Faculty Health & Safety Policy
This policy is to be read in conjunction with the University's current Health and Safety Policy, to be found at:
A signed copy of this Faculty policy is kept in full, with all appendices, in the Faculty Board Office.
To be reviewed annually, including all appendices
All staff of the Faculty endeavour to ensure a safe and healthy place of work. They strive to achieve excellence and good practice in matters of health and safety in all their activities and not just minimal legal requirements. Although highly unlikely, wilful neglect of health and safety requirements by individuals could result in disciplinary procedures.
2.1 The Chairman of the Faculty Board is regarded as having the delegated duty for the responsibility for health and safety and welfare matters as outlined in the University’s Safety Policy Statement (para 6).
2.2 The Chairman will delegate most of his/her duties in this respect to the Faculty Safety Officer (the Faculty Custodian) and to the Fire Safety Manager (the Faculty Administrator). There shall also be Fire Wardens and every effort will be made to have at least one qualified University First Aider located in the building (see Appendix 1).
2.3 The Faculty Safety Officer, Fire Safety Manager and Deputy Fire Safety Manager shall be appointed in writing. A copy of the most recent appointment letters (giving full details of the duties involved) is to be found at Appendix 2.
2.4 All members of staff have a duty (a) to take care of their own health and safety, (b) not to compromise the health and safety of others, (c) never to interfere with safety equipment and (d) to familiarise themselves with University Health and Safety Policy. All members of staff are required to follow any health and safety instructions as given by the Chairman of the Faculty Board, the Faculty Safety Officer, the Fire Safety Manager, Fire Wardens and the University First Aider (for example, with regard to evacuating the building in the event of a fire practice).
2.5 The Faculty administrative staff holds termly office meetings. Matters of health, safety and environment are standing agenda items at these meetings. Any accidents or incidents that have occurred in the Faculty in the intervening period would be discussed at these meetings, the findings reported to the Chairman and appropriate action taken if necessary.
2.6 The Faculty has established a Faculty Safety Committee which deals with matters of health, safety and environment.
2.7 Full information on reporting and recording of accident and incidents can be found in the Accident book held by the First Aider.
2.8 As the Faculty building is small, informal inspection is a daily occurrence. A formal inspection of each location and its equipment is carried out each July by a tour party consisting of the Chairman, the Faculty Safety Officer, the Faculty Fire Manager and the University First Aider. An inspection sheet is used. The findings are recorded and reported to the staff at the Office meetings. Remedial action is noted by the Faculty Board (and thus minuted).
2.9.1 All members of staff, including any library invigilators and other temporary staff, are taken through the induction process by the Faculty Administrator or her appointed delegate on their first day at work. Reference will almost certainly have to be made to other members of staff. At this point information about hazards, risks and control measures is given (see Appendix 3). Assistant staff are expected to attend a University induction session organised by the Personnel Division. Records of this are kept by the Personnel Division and the Faculty Administrator.
2.9.2 Students are informed of the Faculty’s fire evacuation procedures (a) in the Student Handbook and (b) at the plenary sessions given to new students at the start of each academic year.
2.9.3 Faculty staff will need to exercise judgement when entering other University premises.
2.10.1 Visitors to the Faculty building do not all have to sign in at reception (as there is no full-time receptionist), and the Faculty will not be able to offer them any health and safety training as such. This will be the case for non-Faculty teachers and students using the University teaching rooms booked centrally. However, information notices warning of what to do in the event of a fire will be found in all rooms of the Faculty.
2.10.2 Special arrangements are in place for the following groups of visitors:
(a) Personal Emergency Evacuation Plans should be drawn up by the Health and Safety Officer for any visitor with a disability, if requested. A notice to that effect is displayed in Reception.
(b) Wheelchair users: all such users must make themselves known to the Receptionist on arrival. A notice to this effect is placed at the front and back doors of the building. At times when the lift is unavailable (the lift is switched off outside the hours of 9 – 5, Mondays to Fridays) wheelchair users will not be able to access any floor of the building except the ground floor. In case of emergency an evac-chair is available and Faculty staff will be trained in its usage.
(c) non-Faculty library users: Library staff are responsible for clearing the library in the event of a fire, or for contacting the First Aider or Security in the event of any other incident.
(d) Children visiting staff members: children may only come into the Faculty building (a) if accompanied and (b) if permission has been granted by the Chairman of the Faculty Board. The staff member concerned is responsible for any such visitors.
(e) Other persons visiting staff members: the staff member concerned is responsible for any such visitors.
(f) University cleaners and workmen: all such users must make themselves known to the Receptionist or Custodian on arrival. A notice to this effect is placed at the front door of the building.
(g) External contractors: all such users must make themselves known to the Receptionist or Custodian on arrival. A notice to this
effect is placed at the front door of the building.
2.11 Assessment of risks, etc
A number of areas are to be assessed on a regular basis (see appendix 4 for these assessments):
Slips, trips and falls
Use and storage of cleaning products
Use of the kitchen
Storage of office and library files, books and equipment
Working at height
These assessments are reviewed formally on an annual basis each July by the Chairman and those with responsibility for health and safety, fire and first aid, and revised if necessary. However, review and/or revision may be required at earlier intervals because of changes in circumstances of staff, location or scope of work, accidents or ill health. It is the duty of all concerned to instigate such revisions.
NB Fire Risk assessments are undertaken by the University Fire Safety Office.
2.12 Protective clothing
In all circumstances where the assessment determines that protective equipment or clothing is required, sufficient funds will be made available to provide this. All such equipment or clothing must be kept and used appropriately and replaced as required.
2.13 Equipment testing
Routine testing and inspection of all portable electrical equipment belonging to the Faculty is carried out by the Health and Safety Division on an annual basis. H&SD keep these records. There are inventories of Faculty equipment where dates of checks and calibrations are recorded (Appendix 4). Staff may not bring their own untested portable equipment for use in the Faculty building.
The Faculty is the chief, but not the sole, occupant of the Faculty Building. The HRH Prince Alwaleed Bin Talal Centre for Islamic Studies occupies rooms on the ground floor. (See appendix 5 for full details of shared access, services and contacts.)
Any health, safety or welfare matters involving the fabric of the building or services are dealt with by EMBS (Appendix 7).
4. Fire Safety
4.1 The main control panel is located in the entrance hall of the Faculty. Close co-operation and formal liaison between the Faculty and the Centre for Islamic Studies is essential, particularly with regard to fire safety, security, services and building fabric. These formal arrangements are detailed in appendix 8.
4.2 The Chairman must appoint in writing a fire safety manager and deputy(s) and wardens to cover all the accommodation (See appendix 2 for letter of appointment and details of arrangements for FSM, wardens and deputies). These appointments must be reviewed each July. They are responsible for testing the system weekly and co-operating with others in the regular fire evacuation drills.
4.3 After any evacuation of the building (whether after a practice or “for real”), the Fire Safety Manager and his/her Deputy, and the Fire Wardens shall all hold a meeting to discuss any issues raised. These findings shall be reported to the administrative staff meetings and Faculty Board (and thus minuted).
4.4 Training and refresher training for managers, wardens and staff is carried out by the University Fire Safety Office at intervals not exceeding 2 years. Records of this training are held in the Fire Safety Log Book. The fire safety logs must be maintained.
4.5 Smoking is not permitted anywhere in the Faculty Building.
5. First Aid
5.1 Currently there is one University First Aider (having received the official training) located in the Faculty Building, the Computer Officer, Mr Stephen Fagg.
5.2 Staff and students are made aware of the system of contacting first aiders from nearby departments or the ambulance whichever is appropriate to the circumstances. This is mentioned at staff induction and in the Faculty handbooks.
5.3 The lists of Sidgwick Site first aiders are kept up to date on a monthly basis by the Faculty Safety Officer, and posted in the main Faculty office, close to the front and rear doors, and in the Administrator’s office. These names and numbers are also placed on all first aid boxes.
5.4 There is a first aid box located in the Common Room and it is the duty of the first aider to keep all boxes stocked. All staff with ‘hidden’ health problems are encouraged to tell the first aider in confidence eg epilepsy, asthma.
5.5 Any First Aid incidents (including any accidents drawn to his/her attention which did not require his/her services) will be logged in the Accident Book kept by the First Aider. All incidents will be reported to the University’s Health and Safety Division by him/her.
6. Emergency procedures – contacting Security
The Custodian will always be the first port of call when Security is required. However, in order that Security can be contacted when the Custodian is not present, all staff will be made aware of the ‘phone numbers of the University Security Control Centre – 101 for emergencies and 31818 for routine matters. All telephones should bear a sticker with the relevant numbers: the Custodian will check these (1) when phones are issued, (2) on annual room inspections).
7. Out of hours incidents
The following arrangements apply if an incident occurs before 9 am and after 5.30 pm in termtime, or after 5 pm on the vacations: it is worth noting that there may well be no fire wardens present to supervise an evacuation.
If a fire is discovered the fire alarm should be sounded at once. If the fire alarm sounds, everyone must leave the building immediately and gather at the Assembly point to the rear of the Little Hall and wait for the Fire Brigade and/or Security to arrive and to issue instructions.
If the library is open but is only staffed by Library Invigilators, the Library Invigilators should ensure that all readers leave the building.
The Faculty Administrator and/or Faculty Safety Officer will be contacted (at home) by the university’s security team, under such circumstances.
(b) ACCIDENTS, SECURITY ALERTS or OTHER EMERGENCIES
In the event of an emergency other than a fire, contact Security on x 101.
8. Staff and students working overseas
It is the personal responsibility of staff members working overseas on Faculty business (eg teaching or research) to ensure that they have adequate personal health insurance and have obtained the vaccinations as necessary for their stay abroad.
Bearing in mind the political instability of many of the countries which may be visited by Faculty members, both staff and students should consult the Foreign and Commonwealth Office’s advice (on 0207 270 4129 or via its website) before making their travel plans. As far as undergraduate or MPhil Study Period Abroad arrangements are concerned, the Faculty Board will not approve travel to any areas contrary to FCO recommendations, nor contrary to the recommendations of the government of the country of which the student in question is a national.
The Faculty recognises that Colleges bear the primary responsibility for students’ health and welfare, but nonetheless students who study abroad (whether as part of their course or on a vacation course approved by the Faculty) will be warned of the need to have arranged adequate personal health insurance and to have obtained the vaccinations as necessary for their stay abroad. They will be recommended to obtain a copy of the Department of Health’s Health Advice for Travellers, (London, HMSO 1995, available free from the Department of Health on 0800 555 777). Further details regarding students studying or working abroad will be found in the Year Abroad section of the Faculty website.
9. Serious Incidents
The Faculty Library currently has a policy for action in the case of a serious incident (eg flood or major fire). The Faculty also has a Business Continuity Management plan in case of serious incidents, but this is not available for general reading. The Faculty Chairman, Administrator, Computer Officer and Heads of Department are aware of the contents and will implement the plan if necessary.
10. Reporting of incidents
Incidents will be reported as follows:
10.1 First Aid see section 5.5
10.2 Fire see appendix 6
10.3 Other accidents see section 5.5
10.4 Instances of RSI, eye strain or other health problems resulting from computer use (or other work activities) – reported to Faculty Administrator who will inform Occupational Health Service.
10.5 Security incidents – see section 6
After an incident has been recorded (of any kind), an investigation will take place (either by the First Aider, the Faculty Fire Manager or the Faculty Safety Officer as appropriate, if necessary in consultation with the central University Offices) to minimise the chance of reoccurrence.
• Personnel and Officers with Health and Safety responsibilities
• Appointment Letters of Safety and Fire appointees
• Staff Induction
• Risk Assessments
• Faculty equipment
• Fire Safety
• Service Agreement with EMBS
• Arrangements with other departments using the building
• Compliance with the University's Health and Safety Policy
A full copy of this policy, with all appendices, is held in the Faculty Office (Room 11).