Health and Safety in the University Office

Health and Safety Policy

Health and Safety is important to all of us in the University Office.  We wish to prevent the Office's activities causing harm to staff, students or members of the wider community.  Not only can accidents cause pain and suffering, they can also use resources which could be put to better use.

You will find details here of what can be done to prevent circumstances arising which could cause injury or ill health.  It is important that staff understand their role in these arrangements.  Health and safety legislation imposes duties on staff as well as on the Office and the University as a whole. The co-operation and active involvement of everyone is essential if we are to meet all our statutory obligations.

Health and safety is a line-management responsibility.  Heads of Sections are, therefore, responsible for ensuring that the safety procedures detailed in this document are implemented and continuously carried out in their Section.  They must also ensure that health and safety is given the priority it deserves and is taken seriously by all staff.

Our procedures can always be improved.  A formal review of our health and safety arrangements is made every 12 months.  Any member of staff who has suggestions for making our arrangements more effective should contact the University Office Safety Co-ordinator (mandy.murray@abdn.ac.uk).

Mr S Cannon

Secretary to the University
January 2012

Health and Safety Organisation

Responsibilities for Health and Safety

Health and Safety is a line management responsibility.  Heads of Section must provide a healthy and safe environment for staff, students and members of the public.  Line managers must ensure their staff are aware of the dangers in the tasks they undertake and use appropriate precautions.  They must also ensure staff are provided with appropriate health and safety training and supervision.  Individuals also have health and safety responsibilities:

• Staff must comply with health and safety arrangements put in place by the University and by the Office
• Staff must ensure their activities do not cause harm to others
• If staff are aware of something which is unsafe they should make it safe immediately (if this can be done without danger) or bring it to the attention of an appropriate staff member.
• No one should interfere with, or misuse, anything provided for reasons of health and safety.
• Staff should report any perceived breaches of safety to the Head of Section.

University Office Safety Co-ordinator

Remit

• Advise the Secretary to the University on health and safety matters within the University Office, in particular, on the development of a health and safety management system for implementation by each Section in the University Office so that there is a uniform approach to health and safety.
• Co-ordinate the work of the Section Safety Advisers to ensure effective implementation of policy.
• Review the health and safety arrangements for the Office and receive a summary report on health and safety from each Head of Section.
• Co-ordinate health and safety functions which are provided centrally rather than from within individual sections, eg. first aid, fire safety.
• Liaise with the University Safety Adviser on health and safety matters affecting the University Office.
• Report to the Secretary to the University annually.

Section Safety Advisers

Each Head of Section must appoint a member of staff as Section Safety Adviser and notify the University Office Safety Co-ordinator of the appointment.

Remit

• Advise staff on what needs to be done to implement the University Office Health and Safety Policy.
• Refer promptly to the Head of Section and/or University Safety Adviser any health and safety problems which cannot be resolved locally in a reasonable timescale.
• Liaise with the University Office Safety Co-ordinator or the University Safety Adviser on health and safety matters affecting the Section.
• Maintain all necessary health and safety documentation for the Section.
• Lead the team carrying out health and safety inspections of the Section.
• Monitor actions taken to resolve issues which have been highlighted by a safety inspection.
• Ensure health and safety matters are part of the induction for new staff.
• Ensure that appropriate training on health and safety issues is provided for staff.
• Report accidents to the University Safety Adviser and keep records of all accidents and all safety inspections.
• Report to the Secretary to the University annually.

New staff

New staff will receive training in health and safety procedures over their first few days in the office with essential training given on day one.  Their line manager is responsible for ensuring the training is given. A training checklist should be completed and returned to the Section Safety Adviser when complete.

Discussion of Health and Safety Matters

There should be a forum in each Section where health and safety matters should be a standing item for discussion (at least three times per year) on the agenda of staff meetings.

First Aid

First Aid arrangements are co-ordinated by the Office Safety Co-ordinator.  Lists of qualified first aiders are available in each section.

Accidents

Staff should report accidents as soon as possible to their line manager. The following must be reported:

• Any incident in which anyone is hurt (regardless of how minor the injury might appear and whether they need medical treatment).
• Any near-misses - an incident in which someone could have been hurt (but in which perhaps chance or "good luck" prevented injury).

There are several reasons for reporting accidents. The most important is so we can take action to prevent a similar occurrence happening in the future (perhaps with more severe consequences). We may also need to report the incident to the Health and Safety Executive or to our insurers.

Accident report forms are available from Section Safety Advisers.  The line manager of the injured person or the person in charge of the area where the incident happened should complete the form.  Completed forms should be sent to the University Safety Adviser within 48 hours of the accident.  A copy should be sent to the Section Safety Adviser.  Serious accidents should be reported immediately to the University Safety Adviser by phone. (x 3894). The University Safety Adviser will ensure that the Health and Safety Executive and our insurers are notified if necessary.

The injured person's line manager should investigate the accident to discover its cause.  They should contact the Section Safety Adviser for assistance if required.

Safety Inspections

Health and safety inspections are carried out to determine whether the health and safety arrangements are working well.  Inspections will take place at least once a year and will be carried out by the Section Safety Adviser and/or the Head of Section.  The Head of Section is responsible for ensuring appropriate action is taken to resolve any issues that come to light.

Access to Heights

From time to time staff have been seriously injured after falling while using an unsuitable means of access (usually a chair) to reach storage above head height.  The only suitable means of access are a stepladder (in good condition) or a "kick stool".  Staff should never use chairs, particularly swivel chairs, to reach high shelves.  There are several sets of ladders in the Office.  To help ensure they remain in good condition they will be inspected every three months by the appropriate Section Safety Adviser for the section of the Office which houses the ladder.  If anyone discovers any damage to a ladder they should take it out of use and report it immediately to the Estates Office to have it repaired or replaced.

When storing items on shelves do not place heavy items up high.  They will be difficult to place on or remove from the shelves and if they were to fall they could cause serious injury.  Place them at waist height or closer to the floor.

Building Maintenance

The Estates Section is responsible for maintaining the fabric of the University Buildings and for fixtures and fittings. Staff from the Estates Section regularly inspect buildings.  However, those who work in a building are likely to be the first to notice anything unsafe.  Anything requiring attention should be reported to your Section Safety Adviser who will contact Estates.  Any urgent matters should be reported immediately to Estates on x3333 or, outwith office hours on x3939.

Chemicals/Cleaning Equipment

Normally there are no chemicals used in the Office which require special precautions.

Photocopiers, however, can generate small quantities of hazardous gases. Photocopiers should be located in well-ventilated areas.

The cleaners use specialised cleaning chemicals. These are to be used only by the cleaners and not by staff. (Similarly, specialised cleaning equipment is to be used by anyone other than cleaners who have been trained in its operation.)  If anyone does introduce any specialised chemicals to the Office, they should contact their Section Safety Adviser before the chemicals are first used to agree any necessary precautions.

 Computer Workstations

Those working with keyboards and computer display screens for prolonged periods can be exposed to a number of health hazards.  The principal hazard relates to the arms.

The problems which can develop are referred to as WRULDs (work related upper limb disorders) or RSI (repetitive strain injuries).  Applying ergonomic principles to the design, selection and installation of computer equipment, the design of the workplace, and the organisation of the task can readily control the risks.  Regular breaks should be taken from the workstation by changing activity.

The risk is only significant for those who use computer workstations intensively for a large part of each working day. Staff identified as being in this category will have their workstations assessed for compliance with workstation standards and will receive instruction on how to use their workstations correctly.

Each Section should have a fully trained workstation assessor to carry out assessments.

Electricity

Accidents involving electricity are usually very serious.

1) All items of portable electrical equipment will be inspected every three years by a competent person.  .

2) If you have any reason to believe that any portable equipment is damaged or defective, you should

• Unplug the equipment
• Take steps to prevent anyone plugging it in again (eg. tape a warning sign over the plug)
• Inform the Estates Office who will arrange to have it repaired by a competent person (Electrician)

3) You should regularly look at the condition of electrical equipment you use.  If you see anything that looks unsafe eg. a cracked plug, frayed wire, report it immediately so that it can be repaired by an appropriately trained and qualified person AND BY NO ONE ELSE.

4) Electrical equipment, apart from new equipment, should never be used in the Office without first being inspected and passed by a competent person. Electrical appliances brought from home should not be used until they have been inspected. Contact Estates Office to arrange inspection of any equipment.

Fire

Fire is probably the greatest single safety related threat to members of staff.  Even if everyone were to escape safely from the building, a fire could destroy facilities and documents.  We should do as much as we can to prevent fire.  If a fire should start, a fast and effective response can help save life and property.

Fire prevention

The University’s no smoking policy eliminates one of the main ways in which a fire can start. Our systems for inspecting electrical equipment should reduce the chances of faulty electrical equipment being a source of fire.  Other important precautions are :

• Avoid accumulations of material, which might easily burn eg. waste paper, cardboard, and plastics, especially in corridors and stairwells.
• Do not obstruct the ventilation of electrical equipment or place material close to electrical appliances.
• Do not overload electrical sockets by connecting too many appliances to a single socket.

On discovering a fire

If you discover a fire, it is important to take the following steps in the order given.  More information can be found in the Fire Action Plan:

• Sound the alarm (no fire is so small for this. A fire extinguisher should not be discharged until the alarm has been sounded.) Get someone to call the fire brigade by dialling 9-999
• Warn others in the area. Shout fire and bang on doors! Some people do not always respond immediately to fire alarms
• Only if you can do so without putting your own safety at risk, attempt to fight the fire with a suitable extinguisher
• Otherwise, close the door to the area where the fire is (to contain the fire), leave the building and await the arrival of the fire brigade.
• Once at the assembly point (in the car park at the rear of the building), if you are the person who discovered the fire you should provide information about what has happened to the person in charge at the assembly point (wearing the yellow jacket).

On hearing the fire alarm

If you hear the fire alarm:

• Leave the building by the nearest exit and go to the assembly point (indicated on the Section’s information sheet at the end of this document.)
• Nominated floor checkers should check all rooms and report to the person in charge who will be at the assembly point.
• Anyone clerking a meeting should ensure that all participants leave the building by the nearest exit and go to the assembly point.
• If you have any information about someone who might still be in the building, report to the person in charge. They will be identified by a bright yellow jacket.

Note: Do not re-enter the building until the fire alarm has been silenced.  

Extinguishers

There are four main types of extinguisher used in the University. The applications for which they are suited are summarised below:

	Water	Foam	Carbon Dioxide	Dry Powder
Wood, paper, textiles, etc
Petrol, oil, fats, paints, etc
Electrical hazards

Water must never be used on burning liquids or electrical equipment.
All extinguishers are checked every 12 months and the date of last inspection is shown on the extinguisher.

Escape routes

Corridors and escape routes must be kept clear. Combustible materials should not be stored in corridors or on escape routes where they could become a source of fire and smoke.  Furniture and other items should not be placed so they partially block escape routes as this will prevent people leaving the building quickly.  In a corridor filled with smoke, furniture can create a serious obstacle.

Fire doors will help prevent the spread of smoke and fire through a building and make it easier for people to escape. They should therefore be kept closed at all times and never wedged open.

Fire drills and alarm tests

Fire drills are held in all the University buildings once each year to test the efficiency of our evacuation arrangements.

The fire alarm for the University Office building is tested each week on Wednesday between 11.00am and 11.30am.

Housekeeping

Everyone can make an important contribution to safety by keeping offices in a tidy condition.

• Keep passageways and the area around where you work clear for access.  People can be injured bumping into or tripping over items.
• Keep cupboards and filing cabinet drawers closed.  They can cause injury if left open and someone bumps into them.
• Never allow wires and cables to pass across places where people might walk.  They can be a serious trip hazard.  If there is no alternative route ensure that special rubber cable protectors designed for the purpose cover a cable.
• Do not let rubbish accumulate other than in rubbish bins.  Any accumulation of material which can burn increases the risk of fire.
• Keep any drink and food preparation areas clean and tidy.  
• Keep corridors and stairways clear of rubbish or furniture, etc. even for a short time.
• Arrange for spillages to be cleaned up immediately before someone slips on it.  If it is too large for easy cleaning , contact Estates.

Manual Handling

Even in an office, back injury resulting from manual handling is a common cause of accidents.  An injury to the lower back caused by a momentary lapse of good practice may never recover fully.

Also, cuts and bruising of hands and feet can occur with poor manual handling.  Before attempting to lift anything, size up the job.  Seek help with heavy or awkwardly shaped loads.  Porters can be requested to assist.  Look at moving the load by using a trolley or something similar.  If in doubt discuss with your line manager.  Managers should ensure that staff are not expected to carry out manual handling likely to cause injury.

Security/Personal Safety

There have been occasional incidents of minor theft in the University Office.  If leaving your office unmanned, always lock the door.  Valuables should be kept secure either on your person or in a locked drawer or cupboard. Any concerns or information on security should be directed to the Assistant Estates Director (Support Services).  Staff should be encouraged to display their ID cards at all times during working hours.  In the event of an emergency on campus phone Security on 3939.  Security are available on this line 24/7.  If you feel uneasy walking on campus, phone 3939 and ask for an escort.  Security will be with you as soon as possible.

Safety Tips

• Lock doors and drawers.
• Don’t leave expensive items in your car.
• Padlock your bicycle to a secure railing remembering that wheels can be easily removed or enquire about getting a cycle locker - there are 30 at various locations on campus.
• Thieves can remove wallets from jackets and purses from bags in second.
• Wear your ID card – if Security can see who you are, they can concentrate on individuals who should not be there.

Waste

None of the waste generated should under normal conditions be hazardous.  There may sometimes however be materials or items which present a risk to those who have to remove and dispose of our waste (eg. chemicals, sharp blades).  Anything which is potentially dangerous should not be put in normal waste bins.  Instead contact the Waste Manager for advice.

Useful Contact Numbers