Embed Size (px)
Citation preview
This is the Health and Safety Policy of:
SCHOOL OF LIFE & HEALTH
SCIENCES
AND
ASTON MEDICAL SCHOOL
Page 1 of 35
CONTENTS Section Page
Health & Safety Policy Introduction 3General Policy 3Health & Safety Objectives 3
Organisation & Responsibilities
Ultimate Responsibility 1 4Day to Day Responsibility 2 4School H&S Committee 3 4Specialist School Safety Advisors 4 4School H&S Coordinators 5 5Managers & Supervisors 6 5Employees & Students 7 5Raising Issues 8 5First Aiders 9 6Fire Wardens 10 6Life & Health Sciences H&S Reporting Lines Fig.1 7Aston University H&S Structure Fig.2 8Life & Health Sciences Committee Structure Fig.3 9
Arrangements for Safety
Safety Management Standards 11 10Essential H&S Information 12 10Important Contacts 13 12Reporting of Incidents and Hazards 14 12Emergency Procedures 15 12Training 16 14Safety Signs 17 16General Safety 18 17Basic First Aid 19 18First Aid Provision 20 18Electrical Safety 21 18Assessments 22 19Inspections 23 21Biological Safety 24 21Chemical Safety 25 26DSEAR 26 29Radiation Safety 27 29Personal Protective Equipment 28 29Manual handling Operations 29 31Building Maintenance 30 32Work at Height 31 32Work Equipment 32 32Workstations/Display Screen Equipment 33 33Pregnancy 34 34Disability 35 34Stress 36 34Homeworking 37 35Field Trips & Overseas Visits 38 35Organisation of Events 39 35
Page 2 of 35
Introduction
The purpose of this policy document is to assist all members of the Schools to understand the duties and responsibilities under the Health and Safety at Work etc. Act (1974). This policy should be read in conjunction with the University Health and Safety Policy http://www1.aston.ac.uk/staff/safety/ .
Our statement of general policy is:
to provide adequate control of the health and safety risks arising from our work activities;
to consult with our employees on matters affecting their health and safety; to provide and maintain safe plant and equipment; to ensure the safe handling and use of substances; to provide information, instruction, training and supervision for employees; to ensure all employees are competent to complete their tasks, and to provide
them with appropriate training; to prevent accidents and cases of work-related ill-health; to maintain safe and healthy working conditions; to review and revise this policy as necessary at regular intervals; to ensure students are provided with a safe working environment.
Health & Safety Objectives
The Schools recognise that the implementation of its policies will depend upon the effectiveness of its ability to:
Clearly define health and safety policy and procedures. Define health and safety roles and responsibilities within the School Standardise and integrate health & safety procedures across the Schools
and comply with the Universities Safety Management Standards as they apply to the Schools activities.
Provide effective communication of policy and procedures. Identify and deliver appropriate training to implement policy and procedures. Make effective arrangements to monitor and review policies and procedures.
Professor Anthony HiltonSigned on behalf of: School of Life & Health Sciences Dated: 31 July 2019
Next Review Date: 31 July 2020
Professor Asif AhmedSigned on behalf of: Aston Medical School Dated: 31 July 2019
Next Review Date: 31 July 2020
Page 3 of 35
ORGANISATION AND RESPONSIBILITIES
1. Overall and ultimate responsibility for health and safety is that of:
School of Life & Health Sciences: Prof. Anthony Hilton Executive DeanAston Medical School: Prof. Asif Ahmed Pro-Vice Chancellor & Executive Dean
2. Day-to-day responsibility for ensuring this policy is put into practice is delegated to:
Michael Robinson School Technical Manager LHS
3. School Health & Safety CommitteeThe membership of the Committee is:
Executive Deans, Heads of Schools University Safety Office Representative Schools Safety Advisors School Technical Manager LHS Subject Group/Area Safety Co-ordinators Trade Union Representative(s)
The Schools Health and Safety committee is responsible to the Schools Management Teams and implements policies/procedures as directed by the University H&S Committee. Reporting channels are described in figures 1, 2 & 3. The principal duties of the committee are:
Ensure that all relevant University Health & Safety policies are implemented.
Monitor performance by regular inspection report significant findings to the University H&S committee.
Produce an annual H&S action plan. Review accident/incident reports. Review action points arising from risk assessments. Review staff/student training requirements. Keep local H&S documentation up to date. Monitor the need for First Aiders (coordinated by the University Safety
Office) and Fire Wardens (coordinated by the Universities Fire Officer). The committee will meet a minimum of three times per year.
4. Specialist School Safety Advisors:
Group/Area Tel emailAssessnet™/Assessments Dr Steve Russell 4005 [email protected]
Radiation Protection Supervisor Jiteen Ahmed 3897 [email protected]
Magnetic Resonance Officer Jiteen Ahmed 3897 [email protected]
Local Biological Assistant LHS Dr Russell Collighan 4035 [email protected]
Local Biological Assistant LHS Dr Tony Worthington 3951 [email protected]
Local Biological Assistant AMS Dr Irundika Dias 4678 [email protected]
Chemical Safety Advisor Daniel Burrell 3156 [email protected]
Wellbeing Dr Petra Hanga 3161 [email protected]
Page 4 of 35
5. To ensure H&S standards are maintained/improved, the following people coordinate H&S in the following areas:
Group/Area H&S Coordinator Tel emailAudiology Vision Sciences Building Claire Wilkes 5012 [email protected]
Optometry Vision Sciences Building Elizabeth Bartlam 4104 [email protected]
reserve Clare Hayes 4138 [email protected]
Biomedical Services Unit Wayne Fleary 3958 [email protected]
Psychology Niteen Mulji 4071 [email protected]
Biology Teaching/Research Dr Tony Worthington 3951 [email protected]
Biology Teaching/Research Dr Russell Collighan 4035 [email protected]
Pharmacy Teaching/Research Dr Bill Fraser 3940 [email protected]
Office/Non Laboratory Mike Robinson 3091 [email protected]
Aston Brain Centre Andrea Scott 4149 [email protected]
Aston Medical School Sarah Hopkins 4762 [email protected]
Aston Medical School Dr David Nagel 5265 [email protected]
Aston Medical School Dr Irundika Dias 4678 [email protected]
6. Managers and SupervisorsStaff with responsibility for the work of other staff or students have a particular role in ensuring that work is carried out safely. Managers and supervisors are responsible for ensuring:
appropriate risk assessments are carried out and recorded; control measures are implemented; information is provided about risks and controls; training needs are identified; checks on compliance with procedures; accidents and incidents including near misses are reported to the
School Technical Manager LHS.7. Employees and Students
Members of staff have a statutory responsibility to themselves and others to work safely, without risks to health or the environment and to co-operate with University and the Schools arrangements. Whilst students do not have the same statutory duties as staff, they are, however required to comply with University and School policies and arrangements for health and safety. Staff/students must:
co-operate with supervisors and managers on health and safety matters;
not interfere with anything provided to safeguard their health and safety;
take reasonable care of their own health and safety; report all health and safety concerns to an appropriate person (as
detailed in this policy statement).8. Raising Issues
Health, Safety and Welfare issues should be raised with your supervisor in the first instance – if unavailable or issue not resolved you can discuss with the local H&S Coordinator, School Technical Manager LHS or Trade Union H&S rep and these can forward the issue to the Schools H&S Committee. Undergraduate students can raise items via the appropriate Staff/Student consultative committee or via their tutor. The H&S structure of the Schools and University are illustrated in Figures 1, 2 & 3.
Page 5 of 35
9. First AidersLists of local First Aiders are distributed throughout the School – please ensure you know where to find a first aider when needed. All University security staff are trained first aiders.
Name School Area/Room # TelephoneAndrea Scott LHS Aston Brain Centre 4149Matthew Hancock LHS Optometry VS107 4125Kim Woolley LHS Optometry VS107 4157Claire Wilkes LHS Audiology VS 5012Natalie Lewis LHS Main Building MB472 5131Amreen Bashir LHS Main Building MB438J 3117Niteen Mulji LHS Main Building MB640 4071Kam McKenzie LHS Main Building MB531 3987Wayne Fleary LHS Main Building Biomed 3958Gregg Smith AMS AMS VS111 5037Mark Pearson AMS AMS VS111 4194
10. Fire Wardens
Area Fire WardensMain Building6th Floor D-F Lifts – exit E stairwell Mike Robinson; Chris Langley6th Floor H-F Lifts – exit G stairwell Niteen Mulji; Jake DigginsBiomedical facility 6th & 5th Floor Wayne Fleary; Kathryn Townsend5th Floor D-F Lifts – exit E stairwell Joanne Gough; Steve Russell5th Floor H-F Lifts – exit G stairwell Kam McKenzie5th Floor B-D Lifts – exit C stairwell4th Floor D-F Lifts – exit E stairwell 4th Floor H-F Lifts – exit G stairwell 3rd Floor D-F Lifts – exit E stairwell Charlotte Clarke-Bland; 3rd Floor H-F Lifts – exit G stairwell Petra HangaSouth Wing6th Floor Dan Shepperd5th Floor4th FloorVision SciencesClare Hayes; Matthew Hancock; Shehzad Naroo; Janet Carter; Sarah Riches; Claire Wilkes; Tony Roberts; Lizzie Bartlam; Emma Wilson; Saira Hussain
Aston Brain CentreAndrea Scott; Sian Worthen; Elaine Foley; Sarah Paris
Aston Day HospitalElizabeth Squire; Optegra and the NHS Cochlear Implant Service ensure correct evacuation from their areas.
Page 6 of 35
LIFE & HEALTH SCIENCES AND ASTON MEDICAL SCHOOL HEALTH & SAFETY REPORTING LINES
Page 7 of 35
Fig. 1
OTHER H&S REPORTING LINES
KEY
MAIN H&S REPORTING LINES
Project
Supervisor/Line Manager
Tutor
Trade UnionH&S Reps
StaffPost-Grad
Research (PhD) Students
Undergraduate + Post-Grad Taught
Students
School Technical Manager – Mike Robinson
Executive Dean – Anthony HiltonPro-VC Exec Dean – Asif Ahmed
LHS/AMSHealth & Safety
Committee
LHS/AMSSchool
Management Teams
H&S Coordinators in Subject Areas Audiology – Claire Wilkes Aston Medical School – Sarah Hopkins + Irundika
Dias + David Nagel Optometry – Elizabeth Bartlam Biology – Russell Collighan + Tony Worthington Pharmacy – Bill Fraser Psychology – Niteen Mulji Aston Brain Centre – Andrea Scott
Specialist Advisors Assessnet – Steve Russell Radiation/Magnetic – Jit Ahmed Biological – Russell Collighan + Tony
Worthington + Irundika Dias Chemical – Daniel Burrell Office – Mike Robinson Wellbeing – Petra Hanga
ASTON UNIVERSITY HEALTH & SAFETY STRUCTUREFOR LIFE & HEALTH SCIENCES AND ASTON MEDICAL SCHOOL
Page 8 of 35
EnforcingAgencies
e.g.Health & Safety
Executive,Environment
Agency
Vice Chancellor
University Health & Safety
Committee
Professional Advice
AdvisoryGroups
LHS/AMSSchool
Management Team
LHS/AMSHealth & Safety
Committee
H&SCoordinators
+H&S
Advisors
School Technical Manager LHS
Executive Deans
Individuals
Research Groups, Supervisors/Lecturers,
Managers, Teaching Areas,Staff/Student Committees
Trade UnionH&S Reps
Sub-Committees:
BiologicalRadiological
Audit
UniversityHealth & Safety Office
Insurance
OccupationalHealth
External Radiation Advisors
Estates & Facilities
Fig. 2
Biological Sub-Committee
Reports
Radiological Safety User Group
Wet LabUser Group
SCHOOL OF LIFE AND HEALTH SCIENCES AND ASTON MEDICAL SCHOOLHOW THE COMMITTEE STRUCTURE RELATES TO THE SCHOOLS H&S COMMITTEE
Page 9 of 35
PHARMACY SUBJECT MANAGEMENT
GROUP
OPTOMETRYSUBJECT MANAGEMENT
GROUP
PSYCHOLOGYSUBJECT MANAGEMENT
GROUP
LHS SCHOOL MANAGEMENT TEAM
(School Board)
SCHOOLSHEALTH & SAFETY
COMMITTEE
UNIVERSITYHEALTH & SAFETY
COMMITTEE
SCHOOLSRESEARCH & ENTERPRISECOMMITTEE
SCHOOLSTEACHING AND LEARNING COM
TEACHING STAFF AND MANAGERS
MINUTES PASSED &FORMAL REPORTING LINES
Optegra in Aston Day Hospital
AUDIOLOGYSUBJECT MANAGEMENT
GROUP
UNIVERSITYHEALTH & SAFETYSUB-COMMITTEES
RADIOLOGICAL BIOLOGICAL
AUDIT
KEY
Fig. 3
BIOLOGYSUBJECT MANAGEMENT
GROUP
FORMAL REPORTING LINESOUTSIDE THE SCHOOL
Reports
Staff
ASTON MEDICAL SCHOOL MANAGEMENT
TEAM(School Board)
ARRANGEMENTS FOR SAFETY
11. Safety Management StandardsAim is to assist the University in ensuring it has a robust health and safety management system; information is provided at this link: https://www2.aston.ac.uk/staff/safety/guidance/indexthese standards have been incorporated in the Schools arrangements for safety where applicable:
# University Safety Management Standards Relevant Section in Schools H&S Policy
1 Risk Assessment 222 Accident Reporting 143 Fire 10 + 154 Radiation 27 + Local Rules5 Hazardous Substances 24 + 256 Display Screen Equipment 337 Stress 368 Inspections 239 Control of Contractors 3010 Pressure Vessels 3211 Lifting Operations 2912 First Aid 9 + 19 + 2013 Working Conditions 1814 New and Expectant Mothers 3415 Noise 2816 Manual Handling 2917 Lone Working 18 + 2218 Driving at Work 3819 Personal Protective Equipment 2820 Working at Height 3121 Electricity 2122 Vibration N/A23 Violence 1424 Events 3925 Safety Signs 1726 Home Working 3727 Work Equipment 32 28 Building Maintenance issues 3029 Off site visits including overseas visits 3830 DSEAR 26
12. Essential H&S InformationAll the Schools H&S documentation is available on the Schools Intranet: https://www2.aston.ac.uk/lhs/staff-intranet/health-and-safety/index Students access this site via their Blackboard website.
Page 10 of 35
This information is essential for you to work safely, please read the relevant documents:
ORDER DOCUMENT
Main Policy, Organization and Arrangements1 LHS & AMS Health and Safety Policy2 Terms of Reference3 Health and Safety Committee Membership 2017-184 LHS Health and Safety Action Plan 2017-18
Subject Policies and Guidance
1 LHS Waste Policy 2 Health & Safety Training Requirements3 LHS Out of Hours Policy4 Use of Gloves at Aston University5 Blood Taking6 LHS Legionella Procedure7 LHS Out of Hours8 Liquid Nitrogen COP9 Safe Handling of Dry Ice10 Young Persons Guidance11 Laundering of Lab Coats12 ChemWatch User Guide13 Assessnet™ User Guide14 Role of School Safety Coordinator
H&S Forms1 DSE Analysis and Assessment Form2 Equipment Decontamination Certificate3 GMO risk assessment form4 Transgenic risk assessment form5 Biological risk assessment form
Local H&S Rules1 Research Autoclave/Prep Facility MB6272 LHS/AMS Radionuclide Local Rules MB5432a LHS/AMS Radionuclide Local Rules Declaration3 Phlebotomy Facility DH1174
Useful H&S LinksUniversity SMS’s link https://www2.aston.ac.uk/staff/safety/guidance/index
Royal Society of Chemistry
http://www.rsc.org/learn-chemistry/resource/res00001116/coshh-resource#!cmpid=CMP00002108
HSE Publications http://www.hse.gov.uk/pubns/
Page 11 of 35
13. Important ContactsEMERGENCY (Fire, Police & Ambulance) When on Campus:Internal phone – 2222 External phone – 0121 359 2922Security Control Office – 4803Urgent Repairs – 4328 (Security outside normal hours)
14. Reporting of Incidents and HazardsAll incidents, hazards, near misses, accidents and non-consensual violence (including verbal abuse) must be reported immediately to: School Technical Manager: Mr. M. W. Robinson 3091 [email protected] Person’s Supervisor Trade Union Health & Safety Representative(s)If the School Technical Manager is unavailable inform the Academic, Technical or Radiation Advisor or the School Manager (Trevor Knight 3968 [email protected]). If out of hours inform Security; and report to the relevant people the next day.An accident report https://www2.aston.ac.uk/staff/safety/guidance/index must be filled in. Copies being sent to: Head of Health & Safety – email [email protected] Insurance Officer – Finance Copy for School RecordsIn the event of an incident MAKE SURE YOU ARE SAFE. Do not rush in; assess the problems (risk) before giving assistance.
Immediately contact the Safety Office if a serious incident: Deaths, major injuries involving employees (arising from work activities), also anything that you think may result in an absence from work of > 7 days and deaths or injuries arising from work activities that results in a non-employee being taken directly to a hospital for treatment.
Incidents will be investigated by trained individuals within the Schools. Dependent on the severity of the event this may be by verbal or electronic method or by an inspection and the taking of statements.
15. Emergency Procedures FIRE PROCEDURE
In the event of a fire:I. Immediately sound the Alarm.
II. Inform University Security – 2222 – internal phone; 0121 359 2922 if calling from a mobile or outside line.
III. Do not procrastinate, if you think there is a fire ring the alarm immediately.IV. Do not take any risks in trying to control the fire – only fight the fire if you have
been trained to do so – ensure you have an escape route at all times. EVACUATION OF THE BUILDING
I. All campus buildings are fitted with a two-tone electronic alarm.The main building has a two-stage fire alarm system: Stage 1: intermittent single tone (accompanied by female voice instructions) indicating that a fire alarm point has been activated or a potential emergency has been reported – prepare to evacuate cease normal activities store hazardous materials safely and if possible turn off gas, close doors and windows and also turn off non-essential electrical appliances.Stage 2: a continuous two-tone alarm (accompanied by male voice instructions) – evacuate immediately. If a continuous alarm is activated without a stage 1 phase – evacuate immediately.
Page 12 of 35
All other buildings on campus have single stage alarms – evacuate immediately the alarms sound.
II. If you hear the alarm all occupants must leave the building by the shortest route. Do not stop to collect belongings. Do not use lifts.
III. Fire Wardens will ensure the building is cleared and that people are following the correct drill and that rooms are vacated, they will also stop re-entry to the building.
IV. Do not re-enter the building until authorized by Security, Fire Warden or Fire Officer in charge.
V. Assemble at the designated assembly point – Main Building & Wings – Car Park 12 (covered car park underneath the football pitch).Vision Sciences & Aston Day Hospital/Aston Brain Centre – Fountain Area in Front of Main Building.
BOMB THREAT PROCEDURES
Advice to staff on action to be taken on answering a bomb threat call.I. As soon as it is clear the caller is making a bomb threat let them finish without
interruption. If you have to reply to a statement keep it to one or two words. While the caller talks, get the message exactly and write it down immediately.
II. Listen for any clue to: a) Caller’s sex and approximate age.b) Noticeable condition affecting speech, such as drunkenness, laughter, anger, excitement, incoherence.c) Peculiarities of speech, such as foreign accent, mispronunciations, speech impediment, tone and pitch of voice.d) Background noises audible during call, such as music, traffic, talking, machinery
III. When the caller has given their message, try to keep them in conversation. The following are key questions and should be asked, if possible after the caller has given their message:a) Where is the bomb located?b) What time will it explode?c) When was it placed?d) Why was it placed?
IV. Note whether the caller repeated their message or any part of it. Note the exact time of its receipt. Write down the message immediately after the call. Immediately after that, notify Security of details of the emergency 2222 (0121 359 2922 if calling from a mobile or outside line).
V. Repeat the message exactly as you received it, plus any other details you were able to note, particularly any code word used.BE CALM LISTEN CAREFULLY REPORT EXACTLY
VI. If a message is found on voicemail do not delete and inform Security immediately.
Page 13 of 35
16. Training.Training of staff and students is an important function that should not be neglected by either the Schools or the individual. A heavy workload is not an excuse for missing training. All staff and students will receive training dependent on the type of work being conducted.The University provides various health & safety training in the form of on-line and face-to-face courses, they complement that provided by the Schools and dependent on the role within the University will provide an additional resource.The University Fire Safety on-line course is obligatory and must be completed every two years.Because of the specialist nature of the type of work we conduct training is essential, training/instruction and information can also be provided by learned bodies and these should be referred too when required.Excellent training on Chemicals is provided by the Royal Society of Chemistry: http://www.rsc.org/learn-chemistry/resource/res00001116/coshh-resource#!cmpid=CMP00002108 and should be undertaken by all who work regularly with Chemicals.Undergraduate and Post-Graduate Taught students will receive various training throughout their course which will include, Induction, training specific to any higher risk work e.g. practicals and more detailed training before and during project work.Staff and Post-Graduate Research (PhD) students a training programme has been developed all staff and research students must conduct the relevant training at the earliest possible time. Health & Safety training requirements are outlined in a document on the School Intranet (see section 12). Information will be sent to you by companies whose software we use: eLearning health & safety training packages – Safety Media Ltd. https://www.safetylearning.co.uk/login/astonuniversity?notloggedin=true Risk assessment software – Assessnet™ (Riskex). https://www.assessweb.co.uk/version3.2/security/login/frm_lg_entry.asp? Induction: All new staff, post-graduate research students must have a safety induction session.An induction process should be developed for higher risk/complicated process areas i.e. Laboratory/Clinic areas particularly areas with complicated equipment/processes. After induction recipients must sign to say they understood the training – copies being deposited with the School Technical manager.At University level various induction videos are to be viewed before commencing work, you will be notified on acceptance to the post.Post-graduate research (PhD) students will receive an H&S induction tutorial as part of their general induction into the University. All staff and research students will receive an induction training programme by their supervisor/line manager; the purpose of this induction is to:
Gather information on the type of work to be conducted while in the School. Discuss responsibilities and risk assessments. Discuss good safety practice – detail dependent on function. Discuss specific risks such as – Fire; Manual Handling; Electrical; Waste;
Biological; Chemical; Human Material; Radiation and any other issue relevant to their function.
Organize further training. Organize any required vaccinations. Ensure inductees are informed of the location of health & safety information –
Blackboard, School Intranet, University web pages.
Page 14 of 35
Ensure inductees are informed of any welfare issues – location of facilities etc.School Technical Manager should be contacted if any additional information is required. Hepatitis B guidelines are on the School Intranet (see section 12).Work based training:Training, induction and instruction is also provided within specific areas of the Schools, which is dependent on the type of work being conducted and the risks that are present within that area – this will be organized by your supervisor/line manager. For example University provided training.Training is not an exhaustive process and other courses may be required dependent on the type of work and also different levels of responsibility. Those working in wet laboratories (Biological & Chemical) will receive induction/specific training developed by the wet-lab user group. Supervisors/managers contact Jiteen Ahmed ( [email protected] ) for details and organisation of the training.Individuals are obliged to attend courses as instructed by the Heads of Schools or their delegates and the Schools have a duty to keep records of staff training.
Work experience placements for School Children please refer to Young Persons Guidance on the School Intranet (see section 12).
Page 15 of 35
17. Safety SignsSafety signs are used to provide information and instruction and must comply with the current regulations http://www.hse.gov.uk/pubns/priced/l64.pdf. It is essential that all staff and students understand and follow this information.Type of signs and examples:
Page 16 of 35
Mandatory signs:These signs indicate that a particular course of action must be undertaken.
Blue and white circles.
Prohibition signs:A range of signs to prohibit certain types of behaviour.
Red circles with red line through them.
Cautionary signs:Clearly display areas where caution is required.
Black and yellow triangles.
Safe Procedure signs:Clearly identify escape routes, fire assembly points and the location of first aid facilities.
Green and white boxes.
18. General Safetyi. It is your responsibility to ensure that your actions do not jeopardize your safety or
that of other members of staff, students, visitors and contractors. It is essential that you understand the methods that you are using and how to operate any equipment you are required to use. Misuse can lead to personal injury and/or expensive damage. For these reasons all members of the School must be instructed by their supervisor on the correct use of equipment and materials – remember that specialist equipment will have a person responsible for that equipment; in that context that person is your supervisor. IF IN DOUBT – DO NOT DO IT
ii. Laboratory coats must be worn when working in laboratories.iii. Eating, drinking or the application of makeup is not permitted in laboratories. Food or
drink must not be stored in laboratory refrigerators or freezers. The only place to store food and drink is in a properly designated area.
iv. It is illegal to smoke/vape within any building at Aston University and there is a 5 metre exclusion zone prohibiting smoking/vaping.
v. No one should undertake high-risk activities out of normal working hours.If working alone out of hours is unavoidable – refer to the Schools out of Hours policy.It is preferable that if possible two people work together, make sure you are secure from intruders (Out of Hours Policy on the School Intranet – see section 12).Undergraduates must not work in laboratories unsupervised.
vi. Mouth pipetting is forbidden. Mechanical pipetting devices should always be used.vii. Personal protective equipment (PPE’s) must be worn if the procedure has been
assessed with this proviso.viii. Use a proper carrier when transporting Winchester bottles. Do not carry them in your
arms or by the neck of the bottle. Winchesters must be stored in safety cabinets provided.
ix. Fire doors must be kept closed (unless linked to the fire alarm system).x. All staff/students must familiarise themselves with the location of first aiders, fire
alarms, fire extinguishers and emergency exits. Visitors and contractors must be provided with adequate information on what to do in an emergency by the appropriate sponsor.
xi. Samples stored whether at room temperature, in fridges, cold rooms or freezers must be properly labelled – what it is; date prepared, who’s it is; hazard label if needed.
xii. All staff/students are responsible for maintaining their laboratory/work area in a clean and tidy condition. Good housekeeping is essential for safe working.
xiii. When people leave the University’s employ they are responsible for ensuring that their work area is left in a safe condition – includes safe disposal of chemicals, cultures, samples etc.
xiv. Gloves worn in laboratories must not be worn outside these areas – when work has finished remove gloves and wash hands.
xv. Personal music devices (e.g. MP3 players, personal stereos) are not allowed in laboratory areas. If radios are used in labs they must be treated as laboratory equipment – do not interchange between clean and lab areas.
xvi. The use of mobile phones should be avoided in a laboratory, if unavoidable wash hands before use, if gloves are worn remove gloves and wash hands before use. Due care and attention should be used to avoid the oral transmission of hazardous materials.
Page 17 of 35
19. Basic First Aidi. Bleeding: control bleeding. Notify first aider.ii. Burns and scalds: cool affected area by immersing in cold water, using shower heads
or cover with a wet cloth, until burning sensation ends (minimum of 15 minutes). Speed is essential, notify first aider. Never use adhesive dressing or topical treatments.
iii. Chemical on skin or in eyes: rinse in water (minimum of 15 minutes). Notify first aider.iv. Phenol: wash with copious amounts of water, and then rub in PEG300. v. Gloves and suitable eye protection should always be worn when using phenol.
VI. DO NOT PUT PEG 300 IN THE EYE. Notify first aider.
20. First Aid Provisioni. The Schools have a number of First Aiders, also all University Security staff are
trained first aiders. The Schools will assess the requirements for First Aiders and ask for volunteers if required.
ii. The first aiders are trained via the University’s Health & Safety Office.iii. First aiders who provide first aid should link that provision to an Accident/Incident
report form – ensuring the form is forwarded to the STM as outlined in Section 13. An exception to this is if providing a dressing for an old wound.
iv. First Aid Boxes are the responsibility of trained first aiders, any first aid boxes not under the responsibility of a first aider should be discarded.
v. In research laboratories plaster dispensers are provided to cover any old open wounds/broken skin, if an accident occurs in these areas the incident must be attended by a first aider and an accident form completed – see section 13. Undergraduate/post-grad taught students working in practical’s with broken skin should notify a member of the technical staff to obtain a dressing.
vi. The Schools have an automated external defibrillator in the main building Life & Health Sciences main reception – 6th floor room MB625 – this is maintained by the School Technical Manager. Within the main building security also have one.
21. Electrical Safetyi. All equipment before each use should be given a visual inspection by the user.
Report immediately any malfunction, worn cable, damaged plugs or sockets to your supervisor/line manager. Do not use if damaged.
ii. Do not use un-fused adapters – use a fused ‘safe-block’ if absolutely necessary.iii. All electrical equipment is PAT (portable appliance testing) tested by a commercial
company (FLS).iv. Thermostat failure is a common cause of fire. Non School heating equipment is not
allowed within the University. If there is a problem with temperature Estates and Facilities should be informed. Fan heaters have been banned by the University Health & Safety committee and must not be used; if heaters are required for specific areas after consultation with Estates and Facilities oil filled radiators should be used. Water baths should not be left running – turn off when not incubating anything – if left on for a long time a robust procedure must be in place to ensure it does not dry out. Fan heaters cannot be ordered.
v. Personal electrical equipment should be kept in a safe condition if brought into the School. They must be PAT tested as part of the testing cycle.
Page 18 of 35
22. Assessments.There is a statutory requirement to carry out risk assessments for all work activities. The purpose of risk assessments is to allow for systematic identification of hazards so that any risk can be prevented or controlled to an appropriate standard.
Hazard – the potential to cause harm or adverse effects. A hazard is a property of any substance, equipment or activity which can cause injury or harm to health or adverse effects.Risk – the likelihood of the harm or adverse effects of a hazard being realized.
There cannot be any risk if there is no hazard. However, with appropriate control measures it is possible to reduce or eliminate any risk even if there is a serious hazard.At project conception and before protocols are drawn up, consideration should be given to possible health and safety risks and controls.
1. Identify the hazards, e.g. for hazardous substances the following must be considered: Storage
Transport Preparation of solutions Performing the experiment Dealing with accidental releases Clearing up after the experiment Disposal of waste 2. Decide who may be harmed – Include people who may not be in the workplace
all the time e.g. cleaners, maintenance, visitors, contractors etc. If the work area is shared with others then they must be taken into consideration if there is a chance they could be harmed, and made aware of the nature of the work and the conclusions of the risk assessment.
3. Evaluate the risks arising from the hazards and decide on control measures.a) Can the hazard be removed altogether? Is there a substitute which has no risk / less risk?b) If there is no substitute then how can the risk be controlled so that harm is unlikely?
Control of risksElimination/Substitution
Elimination – do not do it or purchase readymade or pre mixed chemicals/solutions, thereby eliminating the need to use the raw material.
Substitution – by something less hazardous and involving less risk.Engineering controls
Enclosure (Microbiological Safety Cabinet, fume cupboard etc.) enclose it in a way that eliminates or controls the hazard/risk.
Segregation of people e.g. working in designated areas. Mechanical aids to move heavy objects.
Administrative controls Safe system of work that reduces the risk to an acceptable level e.g. a standard
operating procedure (SOP). Such procedures should cover the method and order of work, use of protective clothing and equipment and any special precautions which are necessary.
Permits to work – used in specific areas to control risk and allow work to be performed for a defined purpose, for example they are used in our radiation area to allow outside contractors to repair/service equipment.
Controlled areas – for example the use of restricted access systems (card access) so that only authorised persons can access the area.
Adequate training and supervisionPersonal Protective Equipment (PPE)
Page 19 of 35
Lab coat, gloves, eye protection etc. Within the risk assessment it must be stated what PPE is required i.e. the specification for the correct protection.
Information/Instruction Safety signs COSHH forms (Control of Substances Hazardous to Health). Both biological and
chemical GMO assessments
Assessments must be regularly reviewed and revised if necessary. Workplace changes, new equipment, substances and procedures could all lead to new hazards and risks.
Particular attention must be paid to out of hours and lone working; principal investigators (PI’s) must ensure only authorised work is carried out by authorised persons and that these people are aware of emergency procedures. Reference must be made to the Schools Out-of-Hours policy and the University’s Lone Working policy and reference to these activities must be covered in the relevant risk assessments.Assessnet™ is a computer package that the School has a licence for and should be used as a permanent record of your risk and COSHH assessments. All staff and research students (PhD) will be provided with log-on details. The licence we have is for a site licence with 6 concurrent users.The system is maintained by:
Name Room Phone email Function1 Steve Russell MB536 4005 [email protected] Main Contact2 Jiteen Ahmed MB434L 3897 [email protected] Second Contact3 Fatehma Begum MB536 [email protected] Biological Contact4 Daniel Burrell MB434L 3156 [email protected] Chemical Contact5 Mike Robinson MB625C 3091 [email protected] Third Contact
Training will be provided on the use of the system by Steve Russell. Managers/supervisors must ensure that the risk assessments are suitable and sufficient for the work being done.
Page 20 of 35
HAZARD ARISING
FROM THE WORK BEING CONDUCTED
WHO MIGHT BE HARMED
EVALUATE THE RISKS – DECIDE ON CONTROL
MEASURES
RECORD THE ASSESSMENT
ON ASSESSNET™
REVIEW
5 Steps for Risk Assessment
Certain specialist/higher risk assessments are recorded on specific forms: Biological Risk Assessments – Genetic Modification; Transgenic and Category 2
Biohazards have separate forms these are ratified by the University Biological Safety (Incorporating GM) sub-committee.
Ionizing and Non-Ionizing Radiation assessments – there are set forms overseen by the Schools Radiological Safety user group.
23. InspectionsFormal inspections of the Schools areas are monitored by the Schools health and safety committee in a rolling manner with reports going back to the committee.
The programme for the inspection of laboratories is organised by the wet lab users group.
Higher risk areas should also conduct regular (6 monthly minimum) inspections using checklists provided, see School Intranet H&S site. These self-inspections should be forwarded to the wet lab users group so that any issues can be addressed and follow up inspections can occur.
Other areas of the School should organise a safety inspection at least annually. A record of corrective action must be made and linked to the inspection report, the
actions required should be prioritised and linked to a responsible individual. Records of safety inspections should be sent to the School Technical Manager so
a central repository is maintained.
24. Biological SafetyDEFINITION OF BIOLOGICAL MATERIAL.Any microorganism, fungi, prion, cell culture, parasite, human or animal tissue (including blood, urine and other body products) or plant materials which may cause infection, allergy, toxicity or any other risk to human health or risk to the environment.Risk assessment of biological hazards are specifically covered by the Control Of Substances Hazardous to Health (COSHH) whilst risk assessment of genetically modified organisms (GMO) are covered under the Genetically Modified Organisms (Contained Use) 2014 regulations (This includes both work to produce or construct a GMO and work using organisms already modified). Risk assessments must be carried out before any work commences and are an integral part of the planning of a project as they may highlight potential problem areas and unforeseen expense. Assessments should consider appropriate containment facilities to match the hazard category, appropriate PPE and health surveillance, including vaccinations if necessary. It must also consider suitable methods of disinfection, decontamination and waste disposal to match the pathogen – essential that reference is made to the Schools Waste Policy on the School Intranet (see section 12).
CLASSIFICATION OF HUMAN PATHOGENSThe main risk to health and safety from biological hazards is infection with a pathogen. This could be through either working with that pathogen or it being a contaminant in another sample. Pathogens are classified as follows:
Hazard Group 1(Cat.1)
A biological agent unlikely to cause disease
Hazard Group 2(Cat.2)
A biological agent which can cause disease and may be a risk to employees. It is unlikely to spread to the community and there is usually effective prophylaxis or treatment available.
Hazard Group 3(Cat.3)
A biological agent that can cause severe human disease and presents a serious hazard to employees. It may spread to the community but there is usually effective prophylaxis or treatment available.
Page 21 of 35
Hazard Group 4(Cat.4)
A biological agent that can cause severe human disease and presents a serious hazard to employees. It is likely to spread to the community and there is usually no effective prophylaxis or treatment available.
The above classifications also define the containment level at which the organisms must be handled (see safety cabinet information). Reference should be made to the approved list of biological agents: http://www.hse.gov.uk/pubns/misc208.pdf.Where uncertainty exists about whether or not a pathogen is present e.g. clinical samples, then a minimum of Containment Level 2 must be used. There are no facilities within the School to handle Hazard Group 3 or 4 agents. Biological risk assessments are vetted by the University Biological Safety Sub-Committee, they require to see only Category 2 or above projects (apart from GMO’s – see below).Assessment of Category 1 projects should be filed along with relevant COSHH assessments and work may start immediately. Category 2 project assessments must be passed to either the School Technical Manager or the University Biological Safety Officer who will submit them to the Sub-Committee. Work must not start until they give permission.
WORK WITH GENETICALLY MODIFIED ORGANISMS (GMOS)Definitions of Genetic Modification:
1. Recombinant DNA techniques consisting of the formation of new combinations of genetic material by the insertion of nucleic acid molecules. These may be produced by whatever means outside the cell and inserted into any virus, bacterial plasmid or any other vector system so as to allow their incorporation into a host organism in which they do not occur naturally but in which they are capable of propagation.
2. Techniques involving the direct introduction of heritable material prepared in the laboratory into an organism e.g. Micro injection, Macro injection, Microencapsulation etc.
3. Cell fusion or hybridisation techniques where live cells with new combinations of heritable genetic material are formed through the fusion of two or more cells by methods that do not occur naturally
Work to construct or use GMOs must be submitted to the University Biological Safety Sub-Committee via the School Technical Manager or the University Biological Safety Officer. All work with GMOs must be approved in advance and the approval procedure will vary according to the class of work to be undertaken.
For Class 1 projects involving Genetically Modified Microorganisms (GMMs) and any work with transgenic animals and plants that do not pose a greater risk to human health than their unmodified counterparts. The assessments must be reviewed and approved by the University Biological Safety Sub-Committee before work can commence.
For Class 2 GMM work the project must be reviewed and approved by the University Biological Safety Sub-Committee and notified to the Health and Safety Executive (HSE). An acknowledgement of receipt of the notification must be received from the HSE before work can commence, however subsequent comments or recommendations made by the HSE must be acted upon.
For Class 3 GMM work there are no facilities. Please note the HSE charge a fee for all GM project notifications. Unlike Human Pathogens there is no list of organisms that can be referred to to
determine class, this must be done by risk assessment. Validating the effectiveness of various disinfectants against GMOs will involve
carrying out an experiment as the risk assessment requires numerical data to back up the validation, although for Class 2 organisms published data is sufficient, but must be relevant to the work being conducted.
MICROBIOLOGICAL SAFETY CABINET
Page 22 of 35
The majority of cabinets within the School are Class II microbiological safety cabinets: An open fronted cabinet where the workspace is protected by a down flow of sterile air. Air is also drawn in through the front to give operator protection; therefore both the operator and the work are protected. The hood is either ducted to the outside via a HEPA filter or is a re-circulating hood with a double HEPA filter. This type of cabinet is mainly used for Tissue Culture and can be used with Group 2 agents.
GUIDE TO THE USE OF A MICROBIOLOGICAL SAFETY CABINET (MSC)
1. MSC operation Make sure this is the correct type of cabinet for the intended work Turn the MSC on and allow at least 5 minutes for airflows to settle down Make sure it is working correctly by checking the airflow rate on the indicator
located on the facia of the cabinet Check the cause of any alarms - do not just mute
2. Preparation for work Swab internal surfaces with disinfectant e.g. 1-10% TriGene (Anistel) (Distel) Place all work items needed in the MSC before starting work Do not overfill the MSC with equipment/plastics etc. – do not use cabinets as
additional storage space. A crowded, cluttered cabinet will not work correctly. Ensure the area immediately in front of the MSC is free from obstructions
3. Working Procedures Be aware of the protective curtain of air at the front of the cabinet Do not obstruct the front grill with equipment, paper work Try to work in the centre of the MSC towards the rear. Do not use centrifuges or Bunsen burners, only approved micro-burners may
be used. Work singly – most cabinets are not designed for two operators.
4. After completion of work Clean up any spillages on the working surfaces and in the trough below Remove all equipment and consumables – except cabinet assigned
equipment e.g. pipettes Swab internal surfaces with disinfectant e.g. 1-10% TriGene (Anistel) (Distel) Leave MSC running for 5 minutes after use
Other types of cabinets used include Laminar flow cabinets – the function of this type of cabinet is just to protect the work, flow of clean air over the work area and into the operator’s body, do not use for category 2 work. We also use some reverse laminar flow cabinets – which clean the air before it re-enters the laboratory – these cabinets are used for some nano-material work.Fume cupboards must never be used for any type of work involving biohazards – MSC’s must never be used as a fume cupboard they are not spark-proof and any fumes will come back into the room.
WORKING AT CONTAINMENT LEVEL II Access must be restricted to authorised personnel only. The laboratory door must be closed whilst work is in progress. Where there is a risk of aerosol a Class II safety cabinet must be used. Laboratory coats must be worn. Gloves must be worn if the risk assessment requires it. These must be removed before
leaving the laboratory. Where possible sharps should be avoided. Glass Pasteur pipettes should not be used –
if they are required for a specific process justification is required and a risk assessment must be performed they should not be available for general use.
Hands must be washed before leaving the laboratory.
Page 23 of 35
Effective disinfectants must be available for routine use and in the event of a spillage. Bench tops and equipment must be disinfected after use.
DEALING WITH SPILLAGES OF BIOLOGICAL SUBSTANCES Small spills should be mopped up immediately with paper towels which are then put in an
autoclave bag and autoclaved. Wipe the affected area with a validated disinfectant. Larger spills should be contained with Precept granules. 500g of this gelling agent will
absorb up to 10L of liquid and is also a chlorine based disinfectant. After 10mins the material may be discarded as clinical waste. .Do not use Precept if the spillage is acidic, i.e. urine, as this will result in the rapid liberation of large quantities of chlorine.
All accidents and incidents must be reported.
HANDLING OF HUMAN BLOOD, BLOOD PRODUCTS AND OTHER HUMAN TISSUES. All human material should be treated as potentially infectious and should be handled at
Containment Level 2 unless a higher degree of Containment is indicated. The main concern is the possible presence of blood borne pathogens, notably human
immunodeficiency virus (HIV), Hepatitis B virus (HBV) and Hepatitis C virus (HBC). The commonest route of blood borne infection in the laboratory is by inoculation or entry
via cuts or abrasions. Care must be taken to avoid contamination of the skin and eyes and accidents with
scalpels, needles and other sharps. Although airborne infection is less common, it should not be assumed that it cannot occur, therefore aerosol production must be minimised. All human material should be treated as potentially infectious and should be handled with care.
CHECKLIST FOR USERS OF BLOOD AND BLOOD PRODUCTS IN RESEARCH: Persons working with human blood or tissues should be immunised against Hepatitis B
in advance of the work starting. Refer to the School Intranet (see section 12) for guidelines on the need and the process of getting Hepatitis B vaccination.
All blood and blood products must be handled safely under appropriate containment conditions. Specimens with a high risk of containing HIV or HBV must be handled appropriately.
For work with potentially infected samples, the use of sharps should be avoided unless there is no alternative. If they are used, they should be placed directly in a sharps container for disposal. Needles should never be re sheathed.
Use appropriate personal protective equipment when handling human blood or tissue (lab coat and gloves resistant to micro-organisms at least rating 2 but preferably 3). Goggles and an apron should be used where there is a risk of splashing.
In the event of a needle-stick injury: 1. Encourage the wound to bleed.2. Wash area with soap and water.3. If skin, eyes or mucous membranes are contaminated then these areas should also
be washed (eye wash facilities are available throughout the School in all laboratories performing wet work).
4. Get assistance from a First Aider.5. All accidents must be reported to the School Technical Manager immediately.
GUIDANCE ON THE SAFE USE AND DECONTAMINATION OF LABORATORY EQUIPMENT.Before using any laboratory equipment, the user must be competent, training is provided by your supervisor (people responsible for equipment in this context are your supervisor) and records kept.Ultra-centrifuges and CentrifugesThe manufacturers’ guidelines must be followed at all times.Staff/students must not use ultra-centrifuges without proper training. Centrifuges must be positioned so the operator can see into the bowl. All spillages must be cleaned up immediately. Centrifuge tubes/containers must be filled and balanced before placing in the buckets.
Page 24 of 35
Cat II Biohazards should be centrifuged in sealed buckets and if ultra-centrifuging, sealed tube assemblies must be used.
All centrifuges must be locked when in operation and must not be able to be opened when running.
Decontamination of Ultra centrifuges and Centrifuges:Routine disinfection of clean surfaces (if a surfactant is required ensure a neutral pH e.g. use Neutracon instead of Decon 90)1. Swab with a suitable non corrosive disinfectant such as TriGene (Anistel) (Distel). (DO NOT
USE VIRKON OR ANY OTHER CHLORINE BASED DISINFECTANT AS THIS WILL CORRODE THE ROTORS/BOWL)2. Rinse with water, dry.Tube breakage in unsealed bucket or rotor1. If possible, leave the centrifuge closed for at least 30 mins.2. Place all broken tubes, caps, trunnions and the rotor in a suitable disinfectant for at least
1 hour (preferably overnight).3. Unbroken, capped tubes may be swabbed with disinfectant and the contents recovered.4. Swab the bowl thoroughly with disinfectant, leave overnight and then swab again. Rinse
with water and allow to dry.Tube breakage in sealed buckets1. Take the bucket/rotor to a safety cabinet and open.2. Decontaminate as above.
SonicatorsThese may produce aerosols which may be liberated into the environment, particularly if the probe type is used. A complete assessment must be performed and if necessary the sonicator must be used
in an appropriate safety cabinet. Cleaning with a suitably validated disinfectant after use is essential.
Cryostats/Microtome Care is needed when cutting infectious material. Unfixed material containing Hazard
Group 3 agents must not be sectioned unless appropriate containment is provided. Blade guards should be used when not cutting Cleaning/disinfection procedures should be well established.
Water baths These can rapidly become contaminated with microorganisms including Legionella Spp.
Anything put into the water bath can also become contaminated. Suitable biocide may be used but consideration should be given to the effect on the
water bath material itself. The use of Bath Armor and similar products is recommended in baths not requiring
circulation – particularly in areas where contamination can be a problem. Regular cleaning rotas are essential. Water baths must not be left switched on overnight.The following types of equipment should be assessed when considering biohazard contamination and regular cleaning/decontamination procedures should be established: Shakers Large scale culture equipment Incubators Fridges/freezers Microscopes Pipettes
Page 25 of 35
25. Chemical SafetyCONTROL OF SUBSTANCES HAZARDOUS TO HEALTH (COSHH) Chemical safety is specifically covered by the COSHH regulations. COSHH requires
the risks posed by chemical substances to be assessed before any work starts. Principal Investigators/supervisors are ultimately responsible for ensuring these assessments are in place but more often this role is delegated to a suitably responsible member of staff.
Chemical substances (chemical elements and their compounds) and preparations (mixture of two or more substances, including solutions) are in common use throughout the School both as experimental reagents and cleaning agents/disinfectants etc.
Safety Data Sheet & Hazard Pictograms
All chemicals come from the supplier with a Safety Data Sheet (SDS) and containers are labelled with the appropriate hazard warning symbol. The classification of hazardous substances and labelling of containers is prescribed by law.
Along with each Hazard Pictogram (see below), there are accompanying Signal Word and Hazard Statements. Detailed guidance on labelling and packaging in accordance with the new regulations is available at:https://echa.europa.eu/documents/10162/23036412/clp_labelling_en.pdf/89628d94-573a-4024-86cc-0b4052a74d65Classification is normally based on available experimental data but you must remember that the long term effects of many chemicals will not yet be known, therefore even if a chemical carries no hazard warning symbol it is wise to handle the chemical with caution.
The Schools now subscribe to a chemical inventory database, ChemWatch. If appropriate for your work you will have been assigned logon details. If unsure please contact the Schools Chemical Safety Advisor Daniel Burrell: [email protected] .This software has various functions and provides additional information to Chemists. We use it as an aid to H&S by providing an inventory of our chemicals including their location. It is essential that each lab has an up-to-date inventory of the Chemicals stored. This information is critical in conducting a DSEAR assessment of the building which would be invaluable if there is a major Chemical Incident.
Any chemical which carries a Hazard Pictogram must be COSHH assessed and steps taken to reduce or eliminate any risks.
Hazard Pictograms
Page 26 of 35
COSHH All substances used and produced by an activity must be identified. Percentage
compositions are required for mixtures/solutions and it is necessary to know what form the substances will be in e.g. gas, vapour, liquid, fume, dust, mist, aerosol or solid. The form of a substance may change during an activity because of the effect of temperature.
A method of the procedure to be undertaken – often referred to as a Standard Operating Procedure (SOP) – is essential for safe working and to be able to complete a fit for purpose COSHH assessment.
Physical and chemical properties such as boiling point, vapour pressure, evaporation rate and particle size are very important to hazard and risk as they influence the mobility of a substance. All this information will be in the SDS in the form of 16 headings, this with the SOP will provide the information to conduct a COSHH assessment:1) Identification2) Hazard(s) identification3) Composition/information on ingredients4) First-aid measures5) Fire-fighting measures6) Accidental release measures7) Handling and storage8) Exposure controls/personal protection9) Physical and chemical properties10) Stability and reactivity11) Toxicological information12) Ecological information13) Disposal considerations14) Transport information15) Regulatory information16) Other information
In most cases the harm is not caused by the substance alone but by an unsafe condition arising from the way a substance is used or produced or by the way a substance is stored. In many instances a substance must be released in some way for an unsafe condition to arise e.g. a spillage or aerosol.
Unsafe conditions include: An atmosphere contaminated with gas, dust, vapour, fume or aerosols causing personal
exposure by inhalation or eye and skin contact. Oxygen deficiency which may lead to asphyxiation. Spills or splashes of liquids Mixing of incompatible substances leading to violent reaction and/or the release of
further hazardous substances. Overheating, excess pressure or exposure to sources of ignition leading to fire or
explosion.Chemical Hazard and Risk Assessment (COSHH) involves: Identifying the chemical substances used, produced or released in an activity. This will
include how much of a substance is used, are two or more substances mixed and procedures such as pouring, mixing etc.
Gathering information about the hazards and the harmful or adverse effects of the substances – this information can be found on the Safety Data Sheets (SDS) sent with the chemical from the supplier, available on ChemWatch.
Considering whether and how harm or adverse effects could arise from the way the substances are used and the way they are stored.
Identifying the people whose health and safety may be endangered. Considering what methods of prevention and control are required e.g. PPE, fume
cupboards etc.
Page 27 of 35
Identifying any need for monitoring e.g. the performance of control methods, personal exposure, health etc.
Having procedures and controls in place for foreseeable emergencies. Identifying the information, training and instruction required for individuals to be able to
work safely and competently. Having appropriate waste disposal procedures in place – refer to the School’s Waste
Policy.Some health effects are considered serious at all levels of contact because of the nature or irreversibility of the consequences: Mutagenic – capable of changing the genetic material that determines the heritable
characteristics of living cells. Carcinogenic – can cause uncontrolled cell growth giving rise to a cancer. Reproductive – may impair fertility or cause developmental damage before
conception, during pregnancy or after birth. Allergenic – can cause hypersensitive condition.
Storage of ChemicalsThe main risks from the keeping and storage of hazardous substances include: Injury and ill health caused by exposure to escaping substances Fire/explosion involving flammable or unstable substances.These risks may also arise if incompatible substances are incorrectly stored together and an incident causes them to come into contact, substances should be separated and segregated according to their incompatibilities.The greater the quantity of hazardous substance, the greater the risk from these hazards. Small quantities of hazardous substances may be kept in the laboratory in suitable cabinets or bins. These amounts must be kept within the specified limits and not be excessive to the rate of usage. Please refer to http://www.hse.gov.uk/fireandexplosion/storageflammliquids.htm
indicating the volumes of flammable materials that can be stored. This is dependent on flashpoint and type of cabinets that are used to store the items.
Individual containers should not exceed 2.5 litre capacity. If larger containers are required please discuss with the School Technical Manager.
Flammable chemicals must not be stored in fridges/freezers if they are not spark-proof. Within the laboratory Winchester bottles of flammable liquids should be stored in labelled
metal solvent cabinets/bins. These should be located away from the exit of the laboratory so that in the event of a fire, if the solvent ignites, it does not prevent escape.
Cabinets/bins for keeping hazardous substances within laboratories must be constructed of non-combustible materials and able to resist fire for at least 30 minutes.
Small amounts of solvent may be kept on the bench for daily use but these containers must not exceed 500mls in volume.
Corrosive substances must be stored in a separate cabinet/bin. Bottles should sit in a tray able to contain spillage equivalent to 110% of the contents of
the largest container. Fuming substances should be stored in a ventilated cabinet/bin. TOXIC substances must be locked away and an up to date inventory kept. Hazardous liquids must not be stored on high shelves.
Guidance for Work with PhenolPhenol is TOXIC, MUTAGENIC, cause’s burns and there is some evidence it may be a reproductive hazard. It can pose a severe health hazard and should be handled with extreme caution. Phenol is highly corrosive to the skin and readily absorbed through it (aqueous solutions as dilute as 10% may be corrosive). Toxic and even fatal amounts can be absorbed through relatively small areas. Children are particularly vulnerable and must not be allowed into research laboratories. If heated, phenol will produce flammable vapours that are highly toxic and explosive.
Page 28 of 35
Because of the local anaesthetic effect of phenol, little or no pain will be felt on initial contact however; skin will generally turn white before severe burns develop. Ingestion of as little as 1gram can be fatal to humans.Repeated or prolonged exposure to phenol or its vapours may cause headache, nausea, dizziness, difficulty swallowing, vomiting, shock, convulsions or death A COSHH assessment must be carried out. Work which is liable to release airborne phenol must be performed in a fume cupboard. Personal Protective Equipment must be worn e.g. lab coat, suitable gloves (known to be
impervious to phenol and any other solvents used), which must be changed frequently, eye protection.
Ensure there is immediate and unobstructed access to an eyewash unit in the work area and that a phenol antidote/decontamination kit is available.
26. Dangerous substances and explosive atmospheresSpecial regulations to any substance that can create an explosive atmosphere (DSEAR), this includes the following type of materials:
Explosive Oxidizing Flammable Other substances that create an explosive atmosphere due to their Physio-chemical
properties Dust that can create an explosive atmosphere From June 2015 DSEAR also covers gases under pressure and substances that are
corrosive to metals.A suitable and sufficient risk assessment must be carried out on all hazardous material, if any of the above criteria apply, special consideration must be given to the reduction of the creation of an explosive atmosphere.Within the Schools the use of restrictive volumes and engineering controls (fume cupboards, local exhaust ventilation) are used. Therefore, a combined risk assessment with DSEAR taken into consideration is usually suitable and sufficient.There may be exceptions to this which will include decanting large volumes not using any form of engineering control, then a specific DSEAR risk assessment must be conducted.Training will be provided, level dependent on encountering different levels of risk.
27. Radiation SafetyAny work activity involving ionizing radiations will require prior authorization, via the Radiation Protection Supervisor (RPS). Before starting work a risk assessment must be completed following the Aston University Radiation Safety Management system (available on the University Safety web pages). Reference must be made to the Local Rules which are specific and applicable to either ionizing or non-ionizing radiation areas (for example, NMR facilities, Imaging Facilities and Radiochemistry facilities) within the School. Work with non-ionizing radiation must also follow the guidelines set out in the Radiation management system – specific reference is made to Lasers and magnetic fields – consideration must be given to the use of microwaves, UV and Infra-red or prolonged work in sunlight. Support and information regarding both ionizing and non-ionizing radiation must be sought from the RPS. Assessments are required for all work involving radiation of any type.
28. Personal Protective EquipmentPersonal protective equipment (PPE’s) is provided by the School for procedures that have been assessed and the most practical way of protecting individuals is to use PPE’s. This equipment must be treated with respect as it is provided to protect you. PPE’s must be worn when they are deemed necessary.PPE’s include the following but this list is not exhaustive and there use is dependent on the
Page 29 of 35
risk assessment:
I. WHITE COATS: these should only be worn in laboratories and must be used when using chemical, biological or radioactive hazards i.e. when working in a lab. If conducting Biological work a Howie Style Lab Coat must be used.They must not be worn in offices or in any area where food is consumed or in the toilet. White coats are not a uniform. White coats must be cleaned regularly. If contaminated, change immediately – a grubby lab coat is not amusing. See the School Intranet (section 12) on how to launder lab coats. Lab Coats are normally all white. We do use other colours/grades for specific purposes, these must be kept for this purpose only so that any cross contamination etc. can be eliminated: Special flame resistant white coats are available, particularly in the medicinal
chemistry lab. If a risk assessment concludes that this type of coat is needed – please discuss with the STM – if using pyrophoric chemicals these are essential.
Coats used in the radiation laboratory have yellow collars and must not be taken outside, laundry facilities are available in the Lab.
Colour coding is often used to delineate coats – particularly those used in Tissue culture (Blue coats or blue collar are often used), these should not be used in the normal laboratory; this reduces the risk of cross-contamination.
Purple coats are used in Biology laboratory classes – so that students can easily identify staff – these are not for general use.
Clinical Staff who use specific white coats for clinic purposes must not wear them in communal areas designated as clean. Do not use the same white coat for lab and clinic work.
Tunics used in Optometry/Audiology are not PPE, they are a uniform, and they must not be used in wet laboratory areas.
ii. GLOVES: these are worn for two purposes.a) To protect experimental material from contamination by the wearer.b) To protect wearer from harmful agents.Specialist chemical resistant gloves can be used if the assessment requires them. Do not just wear gloves because you think it will be safer – it has to be properly assessed – wearing the incorrect glove can increase the risk. Gloves are also worn to protect against extremes of temperature – again they have to be fit for purpose.Refer to the School Intranet (see section 12) for guidelines on the use of gloves as PPE. NB Disposable latex gloves should not normally be used.Be clear why you are wearing gloves. Only wear gloves when necessary. Do not touch communal areas with contaminated gloves, e.g. door handles, computers. Remove gloves once the work has finished and wash your hands. Do not wear gloves outside your work area, when you have gloves on you do not know what is on them it is easy to contaminate other items and also to transfer contaminants to other places such as your face.Remember gloves do not fail to safe. If they fail you can end up with increased exposure to the hazard.
iii. Eye Protection: Safety spectacles must be worn if the risk assessment requires there use (available from the School’s Consumables Store). If working in certain labs a safety sign on the door may indicate the requirement to wear them at all times. If spectacles are normally worn and you are in areas requiring safety spectacles the
Page 30 of 35
Schools can fund the purchase of prescription safety spectacles – contact the School Technical Manager for information and authorization.
IV. OTHER PPE’S: these will be referred to in the assessments for particular methods/tasks. It will include UV protective shields for observing Ethidium bromide gels, face shields for Liquid Nitrogen, dust masks for chemical/biological hazards and ear defenders for use around loud equipment.Safety apparatus must be stored in a suitable manner and accessible so that it can be used when required. It must also fit properly – dust masks in particular should be assessed to ensure they are suitable for the individual (face fit test to ensure a particular brand of mask is suitable for an individual – contact Wayne Fleary in the Biomedical Services Unit). Consideration may also be given to alternative Respiratory Protective Equipment (RPE) dependent on the work, risk assessment and individual needs.
29. Manual Handling OperationsAn assessment of all manual handling operations must be made. All lifting operations must be assessed before starting. Below are listed some of the important points about good manual handling techniques:
i. Plan the liftWhere is the load to placed? Use appropriate handling aids if possible. Do you need help with the load? Remove obstructions such as discarded wrapping materials. For a long lift such as floor to shoulder height, consider resting the load mid-way on table or bench to change grip.
ii. Position the feetFeet apart, giving a balanced and stable base for lifting. Leading leg as far forward as is comfortable.
iii. Adopt a good postureWhen lifting from low level, bend the knees. But do not kneel or over-flex the knees. Keep the back straight (tucking in the chin helps). Lean forward a little over the load if necessary to get a good grip. Keep the shoulders level and facing in the same direction as the hips.
iv. Get a firm gripTry to keep the arms within the boundary formed by the legs. The best position and type of grip depends on the circumstances and individual preference, but it must be secure.
v. Keep close to the loadKeep the load close to the trunk for as long as possible. Keep the heaviest side of the load next to the trunk. If a close approach to the load is not possible, slide it towards you before trying to lift.
vi. Do not jerkLift smoothly, keeping control of the load.
Manual handling training is provided by SafetyMedia, this should be completed by all staff and Post Grad research students. If manual handling is a large part of your job further training is available through the University run courses. A number of pieces of equipment are provided to aid manual handling within the Schools – please ensure by visual inspection that they are in good order before use, these include trolleys, sack trucks etc.
Lifting EquipmentThe School has a certain number of lifting units – Scissor lifts – a central record of these is kept by the STM and in conjunction with estates are regularly inspected, if any more are obtained please contact the STM. Lifting equipment is used to aid the manual handling process.
Page 31 of 35
A central record of dentist type chairs also needs to be maintained so that regular inspections of this equipment can be conducted – kept by the STM.Passenger lifts used by the School are maintained and controlled by Estates and Capital Development.
30. Building Maintenance/Contractors Any work on the fabric of the building must be carried out/coordinated by members of the
Estates and Capital Developments team, to ensure compliance with all relevant legislation in particular such issues as Asbestos.
Legionella control is managed by the University, however, Schools have a responsibility to manage the control locally – see Schools guidelines: http://www.aston.ac.uk/lhs/staff-intranet/health-and-safety/
Large scale work is managed by Estates and Capital Developments (ECD) in collaboration with the client (Schools).
Contractors coming onto campus are controlled and authorized via estates. Engineers coming to repair/service equipment for the Schools are normally inducted by
the STM and passes issued. However, if they are conducting work involving the fabric of the building or hot-work this will be overseen by estates.
31. Work at HeightWithin the Schools the only work at height is the use of step-ladders and kick-stools (a ladder is used in the Aston Brain Centre for topping up the MEG), the use of this equipment must be risk assessed. If you use step-ladders training must be completed and this is available on SafetyMedia.Ladders: All ladders within the School must be itemized on the School ladder inventory. These ladders must be examined before use and inspected regularly to ensure they are in good working order.
32. Work EquipmentThe Schools have a vast array of pieces of equipment a lot of it has already been discussed under the different headings. It is the Schools responsibility to ensure that all equipment is fit for purpose, however the only way to that is for all staff and students to ensure that before equipment is used a visual inspection will see if it is in good order. Do not use broken or damaged equipment, report the issue to your supervisor and do not use until repaired or replaced.Certain equipment is maintained by outside contractors, this is done for a number of reasons including statutory requirement (usually health and safety reasons), quality control (usually because of the complexity or sensitivity of equipment). The equipment tested for statutory reasons includes:
i. All electrical equipment – majority portable – rolling contract to do all these.ii. Gas detectorsiii. Microbiological Safety Cabinetsiv. Fume Cupboardsv. Anaerobic Chambersvi. Centrifugesvii. Autoclavesviii. Fire suppression systemsix. Scissor Liftsx. Compressorsxi. Various software – help to comply with regulations
A central record will be kept by the STM.
Page 32 of 35
Workstations/Display Screen Equipment (DSE) All work areas should be assessed for suitability of set up – approximately 40% of work
related sickness absence is due to upper limb disorders and lower back pain – this can be alleviated by design, good work practices and suitability of equipment.
All personal computer workstations for staff and research post-grad students have to be assessed (Display Screen Regulations 1992), the easiest way to do this is for everyone to conduct their own assessment.
Complete a DSE self-assessment form (http://www.aston.ac.uk/lhs/staff-intranet/health-and-safety/ Blackboard for PhD students). If no issues – no further action is required. If use of workstation changes, repeat the process
If issues arise from the self-assessment contact your subject DSE assessor for advice and to take the issues forward and correct the issues:
Area Name Internal Phone emailBiology Steve Russell 4005 [email protected]
Karan Rana [email protected]
Pharmacy Hayley Smith [email protected] Burrell 3156 [email protected]
Audiology Claire Wilkes 5012 [email protected] Dhanda 5001 [email protected]
Psychology Niteen Mulji 4071 [email protected] Diggins 4814 [email protected]
Optometry Matthew Hancock 4125 [email protected]
School Office VacantTrevor Knight 3968 [email protected]
DSE Admin. Mike Robinson 3091 [email protected] Ahmed 3897 [email protected]
Medical School VacantVacant
(If solutions cannot be found for issues then a professional assessment may be required – via our Occupational Health provider).
This assessment is specifically looking at how the work station is set-up with the intention of reducing the hazards associated with the use of DSE, this will include breaks away from the computer etc. It is not an assessment of job function.
Communal workstations involving the use of DSE, should also be assessed to ensure that the set-up is as efficient as possible. This should be done by the custodian of the relevant equipment.
Portable devices are not designed to be used for prolonged periods. If your preference is for a portable computer then a workstation should be set up that this can be linked into, then conduct a DSE as you would for a fixed computer – minimum extras include a keyboard and mouse, if using the portable screen then a stand would be required to bring to a usable height.
Eye tests are provided if requested for identified DSE users (use >1 hour continuously/day). Eye tests can be provided by LHS’s Optometry Clinic – contact: 0121 204 3900, email: [email protected], this service for Staff and Students is free.
Page 33 of 35
Eyesight tests must be repeated as often as is recommended by the examining optician, or more frequently if the employee experiences difficulties as a result of display screen work (for example, eyestrain or focusing problems).
If the examining optician prescribes corrective lenses for display screen work (middle distance), the Schools will pay the cost of a basic frame and the prescription lenses. Employees must pay any difference between the basic allowance and the cost of more expensive glasses, contact lenses or other corrective appliances.
33. Pregnancy“Whilst there are no legal requirements on employees to inform their employers that they are pregnant or a new mother they should bear in mind that their employer is not required to take any specific action until written notification has been provided. It is therefore important for the employee and her child's health and safety that employers should advise their employees to provide written notification as early as possible. Employers can also ask for a certificate from their employee's GP or midwife stating that she is pregnant”.Extract from HSE guidance http://www.hse.gov.uk/mothers/faqs.htm .Therefore staff or students who are, or believe they are pregnant should notify a suitable Health & Safety person (see Organisation), this must be in writing as soon as pregnancy is confirmed. A risk assessment of the working environment and work activities will then be undertaken by appropriate members of staff and records will be kept. The initial notification and risk assessments will be kept confidential if requested. If a risk is identified then it may be necessary to take appropriate action to reduce or remove the hazard. This risk assessment must be continually reviewed during this time. Caution should be maintained during breast feeding. During the construct of any risk assessment the risk to staff/students of child bearing age (male & female) must be considered and if a heightened risk is identified people working in the area must be notified.New and expectant mothers – guidance is provided by the HSE for health and safety: http://www.hse.gov.uk/pubns/indg373.pdf
34. DisabilityThe University has a disability policy and advice which can be accessed at the following link: https://www2.aston.ac.uk/staff-public/hr/policies/equality/index, it is important that any disability (permanent or temporary) that may have an impact on your job is notified to a suitable Health & Safety person so that fit for purpose risk assessments can be performed.
35. StressThe University does have an Occupational Stress Management advice which is available on the Human Resources (HR) web pages https://www2.aston.ac.uk/staff/wellbeing. Some cases can be self-managed and guidance is provided via an HSE leaflet. Other cases can usually be resolved by discussion with your line manager. However, if you think this is not practical or it has not worked confidential advice can be sought from HR who can put you in contact with the Occupational Health Service.Training is provided for individuals and managers on the Schools Safety Media software, the University also provides training on stress related issues and overall mental health. Further information/help is available at www.pamassist.co.uk (username: Aston; Password: Aston1).The School has a Wellbeing group with representatives from the Schools H&S Committee.
Page 34 of 35
36. HomeworkingHomeworking is sometimes allowed for some job functions within the Schools. When conducting work at home you are classed as still being at work and all job functions must be assessed and risk assessments conducted; particularly for higher risk activities such as Display Screen Equipment use, Manual handling and if you are using any substances hazardous to health; please refer to the relevant sections within this document.
37. Field Trips & Overseas Visits; Driving on University BusinessAny work carried out for research/teaching for the University off-site. All this activity must be risk assessed and reference must be made to the University safety management standard https://www2.aston.ac.uk/staff/safety and the following standards apply:
Overseas travel must be booked with Key travel Contingency plans to cover all reasonably foreseeable emergencies are in
place.Driving: Please refer to the Universities Driving at Work safety management standard (link as above). Please note this document is relevant if you use your own vehicle for University business (not commuting) such as driving to conferences etc.
38. Organization of EventsThe organization of events pose many safety issues and organizers must follow the Universities safety management standard if organizing this type of event the definition of which is:Event - An extra-curricular activity, curricular activity, fund raising activity, or promotional event, which involves any or all of the following:
A large gathering in public places or spaces. Arranging for, marquees, stands, stalls or promotional vehicles to be erected,
installed or utilised. Recreational or promotional paraphernalia being utilised in the public areas. The hire of equipment in conjunction with the proposed event. The connection of large numbers of electrical items utilising plugs and
sockets. The installation of electrical generators Connection to the university infrastructure The potential to cause damage to buildings, roads, pathways, grass or
landscaping.Reference must be made to the Estates and Capital Developments webpage where guidelines and forms are located: http://www.aston.ac.uk/about/estates/policies/.
Page 35 of 35
