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SAFETY CODE OF PRACTICE FOR THE FOUNDATION
BUILDING
IN AN EMERGENCY SITUATION RING SECURITY ON 2222
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CONTENTS Page SECTION 1 Emergencies 3-4 Fire 3-4 Bomb Threats 5 SECTION 2 Foundation Building Safety Policy 6 SECTION 3 Description of Foundation Building and main hazards 7 Organisation of Safety in the Foundation Building SECTION 4 Responsibilities and contact details 8-9 SECTION 5 Other important University contacts and responsibilities
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SECTION 6 Key Safety Issues Accidents / Incidents (reporting of) 11 Asbestos 11 Building defects / damage (reporting of) 11 Disabilities 11 Display Screen Equipment Assessments (DSE) 11 Electrical Equipment (Portable Appliance Testing (PAT)) 12 First Aid 12 Gas Leaks 12-13 Heights 13 Housekeeping 13 Late Working 13 Lone Working and Working from Home 13 Legionella 14 Manual Handling 14 Microwaves 14 New and Expectant Mothers 15 Overseas Working 15 Risk Assessments 15 Security 15 Sharps 16 Slips, trips and falls 16 Stress 17 Vehicles 17 Waste and Recycling 18 Weather 18 Young People / Work Experience / Placements 18-19 APPENDICES
1. Risk Assessment – office work 20-26
2. Risk Assessment – occasional manual handling of medium
loads
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3. Working with portable display screen equipment 28-30
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SECTION 1
You should become familiar with the following key emergency safety information:
Emergencies
IN AN EMERGENCY SITUATION RING SECURITY ON 2222.
Fire
On discovering a fire:
1. Operate the nearest fire alarm. 2. Ring 2222 to call the Fire Service. 3. Give clear and exact address. 4. Close all windows and doors, switch off all electric appliances. 5. Proceed to the assembly point.
On hearing the alarm:
1. Leave the building by the nearest available exit. 2. Close all doors behind you. 3. Report to the assembly point.
Do not take risks.
Do not stop to collect personal belongings.
Do not return to the building for any reason unless authorised to do so.
Do not use lifts.
Procedure for resetting the fire alarm: ‘Silence’ and ‘Reset’.
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FURTHER POINTS TO REMEMBER:
1. The assembly point for Foundation Building staff and visitors is the Cathedral steps
on Brownlow Hill.
2. The fire alarm bells are tested every Friday at 9.55am.
3. An annual fire evacuation exercise takes place usually in the autumn term.
4. Fire extinguishers are situated throughout the Foundation Building (usually at either
end of corridors). Fire extinguishers must only be used if you can do so without risk.
5. Fire doors must be kept shut. If you see any that are wedged open please do take
the wedge or prop away.
6. Please familiarise yourself with the location of fire exits, including finding alternative
exit routes should your usual one be blocked. Please also familiarise yourself with
the location of fire alarm points and how to activate them.
7. No naked flames should be introduced into the office environment, e.g. through the
use of candles, incense burners, Chinese lanterns etc.
8. Fire safety information is circulated by the Safety Adviser’s Office to all staff once per
year, but further guidance is readily available at:
http://www.liv.ac.uk/safety/safety_issues/fire/
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Bomb Threats
If you receive a bomb threat (either via email or telephone) you should inform Security on 2222. DO NOT ACTIVATE THE ALARMS. You should then contact the Fire Officer who will alert the fire wardens and advise them to do a sweep of the building and usher staff out to an assembly point.
Procedure in case of bomb threat:
1. Call Security on 2222 2. Call the Fire Officer, Catherine Jones, on 42059 or the Reception Team on
42258 3. Advise staff in your immediate area to calmly evacuate the building.
If you receive a telephone bomb threat:
- Remain calm; listen and do not interrupt the caller; keep the caller talking; try to contact security on 2222 if possible.
- Note the exact time and date that the threat is received; take notes of what is said.
- Try to ascertain the following details: o When will the bomb go off (at a specific time? In how many minutes/hours?) o Where it is located (Building or department / floor or general area) o What kind of bomb it is (explosive / incendiary?) o Why the University has been targeted. Is there a grievance?
- If the building is occupied, inform the caller that detonation would cause injury and
death.
- Try to make the following observations: o Sex and approximate age o Origin of call (long distance? Payphone?) o Does the person seem familiar with the University? (building, department,
procedures, equipment) o Voice characteristics (loud/soft; high or low pitched; drunk/sober) o Speech (fast/slow; coherent/incoherent; stuttering, lisping etc) o Language used o Accent (local, regional or foreign) o Manner (calm/angry) o Background noises (factory/machinery; trains/traffic; office/voices; aircraft
etc).
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SECTION 2 FOUNDATION BUILDING SAFETY POLICY
We are committed to high standards of health and safety and recognise that the pursuit of excellence in this area is as important as the pursuit of excellence in our core activities. We acknowledge that if there is a conflict between safety and another aim then safety must not be sacrificed.
We are committed to continuous improvement in health and safety with the aim of eliminating the causes of injury and damage. We accept that safety requirements specified in law set only minimum standards and we constantly review our own safety performance standards to achieve a continuously high standard of health and safety.
We are committed to providing the necessary financial and other resources to ensure that the standards of health and safety required are achieved and maintained.
We recognise that to achieve our aim we must provide the necessary health and safety framework. To this end we will, so far as is reasonably practicable, provide a suitable working environment, appropriate tools and equipment, provision of health and safety information and the necessary training, supervision and instruction for individuals to undertake their work safely.
We recognise that to achieve our aims in health and safety, everyone has to contribute. Successful health and safety management can only be effectively achieved through the concerted efforts and active participation of all.
This policy will be reviewed and developed on an ongoing basis and formally at least once a year.
Signature Date 17.04.14
Patrick Hackett, Chief Operating Officer
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SECTION 3 DESCRIPTION OF BUILDING AND MAIN HAZARDS
The Foundation Building houses around 300 staff in various Professional Services departments. The Building consists of a basement car parking area and Building Manager’s office, ground floor reception area and curved wing, a 1st floor curved wing and linear wing, a 2nd floor curved wing and linear wing, a 3rd floor curved wing and linear wing, a 4th floor curved wing and a 5th floor curved wing. Throughout the Foundation Building there are a mixture of open plan areas, individual offices and meeting rooms.
Evac chairs are located on floors 1, 3 and 5 in the curved wing emergency stairs, on floors 1 and 3 on the linear wing emergency stairs and on floor 5 on the central stairs. A number of people have been trained in the use of this equipment.
The main hazards associated with the Foundation Building are those consistent with a general office environment.
Please see appendix (generic office work assessment) attached to this document.
SAFETY IN THE FOUNDATION BUILDING IS ORGANISED AS FOLLOWS:
The Chief Operating Officer has overall responsibility for safety but the day-to-day implementation of safety matters and production of the Annual Safety Plan/monitoring of progress against this Plan has been delegated to the Academic Secretary, Catherine Jones, who acts as Departmental Safety Coordinator. The Departmental Safety Co-ordinator is assisted in this role by her Personal Assistant, the Deputy Departmental Safety Coordinator and a team of Assistant Safety Coordinators who look after specific sections of the Foundation Building.
Individuals with any safety concerns should contact either the Assistant Safety Coordinator for their area (as detailed on page 8) or their line manager in the first instance. Your line manager will also be the person who ensures that DSE assessments are carried out, that a local safety induction to given new starters and that any safety related information is cascaded.
Inspections are carried out each May and November by the Assistant Safety Coordinators. Inspection reports are sent to the Departmental Safety Coordinator who checks the reports for any significant issues which need addressing before submitting all the individual reports to the Safety Adviser’s Office. Assistant Safety Coordinators are paired within the Foundation Building in order to bring fresh eyes to inspections.
Meetings are held involving the Departmental Safety Coordinator, Deputy Departmental Safety Coordinator and Assistant Coordinators at which experiences are shared and concerns discussed.
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SECTION 4
Responsibilities and contact details
The following people are responsible for various safety issues in the Foundation Building:
Overall responsibility for health and safety Patrick Hackett, Chief Operating Officer
[email protected], 42017
Departmental Safety Coordinator (responsible for implementation)
Catherine Jones, Academic Secretary
Contact Pamela McGenity [email protected], 42059
Assistant Safety Coordinators (network of assistants who inspect and monitor allocated sections and carry out specific duties, e.g. display screen assessments, maintaining first aid boxes)
Ground Floor SAS Allan Saunders [email protected], 42109
1st floor curved wing Allan Saunders [email protected], 42109
1st floor linear wing Tracy Carroll [email protected], 42831
2nd floor linear wing Geraldine Ashcroft [email protected] , 42127
2nd floor curved wing
3rd floor linear wing (CSD) Michelle Burns [email protected] ,43719
3rd floor linear wing (Corporate Communications)
3rd floor curved wing Pamela McGenity [email protected], 42059
4th floor Ryan Roach [email protected], 42021
5th floor Ryan Roach [email protected], 42021
Any safety concerns should be raised with your line manager or the Assistant Safety Coordinator for your area in the first instance.
Building Fire Officer (coordinates fire issues including fire evacuation drills)
Catherine Jones, Academic Secretary
Contact Pamela McGenity [email protected], 42059
Reception Team 42258
Building Manager (assists in certain duties, e.g. testing of fire alarms)
Ray Robinson 42273
Evac Chair Team (trained to assist disabled people out of the building in an emergency)
John Cartwright, Computing Services,
Claire Kidman, International Development Office
[email protected], 50417
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Emma Leonard, Academic Secretary’s Office
[email protected], 42170
Allan Saunders, Student Administration and Support
[email protected], 42109
Kieran O’Sullivan, Student Recruitment and Admissions
Jonathan Moore, Student Recruitment and Admissions
[email protected] 50597
Fire Wardens and Deputy Fire Wardens (assisting in evacuation exercises)
Ground Floor Reception Reception/Building Manager
42275
Ground Floor SAS Allan Saunders [email protected], 42109
Margaret Colleran [email protected], 42321
Amy Davies [email protected], 42547
1st floor linear wing Wendy Houghton [email protected], 45832
Gill Ledgerton Currently on maternity leave
1st floor curved wing Julian Moss [email protected] 42043
Louise Higham [email protected] 42914
2nd floor linear wing Chris Silker [email protected], 42159
Tony Fazakerley [email protected], 43821
2nd floor curved wing Roz Stevens [email protected], 42329
Lesley Jackson [email protected], 50523
3rd floor linear wing Sue Irvine [email protected], 42269
Lisa Hannah-Stewart
[email protected], 54638
Neil Macaskill [email protected], 43747
3rd floor curved wing Pamela McGenity [email protected], 42059
Sarah Gartside [email protected], 42220
4th floor Rebecca Reason [email protected], 42017
Lindsey Sergeant [email protected], 42003
5th Floor Lorraine de Vaal [email protected] 42245
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SECTION 5
Other important University contacts and responsibilities
Safety Adviser’s Office (provision of general safety advice across the University)
Safety Adviser
Mr S Dunkley, 43244
Assistant Safety Adviser
Mr A Pollitt
Biological Safety Adviser
Ms L Andrews, 43042
Safety Adviser’s Office (secretary)
Mrs J Goodwin, 43243
Emergency number 2222
Security 43252
FM Help Desk (report repairs and maintenance issues to Facilities Management)
43000
Other contacts Safety Manager (first point of contact for specific building safety issues e.g. fire extinguishers)
Stewart Crowe, 43172
Asbestos Manager Copy Safety Manager into any correspondence
Mike Eastwood, 42908
Occupational Health Physician and Nurses (provision of occupational health surveillance and monitoring)
Dr N Wilson, 43235 Ms K Ashton
Radiation Protection (provision of radiation safety advice and training)
Dr P Cole, 43467 Mr R Clayson, 43466
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SECTION 7
Accidents/Incidents (Reporting of)
All accidents, including ‘near miss’ incidents, must be reported promptly to the Safety Adviser’s Office. All staff can report accidents online using the ‘report an incident or accident’ link on the Safety Adviser’s Office homepage. The Safety Adviser’s Office will then send information to the Departmental Safety Co-ordinator for follow up and investigation. Normally, the Departmental Safety Coordinator will pass the information on to the relevant Assistant Safety Coordinator and/or line manager for investigation. Serious accidents or conditions must be reported to the Safety Adviser by telephone as soon as possible after the needs of the injured person have been dealt with.
Asbestos
There is no asbestos in the Foundation Building.
More information
Building defects and damage (Reporting of)
Building defects should be reported to the FM Help Desk on 43000. If you have reported a fault such as a blocked toilet it is useful to put a sign up to inform others that this has been done.
More information
Disabilities Staff who have either a permanent or temporary disability that could adversely affect their means of escape in an emergency will need to have a Personal Emergency Evacuation Plan (PEEP) prepared for them. Contact with line managers should be made in the first instance. The PEEP will list the action to be taken in the event of an emergency and may include the use of a range of controls, e.g. a buddy system, use of the ‘stay put’ system and/or evac chairs. A cohort of staff has been trained in the use of the evac chairs and will be available at agreed meeting points to assist anybody who needs to use this chair to evacuate the building. Any visitors to the Foundation Building who have similar needs must be made aware of the arrangements by the meeting organiser and the evac chair team informed well in advance.
Display Screen Equipment (DSE)
General advice is as follows:
Position screen and keyboard for comfort, avoiding glare.
Use an adjustable chair, and footrest if preferred.
Clean the screen regularly.
Avoid long periods of intensive work without a change of activity. Report any strain or pain.
Eye tests are available on request to Occupational Health. DSE assessments for Users should be carried out by their line manager, using the DSE Workstation and User Assessment Form provided by the Safety Office. Staff are reminded that they should contact their line manager to request a DSE assessment if they change workstation or receive a new computer or are experiencing any difficulties linked to DSE use. Under normal circumstances, workstations should be assessed every five years.
More information
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Users of laptops are advised to read the laptop generic risk assessment (Appendix 3).
Electrical Equipment (Portable Appliance Testing (PAT))
You should carry out regular visual checks on your electrical equipment. Common hazards are loose connections, damaged cables, overloaded circuits, broken switches and plugs and trailing leads. Do not use equipment if you are in any doubt as to its condition. Where possible, electrical equipment should be turned off at the end of the working day, particularly computer monitors which have been known to catch fire due to overheating. Water and electricity don’t mix – take care if you have a drink at your desk. All equipment should receive a two-yearly electrical safety check and carry a dated test label with the exception of PCs and monitors which are checked every five years. Portable Appliance Testing for all equipment in the Foundation Building is arranged by the Departmental Safety Coordinator.
More information
First Aid First Aid boxes are located in the following areas: Reception cupboard. Ground Floor (SAS) kitchen. 1st floor curved wing by entrance 1.03. 1st floor linear wing - outside wall of kitchens at each end of wing. 2nd floor linear wing - outside wall of kitchen far end of wing. 3rd floor linear wing – outside wall of kitchen far end of wing and CSD kitchen. 3rd floor curved wing kitchen. 4th floor – under sink in kitchen. 5th floor – kitchen. These boxes are maintained by the Assistant Safety Coordinators. If a First Aid box needs to be replenished or has been lost or damaged, please notify the ASC for your area. Please note that from 2013 there will be no officially trained First Aiders within the building. If you or another member of staff, a student, visitor or member of the public, require urgent medical attention you should call the emergency number 2222.
More information
Gas Leaks There is no gas supply in the Foundation Building but the following advice is provided for your general information: If you smell gas: Contact security on 2222. Security will contact National Grid who will need to know:
The address/location of the suspected gas escape or gas emergency.
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How many people are in the building.
How long the smell has been noticeable.
Whether the smell is coming from the basement/cellar.
Any special circumstances or access information.
National Grid will then give the appropriate safety advice, such as: Open doors and windows to ventilate. Do not use naked flames or turn on/off electrical switches. Isolate the gas at the main supply (if required, this will be done by FM).
Security will also contact FM, who will attend. If it is decided to evacuate the Building, National Grid will advise whether the fire alarm can be used. Unless they advise it can be safely activated, clearing of the Building will be achieved by designated staff sweeping through each floor to tell people directly. Gas can be smelled at very low levels – it does not mean that anyone is at immediate danger so long as the above procedure is followed.
Housekeeping Good housekeeping is the foundation of safety.
Corridors and stairwells should be kept clear of combustible materials.
Spillages should be cleaned immediately.
Waste should not be allowed to accumulate.
Access/egress routes must be kept clear.
Floors should be kept free from obstructions and from articles or substances that may cause a person to slip, trip or fall.
Storage systems should not be overloaded.
Do not allow items to protrude out from storage equipment.
Store items in/on designated storage equipment and not in places where they can be accidentally knocked over or collided with.
Avoid storing items at a high level. If items are placed at a high level do not stand on tables, chairs or other pieces of office furniture to access them.
Late Working
If you are working outside of ‘normal working hours’ please ensure that you record this in the Late Book available at reception so that your presence is known about in the event of an emergency.
More information
Lone Working and Working from Home
Lone working means intentionally working unaccompanied for an extended period of time – it is not the same as, say, being the only one in the office for a short time as may happen during a normal working day.
If you need to work alone during normal hours, and there are significant hazards beyond the normal hazards found in office work, you need a specific risk assessment. The risk assessment
More information
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should consider the potential for an accident where the lack of immediate assistance may be a problem.
If you cannot avoid lone working, additional precautions should be considered such as:
Using devices to raise alarms (either in the event of emergency, or automatically in the case of lack of movement);
Maintaining regular contact with another member of staff by telephone (or Security out of hours);
Making contact with someone at the start and end of the work period, letting them know where the work is being carried out and for how long; or
Ensuring that someone carries out a physical check on the lone worker at regular intervals.
In general, you shouldn't carry out hazardous work alone outside normal working hours. If you are have concerns for your security when working out of hours, you can arrange with Security Control to telephone every hour.
When working from home, if you use your own computer then you are responsible for its upkeep and you should follow the University guidance on using display screen equipment (including laptops).
Legionella
Regular legionella testing is undertaken by Facilities Management in order to manage any risk (this risk is minimal in the Foundation Building as there are unlikely to be any little-used outlets).
More information
Manual handling
Please see appendix 2 (Generic manual handling assessment – occasional handling of medium loads) appended to this document. This covers the vast majority of items found in the office environment.
Do not try to lift excessive loads.
Get help or make two journeys where possible.
Use a trolley if appropriate.
Heavy lifting requires formal assessment.
More information
Microwaves
When using the microwaves which are available in some of the kitchen areas you should be mindful of the following:
Do not leave microwaves unattended when in use. Do not place metal items in microwaves when in use. Care should be taken when using paper, plastic, wooden or
other combustible materials as they can catch fire. Oil and fat should not be heated in a microwave. If using cling film, take care when removing to avoid steam
burns. Take care when heating food with high sugar content - sugar
and fat can catch fire. Do not use sealed containers to heat up food.
More information
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Do not use the microwave to heat up eggs in their shells, nuts or fruit/vegetables without piercing first.
If heating liquids, always stir before and after cooking. Allow liquids to stand. Maintenance should only be carried out by qualified
technicians.
Leak testing for microwaves is organised by the Departmental Safety Coordinator.
New and expectant mothers
A risk assessment must be carried out for all new and expectant mothers. Pregnant women should alert their line manager who will ensure that a risk assessment is carried out.
Overseas Work
The University Code of Practice for Health and Safety in Fieldwork provides detailed information including a link to UCEA guidance: http://www.liv.ac.uk/media/livacuk/safety/documentsguidance/codesofpractice/Code_of_Practice_on_Health_and_Safety_in_Fieldwork_October_2012.pdf Some important points to be considered:
Risk assessments must be recorded for any travel outside the European Economic Area, Switzerland, Canada, USA, Australia or New Zealand, including placements and low hazard activities such as conferences.
A written risk assessment is not required for low risk, non-practical work in non-remote environments in the UK or other countries listed above, but the FCO website should be consulted. Staff travelling outside the EU should be encouraged to provide a list of participants to the British Consulate together with details of the visit.
Risk assessments should include contingency plans and emergency plans as appropriate, including arrangements for communication and for first aid.
Any accidents which occur during fieldwork should be
reported and investigated.
A generic overseas working risk assessment for staff within the Foundation Building has been developed. Please contact your line manager if you require this.
Risk Assessments
Any activities outside day-to-day office work will require a Risk Assessment. This includes events such as Open Days and Graduation ceremonies.
More information
Security
Staff should be vigilant around their work area and should report to Security Control (ext 43252 or emergency 2222), any suspicious person or activity. Please support security staff by implementing the following measures:
If a room is being vacated at the end of the day or even for a
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short while during the working day, please ensure that the windows are closed and the door is locked.
If you see someone unfamiliar to you acting suspiciously in the Foundation Building, ask if they are a member of staff or student and ask to see their ID. If you are not happy with their response, contact Security Control (ext 43252 or emergency ext 2222) immediately.
If you are away from your desk for an extended period or leave your laptop overnight, place it in a locked cupboard.
Be aware of individuals tailgating through security doors - if the person is not familiar to you ask if they are a member of staff or student and ask to see their ID.
Do not leave valuables unattended at any time.
Sharps
When not in use, scissors, letter openers or sharp kitchen cutlery should be stored safely either in drawers or, if in holders/receptacles, with the sharp part pointing downward. Smaller items such as drawings pins, staples should be kept in appropriate containers/boxes. To reduce the chances of cleaning staff cutting themselves whilst handling waste/recycling bags, all sharp items for disposal should be placed in the appropriate waste receptacles. Broken glass or crockery should be collected safety using brushes and dustpans and placed in the large external bins - it should not be placed in any internal bin. Cans with sharp lid edges can be placed in the appropriate recycling bin but only after making sure the lid is placed or pushed into the can so no sharp edges are exposed.
Slips, trips and falls
Slips and trips account for 3 in every 10 accidents in the University.
Adopt the right attitude and behaviour – don’t wait for others to address slip/trip issues – if you see it, sort it!
Report problems that you cannot fully deal with to Facilities Management. Raise local issues such as poor housekeeping or lack of storage with your Assistant Safety Coordinator or line manager.
Set high standards of housekeeping, paying particular attention to areas where materials can accumulate quickly, removal of waste materials and keeping floors and walkways clear.
Prevent and clean up spillages – if you have to carry liquids around, ensure they are in appropriately sealed containers and not overfilled. If spillages do occur, clear up immediately – don’t leave them for ‘the cleaning staff.
Wear appropriate footwear – if the potential for slipping is high, wear appropriate footwear with slip-resistant soles.
Secure items underfoot – ensure rugs, mats and carpets are securely fixed to the floor.
Handle items safely – take care when carrying out moving or handling tasks. Ensure you have good visibility at all times and be aware of objects around you.
Use designated walkways – avoid taking short cuts across grassy or planted areas. Be aware that surface water and wet
More information
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leaves can accumulate and that pathways and pedestrianised areas could be damaged and awaiting repair.
Use handrails where provided – maintain three points of contact when moving up and down stairwells or steps.
Take care when cleaning floors – use appropriate signage to warn individuals of wet floors, spillages and trip hazards.
Damaged footpaths, roads and flooring should be reported to Facilities Management on 43000.
Smoking Smoking is not permitted in any office or workplace or less than 5m from entrances or opening windows. The use of electronic cigarettes is also prohibited within the University.
Stress
If stress is a problem, you should tell your manager or an appropriate person about it. It requires a partnership approach. Prioritise your work, and if there is too much, talk to your manager or supervisor about what could be dropped, put on hold or passed on, without putting too many demands on others. Tell your manager or supervisor if you are beginning to feel you can’t cope and make suggestions how the situation could be improved. Ask for more responsibility in planning your work. Ask to be involved in decision-making about your work area. If you think you are being bullied or harassed, do not tolerate it. The University’s Dignity at Work and Study policy can be found on the Diversity and Equality and HR website. Ask for information about changes – how they affect you, what the timetable is and the likely benefits and disadvantages. Talk to your manager if the responsibilities in your job are not clear. Ask for feedback on how you do your job. If you get criticism, you might want to talk about ways to improve. Support colleagues if they are experiencing work-related stress. Encourage them to talk to their manager or to seek help. If you are worried about your health, see your doctor. Don’t suffer in silence. Talk to family and friends. Help is available from the Counselling Service, HR or Safety Adviser.
Vehicles
Pedestrians on University areas have priority at all times. Drivers should be aware that a large number of students/staff can be on University premises at any one time and that extra care and attention is needed. Pedestrians should adhere to recognised safety principles, e.g. only using designated pavements and walkways, crossing at designated points, etc.
Drivers must ensure that vehicles are only driven on designated roads and car parks. Vehicles must not be driven or parked on pedestrianised areas. Drivers should report to the Facilities Management helpdesk (43000) any areas where roads are in poor
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condition or where street lighting or other types of lighting create problems.
The maximum speed limit on all University roads and car parks is 15 miles per hour. Do not drive for more than two hours continuously without a break. The maximum driving time in any one day should not exceed nine hours.
Waste and recycling
Standard refuse bins are provided in each kitchen for general waste. Items such as broken glass, tins, skewers etc. should be taken directly to an outside ‘Biffa’ bin or should be wrapped securely in newspaper prior to disposal. Sanitary bins are situated in the female toilets and disabled toilets throughout the Foundation Building. Your departmental secretary/office manager will be able to advise you on where to place your waste paper for recycling, confidential waste paper etc.
Weather Staff should take extra care when walking around campus in bad weather to avoid slipping on ice when travelling between buildings.
Young People / Work Experience
All work experience or placement students/trainees, whether paid or not, are regarded as employees under Health and Safety at Work legislation. They need to receive appropriate safety training and information.
If they are under 18, an individual risk assessment is needed in every case (see below).
If a department within your area makes arrangements for trainees or work experience students to work with them, the details should be given to the Human Resources department, so that appropriate safety information can be issued.
The risk assessment should include a manual handling and/or DSE assessment where appropriate.
If a person on work experience suffers any injury or damage to health at work, as well as reporting the incident in the usual way, the host department should also inform the placement organiser by sending them a copy of the accident form.
People under the age of 18, including people on work experience, must have a risk assessment written specifically for them. A general/generic assessment of the job may be useful starting point, but it is not sufficient; there should normally be a written risk assessment with the individual’s name on it. However, if you regularly take on young people to do essentially similar work it is permissible to prepare a generic risk assessment for young people during that work. For office workers an office work risk assessment is appended to this document and can be used as the basis of this assessment. A DSE assessment
More information
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is also required if the young person is using a computer.
You should consider that here are some tasks which are inherently more hazardous for young workers - notably heavy physical effort and manual handling.
All workers must be told about the risks and precautions identified by the risk assessment. This will normally be done by providing them with a copy of the risk assessment together with the Safety Code of Practice. For young people below the compulsory school leaving age, there is also a requirement to give their parents or guardians this information.
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APPENDIX 1
RISK ASSESSMENT: OFFICE WORK
(Revised May 2008)
1. Introduction
Office work is relatively safe, and accident rates are low. In fact, about half the accidents at work involving full-time office workers happen in corridors, stairs and other areas outside the office. This does not mean however that the office environment is devoid of hazards. To this end, this generic risk assessment has been prepared to provide you with information on the key office environment hazards and the controls necessary to reduce the risk of injury.
2. Regulations
The Workplace Health Safety and Welfare Regulations should be applied (see Safety Circular SC45), especially in relation to adequate lighting, ventilation, temperature, space per person and keeping floors free of anything which could cause someone to slip, trip or fall. Deficiencies should be reported to Facilities Management Help Desk (43000). A poor environment is likely to lead to minor ailments and absenteeism, and those affected are likely to work at less than the optimum efficiency; so investment in a good working environment makes economic sense apart from being required by safety legislation.
3. General space
Each person within an office should have sufficient space to be able to move to and from their desk or workstation without difficulty.
The Workplace Regulations suggest that each person should have as a minimum 11 cubic metres of space. Care should be taken when applying this figure – if an office has a large amount of furniture and equipment, then this amount of space could be reduced without having an adverse effect on the person’s ability to move safely around the office. The principle should be that any reduction in this figure should not adversely affect the person’s ability to carry out their tasks and to move around the office environment safely.
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4. Office layout
The layout of office furniture and equipment should be such that people can move freely between desks and equipment without the possibility of colliding or tripping over items. There should be adequate space to open doors, filing cabinet drawers and cupboards without having to adopt awkward postures. Electrical equipment should be positioned to allow good access to the plug sockets and to any part that might need to be accessed for short terms repairs or future maintenance. Office furniture should be arranged to minimise the number of cables crossing the floor. Where it is unavoidable, cable treads should be used to anchor cables and minimise tripping risks. Care should be taken not to position items that block access to other items or tasks.
Furniture should be positioned such that tripping hazards, trapping points and accidental collision with doors or shelving is avoided (see below).
Chair too close Restricted access Likely collision Likely collision
to shelving to filing cabinet when door opened when door opened
Staff should also be aware of trapping points between chairs on wheels/arm rests and desks with side drawers.
5. Office Environment
The office should provide a comfortable working environment including an adequate amount of lighting for the tasks carried out and reasonable levels of temperature and humidity. Where possible to suit their personal needs, e.g. adjusting the heating by turning off radiators, using portable heaters or fans or using a table lamp to increase light levels.
Lighting codes recommend the following lighting levels (lux) for various tasks:
Filing copying 300
Writing, typing, reading data processing 500
Conference/meeting rooms 500
Reception desks 300
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The temperature in an office should not be below 16 degrees C for any length of time. Similarly, if office temperatures exceed 30 degrees C then this should be seen as an unacceptable working environment. Each office should have access to a thermometer to allow temperatures to be monitored.
Humidity levels should be between 40 and 70% relative humidity (RH). Levels above or below these figures can result in uncomfortable working conditions.
Lighting, temperature and humidity levels can be measured by the Safety Adviser’s Office.
6. Storage
Each workplace should have designated storage areas for office equipment, books, files, paperwork and other office items such that the main thoroughfares are kept clear. They should not be stored on the floor, even temporarily, as people could trip or slip on them. Cupboard tops should also not be used as a convenient storage solution, particularly not for heavy items.
Any shelving unit provided for storing items should be fixed firmly to the walls. Shelves that rest on wall mounted brackets should be securely fixed to the brackets and not just left to rest on the supporting arms. When using shelves, make sure they are not overloaded. Shelving units should normally be marked with the maximum weight of items that can be stored on each shelf. Loose shelving/bracket arrangements may not have the weights specified – in these cases the user should take note of any bowing in the shelf. In these instances the amount of items on the shelf should be reduced.
Store books, files, and other items in a vertical position – this will make it easier to retrieve them and will reduce the chances of items being dragged off the shelf accidentally. If the shelving units are open-ended, use book-ends or similar to prevent items falling. Avoid storing items two deep as the front item can be easily knocked off when attempting to retrieve the items behind. This applies particularly with fragile decorative items, e.g. glass or china vases which ideally should be stored at lower levels away from other items.
Always store the heavier items on shelves between chest and knee height. Infrequently used items or light items should be stored on the high and low shelves. Ensure that filing cabinets are evenly loaded. Do not leave a filing cabinet with drawers open as they could topple over.
7. Workstation Design
Workstations must be suitable for both the person and for the job done, i.e. must be arranged so that each task can be carried out safely and comfortably. Materials and frequently used equipment or controls should be within easy reach without undue bending or stretching.
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Seating should where possible provide support for the lower back, and a footrest should be provided for any worker who cannot comfortably place his or her feet on the floor. Workstations should provide for special needs of individuals, including those with disabilities. The worker should be seated at a suitable height in relation to the work surface.
8. Display Screen Equipment (DSE)
DSE workstations must have a separate written assessment. DSE encompasses microfiche readers as well as visual display units. Safety Circular SC43 provides more detail on how to carry out an assessment and an assessment form. The key issues are:
Adjust your chair to find a comfortable position
Keep your forearms horizontal
Make sure you have enough workspace for the task you carry out
Play around with the arrangement of your equipment until you find something that suits your needs.
Use a documents holder if you refer to documents constantly.
Arrange your desk so that screen glare is avoided.
Make sure there is sufficient space under the desk to move freely.
Avoid excessive pressure on the backs of your legs – use a footrest if necessary.
Keying in – adjust the keyboard position to a position that suits you, ensuring there is a space in front of the keyboard as this can be useful to rest the hands and wrists when not typing. Try to keep wrists straight and use a soft touch – do not overstretch your fingers when typing.
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Using a mouse – the mouse should be close to you and the wrist should be straight. Do not overstretch when using the mouse. Try to support your arm on the desk and grip the mouse lightly. Use a light touch when pressing buttons or using roller balls.
Reading the screen – Make sure the brightness and contrast is suitable for you and takes into account the office lighting. Make sure that the character size is sufficiently large and that there is no flicker on the screen.
Posture and breaks – ensure you take regular breaks away from your workstation. Change your posture as much as you can – do light stretching exercises to keep the body from remaining in the same position for too long.
9. Manual Handling
Office staff will be frequently involved in handling items in the office but in most cases these will not pose a significant risk. Most items will be relatively small and easy to handle. All members of staff should read the booklet “What you should know about manual handling” and the generic risk assessment “Occasional manual handling of medium loads” – these documents will cover the risks associated with a variety of office items up to about 15kg. Where items are large (desks), have an awkward shape (large monitors), or are likely to be too heavy to carry (photocopying machines) then an assessment should be conducted before anything is moved. A manual handling risk assessment and guidance is available on the safety website.
10. Electrical Equipment
Office electrical equipment should be checked for safety at least every 2 years and a dated test label applied. It is recommended that staff carry out regular visual checks on their equipment to see if there is any obvious damage to cables and plugs. Staff should not use electrical equipment that is damaged, does not have a test label on it or is out of date. Office staff should not attempt to carry out electrical repairs themselves but should use the services of a competent electrician.
So far as is possible, electrical equipment should be turned off at the end of the working day, particularly computer monitors which have been known to catch fire due to overheating.
Water and electricity don’t mix – take care if you have a drink at your desk. Make sure it is placed in a position where it is unlikely to get accidentally knocked.
See Safety Circular SC5 for further details.
11. Office Machinery
A wide variety of equipment will be used in the office but most will pose very little risk if used correctly. Some items of office equipment (e.g. guillotines, scissors, hole punches, etc) have the potential for cutting and penetration injuries so care should be taken not to become distracted when using them. Larger electrical items (photocopiers, faxes, printers, etc.) should be safe to use if the operating instructions are followed correctly and they are electrically tested at suitable intervals. Items such as shredders have been known to catch dangling items such as id badges on chains. Staff should ensure that items such as these (including ties and necklaces) are not close to the top of the shredder when in use.
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If equipment is provided with safety guards these must always be in place when the machine is operated. Under no circumstances may such a machine be used without its guards.
Staff should not attempt to carry out repairs on electrical equipment.
12. Hazardous substances
Use of hazardous substances in the office is minimal. For use of small quantities of Tippex or cleaning fluids, it is sufficient to read and follow the instructions on the container. However, larger quantities of solvent cleaners should only be used where ventilation is very good. If there is any doubt, the advice of the Departmental Safety Coordinator should be sought in the first place. Copiers and printers can sometimes release small amounts of ozone, but this could only reach an unacceptable atmospheric concentration in the case of intensive use in a small room with no ventilation. No copier or printer in the University has been found to produce an ozone concentration of even 10% of the exposure limit. Laser printers contain ozone filters which should be changed after the number of copies recommended by the manufacturer.
13. Smoking
From the 1st July 2007, smoking is not permitted in any office or workplace. For full details, see the University’s Code of Practice on Smoking.
14. Fire
Staff should be aware of the fire drill and all alternative fire exits. There should be a fire drill and fire safety training every year. Fire exits must be kept clear of obstruction. Self-closing fire-resisting doors must not be wedged or propped open. The amount of combustible material should be minimised as far as possible to reduce the fire load. In particular loose paper should be kept inside metal cupboards or cabinets so far as is possible.
Staff should not use candles, incense burners or any other similar items that introduces a naked flame into the office environment.
For more detailed guidance on Fire Safety management, see Safety Circular SC3.
15. Working at height
Where possible, working at height should be avoided. For example, items should not be stored on top of filing cabinets. In some office environments, space restrictions and lack of storage space has resulted in high level shelving being fitted. If unavoidable – for example, if you have storage areas that you cannot reach from floor level – then access should be provided using appropriate equipment e.g. a step stool or set of small steps. Chairs, tables or other pieces of office furniture should not be used under any circumstances as means of access. 16. Damage
All damaged furniture should be removed from service immediately and either replaced or repaired. Foam-filled furniture is generally covered with fire resisting material, but where the cover is damaged or worn and the foam is visible the item should be upholstered or disposed of.
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17. Waste Disposal and Recycling
Staff should take care not to put any sharp items into the general waste bins. Numerous accident reports have been received by the Safety Advisers Office detailing how office cleaning staff have been injured when emptying the bins. Ideally, items such as broken glass, skewers, etc. should be taken directly to an outside “Biffa” bin. Alternatively, items should be wrapped up in newspaper and secured before disposing of.
Paper and cardboard should not be stored is corridors and stairwells but should be kept in the office until a time for collection has been arranged.
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APPENDIX 2
Risk Assessment: Occasional Manual Handling of Medium Loads
Almost everyone handles, lifts or moves equipment from time to time. Loads which are not particularly heavy can cause injury if not handled safely. These injuries can be painful and/or disabling and therefore all lifting should be done with care. This assessment applies to the handling by men or by women of compact loads (not more than 400 rnm/16 inches across) of up to 15 kg, handled up to 10 times per week. For comparison, a box of copier paper weighs about 13 kg.
THIS ASSESSMENT DOES NOT SAY THAT ANY OCCASIONAL HANDLING OF UP TO 15 KG IS ALWAYS SAFE. However, the risk of such occasional handling is low provided that there are no special risks in the load or the environment; that stretching, twisting, bending the back or other unsafe movements are avoided; and that handling is not done by particularly susceptible individuals.
The Load
The load should be stable, easily graspable with both hands, and it should be possible to see over it. If it is sharp, hot or otherwise potentially damaging, special assessment will be required. Moderately heavy loads should so far as possible be stored and placed at a convenient height, i.e. between knee and shoulder level.
The Working Environment
The following environmental conditions should so far as possible be avoided, and if they apply, special assessment will be required:
Space constraints preventing good posture
Uneven, slippery or unstable floors
Extremes of temperature, humidity or air movement
Poor lighting conditions
Manual Handling Technique
Everyone should be given literature on manual handling approved by the Safety Adviser (currently the booklet, “Safe Manual Handling”). Loads should be lifted, carried and lowered as close to the trunk as possible. The principle “bend your knees not your back” should be followed. Where the load is not symmetrical, the centre of gravity of the load should be kept as close as possible to the trunk. For example a typewriter should be lifted with the carriage (not the keyboard) close to the body.
Personal Factors
People who have back problems or other conditions affecting their ability to handle loads should tell their supervisor or Departmental Safety Coordinator. The Occupational Health Physician is happy to advise in such cases. Pregnant women are welcome to contact the Occupational Health Physician about possible risks. Anyone experiencing back pain or other symptoms arising out of manual handling at work should consult the Occupational Health Physician before doing any further manual handling, and also report the incident to the Departmental Safety Coordinator, who should, after investigation, complete an Accident/Incident Report.
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APPENDIX 3
WORKING WITH PORTABLE DISPLAY SCREEN EQUIPMENT (LAPTOPS, NOTEBOOKS, TABLETS)
Generic Risk Assessment
1. Introduction
An increasing number of people now have access to what is known as portable DSE (Display Screen Equipment). Portable DSE includes devices such as laptop, notebook and tablet computers and whilst the chances of significant injury at work when using this type of equipment is small, there are some important issues that need to be understood before use is made of the equipment. This generic risk assessment has been produced to provide users of portable DSE with a guide to the main hazards and what control measures can be implemented to reduce the risk of injury.
2. Scope
Specific regulations exist for work with display screen equipment. The Health and Safety (Display Screen Equipment) Regulations 1992 (and amendments) provide information on the risks involved when using DSE and details precautions that should be followed before its use. This includes specific requirements for those designated as “Users” and provides minimum requirements for workstations. These regulations state that portable DSE is subject to the DSE Regulations only when it is in “prolonged use”. In practical terms this means that:
a) If you use portable DSE instead of standard desktop DSE for prolonged periods then account must be taken of the minimum workstation requirements listed in the Regulations. If portable DSE is only used for short periods mainly as a supplement to main desktop DSE then the minimum requirements will not apply to the portable DSE (NB – it is worth remembering that although these specific regulations may not apply, general health and safety legislation does. It is advisable therefore that the standards below are adhered to where possible).
b) If you use portable DSE for prolonged periods then you are likely to be designated as a “User”. The employer is obliged to carry out certain tasks to ensure your safety when using this equipment. If you have already been designated as a “User” because of your work with desktop DSE, then switching to portable DSE (either fully or partially), particularly if you continue to use desktop DSE, is unlikely to affect your “User” status.
3. Self Assessment
If you use portable DSE for prolonged periods then you will be expected to carry out a self-assessment of the activities undertaken. As a first step, you should contact your Departmental DSE Assessor or Departmental Safety Coordinator who should be able to provide you with general guidance and advice on what precautions to take. It is recommended that you read the booklet - “Working with VDUs” – which also provides useful guidance on the general risks and precautions associated with DSE work. Further advice can also be obtained from the Safety Adviser’s office.
The following guidance should be applied each time the portable DSE is set up.
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4. PORTABLE DSE CONTROLS
4.1 Equipment selection
Look for a low weight portable DSE. Keep accessories to a minimum.
Choose portable DSE with as large a screen as possible.
Ensure the screen is free from flicker and that the brightness and contrast controls are easy to use.
Use lightweight cases to carry equipment – avoid cases that have manufacturer brands on the outside.
Choose portable DSE that can be used with docking stations and that have a facility to attach pointing devices.
Ensure the equipment has friction pads on its underside to reduce sliding.
4.2 Using portable DSE
Where possible, try to adhere to the general guidance for fixed DSE equipment, i.e.:
• Choose a suitable flat surface to work on. Avoid using equipment in non-ideal locations, e.g. on low level tables, etc as this encourages poor posture.
• Try to work on surfaces similar in height to normal office workstations. • Where possible choose chairs that provide sufficient support to the back and
encourage good general posture. • Ensure there is adequate lighting for the tasks. Where possible, minimise disability
glare by careful positioning. In addition:
• Use docking stations as far as possible.
• Avoid carrying or using portable DSE in circumstances where theft is likely.
• Do not leave equipment on view in vehicles. • Only carry equipment that is likely to be needed.
• Consider a suitable backpack to reduce strain on the arms.
4.3 Breaks
Portable DSE should not be used for extended periods without adequate breaks. Portable DSE users normally require a greater number of breaks away from their equipment to compensate for poorer working environments.
4.4. Eyes and eyesight
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If you are a designated “User” then you are entitled to eye and eyesight tests. Whilst the use of portable DSE is unlikely to affect this entitlement, it is worth remembering that this fact should be relayed to those who carry out any tests as viewing distances could be shorter that those for standard desktop DSE.
4.5. Provision of training If you are a “User” you are entitled to adequate training in the use of portable DSE. Your DSE Assessor should be able to provide basic guidelines on the use of portable DSE. Further training can be obtained from the Safety Adviser’s office.
4.6. Provision of information This generic risk assessment should provide users of portable DSE with adequate information to allow them to work safely. Additional information on DSE use is available from your DSE Assessor or Departmental Safety Coordinator. If you have been designated as a User then you should have already received a copy of the “Working with VDUs” (Visual display units) document. Additional information on the use of portable DSE can be found in the DSE Regulations mentioned in section 2. A copy can be borrowed from the Safety Adviser’s Office.
4.7. Reporting health problems Any health problems associated with the use of portable DSE should be reported immediately. In the first instance you should speak to your DSE Assessor or Departmental Safety Coordinator. Alternatively you can contact the Safety Adviser’s Office who will carry out a further assessment of the workstation and working arrangements. You can also contact the Occupational Health Department who will also provide guidance on the use of DSE equipment.
5. Useful guidance
Health and Safety (Display screen Equipment) Regulations 1992 as amended by the Health and Safety (Miscellaneous Amendments) Regulations 2002 – Guidance on Regulations: ISBN 0 7176 2582 6
Working with VDUs – free HSE leaflet
The Law on VDUs – An easy guide ISBN 0 7176 2602 4
