Health & Safety Policy Part 3: Operational Arrangements

This policy is supplemented by a number of University Policies, Codes of Practice and Guidance Notes which have been developed to provide a framework by which risks arising from the work activity can be effectively managed and controlled. All employees must, therefore, familiarise themselves with these procedures so that work can be carried out safely and without risks to health.

Refer to Part 4 - List of University Policies, Codes of Practice and Guidance Notes

In order to maintain the self regulating approach to hazard identification and risk control Faculty/School Dean’s and Directors of Service will retain overall responsibility for ensuring the adoption of safe systems of work. This will include ensuring that staff have been nominated and appropriately instructed and trained to carry out specific health and safety duties eg Health & Safety Advisors, Risk Assessors and Accident Investigators etc. Where appropriate, students, visitors and contractors must also receive adequate information and instruction so that they can
understand the risks and the procedures to be adopted to protect their health and safety.

The University's general arrangements to secure the health and safety of employees, students and visitors are detailed below. Specific hazards and the control of those risks relating to specialist activities conducted within Faculties/Services will be contained in separate Faculty/School/Service codes of practice/operating procedures and these must be complied with eg procedures for safe working in laboratories and workshops.

Fire Safety

Fires can range in seriousness from relatively minor events such as a cigarette initiated fire in a waste bin to major conflagrations. Nevertheless all major fires start small and these may be attacked using a fire extinguisher, provided that there is no personal risk and that you have been appropriately trained in the use of fire extinguishers. There is no regulation or advice which requires building users to display heroics. If you discover a fire or hear the alarm, take the following action:

Fire Orders (On Discovering a Fire)

• Sound the fire alarm

• Key 9 - 999 direct (Emergency Services)

• Key duty staff *44 or 4444

• Close doors and windows behind you if there is no immediate danger

• Leave the building by the nearest safe exit

• Do not use lifts

• Assemble in your nearest car parking area. You must keep well away from buildings so as not to impede the rescue services or put yourself in danger.

• Do not re-enter the building until authorised to do so.

• Fire Orders (On Hearing the Alarm)

• Close doors and windows behind you if there is no immediate danger.

• Leave the building by the nearest safe exit.

• Do not use lifts.

Assemble in your nearest car parking area. You must keep well away from the buildings so as not to impede the rescue services or put yourself in danger.

Do not re-enter the building until authorised to do so.

Disabled Evacuation Arrangements

Disabled people requiring help should be assisted to a place of safety outside the building and this includes wheelchair users from ground floor locations.

Wheelchair users, in other than ground floor locations, should in the first instance, be assisted or directed to a refuge area/point.

One or more helpers should remain with the wheelchair user.

Another helper should alert the campus security lodge (*44) and the attendant emergency services of their whereabouts in case an assisted emergency evacuation becomes necessary.

A refuge point will usually be a protected lobby or stairway area. Alcoves in fire protected and enclosed corridor areas are also acceptable provided that egress routes are not obstructed.

Refer to University document 'Personal Emergency Evacuation Plan (PEEP) Guidance' (PDF, file size: 108.04KB) .

Fire Drills

These will be held at least two times per year in all University buildings including student residential accommodation units. Formal reports on these exercises will be submitted to appropriate meetings of the Health & Safety Committee.

Fire Marshals – Appointment

Appropriate members of staff will be appointed by Deans/Directors or other Senior Managers to act as fire marshals to assist in building evacuations. Fire Marshals have been appointed for the Stoke (PDF, file size: 199.85KB) and Stafford (PDF, file size: 105.52KB) (available on-campus only) campuses.

Fire Marshals - Duties

Where reasonably practicable a Fire Marshal will, during a drill or actual emergency, carry out the duties outlined below provided there is no personal risk to their own safety.

Walk through and check their designated area to ensure that
evacuation has been completed.

Marshal outside the building to ensure that evacuees proceed to their nearest designated assembly area and keep well away from building exits.

Complete the Fire Marshal Report Form (sent to each Fire Marshal prior to the drill) and either hand or post to the relevant drill officer at Stoke or Beaconside as appropriate.

Fire Marshals are acting with the authority of the Vice Chancellor and their instructions during a practice drill or real emergency must be complied with.

Fire Safety Equipment and Fire Safety Measures

Staff Responsibilities:

Fire extinguishers and fire blankets are provided throughout University buildings. Make yourself familiar with the location of these within the rooms in which you work.

Make yourself familiar with the location of 'fire call points' and know how to use these (break glass) to activate the building alarm system.

Access doors to all buildings, stairwells and corridor doors are designed to hold back the spread of smoke/fire. These doors, therefore, must remain closed at all times when not in use.

Stairwell areas must not be used, even on a temporary basis as a storage facility.

Make yourself familiar with at least two exit routes out of the building in which you work or visit in case one of these routes is blocked by smoke/fire.

All workshop/office doors must be left in the closed position when not in use. This is particularly important when facilities have been used outside normal working hours. This procedure will help prevent the spread of smoke/fire to other areas of the building.

Improper use or wilful damage to fire fighting equipment is a criminal offence eg the use of an extinguisher to prop a door open.

ONLY TACKLE A FIRE IF THERE IS NO PERSONAL RISK AND YOU HAVE BEEN TRAINED IN THE USE OF FIRE EXTINGUISHERS - IF IN DOUBT - GET OUT    

First Aid

If first aid is required a list of fully qualified first aiders for each site can be found at:
First Aiders Stafford (PDF, file size: 113.1KB) (available on-campus only)
First Aiders Stoke (PDF, file size: 157.51KB) (available on-campus only)

Students or staff who suffer from epilepsy, diabetes or any other condition likely to require urgent attention from time to time, are advised in their own interest, to inform their Dean or Director.

First Aid Equipment

First aid boxes are located throughout the University and the following procedures must be adopted in relation to the maintenance/upkeep of such boxes:

• Staff nominated by the Faculty/School /Service will be responsible for ensuring that the contents of first aid boxes are checked within their particular work areas.

• First aid boxes must be checked on a two weekly basis.

• A record of such checks must be kept adjacent to each box to indicate who checked it and when.

• First aid boxes must only be stocked with those items as specified in the First Aid at Work Regulations 1981 (replacement stock should be obtained from reputable suppliers).

• Staff in charge of field trips must ensure that appropriate first aid equipment is taken along on all field trips. On no account should existing supplies be removed from building locations for this purpose.

• The removal of any materials from a first aid box for improper use or use outside the University is strictly forbidden.

First aid training courses should be arranged through HSEU (Health, Safety & Environmental Unit.  Refer to: Training

Further advice is contained in University booklet - 'First Aid at Work' (PDF, file size: 533.15KB) .

Many of our older buildings were built in the period when asbestos was used in construction in various types of boarding and for insulation and soundproofing. Typical locations for such materials are the spaces above false ceilings, in cable runs and risers between floors, around pipes and boilers, as a covering for steel supports, and even in fire doors and behind panel walls.

Asbestos is generally safe until it is disturbed. Disturbance releases asbestos fibres into the air that can penetrate the lungs, and the greater the area disturbed, the greater release of fibres.

We can manage asbestos effectively by removing it where it is in poor condition, in a particular loose form, or where we intend to carry out work that would disturb it. Where the asbestos is well encapsulated or in a ‘hard’ form like asbestos cement tiles or corrugated roofing material, very few fibres are released. In this case it is safer to ‘seal’ the asbestos in paint or plastic to make sure no fibres escape.

We are fully committed to preventing anyone coming into contact with the material unless they are fully trained and observe appropriate safety precautions.

A survey, organised by the Estates Department, has been carried out on University property to identify where asbestos is present, its type, condition and the risks it presents. The survey is detailed in the University’s Asbestos Register. The Asbestos Management Plan states that any work carried out within Staffordshire University is only done once the Register has been checked against the area in which the work is to be carried out.

To make sure that we control any potential exposure risks, the Estates Department must approve any works that potentially may disturb asbestos materials. Only licensed contractors, approved by the Health & Safety Executive, will remove asbestos.

Duties and Responsibilities

Head of Buildings and Estate

The Head of Buildings and Estate is responsible for making sure the Asbestos Register is kept up to date. If there is an uncontrolled asbestos risk, the Head of Buildings and Estate will instigate a planned programme of work to remove the asbestos or repair any damage that has made it dangerous. He will also ensure that only licensed and approved contractors are used.

The Head of Buildings and Estate will ensure that any work within the University property is checked against the Register to establish the potential for exposure. The Head of Buildings and Estate will liaise with the Head of Health, Safety and Environmental Services about managing the asbestos risk.

Heads of Faculty/School/Service

Heads of Faculties/Schools/Services must ensure that the Estates Department is notified in the event of any property-related work being planned within any University property.

Staff and Students

All staff and students must co-operate with the University in applying any measures introduced to reduce or eliminate the risk from asbestos. If a student or member of staff believes they have come across asbestos, they should contact the Estates Department, and they can also contact the Health, Safety and Environmental Unit.

All incidents involving staff, students, members of the general public or machinery, plant equipment and premises causing injury or damage or having that potential, will be recorded, reported and thoroughly investigated in accordance with laid down procedures and statutory legislation.

See 'Accident Reporting and Investigation Policy' (PDF, file size: 150.17KB) (available on-campus only)

YOUR REPORT OF AN ACCIDENT OR NEAR MISS COULD PREVENT DEATH OR SERIOUS INJURY TO OTHERS

Planning is one of the key elements of the health and safety management process and involves setting objectives/targets based upon what needs to be done to secure effective risk control.

Faculties/Services will be required to submit health and safety 'Action Plans' when requested to the Health & Safety Committee on an annual basis.

The Head of Health, Safety & Environmental Services will arrange to carry out formal health and safety 'Audits' of Faculties/Services in accordance with the University's approved 'Audit Protocol' and this will include an invitation to appropriate Trades Union Safety representatives to participate as independent contributors.  Audits will be carried out on a rolling basis (every two years in practical Departments and every three years in non practical Departments).  The purpose of these Audits will be to:

• Review health and safety management arrangements to identify strengths and weaknesses.

• Ensure compliance with legal standards.

• Assess conformity with the University's health and safety policy.

• Make any recommendations considered necessary to achieve adequate control over risks and improve health and safety performance.

Audit reports will be submitted to the Health & Safety Committee as appropriate.

All contractual activities carried out on University premises, whether by external contractors or Estates maintenance staff, impose a specific duty (Health and Safety at Work Act 1974) to ensure that staff, students and visitors are not exposed to risks to their health and safety. The very nature of construction activities eg new build, refurbishments and maintenance works may create such risks and must, therefore, be adequately controlled. Dean’s/Directors or other Senior Managers who have directly authorised and commissioned any work to be carried out by external contractors ie (not through the Estates) must ensure that:

• Adequate consultation takes place with the contractor to identify the risks and put in appropriate systems of control prior to commencement of the work.

• Contractors are issued with the University's 'Code of Safe Working Practices for Contractors Employed by Staffordshire University'.

• Contractors comply with the above code.

• The work of contractors is monitored to ensure that agreed safeguards are working effectively.

• Contractors are provided with sufficient information in respect to any risks to their own health and safety whilst on University premises eg carrying out maintenance work in a science laboratory with a potential risk of exposure to harmful chemicals.

• Contractors use their own plant, tools and equipment. University tools/equipment must not be supplied/provided for their work activity.

See 'Code of Safe Working Practices for Contractors employed by Staffordshire University' (PDF, file size: 297.06KB) .

The University has procedures in place to ensure full compliance with the requirements of the Health and Safety (Display Screen Equipment) Regulations 1992 (as amended 2002).  This includes DSE risk assessment, free DSE eyesight tests for DSE users and a contribution to users who require "special" corrective appliances specifically for use with DSE work.

See 'Display Screen Equipment Work Policy and Guidance' (PDF, file size: 315.36KB) .

The means of achieving high standards of electrical safety in the installation, maintenance and use of electrical supplies, equipment, apparatus and systems is contained in the 'Electricity at Work Regulations 1989'. Only electrical contractors approved by Estates and Facilities maintenance officers (electrical) are authorised to conduct any electrical work in University buildings and all such work must comply with these Regulations and the 17th edition of the IEE Wiring Regulations.

Portable Electrical Equipment : Managers/Supervisors Responsibilities

Managers/Supervisors responsible for the safety of electrical equipment in their areas of control must ensure that:

• All equipment is properly installed and maintained

• All equipment is used only for the purpose intended

• All equipment is visually inspected at regular intervals and this will include:

         -  Condition of cables

         -  Cable is secured in plug cord grip

         -  Damaged or discoloured plug tops

         -  General misuse

Staff using electrical equipment/apparatus are aware of the hazards and of the precautions to enable safe working eg switching off after use and taking care not to obstruct ventilation outlets etc.

All electrical equipment has been tested on an annual basis (every 4 years for IT equipment) and appropriately labelled to indicate that such tests have been carried out and when the next test is due. This requirement also applies to personal items of equipment such as kettles, toasters etc.

Defective equipment has been withdrawn from service and discarded or repaired by an authorised contractor approved by Estates.

Trailing cables on floors are particularly vulnerable to damage. Cable routes should be chosen to avoid exposure to such damage. Cables must never be positioned where they are likely to cause a tripping hazard eg pedestrian routes in offices and passage ways etc.   Use of multi-plug boards should be avoided. Additional wall mounted outlet sockets should be requested through Estates Property Desk.

User Responsibilities

• Equipment/appliances must be used only for the purpose intended.

• Repair and maintenance work must only be carried out by authorised electrical contractors as specified by Estates or in house Maintenance Officers (Electrical) - NO DIY.

• Equipment should be visually inspected for serviceability before each use. Check for condition of cable, damaged or discoloured plug tops and that cable is secured in plug cord grip.

• Defective equipment must be immediately withdrawn from service and reported to appropriate Managers/Supervisors.

• Ensure that equipment is within the annual test date and appropriately labelled. If there is no indication that the equipment has been tested it should not be used and the matter reported to appropriate Managers/Supervisors.

Each Faculty/School /Service will need to tailor its information and training package to suit the particular nature of the activities conducted. However, some standard/core information will apply universally. The following list should be used as an aide-memoir and supported as necessary, by Faculty/School /Service specific information and training relevant to particular hazards and their control. These hazards will have been properly identified through the formal risk assessment process.

Staff

Staff should have knowledge and understanding of the following policies and procedures.

University Health and Safety Policy and Organisation

• Duties/responsibilities of key University staff

          -  Vice Chancellor

          -  Dean’s/Directors and other Senior Managers

          -  Faculty/School /Service Health & Safety Advisors

          -  Head of Health, Safety and Environmental Services

          -  Trade Union Safety Representatives

          -  All Staff - personal responsibilities

          -  University Health & Safety Committee

          -  Faculty/School /Service Health & Safety Groups
             (refer to University Health & Safety Policy document)

• Health & Safety - Information for Employees - What you should know (HSE leaflet - circulated with appointment documents).

• Faculty/School /Service Codes of Practice/Operating Procedures (as appropriate to the needs of staff).

• University No Smoking Policy.

• Children in the University (parents and guardians 'duty of care').

• Specific Workplace Hazards and Control - include use of PPE where this is appropriate to ensure safe working.

• Equipment defect reporting procedures.

• First Aid - to include:

          -  location of first aid boxes

          -  names, telephone numbers and location of first aiders

          -  maintenance of first aid supplies

• University’s Lone Working Guidance

• Procedures/advice on lone working

• Accident reporting procedures

• Disciplinary procedures for failures to comply with University health and safety rules and routines eg compliance with fire drills.

• Emergency Procedures - to include:

          -  fire evacuation routines

          -  location of fire 'call points'

          -  location of fire extinguishers

          -  assembly areas

          -  fire monitors and their role

          -  location of fire exits

          -  mandatory compliance with fire drills

          -  mandatory completion of online fire safety training

Emphasise need to keep emergency exit routes clear and unobstructed at all times and not to store anything in corridors or stairwell areas.

• Emergency Procedures - Terrorist Threats (PDF, file size: 23.38KB) (available on-campus only).

• Emergency Procedures - People with additional needs (PDF, file size: 108.04KB) .

• Safety in the use of VDU's - including user entitlement to eye and eyesight tests.

• Manual Handling - Procedures/Guidance (if applicable).

• Emergency contact numbers eg *44 for security.

• Any other procedures in force to ensure safe working eg working in laboratories/ workshops/field trips etc.

New Undergraduate Students

• Emergency procedures - as identified above

• First aid - as identified above

• Accident reporting procedures

• Identity of key health and safety personnel within the University/Faculty/School/ Service.

• Emergency contact numbers eg * 44

• Defect reporting procedures

• Health and safety duties of students - identified in the 'Student Regulations' handbook.

• Safety on University roadways eg speed limits, one way systems, authorized parking etc.

• Any other Faculty/School/Service procedures in force to ensure safe working eg working in laboratories/workshops - field trips etc.

Additional Matters

• An information pack containing copies of relevant University Policies/Guidance documents should be issued to all new starters.

• A formal record should be maintained of all personnel who have received induction information/training.

• It would be prudent to obtain a signature from each new starter to indicate that he/she had received such information/training.

• A number of health and safety training videos are available 'on loan' from the University Health, Safety & Environmental Unit (Stoke Campus) e-mail hseu@staffs.ac.uk

Each Faculty/School/Service is required to prepare and publish a local health and safety policy and associated documents which identify the way in which health and safety will be managed. In particular, these documents will reflect the more local and sectional arrangements in force to secure the health and safety of all staff, students and visitors.

Faculty/School /Service Managers/Supervisors responsible for the control and use of ladders must ensure that they are safe and in a good state of repair at all times. Ladders must be formally inspected at six monthly intervals and a record maintained of such inspections.

Further advice is obtainable at: Top Tips on Ladder and Stepladder Safety (PDF, file size: 37.92KB) .

• Dean’s/Directors or other Senior Managers will be responsible for authorising/approving drivers and for ensuring that a list of such authorised drivers is maintained. The following conditions will apply.
  Drivers must:

• Be over the age of 25 years.

• Have a full driving licence and one that is acceptable to the University's insurers.

• Have successfully completed a Minibus Driver Assessment Scheme prior to conveying staff/students on official University business.

      NOTE:

• Retraining will be required every 5 years.

• Clarification and advice on vehicle insurance matters should be referred to Financial Services ext 3542.

• Attendance on a Driver Assessment Scheme should be arranged via the Health, Safety & Environmental Unit e-mail hseu@staffs.ac.uk

All manual handling activities come within the scope of the Manual Handling Operations Regulations 1992.

Definition:

Manual handling is defined as any activity which includes:

• Lifting
• Pushing
• Carrying
• Putting down
• Pulling
• Moving

Safe Working Practices

Whilst it is accepted within the scope of activities conducted by Faculties/Services it is not possible to eliminate all manual handling activities it is, nevertheless, possible to reduce the likelihood that accidents will occur by adopting safe working practices.  The development of safe working practices requires an 'ergonomic' approach which takes account of a range of relevant factors including, the nature of the task, the load, the working environment and individual capability.

A more detailed explanation is contained in University document 'Manual Handling of Loads – Policy and Guidance' (PDF, file size: 3.59MB) .

Central to the ergonomic process is the need to conduct risk assessments in order to identify the hazards/risks and to look for practical solutions to minimise the chance of injury.

Assessors : Appointment and Training

Deans/Directors or other Senior Managers will be responsible for ensuring that appropriate staff have been nominated to carry out assessment duties and ensure that  these staff  receive relevant  training  through the Health, Safety & Environmental Unit.  Refer to Website and book online under 'training'.

Assessment Criteria

• Manual handling tasks must be assessed to identify risk factors and the results formally recorded.  The assessment must take account of the load, the task, the working environment and individual capabilities.

• Assessments must be reviewed annually or more frequently if it is believed the assessment is no longer valid eg a change in work practices would require a new assessment to be conducted.

Risk Control Hierarchy

Managers/Supervisors must adopt the following hierarchy of control measures, as appropriate:

• Avoid hazardous manual handling activities as far as possible.

• Provide manual handling aids eg trolleys, jacks, trestles, rollers, bars, hoists etc.

• Ensure that staff engaged in manual handling activities receive instruction and training in safe handling techniques through the Health, Safety & Environmental Unit.  Refer to Website and book online under ‘training’.

• Provide appropriate PPE for manual handling tasks.

• Consider the nature of the work in relation to an individual’s physical capabilities.

• Consider team handling if appropriate.

Staff Responsibilities

• To use any mechanical aids as supplied for the task.

• To use PPE as provided for the task eg footwear, gloves etc.

• To take reasonable care for your own health and safety and that of others who may be affected by your activities.

• Cooperate with the University by complying with appropriate systems of work, rules and procedures in force to promote safety during the handling of loads.

• To report defects in equipment to your Manager/Supervisor.

• To immediately report accidents to your Manager/Supervisor and complete the University's Accident Report Form and forward to the Head of Health, Safety & Environmental Services.

The monitoring and review of safety procedures and compliance with Codes of Practice is an every day responsibility of all staff, however, managers and supervisors hold a higher duty of responsibility to monitor and ensure compliance.  In addition to daily supervision a variety of central and School/Departmental systems are used to monitor and measure safety performance across the university.

Inspections

Deans/Directors will implement suitable and sufficient internal safety inspections, the frequency and detail of such activities must be commensurate with the size of the department/school, level of risk, and nature of the hazards within each location. All departments/schools must undertake as a minimum an annual inspection exercise.

Additional monitoring activities will occur during accident investigations, complaints and feedback during team meetings.

Inspection reports will be submitted to Deans/Directors and appropriate Faculty/School/Service Management Teams.

The University’s Occupational Health provision is contracted out to a third party organisation that provides a wide range of health advice and related support to the University.  The Occupational Health Service is beneficial to the University and its employees, providing independent advice about an employee’s fitness to work and rehabilitation needs together with advice on a range of general and other health issues affecting staff across the University.  All referrals to the service should be made through Personnel Services.

Space

The Workplace (Health, Safety and Welfare) Regulations 1992 require that all employees must have a certain amount of office space in which to work:

• 3.7 square metres of floor space; or

• If the ceiling is lower than 3.1 metres, 11 cubic metres

This space allocation does not take into account furniture.

Temperature

• Under the Workplace (Health, Safety and Welfare) Regulations 1992 the temperature within offices must be reasonable (reasonable under relevant guidance is considered to be 16°C (60.8°F) after the first hour);

• The Regulations and associated guidance do not recommend a maximum temperature but during working hours “the temperature in all workplaces inside buildings shall be reasonable”.

University buildings are easily accessible by members of the public and inevitably this gives rise to concerns regarding personal safety and security. However, building users can contribute to their own personal safety and security by adopting a few simple precautions.

• Report unwelcome visitors/intruders to security staff - key *44.

• If working alone lock your door or if outside keep to well lit areas. Inform security staff *44 if you intend to work at times when the building would not normally be occupied.

• Don't leave personal effects on display eg handbags, wallets, jewellery etc.

• Don't leave valuables in offices/work areas overnight.

• Lock doors and close windows when you cease work.

The Personal Protective Equipment at Work Regulations 2002 place a statutory obligation on the University to ensure that suitable personal protective equipment (PPE) is provided to those staff, students and visitors who may be exposed to a risk to their health and safety whilst at work or on University premises. PPE includes such items as protective clothing for extreme weather conditions, high visibility clothing, gloves, safety footwear, safety helmets, eye/ear protectors, dust masks etc.

Managers/Supervisors Responsibilities

Managers/Supervisors responsible for specific work areas or activities must ensure that:

• A risk assessment of all activities is conducted to assess/identify the need for PPE and that the results of the risk assessment is formally recorded.

• Suitable PPE is provided to staff, students and visitors who may be exposed to a risk to their health and safety eg visitors to a science laboratory.

• Where/when appropriate, staff/students receive sufficient information, instruction and training in the correct use of PPE.

• PPE provided to staff, students and visitors is in good working order and well maintained. It may be appropriate in some circumstances to supply disposable PPE which can be discarded after use eg dust masks. PPE should only be provided when there is a risk to health and safety that cannot be adequately controlled by other means.

User Responsibilities

• Users are under a specific duty to use/wear PPE which has been provided by the Faculty/School /Service to protect their health and safety whilst at work or on University premises.

• Defective PPE must be reported immediately to the appropriate. Manager/Supervisor responsible for the work activity

As far as is reasonably practicable all substances and materials purchased for use within the University must be environmentally friendly in accordance with the University's 'Environmental Policy' (PDF, file size: 22.93KB) which encourages the development of good environmental practices. In addition, all equipment purchased must be safe and without risks to health and fully comply with the Provision and Use of Work Equipment Regulations 1998.

An important aspect of these Regulations relates to the selection of work equipment and in this regard, data sheets,  manufacturers/suppliers information and instruction should be consulted and form the basis for carrying out risk assessments prior to any purchase.

The effectiveness of this policy will be monitored by the Vice Chancellor through the University's Health & Safety Focus Group and Health & Safety Committee. The formal review process will be carried out every two years and will, in particular, take account of new legislation and changes in the University's operational arrangements.

Staffordshire University recognises that suitable and sufficient risk assessments are fundamental to effective risk management and that all risk assessments must consider all factors relevant to the activity including environmental impact and the disposal routes of any waste or effluent.

Risk assessments should be treated as dynamic ‘working’ documents which should be readily available for reference; communicated to and agreed by the interested parties and reviewed in-line with: accidents/incidents relating to the activity; relevant changes in legislation and the assigned review date.

See 'Risk Assessments (General) Policy and Guidance' (DOC, file size: 341.5KB) .

Any member of staff or student who considers that any aspect of their work activity may cause injury or ill health to either themselves or others must report this immediately to their respective Managers/Faculty/School/Service Health & Safety Advisor or Tutor as appropriate. Similarly, any defects identified in tools or any other work equipment must be immediately withdrawn from service and the matter reported.

Drivers must take particular care and observe campus speed restrictions and one way systems and to be particularly vigilant for the presence of pedestrians. Parking is not permitted on double yellow lines, yellow hatched areas or in front of building exit/entrance doors since this may impede swift access by emergency vehicles and/or hinder an emergency evacuation by building users.

• All building users must comply with the University's No Smoking Policy. Smoking is prohibited in all parts of all University buildings, and within 5 metres of entrances to premises and open windows.

Smoking is also prohibited in the following external locations which are covered by existing statutory provisions:

• Adjacent to paint, chemical or solvent stores.

• In the immediate vicinity of LPG storage areas or areas housing flammable industrial gases.

• Adjacent to battery rooms or locations where batteries are charged.

• Any other areas where there is an identified hazard or risk of injury or ill health.

The University has a statutory duty to provide "such supervision as is necessary" to ensure the health and safety of both postgraduate and undergraduate students. It is important to understand that this duty cannot be discharged by relying solely upon a student’s status or competence.

The duty to supervise is delegated to the Head of Department and in turn to the member of staff directly responsible for the student (the supervisor). Technical staff are responsible for ensuring that laboratories, workshop areas and associated equipment are safe to use.  Any health, safety or environment issues relating to students should be reported to the member of staff in charge. Responsible staff must be able to demonstrate that they have exercised an effective supervisory role within a context of departmental procedures, systems of work and monitoring arrangements.

Initial induction training of new students should include an explanation of safe systems of work, local policies and procedures etc.

Definitions

• It is advised that "direct supervision" is where the supervisor is initially to hand at the start and induction of the task and within a defined work area of the activity whilst the task is undertaken (i.e. within the same room, laboratory or workshop).

The words "within the vicinity" need to be interpreted as within hailing distance or routinely circulating around various activities/areas under the supervisor’s control.

Risk Assessment and Levels of Supervision

The risk assessment will identify the level of control necessary to protect all those who may be affected. The control measures to reduce risk may be a mixture of administrative, engineering and personal protective measures. There will be a number of situations, particularly for undergraduate work, where the projects are not individual but group based and the risk assessment can be generic rather than individual. In such circumstances, evaluation of the safety of individual undergraduate projects should be made when projects are devised and appropriate instruction for students provided with the methodology.

Where necessary, formal arrangements must take place within the department such that a temporary, alternate supervisor is provided during absence of the regular supervisor.

Where individuals being supervised show a complete disregard for matters of safety, then it is advised to use disciplinary procedures to ensure that the safety of the person concerned, and anyone else that might be adversely affected, is maintained.

Student Dissertations and Projects (Under/Post Graduate)

Student dissertations and projects at both Under and Post Graduate level could involve work subject to specific Health and Safety Regulations (e.g. Control of Substances Hazardous to Health (COSHH) Regulations 2002, Provision and Use of Work Equipment Regulations (PUWER) 1998, or University Procedural Guidance e.g. Field Trips, Fieldwork and Educational Visits, Lone Working etc.  It is the responsibility of the project/dissertation supervisor to ensure that:

The project is properly assessed:

• For general risks to health and safety under the Management of Health & Safety at Work Regulations 1999 (written risk assessment/s required), or other regulations such as COSHH 2002, the Manual Handling Regulations 1992, etc;

• For compliance with University procedures/guidance (e.g. relating to fieldwork, placements, radiation, micro- organisms, genetic modification etc);

• For compliance with any local Departmental/Faculty rules;

Any precautions which are necessary are agreed between the supervisor and student and should be recorded in relevant procedures;

Regular checks are carried out by the supervisor to ensure that the student is actually following the agreed procedures.

It has been made clear that:

• Alterations in method must be documented, risk assessments reviewed and revised as necessary and discussed rather than casually introduced without the supervisor's knowledge;

• Students also have statutory responsibilities not to endanger themselves and others by their actions.  

Whilst primary responsibility for meeting statutory obligations within a 'placement' rests with the employer 'placement provider' there still remains a residual risk of incurring liability unless the University takes reasonable steps to see that the placement is safe and without risks to health. It is good practice, therefore, to enter into discussion with prospective employers regarding the health and safety of students on work placements and that written records are maintained.

Placement organisers and any other staff involved in arranging or monitoring student progress whilst on placement must follow the procedures and guidance outlined in the UCEA Health & Safety Guidance for the Placement of Higher Education Students, which can be accessed via the HSEU website.

A hazardous substance is defined in the Control of Substances Hazardous to Health Regulations 2002 (COSHH) as a substance which is either very toxic, toxic, corrosive, harmful, irritant/sensitising or any other substance which is a hazard to health eg micro organisms.

Assessors - Appointment and Training

Dean’s/Directors or other Senior Managers will be responsible for ensuring that appropriate staff have been nominated to carry out COSHH assessment duties and for ensuring that these staff receive relevant training through the Health, Safety & Environmental Unit. Refer to Website and book online under ‘training’.

Managers/Supervisors Responsibilities

Managers/Supervisors responsible for specific work areas or activities must ensure that:

• A hazardous substance will only be used when there is no safer alternative substance that can be used for the work activity.

• A COSHH assessment is carried out for each hazardous substance used which takes account of, in particular, the way the substance will be used in practice.

• The risk assessment is carried out prior to use of the substance and that the assessment details are formally recorded.

• Staff/students receive sufficient information, instruction and training to enable them to understand the risks to their health and the procedures to be adopted to protect their health.

• Staff/students are issued with appropriate personal protective equipment (PPE) eg gloves, goggles, visors, overalls, masks etc.

• Staff/students use the PPE issued to them to carry out the work activity.

• PPE is in good working order and well maintained.

User Responsibilities

• To use the PPE issued to carry out the work activity.

• To report defects in any PPE provided immediately to the appropriate Manager responsible for the work activity.

PPE must only be used as a last resort option in the absence of any more reliable or permanent means of control.

 The University has an obligation under the Health & Safety At Work etc Act 1974 to ensure the health and safety of all visitors (includes students and contractors) whilst on University premises. Visitors must not use tools or equipment (including office equipment) without the specific authority of an appropriate Manager. Such permission as may be granted will include a strict duty to ensure/provide immediate 'line of sight' supervision. Members of staff who are responsible for students or visitors should inform them of the fire procedures.

Children

The university’s buildings and campuses are not primarily designed for young persons or children.

High risk areas

With the exception of supervised lectures, classes or organised formal visits, young persons and children who are not students of the university will not be admitted to any of the following areas within the University: -

• Science, engineering laboratory or workshop environment.

• Where any hazardous substances or equipment is present; or

• Where the appropriate Dean or Director excludes young persons and children because of risks to health and safety.

Such areas will have appropriate security measures, warning signs etc to prevent unauthorised entry.

Parents or guardians and young persons or children

Where a parent or guardian brings a young person or child onto a University campus or into a University building, they are responsible for the close supervision of the young person or child at all times. This responsibility cannot be delegated to another person.

Bringing young persons or children onto a campus or into a building because alternative care arrangements are not possible must only be considered as a last resort and as nothing more than a temporary arrangement.

Authorisation in this situation must be first granted by the appropriate Dean or Director, or the appropriate member of staff given delegated authority to grant or refuse permission.

Organised events where young persons or children are invited

• Where an academic school, support service or university centre intends to organise an event where young persons and or children are to be invited, authorisation must be granted by that Dean or Director.

• A risk assessment of the intended event must be carried out to assist in determining the viability of the event from a health and safety perspective, and the necessary arrangements that need to be in place should the event go-ahead. Aspects covered by this risk assessment should include: -

• Travel arrangements onto and from the campus.

• Movement around the campus and within buildings.

• Unfamiliarity with areas, particularly within buildings and in the event of an emergency  evacuation or situation.

• The area where the intended event will take place including its layout, occupancy levels and any existing equipment,  materials, activities etc within that area or immediately adjacent.

• The intended activities the young persons or children will participate in including any equipment, materials etc that will be used.

• The levels of supervision that will be necessary and the suitability of those who will assist with supervision.

• The information, instruction and training that will need to be provided to all those involved with the event, i.e. participants, the third party with whom the event will be organised, supervisors of the event.

• The findings of the risk assessment must be recorded and conveyed to the relevant personnel, e.g. those responsible for the event, the third party with whom the event will be organised. The risk assessment must be reviewed as appropriate, e.g. immediately prior to the event taking place or before any future similar event.

• Those responsible for organising the intended event must ensure that the appropriate level of insurance will be in place.

• A health and safety agreement must be sent to the third party with whom an event has been organised. The third party must convey its acceptance of, and commitment to, the agreement prior to the event taking place.

• Any organiser of events that invite children onto campus will be responsible for ensuring that the areas intended for use are suitable.

Conferences and Events

It is the responsibility of the arranging Faculty or Service to ensure that suitable health and safety arrangements and procedures are established for events and conferences which they directly arrange.

• Refer to University document 'Children in the University – Policy' (PDF, file size: 47.24KB) (available on-campus only).

In general, any work carried out above floor or ground level is potentially dangerous and therefore must be subject to a risk assessment.  If persons have to work at heights the correct access equipment must be used, the use of stools, chairs, etc. is not acceptable.  Where ladders or stepladders are used, a visual inspection should be carried out before use to ensure the safety of the equipment, which should then be placed on a firm, level non-slippery surface.  If this latter requirement cannot be complied with, the ladder should be tied or 'footed' by a second person during use.
 
Further information is available at: Top Tips on Ladder and Stepladder Safety (PDF, file size: 37.92KB)