation to audit its health and safety management systems.

(1) Definition Health and safety auditing is interpreted as: •

measuring performance standards using an appropriate computer-based audit system (this University has selected “Profile”, designed by the University Safety Association);



monitoring performance indicators (eg introduction of safety measures, incident / accident statistics, safety attitudes of staff and students, etc); and



making an on-site inspection of physical conditions.

(2) Audit practice Auditing is carried out by members of the Health, Safety and Environment Office, on a School by School basis, in a three year rolling programme. Recommendations resulting from the audit exercise will be referred to the Head of School for action, as far as is reasonably practicable. A review of remedial action taken will be carried out within one year from the completion of the audit. End of Health and Safety Policy Document

24