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Murray Edwards College
University of Cambridge

Health and Safety Policy

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Health and Safety Policy

Adopted by Council

Review Date

Committee Ownership:  Domestic & Estates


Murray Edwards College Council regards Health and Safety matters to be a priority and an integral part of all its activities including the maintenance of quality and standards.

The College Council considers Health and Safety to be a management responsibility equal to that of any other function. It is, therefore, the policy of the College to provide and maintain a working and educational environment that is, so far as is reasonably practicable, safe and without risks to health, adequate as regards welfare facilities and that ensures that persons not in the College's employment are not exposed to risks which may arise from the College's activities.

The College Council is resolved to provide and maintain equipment and systems of work that are, so far as is reasonably practicable, safe and will provide such information, training and supervision as is necessary to achieve this aim.

The College Council will provide such resources as may be necessary to enable it and its employees to meet their Health and Safety responsibilities.

In order to implement this policy the commitment of everyone concerned is necessary and it is a condition of employment that all employees will co-operate with the College by:

Following instructions in the safety rules or notices displayed on College property.

• Complying with any code of practice or guidance that may apply to their work or workplace.

• Taking reasonable care for Health and Safety of themselves and of persons who may be affected by their acts or omissions at work.

The College Council stresses its commitment to Health and Safety to the extent that, where disregard of safe working practice by an employee seriously puts at risk the Health and Safety of him or herself or any other person, this will be considered as gross misconduct and may lead to disciplinary action or dismissal.

The policy will be reviewed and amended as circumstances and as legal requirements change.

1. Statement of Intent

1.1. Murray Edwards College accepts the responsibility placed on the College by the Health and Safety at Work Act 1974 and the Management of Health and Safety at Work Regulations 1999, and aims to:

1.2. Develop clear structures which identify health and safety responsibility at all management levels across Murray Edwards College;

1.3. Ensure that all staff are competent to carry out their own work without risk to themselves or others, by assessing capabilities and providing additional training as appropriate;

1.4. Ensure that there are effective channels of communication and consultation for health, safety and welfare for its employees and their representatives at all levels;

1.5. Bring to the attention of its employees the Health & Safety Policy, the arrangements for carrying out the Policy and to ensure that they know what is expected of them through the Induction process of Murray Edwards College;

1.6. Ensure an effective risk assessment process, which establishes appropriate workplace precautions and risk control systems;

1.7. Maintain a safe and healthy working environment through maintenance of premises, plant and equipment;

1.8. Ensure all accidents, injuries, ill health and near misses are reported promptly, recorded and investigated to an appropriate level;

1.9. Implement a system of inspection, monitoring and auditing procedures which will allow the identification of risk and ensure that acceptable standards of risk control are being achieved across the College;

1.10. Ensure all students will receive appropriate safety instruction as an integrated part of their studies and that all students taking part in College controlled activities must take care of their own and others health and safety.

1.11. In addition, visitors (including contractors and visiting public) are required to comply with College policy, codes and procedures, and report any problems to College staff whilst on College premises.

2. Organisation and Responsibilities

2.1. College Council

2.1.1. The College Council has and accepts the ultimate responsibility, so far as reasonably practicable, for the health, safety and welfare of employees, Fellows, students and visitors.

2.1.2. College Council receives and acts upon, where necessary, periodic reports from the Health and Safety Committee. It will also receive an annual report from the Health and Safety Committee on the College’s health and safety performance.

2.1.3. The College Council will arrange for the review of the Health and Safety Policy and arrangements for health and safety, where necessary, in light of new legal requirements or guidance.

2.2. Delegation

2.2.1. Implementation of Murray Edwards College’s Health & Safety Policy is a line management responsibility. A responsible Line Manager may issue instructions or guidance and delegate the responsibility for the implementation of these to employees under his/her control. The duty to ensure compliance remains with the responsible Line Manager at all times.

2.2.2. The person to whom the functions are delegated may also be in breach of duty if they do not carry out their functions within the authority delegated to them.

2.3. The Bursar

The Bursar is responsible for:

2.3.1.The overall management of health and safety and the implementation of the College’s Health & Safety Policy, codes of practice and rules;

2.3.2.Reporting to the College Council issues relating to the management of the health, safety and welfare of the College;

2.3.3.The Bursar delegates responsibility for the discharge of her duties to the Health and Safety Coordinator, Health and Safety Officer, and the Line Managers Team.

2.4. Line Managers Team

As an integral part of their management responsibilities they will be responsible for assisting the Bursar in:

2.4.1. The implementation of the College’s Health & Safety Policy;

2.4.2. The management of health and safety within areas under their control and the health and safety of staff, students and visitors;

2.4.3. Bringing to the attention of the Bursar any part of the Health & Safety Policy where it is considered that revision is necessary.

2.4.4. Ensuring risk assessments are carried out and that safe systems of work are in operation and followed by staff and students within areas under their control;

2.4.5. Developing effective channels of cooperation and communication to ensure that staff, students and their safety representatives are aware and informed of developments in health, safety and welfare in their Department;

2.4.6. Ensuring sufficient information, supervision, instruction and training is provided to staff to ensure that they operate in a safe and healthy manner;

2.4.7. Ensuring in areas over which they have control are inspected at least annually.

2.4.8. Reporting accidents, near misses and hazardous incidents promptly via the College’s accident/incident reporting procedure;

2.4.9. Ensuring that "Permit to Work" systems are in operation where dangerous processes and/or environments exist;

2.4.10. Co-operating with other managers, where responsibilities interface or overlap, to ensure all health and safety issues are addressed in line with best practice;

2.4.11. Ensuring all equipment and substances etc., used by their staff, students and all visitors are in safe working order and are safely handled;

2.4.12. Inform the Bursar and the Health and Safety Committee before any significant hazards are introduced or newly identified;

2.5. Health and Safety Coordinator and Health and Safety Officer

As an integral part of their management responsibilities they will be responsible for assisting the Bursar in:

2.5.1. The implementation of the College’s Health & Safety Policy;

2.5.2. Providing Health and Safety guidance and support to the Line Managers;

2.5.3. Be responsible for ensuring the college accident book is kept up to date and for ensuring that any reportable accidents (or diseases) are reported on form F2508 or F2508A as stipulated by RIDDOR (Reporting of Injuries, Diseases and Dangerous Occurrences Regulation 1995);

2.5.4. Ensuring all relevant health and safety information is circulated through the normal College management structure.

2.5.5. Will liaise with the Line Managers to ensure that Risk Assessment are in place and regularly reviewed.

2.5.6. Bringing to the attention of the Bursar any part of the Health & Safety Policy where it is considered that revision is necessary.

2.6. Employees, Students, Volunteers, Work Experience and Visiting Workers

All employees, students, visiting workers and others with a contractual arrangement with the College must:

2.6.1. Take reasonable care for their own health and safety and that of others who may be affected by their activities.

2.6.2. Comply with safe systems of work and any other safety instruction that will safeguard them and other fellow employees, students and other users of the College;

2.6.3. Report to their immediate supervisor/line manager any defects in plant, machinery, equipment, building fabric, slip/trip hazards or systems of work;

2.6.4. Make use and take proper and reasonable care of protective/safety equipment, tools, plant and equipment;

2.6.5. Notify the relevant line manager or supervisor before any significant hazards are introduced or newly identified;

2.6.6. Attend training where their line manager or supervisor identifies it as necessary for health and safety;

2.6.7. Attend for health surveillance when required;

2.6.8. Report accidents, near misses and hazardous incidents promptly via the College’s accident/incident reporting procedure;

2.6.9. Not intentionally or recklessly interfere with, or misuse anything provided in the interests of health, safety or welfare.

2.7. Visitors

2.7.1. All visitors are expected to take reasonable care for their own health and safety and others who may be affected by their activities and follow any instruction or information provided by Murray Edwards College.

2.8. Contractors

2.8.1. All contractors working on College premises are expected to take reasonable care for their own health and safety and others who may be affected by their activities and follow any instruction relating to their health and safety.

2.9. Additional Key Responsibilities – Estates Manager

2.9.1.To ensure that the physical premises and facilities services within the College are fit for purpose and manage health and safety arrangements in the ‘communal areas’ not assigned to other departments (especially in respect of fire precautions and emergency evacuation arrangements).

2.10. Health & Safety Committee

The Health & Safety Committee has a central coordinating role in relation to health and safety matters and is responsible for:

2.10.1. Development of a Health & Safety Strategy, Health & Safety Management System, Policy and procedures that reflect the operating nature of the College;

2.10.2. Provision of advice, guidance and support to the College to ensure compliance with the health and safety legislative requirements of the College’s undertaking;

2.10.3. Working closely with the Health & Safety personnel of the College (specialist advisers, health and safety officer and advisor);

2.10.4. Reporting to College Council on the health and safety performance of the College;

2.10.5. Acting as the College’s main representative with all statutory and other external agencies dealing with health and safety matters;

2.10.6. Reporting to such agencies as legally required.

3. Reporting Structures

The College Council is responsible for monitoring the College’s system of internal control including risk management, and receives information on health & safety performance through a number of sources outlined below.

3.1. The Health and Safety Committee

The Safety Committee is convened by the Health and Safety Coordinator and reports to the College Council. It formulates policies to promote the health, safety and welfare of employees, students and visitors.

The membership includes selected Line Managers, Health & Safety Coordinator, Health and Safety Advisor and Health and Safety Representatives from the Student Council.

The Terms of Reference for the Safety Committee are as follows:

3.1.1. To promote co-operation between management and staff in initiating, developing and carrying out measures to ensure the health, safety and welfare of persons at work and all other persons on the premises;

3.1.2. To keep under review measures taken to ensure health, safety and welfare of staff;

3.1.3. To consider reports provided by the Safety Consultants, the Inspectorate of the Health and Safety Executive and any other regulatory body;

3.1.4. To consider any matters submitted by the Line Managers, Heads of Departments, Health & Safety Coordinator, Health and Safety Advisor and Health and Safety Representatives from the Student Council.

3.1.5. To keep under review safety training and communications within the College;

3.1.6. To monitor the effectiveness of the Health & Safety Policy;

3.1.7. To monitor statistics of accidents and other untoward occurrences provided by the Health and Safety Coordinator

3.1.8. To recommend priorities for expenditure on measures to improve health, safety and welfare;

3.1.9. To invite such persons as are necessary to attend Health and Safety Committee meetings in order to give specialist/expert advice on particular topics;

3.1.10. To establish specialist sub-groups as are necessary in order to advise on specialist hazards, such as fire, estates, building works, etc…

3.1.11. To liaise with Health and Safety Committees of other Cambridge College and University sites.

3.1.12. The Committee will meet at least three times per year.

3.2. Health and Safety Coordinator & Health and Safety Officer 3.2.1.The Health and Safety Coordinator and Health and Safety Officer are in charge of overseeing the implementation of the Health and Safety Strategy and Policy.

3.3. Line Managers 3.3.1.The Line Managers are directly responsible for the management of health and safety within their department; this is monitored by the Health and Safety Committee and the Bursar. Guidance is provided by the Health and Safety Coordinator and Health and Safety Officer.

4. Accident Reporting and Investigation (RIDDOR)

4.1. All accidents, injuries, diseases and dangerous occurrences involving employees, students or others on College premises must be reported immediately. The College is required to comply with the Reporting of Injuries, Diseases and Dangerous Occurrences Regulations (RIDDOR) 1995 and HSE guidance L73. Employees are encouraged to make themselves aware of accidents and disease reporting.

4.2. Employees must report all such accidents/incidents immediately to their Head of Department. All such reports will be recorded in the College accident book which will detail the person’s name and give brief details of the accident including dates, times, location and description of the events of the accident. All accidents will be investigated as soon as practicable by the Head of Department or Health and Safety Officer using the standard forms.

4.3. All fatalities, major injury accidents and dangerous occurrences must be reported to the enforcing authority (normally HSE) immediately by telephone — 0845 300 9923.

4.4. The telephone report will be followed by the submission of official report form F2508 within 10 days of the accident.

4.5. The official form F2508 shall be sent to the Enforcing Authority for all accidents to employees who, as a result of an accident, are absent from normal work for more than 3 days following the accident.

4.6. All employees will report any disease or occupational ill health as soon as they are aware or suspect they are suffering ill effects as a result, or in connection with, their duties as employees. Such diseases, etc. will be recorded as for accidents and the enforcing authority will be notified on official form F2508.

4.7. Accidents and cases of ill health will be investigated to endeavour to identify the cause of the accident or ill health. Measures for prevention will be devised wherever possible, in order to attempt to prevent recurrences.

4.8. Full co-operation is required from all employees during any investigation by the College, insurers or enforcing authority inspectors.

4.9. All entries in the accident book will be checked periodically by the Health and Safety Officer with the aim of noting recurrences or trends.

5. Alcohol, Drugs and Solvents

5.1. The College Council is concerned that employees should not expose themselves or other persons to risks to their Health and Safety and that employees should be, so far as is reasonably practicable, fit and well for work at all times.

5.2. No person will be allowed to be at work if they are under the influence of alcohol, drugs, solvents or medication that will affect their judgement.

5.3. Any employee who is aware of any person who is at work and under the influence of drugs, alcohol, solvents or such medication must report the matter immediately to their Head of Department or Health and Safety Officer.

5.4. Employees who are taking medication or prescribed drugs that may affect their actions or reactions at work should inform their Head of Department. The Head of Department, together with the Health and safety Officer, will determine if redeployment is necessary (for example to non-hazardous working).

5.5. To use alcohol, uncontrolled drugs or solvents whilst at work or under their influence whilst at work is considered by the College Council to be a very serious matter and subject to the same disciplinary action as any act of gross misconduct.

6. Asbestos

6.1. The College Council aims to comply with the Control of Asbestos at Work Regulations 2012.

6.2. All types of asbestos can be dangerous if disturbed. The danger arises when fibres as a very fine dust become airborne and are breathed in. Exposure can cause diseases such as lung cancer.

6.3. It is possible that asbestos exists in some areas of the College. If it is discovered, it should not be disturbed or touched, the area affected should be sealed and the discovery reported to the Health and Safety Officer.

6.4. The remedies - permanent sealing or removal - are not to be undertaken by employees of the College. The Health and Safety Officer will arrange for a qualified contractor to undertake whatever work is necessary in the shortest timescale possible.

7. Control of Legionellosis

7.1. The College recognises that it operates hot and cold water systems where there is a foreseeable risk of Legionellosis and which therefore requires control.

7.2. The College will do all that is necessary to fulfil the requirements of the Approved Code of Practice by identifying and assessing sources of risk, preparing a scheme for preventing or controlling the risk, implementing and managing precautions and keeping appropriate records of precautions implemented.

7.3. The College recognises that Legionella may colonise storage tanks, calorifiers, pipework and associated plant including taps, showers and other appliances. In particular, it is recognised that Legionella is most likely to multiply in calorifiers where water temperatures are insufficiently high and in pipework leading to taps and showers.

7.4. The main objective of the College is to operate water services at temperatures which do not permit the growth of Legionella and to avoid stagnation. The College will also ensure that the system is clean in order to minimise the opportunity for bacterial contamination.

7.5. Where possible, water services will operate at temperatures that prevent the proliferation of Legionella, that is hot water storage (calorifiers, at 60ºC); hot water distribution at at least 50ºC attainable at the taps within one minute of running; cold water storage and distribution at 20ºC or below. Whilst it is recognised that water temperatures in excess of 50ºC give rise to a danger of scalding, and where necessary "fail safe" thermostatically controlled mixing valves will be used to allow the hot water system to run safely at higher temperatures to control Legionella.

7.6. Where the above water temperatures cannot be maintained, weekly thermal disinfection of the system will be carried out. This will involve raising the temperature of the whole of the contents of the calorifier and then circulating this water throughout the system for at least an hour. Each tap and appliance will be run sequentially for at least five minutes at this full temperature.

7.7.  It is recognised that if a calorifier or substantial part of the system is on stand-by operation, or if it is out of use for a week or longer for maintenance or other purposes, water will be raised to the operating temperature throughout for at least an hour before being brought back into use.

7.8. The following regime of routine inspection and maintenance will be established for the plant:

7.8.1. Water temperatures at calorifiers will be checked monthly;

7.8.2. Water temperatures at taps after one minute running will be checked monthly;

7.8.3. Conditions in tanks for the presence of organic materials, vermin etc annually;

7.8.4. Conditions in calorifiers for organic materials and undue build-up of scale, annually;

7.8.5. The condition of accessible pipework and insulation annually.

7.9. The system will be cleaned and disinfected if routine inspection shows it to be necessary, if the system or part of it has been substantially altered or entered for maintenance purposes, or following an outbreak or suspected outbreak of Legionellosis.

7.10. The following records will be kept:

7.10.1. A simple description and plan of the system identifying storage and header tanks, calorifiers and relevant items of plant;

7.10.2. Details of the risk assessment;

7.10.3. Details of system operation relevant to controlling the risk, and the precautions to be implemented;

7.10.4. Procedures for inspecting and checking the system;

7.10.5. Details of precautions carried out.

7.11. The nominated officer for responsibility for ensuring this policy is implemented is the Estates Manager.

8. Control of Policy

8.1. It is the legal responsibility of the College to provide and maintain this Health and Safety policy.

8.2. The Health and Safety Officer and Heads of Department are responsible for the day-to-day operation of this policy and the local arrangements that form part of the policies and procedures within each department.

8.3. The Health and Safety Officer will be responsible for the accuracy and relevance of the policy and for making a copy of the Policy readily accessible to all staff. Staff will also be provided with any Health and Safety information that is relevant to their employment, whether it derives from this policy or any other source.

8.4. The Health and Safety Officer, in conjunction with the Heads of Departments, will monitor the policy and recommend amendments to the College Council.

8.5. All employees have a responsibility for reporting defects or failings and for full involvement in Health and Safety matters. Employees should report any defect to their Head of Department but are entitled to right of direct access to the Health and Safety Officer.

8.6. The Health and Safety Officer will be responsible on a day-to-day basis for dealing with Health and Safety matters.

8.7. The College Council requires a Health and Safety committee to meet each term to consider Health and Safety issues. The Health and Safety committee objectives and remit are defined in the Terms of reference at the start of each academic year.

9. Control of Substances Hazardous to Health (COSHH)

9.1. The College Council recognises that certain substances used at work can be dangerous or hazardous depending on their use, condition of, storage and other factors, the environment, exposure and chemical make-up.

9.2. The College will comply with legislation in relation to hazardous substances in particular the Control of Substances Hazardous to Health Regulations 1999 (COSHH) and the Codes of Practice and guidance issued by the HSE.

9.3. It is important that employees understand the dangers and hazards associated with substances used at work and are fully aware of the precautions that are needed to prevent or reduce any risks to Health and Safety. The College will identify hazardous substances and assess the risks associated with their use to identify preventative measures that will be brought to the attention of all employees.

9.4. The procedures for dealing with hazardous substances will be as follows:

9.4.1. Potentially hazardous substances will be identified and include all those substances classified as HARMFUL, TOXIC, VERY TOXIC, CORROSIVE OR IRRITANT.

9.4.2. In addition to the above, substances that are classified as having a maximum exposure limit (MEL) or an occupational exposure standard (OES) will be included. Reference should be made to the latest edition of HSE EH/40. Combinations of substances can become hazardous if mixed.

9.4.3. Such substances identified above will be marked with an appropriate warning label. Substances will be stored in a safe manner and their use restricted to designated personnel.

9.4.4. Note: Particular care will be paid to substances such as weed-killer and fertiliser, utilised by the Gardeners.

9.4.5. To identify hazardous substances the College will: Use information supplied with the product, etc. Use product data sheets. Observe warning notices. Have regard to HSE guidance and other guidance from trade associations, consultants or other competent persons. Use information gathered from experience in the use of substances. Refer to technical publications.

9.4.6. Hazardous substances identified will be subject to a risk assessment as required under regulation 6 of the Control of Substances Hazardous to Health Regulations 1999. Employees need to be aware that substances include not just liquids but also dusts, fumes, solids and any composition that can be hazardous to health.

9.4.7. Assessments will be initially carried out only by Heads of Department and then checked by those persons deemed to be competent and trained to do so.

9.4.8. Assessments will be carried out using the COSHH Risk Assessment Template. Assessments will consider the following: Which substances employees are exposed to? What effects the substances may have, including the sources and means of entry into the body including absorption, injection, and ingestion. Where the substances are present and in what form. The ways in which and the extent to which any employee or groups of employees are at risk, taking into account the nature of the work, processes, environment and any other factors. An estimate of exposure. Where valid standards exist, representing adequate control, comparison of the estimate with these standards.

9.4.9. If comparison shows that control is likely to be or to become inadequate, the assessment will also determine the steps or further steps that need to be taken to gain and maintain adequate control.

9.4.10. The assessment may require sampling or other measurement to determine the maximum sensible exposure. If appropriate, 8-hour personal sampling will be undertaken.

9.4.11. The records of assessment will be kept in the Health and Safety file and will also be available where the product is stored or used, whichever is the more appropriate.

9.4.12. All employees will be trained in the use of any such substances identified as hazardous and in accordance with the assessment. All such training will be recorded.

9.4.13. Assessments will be reviewed whenever there is evidence to suspect that the assessment is no longer valid or circumstances have changed substantially.

9.5. The Health and Safety Officer will ensure that, as a result of the assessment, exposure is adequately controlled. Control will, wherever possible, be by methods other than by the use of personal protective equipment (PPE) that will be the last resort.

9.6. Exposure to substances that have a MEL or OES will be kept to the lowest level reasonably practicable below MEL or QES.

9.7. Substances used by employees that are contained in the list of OES’s will be reduced to at least that standard.

9.8. The following methods of preventing or controlling hazardous substances will be considered and followed where appropriate:

9.8.1. Elimination of the use of the substance

9.8.2. Substitution of the substance with a less hazardous one

9.9. For controlling exposure:

9.9.1. Enclosing processes and the substance.

9.9.2. Using engineering and process systems that reduce exposure.

9.9.3. Partial enclosure and local exhaust ventilation (LEV).

9.9.4. General ventilation.

9.9.5. Reduction in the number of employees exposed.

9.9.6. Reduction in the length of exposure time.

9.9.7. Regular cleaning, maintenance and disinfection.

9.9.8. Provision of safe and suitable storage.

9.9.9. Suitable and effective disposal.

9.9.10. Suitable personal protective equipment.

9.9.11. Prohibition of eating, drinking and smoking where hazardous substances are used or stored and used.

9.9.12. Provision of adequate welfare arrangements.

9.10. The selection of PPE will be determined after considering the following:

9.10.1. The ability of the material to resist penetration by a substance where the risk is by absorption.

9.10.2. The adequacy of the design of the clothing and whether it is suitable for its intended use.

9.10.3. The environment in which it will be worn.

9.10.4. When dust is a hazard, dust-release and the dust release characteristics of the material.

9.11. The Health and safety Officer will endeavour to ensure that control measures, PPE and other measures are properly used or applied, and that each employee will make full and appropriate use of any control measure, PPE, etc. and report any defect in the measures or PPE.

9.12. An appropriately detailed COSHH Risk Assessment will be carried out by the Head of Department in association with the Health and Safety Officer, for specific chemicals and other substances used both on and off site.

9.12.1. All approved control measures, will be implemented without delay.

9.12.2. Training identified from the COSHH Risk Assessments will be the responsibility of the Head of Department.

9.12.3. Detailed compliance with COSHH Assessments will be the responsibility of the appropriate Head of Department. In addition all employees are expected to be accountable for their own actions in relation to the substances they are using during the course of their work.

9.12.4. It is College policy that employees will use hazardous substances only in accordance with the information and instruction that they have been given.

10. Crowds

10.1. Overcrowding can lead, in emergency, to congestion of evacuation routes, panic, trampling and fatality.

10.2. For standard events in College, involving large numbers (including normal use of the Bar), standard Risk Assessments have been developed.

10.3. For similar events, held for the first time, a specific Risk Assessments will be developed by the Events and Catering team.

10.4. All such Risk Assessments will draw on specialists’ advice and will consider the following:

10.4.1. Numbers, including maximum safe numbers.

10.4.2. Vulnerable groups such as children, disabled.

10.4.3. Event timing and duration.

10.4.4. Are gatecrashers possible?

10.4.5. Is alcohol to be consumed?

10.4.6. Parallel events.

10.4.7. Provision of concise information for crowd control.

10.5. The relevant Risk Assessment will form part of the event planning briefing. Refer to the HSE publication IND (G) 1 42L "Managing Crowd Safety in Public Venues".

11. Electrical Safety

11.1. The College Council aims to comply with the Electricity at Work Regulations 1989 and the guidance form contained in HSR 25 "Memorandum of Guidance of the Electricity at Work Regulations 1989". In addition the College will also comply with other codes of practice, guidance and the current edition of the IEE Regulations (17th Edition).

11.2. Electrical work and installation will be carried out only by those persons deemed to be competent to do so.

11.3. Electrical hazards arise from poor design, construction and installation, inadequate standards of maintenance, or misuse and incorrect operation. The College will reduce these hazards to a minimum by the use of competent persons, using safe systems of work, approved materials and equipment and through regular testing and inspection.

11.4. Staff who use electrical equipment must report any fault or defect immediately to their Head of Department. Staff must not attempt to carry out any repairs or interfere with any equipment unless they are designated competent to do so.

11.5. As soon as staff become aware of any defect they should stop using and isolate the equipment by removing the power source. They should then report the defect. All staff will be given documented training to ensure that this procedure is followed.

11.6. Portable Appliance Testing (PAT) - All electrical equipment will have at least a visual inspection before it is used. Routine inspection and preventative maintenance are essential if accidents are to be avoided. All College-owned portable apparatus, including extension leads, will be recorded in a register. The register will indicate how often each item should be recalled for routine inspection and maintenance. The frequency of the recall will depend on the type and use of the apparatus based on an assessment of risk.

11.7. In relation to portable electrical appliances, guidance contained in HSE Guidance Note PM32 "Maintaining Portable and Transportable Electrical equipment" will be followed.

11.8. In relation to electrical equipment, Heads of Department and employees must have regard, in particular, to the following:

11.8.1. Strength and capability of the equipment.

11.8.2. Adverse or hazardous requirements or circumstances.

11.8.3. Insulation protection and placing of conductors.

11.8.4. Earthing and other precautions.

11.8.5. Integrity of reference conductors.

11.8.6. Connections.

11.8.7. Means of protection from excess of current.

11.8.8. Means of cutting off the supply and for insulation.

11.8.9. Precautions for work on equipment made dead.

11.8.10. Work on live conductors.

11.8.11. Work space, access and lighting.

11.8.12. The competence of users to prevent danger and injury.

11.9. An abstract of the Electricity at Work Regulations 1989 will be posted in the College Workshops.

11.10. In addition to the above the College will have regard to guidance given by HSE as follows:

11.10.1. Protection against electrical shock

11.10.2. Flexible leads, plugs, sockets, etc.

11.10.3. Electrical test equipment for use by electricians

11.10.4. Electrical working practices

11.10.5. Safety in Electrical testing

11.11. Any electrical shocks suffered by any employee, student, visitor etc. must be reported immediately and entered into the accident book.

11.12. A permit to work must be issued before a contractor is authorised to work on a College-based electrical supply. The permit to work must be completed before a College employee uses the supply following any contractual work.

11.13. Wherever possible electrical tools and equipment should be rated at 110v. This significantly reduces the risk of harm from electrocution that occurs when 240v appliances are used.

11.14. Although the risks of harm are reduced, care must still be taken to ensure that plant, transformers and tools are properly maintained, inspected and tested at regular intervals.

11.15. Care must be taken to ensure that correct voltage routings are used and that 110v equipment is not connected directly to a 240v supply.

11.16. No personal electrical equipment may be used until it has been PAT tested.

12. Employee Dress

12.1. All employees must dress in such a manner that is appropriate for their job having regard to section 22 — "Personal Protective Equipment and Clothing".

12.2. Employees must not wear any jewellery, including dangling chains that are liable to cause danger or increase the risk of injury. Employees should be aware of the dangers of wearing any loose, baggy or hanging clothing, which can become trapped or entangled causing serious injury. Long hair should be tied back when using equipment where entanglement is possible. Sensible footwear should be worn at all times. Slippers or open-toed sandals are inappropriate, soles should permit a good grip on College surfaces and heels should not exceed 1.5" in height.

12.3. Where appropriate items of PPE (personal protective equipment) must be worn whilst the task for which the PPE has been provided is being carried out. All PPE must be maintained in a clean and serviceable condition.

13. Fire

13.1. For all matters relating to fire please refer to the Fire Safety and Operational Management Strategy.

14. First Aid

14.1. The College, in making adequate arrangements for first aid, will comply with the Health and Safety (First-Aid) Regulations 1981 and HSE Approved Code of Practice L74 "First Aid at Work".

14.2. The College will maintain an adequate number of qualified first alders in order to provide first aid cover at all times. The names of all first aiders are to be displayed throughout the premises.

14.3. The College Nurse will be responsible for recording names and location of first alders and will file first aid certificates with date of initial training and refresher training.

14.4. Training of first alders will be in accordance with the HSE approved list of courses and course providers.

14.5. The prime aim of any employee dealing with an injured or ill person is to sustain life and if possible to stabilise the condition until professional assistance arrives. In the case of an emergency, the employee will be taken to the nearest casualty or emergency treatment hospital or other medical centre or await the arrival of an ambulance. It is the responsibility of the first aider (or appointed person) to call for an ambulance where it is deemed necessary.

14.6. First aid kits will be kept in accordance the minimum Health and Safety Executive recommended contents. The overall responsibility to maintain the first aid kits and their materials lies with the College Nurse, but first aid cabinets will be checked and replenished termly and after known use by the College Nurse.

14.7. No medicine, drugs or other medications will be administered by any member of staff other than the College Nurse.

14.8. Adequate training and information will be provided to employees so that they are aware of the above arrangements including the location of equipment, materials and personnel.

14.9. All First Aid treatment provided by the First Alders shall be recorded in the Accident Book, which shall be kept in the Lodge.

14.10. Following an investigation of the accident by the Head of Department, the Health and Safety Officer shall update the form with what action is being taken, where relevant, to avoid a reoccurrence?

14.11. Note - The Head of Department must inform the Health and Safety Officer if the employee is unavailable for work for more than three days (including non-work days).

14.12. The completed Accident Report form shall be reviewed by the Health and Safety Committee termly and only serious matters passed immediately to the Bursar. In the case of more serious accidents the Health and Safety Officer shall carry out a separate investigation. Where required notify the Enforcing Authority under RIDDOR.

14.13. Reportable Items Checklist:

14.13.1. Death of an employee.

14.13.2. Major injuries to an employee, e.g. Most fractures, loss of consciousness, amputation, etc.

14.13.3. Violence in the workplace.

14.13.4. Injuries to non-employees, e.g. visitors, customers etc. if hospital treatment is required.

14.13.5. Workplace injury causing an employee to be absent for more than three consecutive days after the day of the accident.

14.13.6. Injuries to non-employees whilst in attendance on hospital premises.

14.13.7. Incidents relating to materials or substances causing injury or death to an employee and/or non-employees involving road vehicles.

14.13.8. Incidents involving the collapse, overturning or failure to any load-bearing part of lifting machinery, e.g. cranes, hoists, forklifts, etc.

14.13.9. Failure of pressure systems.

14.13.10. Unintentional contact with overhead electric lines.

14.13.11. Electrical short circuit or overload resulting in fire or explosion and causing stoppage of plant for more than 24 hours or having the potential to cause a fatality.

14.13.12. Collapse, complete or partial, of scaffolding.

14.13.13. Uncontrolled or accidental escape of substances from a pipeline or pipeline works.

14.13.14. Accident/incident involving the carriage of dangerous substances by road, e.g. overturned tanker, collision with another vehicle causing the release of a dangerous substance.

14.13.15. Unintended collapse or partial collapse of building or structure, floor or wall, or false-work (temporary works).

14.13.16. Where explosion or fire causes stoppage of work on the premises for more than 24 hours.

14.13.17. The sudden, uncontrolled release of flammable substances either internally or in external conditions.

14.13.18. The accidental release or escape of any substance in a quantity sufficient to cause the death, major injury or any other damage to the health of any person.

14.13.19. Gas incident causing death or injury (including gas containers).

14.13.20. Gas incident liable to cause death or injury, i.e. faulty appliance, defective pipework, etc.

15. Food Hygiene

15.1. The food hygiene risks associated with preparing and serving food in the college are assessed and controlled using our Food Safety Management System which is made up largely from the Food Standards Agency’ "Safer Food Better Business" pack. This system is reviewed annually and updated any time any of the processes change. These changes should be recorded.

15.2. The College’s kitchens, food handling areas and processes are audited on a regular basis by by Cambridge City Council’s Environmental Health Officers.

It is also good practice to have an independent auditor.

15.3. All employees who handle food must have food hygiene training commensurate with their responsibilities and a record of their qualification held by the college.

15.4. All staff must be trained in COSHH (Control of Substances Hazardous to Health) with particular attention to the chemicals stored and used in their department and attend regular refresher training.

15.5. Cleaning is set out and recorded on cleaning schedules which are held as a record of good practice.

15.6. Deep cleaning of the Kitchen and the associated extraction system is carried out annually during the summer kitchen closure.

15.7. A pest control routine is carried out and recorded by Melford Pest Control (01438722393).

Any pest activity or evidence of such should be reported to Melford immediately

15.8. Food is purchased only from those approved sources that can satisfy the Catering Manager’s Committee food hygiene audit trail. This is currently run by Acquire Services Ltd and the audits of nominated suppliers are available on line at

15.9. Food temperature monitoring is controlled by the Head Chef and records stored in the kitchen. These include the temperature of food served and the temperature of the fridges and freezers. The temperature of meat and fish are recorded on arrival.

15.10. Student and Graduate kitchens are cleaned daily by staff; a deep clean is done at the end of each term. At the end of the year the kitchens are completely cleared of all student food, utensils etc…

16. Gas Safety

16.1. The risks associated with the use of gas depend on the circumstances. These risks include carbon monoxide poisoning, fire, explosion and asphyxiation.

16.2. It is College Council policy to comply with the Gas Safety (Installation and Use)Regulations 1994, which are designed to achieve safety in relation to gas installations, servicing and use of fittings and appliances.

16.3. All gas-related work will be carried out by a competent person or persons only. Normally these would be approved by HSE, i.e. Gas Safe registered.

16.4. Gas fittings will be of correct construction, material, strength and size and should be regularly maintained by a competent member of staff or contractor.

16.5. Employees, unless competent and authorised to do so, must not interfere in any way with any gas appliances or fitting.

16.6. Any employee who smells gas should initiate evacuation procedures (as for fire).

16.7. Any fault or defect in any gas appliance or fitting must be reported immediately to the appropriate Head of Department.

16.8. A permit to work must be issued before a contractor is authorised to work on a College-based gas supply or fitting. The permit to work must be completed before a College employee uses the supply following any contractual work.

17. Hand Tools

Ref: - Provision and Use of Work Equipment Regulations 1998

17.1. Hand tools are classed as work equipment and, as such, need to be considered in line with section 19 - "Machinery and Equipment".

17.2. All hand tools must be used for the job for which they are intended. Where none that are suitable are provided, employees should request the purchase of appropriate hand tools through their Head of Department.

17.3. Employees must use hand tools in a safe manner and in accordance with any training given in their use.

17.4. Hand tools must be maintained in an efficient working condition. Any defects must be reported and repaired.

17.5. Electrically-powered hand tools are to comply with BS2769 (1964) and, unless marked ‘all insulated’, shall be effectively earthed (also see section 7).

17.6. Hand tools must be stored appropriately and not be subject to substances or articles that will affect their safe use.

17.7. When not using hand tools employees must take appropriate care not to expose themselves or others to undue risk. Any employee who is unsure of the correct use of hand tools should consult his or her Head of Department or request training (see section 29).

17.8. Please refer to Department specific Risk Assessment and Safe Systems of work.

18. Hot Liquids and Substances

18.1. Hot liquids and substances are encountered on a day-to-day basis throughout the College.

18.2. This will be within the heating installation, domestic hot water supply and when cooking food or boiling water to prepare beverages.

18.3. Risk assessments have been undertaken from which safe working procedures will be prepared.

18.4. Maintenance staff etc. working on the heating installation and domestic hot water supply will do so under a Permit to Work.

18.5. Catering staff will prepare and cook food in accordance with the laid down kitchen procedures.

19. Housekeeping

19.1. The general tidiness and cleanliness of the premises is a key factor in the promotion of Health and Safety and can contribute greatly to reducing risks and accidents.

19.2. All employees are responsible for the general state of the premises in respect of rubbish and debris. Employees must dispose of any waste material in the containers provided and must not allow accumulations of waste material.

19.3. All employees must keep their own areas of responsibility clean and tidy. Corridors need to be kept free not only from solid objects but also from any fluids or liquids. Spillages must be cleaned up immediately using appropriate materials and observing the relevant warning signs’ during and after the operation.

19.4. No combustible materials must be allowed to accumulate, and all entrances and exits must be kept free from any object that is likely to affect safe movement through them.

19.5. (Employees will be responsible for clearing away any and all mess or surplus material of which they are the cause and for placing it in the relevant containers.)

19.6. Although accumulations of dirt or waste should be reported by employees to their Head of Department, it is stressed that general cleanliness and hygiene is the responsibility of all employees, not just those designated as Cleaners.

20. Library Disaster Plan

20.1. Please refer to the separate operational procedure for the Library Disaster Plan.

21. Lone Working

21.1. Loneworkers are those who work by themselves without close or direct supervision. Under health and safety legislation, the College must ensure that loneworkers have safe working environments and will therefore undertake appropriate risk assessments, and use appropriate control measures to ensure risks are minimised. The significant findings of such assessments will be recorded, and loneworkers will be consulted and appropriately trained, including how to deal correctly with emergency situations.

22. Machinery and Equipment

Ref: - Provision and use of Work Equipment Regulations 1998

Machinery Directive (CE Marking)

Lifting Operations and Lifting Equipment Regulations 1998

22.1. The College Council’s aim is to provide, for employees’ use, equipment which is, so far as reasonably practicable, safe and without risk to health. The College will therefore satisfy the requirements of legislation in relation to equipment and in particular the Provision and Use of Work Equipment Regulations (PUWER) 1998, guidance on the regulations produced by HSE, the Machinery Directive (91/368/EEC) and associated Regulations and information.

22.2. Prior to use, equipment will be checked and any manufacturer’s guidance will be considered. Information, instruction and training will be given to employees who will use the equipment. Such training will include risks, the preventative and protective measures, the correct use of guards, systems of work and any personal protective clothing that is required to be worn.

22.3. Employees must not use any equipment unless they are competent to do so and have received the necessary information, instruction and training.

22.4. Employees must report any damage, malfunction or unsafe equipment to their Head of Department. Employees must not interfere with or repair any equipment unless competent and authorised to do so.

22.5. All equipment will be maintained in efficient working order. Particular items of equipment will have a routine and planned maintenance programme including statutory testing.

22.6. Proper and safe procedures will be adopted for maintenance of equipment, including the isolation of sources of energy. Note: See also Sub-Section 13 - "Hand Tools".

22.7. The following general principles will be applied in line with B.S. 5304:1988 "Code of Practice for Safety of Machinery" and PUWER 1998.

22.7.1. Identifying the hazard - The main risks associated with equipment are; contact; entanglement; being struck by ejected particles; trapping; burns through friction contact; and from being struck by materials being machined.

22.7.2. Eliminating or reducing the hazard - Using enclosed areas by guarding; using recognised manufacturers; filling in any gaps, etc.

22.7.3. Using safeguards - Trip devices; electro-sensitive systems; two hand control devices; and mechanical devices using interlocks.

22.7.4. Using safe working practices - Physical safeguards reduce risk, however, safe systems of work must be adopted including planning, setting, use, adjustment and maintenance.

22.8. Particular requirements and regulations apply to certain machinery and will be complied with appropriately, e.g. Grounds Maintenance Machinery / Workshop Machinery.

22.9. Please refer to Department specific Risk Assessment and Safe Systems of work.

23. Manual Handling/Materials Handling

Ref: - Manual Handling Operations Regulations 1992

23.1. The College Council accepts that there are risks of injuries to employees from manual handling operations; to prevent and reduce those risks, it will comply with the requirements of Manual Handling Operations Regulations 1992 and guidance given by the HSE.

23.2. As a starting point, no employee will be expected to and therefore must not move any load that they think is liable to cause injury. Employees should have regard to good manual handling techniques and follow the approved systems of work including the use of any manual handling aids provided.

23.3. Employees who have to carry out manual handling operations will be adequately trained in the process and the best way to move loads so as to reduce the risk of injury.

23.4. The College will identify all manual-handling operations by the means of Risk Assessments and this includes pushing, pulling, lifting, carrying and supporting a load. The College will use a competent person to assess the risks from manual handling operations identified.

23.5. In the first instance, if the task can be avoided then it should be. If not then can the task be automated or mechanised? An assessment needs to be done to reduce the risks to the lowest level reasonably practicable.

23.6. All remaining manual handling operations that involve a risk of injury and cannot be avoided, automated or mechanised, will be assessed to reduce the risks to the lowest level reasonably practicable.

23.7. Assessment Procedure:

23.7.1. Manual handling assessments will be initially carried out by the Head of Department and reviewed by the Health and safety Officer.

23.7.2. These assessments will examine the manual handling operations and determine the measures that need to be put into place to prevent or reduce the risk. These Risk Assessments and the preventative and protective measures will be made available to all employees who need them and will be kept in the Health and Safety file and reviewed by the Health and Safety Officer.

23.8. Good Lifting and Handling Practice - Advice to Employees

23.8.1. The safest and best way of lifting and loading will vary depending on the size, shape and weight of the object you need to move. However, there are a few general principles that will help you ensure good practice.

23.8.2. Stop and Think

23.8.3. The first and probably the most important step in lifting safely is to stop for a moment and think. Think about the object you are going to lift, how you are going to lift it and what you need to do once you have lifted it. At this stage you should identify any hazards that may be involved in the operation. Remember, you are assessing the risks to your own Health and Safety. Some of the most important things to consider are: Assessing the load:

a) What is the weight of the load?

b) Is the weight evenly distributed, is it unstable or unbalanced?

c) Is it sharp or are there other hazards (e.g. hot, cold, oily, etc.). Do you need protective equipment?

d) Does the size or shape make it difficult to handle safely? Assessing the Task:

a) Are there any mechanical aids that can be used to assist with the job?

b) Do I need help with the load (even light loads may need two people to lift them safely if they are large or bulky)?

c) Is the working area clean and tidy or are there any obstructions, tripping or slipping hazards that need to be removed first?

d) Don’t forget that manual handling is not just about the lifting of loads, they also have to be moved, It’s just as important to check the route you’re going to be taking, as it is to check the area you’re lifting in. Again remember to look for slipping and tripping hazards along the route. If you need to carry the load for any distance consider the need to stop to take short rests or adjust your grip. If you do need to stop, try to find somewhere to place the load that is about waist height rather than on the floor, because when you start off again the lift is much safer. Just a little forward planning can help make your job much safer and a lot easier at the same time. Adopt a Good Posture:

a) A good posture is essential to ensure safe manual handling and any good posture must start with a firm and stable base. So, make sure you’re wearing suitable footwear and not lifting from a slippery or unstable position. Start the lift with the feet slightly apart (around the width of your shoulders is about the right spacing). Where the size of the load allows, it’s best to position your feet either side of it with your leading leg as far forward as you feel comfortable with. If you need to separate your feet much wider than the width of your shoulders, you should think about getting someone to help, even though the load may be fairly light. Now bend your knees so that your grip on the load is as near to level with your waist as possible. Don’t kneel or bend your knees beyond the point where it gets difficult to straighten them up again. Remember; keep the back straight (you may find tucking your chin in slightly helps). Keep your shoulders level and facing in the same direction as your hips, don’t twist to one side. Get a Firm Grip:

a) Lean forward a little over the load if it helps you to get a good grip. The best type of grip to use depends on the sort of object you will be lifting, but the most important (thing is to make sure the load isn’t going to slip.

b) Use gloves wherever they help improve your grip and always use them if the objects are sharp or hazardous. If you find you have to vary or adjust your grip during the move make sure you do it as smoothly as possible.

c) You will find that a hook type of grip is far less tiring than keeping your fingers straight and trying to grip the side of an object. Don’t Snatch or Jerk:

a) All lifting and moving operations should be carried out as smoothly as possible.

b) Snatching or jerking the load produces a strain on your body that is much higher than it would be if the operation were carried out in a smooth continuous movement. Remember that this advice also applies to tasks where you need to push or pull objects as well. If you find you need to reposition the load or change your grip after the initial lift, consider resting the load on a bench or table to do this.

24. Motor Transport

24.1. As the College site is not designated for motor traffic and as many areas experience continual pedestrian use, particular care must be taken when manoeuvring private cars, contractors’ vans, motorised trolleys or trucks within the premises.

24.2. To control the extent of traffic and parking on the site, all vehicles, including contractors’ motorised trolleys or trucks need authority to enter the premises. Operators of authorised motorised trucks or trolleys must be specifically briefed about hazards before they are authorised to operate on the site.

24.3. All drivers must confine their speed to a normal walking pace and whenever possible should seek assistance in manoeuvring by a member of staff.

24.4. The interaction of vehicles and pedestrians will be subjected to regular Risk Assessment with outcomes communicated to relevant staff.

25. Noise

Ref: - Noise at Work Regulations 1989

25.1. The Governing Body recognises the risk from exposure to excessive noise to employees at work. The College will therefore comply with the Noise at Work Regulations 1989 and guidance produced by HSE, particularly Noise at Work Guides 3-9.

25.2. Where necessary the College will make a noise assessment where employees are likely to be exposed to:

25.2.1. 85dB(A) - the first action level

25.2.2. 90dB(A) - the second action level

25.2.3. Peak action level of 200 Pascal’s (or above)

25.3. The assessment will be made by a competent person and will:

25.3.1. Identify which employees are exposed

25.3.2. Provide such information as to permit compliance with the College’s statutory duties

25.3.3. Be reviewed when the original assessment is no longer valid

25.4. The College will record and keep such noise assessments in the Health and Safety file held by the Health and Safety Officer.

25.5. The College will in all cases try to reduce noise to the lowest level by precautions and methods other than by the use of personal hearing protection, i.e. - at source.

25.6. Where employees are exposed or may be exposed to noise levels of 85dB(A) or above, the College will provide appropriate personal ear protection. Where employees are exposed to noise levels at 90dB(A) or above or the peak action level or above, all employees will be provided with and must wear personal ear protection.

25.7. The College will establish, where necessary, ear protection zones which will be indicated by the relevant sign in accordance with the Safety Signs Regulations. All employees must wear ear protection within the designated area.

25.8. Ear protection equipment will be maintained by the College and employees are required to report any damage or defect to their Head of Department. For those employees required to wear such ear protection in areas at 85dB(A) or over, or the peak level or over, they will be provided with adequate information, training and instruction with regard to:

25.8.1. The risk of hearing damage

25.8.2. Steps to minimise the risk

25.8.3. Where and when to wear ear protection and where the ear protection can be found

25.8.4. Their duties under the Noise Regulations and the Personal Protective Equipment at Work Regulations 2002.

26. Non-Statutory Inspections

26.1. The respective Heads of Department, the Health and Safety Officer are responsible for the periodic inspection of processes, equipment and materials which are detailed in this policy.

Some of these inspections are not required by law but will be undertaken in order to maintain the highest standards of Health and Safety.

26.2. The premises will be inspected in accordance with section 24 by the Health and Safety Officer, Estates Manager and a nominated member of the Health and Safety Committee.

26.3. First aid kits will be checked regularly and replenished, then and after known use, by the College Nurse.

26.4. All staff will be responsible for examining any equipment or machinery before they use it.

26.5. The Senior Fire Officer will inspect fire-fighting equipment and means of escape and will arrange for alarms to be tested in accordance with the Fire Safety and Operational Management Strategy.

26.6. Services, electricity, gas etc. will be inspected regularly by competent persons.

26.7. The accident book will be examined by the Health and Safety Officer.

26.8. Lighting, heating, ventilation and welfare facilities will be inspected periodically to ensure their continued adequacy.

27. Office Safety

27.1. There are a number of risks associated with working in an office and, although such areas are generally of low risk, the following points should be kept in mind:

27.1.1. Floors and aisles should be kept clear at all times.

27.1.2. Floors should be kept free of materials or substances likely to cause persons to slip, trip or fall.

27.1.3. Anything heavy or awkward load, which is likely to cause injury, should not be lifted

27.1.4. Filing cabinets should not be overfilled and materials should not be stored on top of ledges, filing cabinets etc. Filing cabinets must be of the type that allows only one drawer to be opened at any one time.

27.1.5. Interference with any electrical equipment should be avoided, and electrical faults and defects should be reported immediately

27.1.6. Guidance or instructions on notices or signs should be followed

27.1.7. Fire exits should be kept clear at all times

27.2. There are particular risks associated with the use of display screen equipment (DSE) that can be avoided. These are dealt with separately in section 30.

27.3. Office staff must make themselves familiar with the arrangements for dealing with emergencies, including fire. (See section 9).

27.4. Employees are required to keep their own work areas clean and tidy at all times. Employees must only smoke in designated smoking areas. Employees are advised not to drink and eat in the vicinity of electrical equipment.

27.5. Employees must not use anything other than stepladders or other specifically designed aids to reach high shelves or other areas out of reach from the ground, e.g. files on shelves.

27.6. Any hazardous materials or substances used in the office must be treated as any other as per section 6 dealing with the Control of Substances Hazardous to Health. Assessments will be carried out and made available as appropriate.

27.7. Effective cable management procedures must be implemented where electrical equipment is in use.

28. Permit to Work Systems

28.1. The assessment of risks will identify processes or procedures that require the issue of permits to work (PTW).

28.2. In all cases the permit to work system must specify:

28.2.1. The member of Murray Edwards College staff responsible for the PTW

28.2.2. The period of time for which the PTW is valid

28.2.3. The sub-contractor representative responsible for signing the permit

28.2.4. How the PTW is to be recorded

28.2.5. The responsibilities of those involved in the PTW

28.2.6. The warning signs and notices that are required for the PTW

28.2.7. The details of any locking off or other system to prevent defeating the PTW

28.2.8. The procedures and necessary precautions to be followed

28.3. The Health and Safety Officer will approve all PTW procedures.

28.4. PTW procedures will be constantly monitored and reviewed to assess their effectiveness.

28.5. Only competent and designated employees or contractors will be permitted to undertake a process involving a PTW.

28.6. All employees involved in the PTW procedures must receive adequate training in the PTW and be deemed competent before work can commence.

28.7. Until a permit is cancelled it supersedes all other instructions. Permits may only be cancelled by the person issuing the PTW, or their designate, and then only after they have satisfied themselves that it is sale to do so.

28.8. Once the work is complete the PTW document should be cancelled and returned to the College person responsible for that PTW.

28.9. Employees uncertain in relation as to what is required regarding a PTW should ask their Head of Department or the Health and Safety Officer.

29. Personal Protective Equipment/Clothing

Ref: - Personal Protective Equipment at Work Regulations 1992

29.1. The College Council aims to meet the requirements of the Health and Safety (Personal Protective Equipment) Regulations (PPE) 1992 and requires employees to be provided with suitable and effective personal protective equipment (PPE) and clothing. Such provision will be specified by the relevant Risk Assessments. The College recognises that PPE is a last resort in reducing and preventing risk.

29.2. Employees must co-operate with the College in the use of PPE and must wear such PPE if instructed to do so. Employees will receive training in the correct use of PPE including the reasons for it being worn.

29.3. Employees must abide by the rules in relation to PPE and must not misuse or damage any PPE. Employees must report any damaged, worn or defective PPE immediately to their Heads of Department. Failure to comply with the PPE requirements will lead to disciplinary action.

29.4. PPE which is provided to be worn within the College must be stored within the College in the areas provided. PPE is provided free of charge on the basis that it is used only for the purpose for which it is provided. Damaged, worn or defective PPE will be replaced by the College as soon as it is reported.

29.5. PPE will be provided in accordance with European Standards and carry the EC mark for PPE.

29.6. Head protection should generally be worn where there is a risk of a head injury due to falling objects or in confined spaces where there is a risk of hitting the head.

29.7. Eye protection will be provided in accordance with the PPE Regulations 1992 and for any situation where there is a risk of eye injury, particularly the use of machinery which can transmit hazardous particles or for areas where hazardous substances aroused.

29.8. Basic prescription protective glass will be provided by the college, cost to be agreed by the Head of Department.

29.9. Any employees who require eye protection should ensure that they use the correct protection to the task, the risks involved and that task training is given in the use of the PPE.

29.10. Hearing protection will be provided to employees in designated areas. Employees who wish to wear ear protection in other areas may do so if it does not affect Health and Safety in any other way and by permission of the employee’s Line Manager.

29.11. Respiratory protection will be provided only to nominated employees for specific situations; the appropriate instruction and training in its use will be given.

29.12. Safety footwear will be provided for those employees whose work involves a significant risk of injury to the foot. Normally safety footwear will be provided to those employees working in the Maintenance Department. All employees need to be aware of the importance of wearing strong footwear with a good grip to prevent slips on the floor). See G8 - "Employee Dress".

29.13. Protective clothing will be provided for those staff who work outdoors in inclement weather.

29.14. Protective gloves will be provided to a variety of employees for various tasks. The particular type will be decided by means of Risk Assessment.

29.15. Protective sun screen cream will be provided to members of the Gardening team during the summer months. The level of protection will be decided after carrying out a Risk Assessment.

29.16. Where PPE is provided to protect the employee against hazardous substances, the College retains the responsibility for the cleaning of the items. Employees are not to take such items home for cleaning.

30. Pregnancy

Ref: - Management of Health and Safety at Work Regulations 1999 Pregnant Workers Directive

30.1. The College Council aims to meet the requirements of the Management of Health and Safety at Work Regulations 1999 and will ensure that sufficient and appropriate Risk Assessments relating to pregnant employees and nursing mothers are carried out and maintained on file awaiting notification of pregnancy by an employee.

30.2. Where a risk to a pregnant employee is identified then every step possible will be made to remove the risk. In the event that the risk cannot be removed then the employee will be relocated to a job that is free of such risks. In the event that neither course of action is possible then the employee will be suspended from work on full pay.

30.3. It is the duty and responsibility of the employee to notify the college that she is pregnant and to provide medical proof of the pregnancy.

30.4. Once notified of a pregnancy, the Head of Department will undertake specific Risk Assessments relating to the pregnant worker’s work tasks. These will be discussed with the pregnant worker and any alterations necessary to her work schedule will be agreed.

30.5. No employee who is either pregnant or who has recently come to term should undertake any activities or use any hazardous substances that might put herself, the foetus or new born baby at risk of harm.

30.6. Risk Assessments relating to pregnancy will be initially carried out by the Head of Department and reviewed by the Health and Safety Officer and College Nurse.

31. Premises

31.1. College premises will be maintained in a condition that, so far as is reasonably practicable, is safe and without risk to health. When fulfilling this commitment reference will always need to be made to the age and structural features of the buildings.

31.2. All employees have a responsibility to maintain the premises and not to do anything to damage the College. Employees must report any defects or damage to their Head of Department.

31.3. A nominated competent person will inspect the premises periodically (at least annually) and record the finding of the inspection. Any action will be considered by the Health and Safety Officer and Bursar.

31.4. The following are a list of general rules for employees to follow (most are included in various parts of this policy):

31.4.1. Do not cause obstructions

31.4.2. Do not run

31.4.3. Do not leave cables trailing on the floor

31.4.4. Do not attempt to interfere with or repair any equipment or machinery unless you are authorised and competent to do so

31.4.5. Report all defects, damage or dangerous conditions or system of work

31.4.6. Dispose of rubbish and refuse promptly and in accordance with approved practice

31.4.7. Use appropriate ladders to gain access to heights

31.4.8. Do not move any load liable to cause injury

31.4.9. Do not obstruct fire exits

31.4.10. Observe all signs

31.4.11. On leaving work ensure it is left in a tidy and clean state and ensure that materials are stored away

31.4.12. Follow approved procedures, instruction and training at all times

31.5. Sufficient heating, lighting and ventilation will be provided and maintained by the College where practicable.

31.6. Notices designed to protect the Health and Safety of employees will be displayed on the College premises. Such notices will be positioned in conspicuous places and employees are required to comply with them. Employees must not interfere with, remove or deface any signs or notices.

31.7. In accordance with the Workplace (Health, Safety and Welfare) Regulations 1992, the College will maintain adequate welfare facilities, toilets, drinking water, washing and drying facilities.

32. Review and Communication of Policy

32.1. In so far as it affects their actions, this policy and any related guidance, information, instruction and training must be communicated to all employees of the College.

32.2. The "Policy Statement’ (Section 1) will be displayed in a prominent place.

32.3. Appropriate aspects of this policy will be covered in the induction of all new employees in the form of the relevant departmental Code of Practice. All employees are to have access to the full policy.

32.4. Employees will be trained in those elements of the policy that relate to their responsibilities and will be required periodically to demonstrate their understanding of - the procedures.

32.5. Any employees who can contribute to the policy and its improvements should do so through their Head of Department or Health and Safety Officer.

32.6. The policy is a working document and will change constantly as employees, materials, equipment and system change. It will be formally reviewed once per year by the Health and Safety Officer and submitted to the College Council for revision and re-approval.

32.7. All employees will be made aware of any changes of significance that have been made as a result of the review process.

32.8. Consideration in any review will be given to recommendations of HSE, Fire Authority and other recognised agencies.

33. Security

33.1. For all matters relating to Security please refer to the Security Policy.

34. Slips, Trips and Falls

34.1. Slips, trips and falls are the single most common cause of injuries at work and account for over a third of major injuries reported each year.

34.2. The College Council therefore requires strict observance of the Workplace (Health, Safety and Welfare) Regulations 1992, which specified that floors must be suitably surfaced, in good condition and free from obstructions. This requirement is subject to the constraints imposed on the college due to the age of the buildings and the requirement to use certain materials within listed buildings.

34.3. Employees are encouraged to report to their Head of Department or the Health and Safety Officer any obvious hazards to safe movement, including:

34.3.1. Spillage of wet and dry substances

34.3.2. Trailing cables

34.3.3. Miscellaneous rubbish

34.3.4. Loose rugs or mats

34.3.5. Slippery surfaces

34.3.6. Poor Lighting

34.3.7. Smoke/steam obscuring view

34.3.8. Unmarked changes of level or slopes

34.4. Notices are to be prominently displayed when floors are being cleaned and floor cleaners are to wear appropriate footwear.

34.5. Pedestrian routes and emergency entrances and exits are to be kept free from avoidable obstructions.

34.6. Unavoidable ground-level obstructions are to be cordoned off.

34.7. Warning signs are to be prominently displayed when hazards exist from overhead working, and areas into which objects from overhead working might fall are to be cordoned off to prevent pedestrian or motor access.

35. Statutory Inspections

35.1. Statutory inspections that need to be carried out on the College premises are listed below:

35.1.1. Boilers

35.1.2. Fire detection/alarm/equipment

35.1.3. Emergency lighting

35.1.4. Lifts/lifting equipment

35.1.5. Legionella monitoring

35.1.6. Asbestos management

35.2. It is the responsibility of the Health and Safety Officer to ensure that all statutory inspections are carried out by competent persons, within the time-scale and a record kept of the result of the inspection.

35.3. Any inspection that identifies unsafe equipment or practices will lead to the decommissioning of the equipment or suspension of the practice until the required standard can be achieved.

35.4. Lifts and lifting equipment are covered by specific statutory regulations that require regular inspection and testing of the lifts and the lifting mechanisms (chains, motors, pulleys etc.) by a competent person. An annual insurance inspection must also be carried out.

36. Training

36.1. The College Council recognises the importance and value of Health and Safety training and is committed to providing adequate information, instruction and training. Training will be given in accordance with the requirements under Health and Safety at Work etc. Act 1974 and the Management of Health and Safety at Work Regulations 1999.

36.2. The College Council will ensure that all new employees receive induction training as soon as is reasonably possible after commencing employment with the College. The induction training will cover the following in so far as each item is relevant to the employee’s tasks and responsibilities.

36.2.1. Safety Policy

36.2.2. Accident, diseases and reporting

36.2.3. Fire arrangements

36.2.4. Emergency arrangements

36.2.5. First aid treatments

36.2.6. Electrical safety

36.2.7. Manual handling safety

36.2.8. Machinery and equipment

36.2.9. Safe use of display screen equipment

36.2.10. Safe use of hazardous materials

36.2.11. The College’s Risk Assessment policy

36.2.12. Protective and preventative measures adopted as a result of the risk assessments

36.2.13. Use of personal protective equipment and clothing

36.2.14. Employee responsibilities

36.3. New employees will be escorted around the College to familiarise them with key features such as fire escape routes, fire-fighting equipment and assembly areas.

36.4. Information relevant to an employee’s particular tasks or job will be provided by the relevant Head of Department.

36.5. Employees will be made aware during induction and continuation training of those elements of the College’s Health and Safety policy that relate to their own responsibilities and tasks. The policy will be made available by the Head of Department or Health and Safety Officer to any employee on request.

36.6. All staff training will be recorded.

36.7. The College will continually review the Health and Safety training needs of employees and will endeavour to ensure that employees are competent for the task they are required to perform. Any employee who wants further information, instruction or training should seek this in the first instance from his or her Head of Department.

36.8. Employees must not attempt any task that they are not trained or competent to perform. Heads of Department should first satisfy themselves that employees are adequately trained before allocating tasks to them.

36.9. Whenever appropriate, notices will define whether special procedures, training or arrangements are required for the conduct of task. Employees must have regard to such notices and must not remove or deface notices.

36.10. The College will ensure that managers receive adequate training, instruction and information to ensure that they can properly manage their Health and Safety responsibility and exercise due care in relation to the employees under their control.

37. VDU’s (Display Screen Equipment)

37.1. The College will endeavour to comply with the Health and Safety (Display Screen Equipment) Regulations 1992 and follow guidance produced by the HSE.

37.2. There are a number of potential risks from using DSE, but these are preventable if the equipment is used correctly. The Head of Department will assess each workstation in association with the user, taking into account:

37.2.1. The display screen equipment

37.2.2. The desk and work surfaces

37.2.3. Chair

37.2.4. Environment

37.2.5. Type of work

37.2.6. User

37.2.7. The screen graphics

37.3. The results of the Assessment will be recorded on the appropriate forms.

37.4. Where a problem arises in the use of display screen equipment e.g. eyestrain, upper limb pains, headaches etc., employees must inform their Heads of Department. The College will:

37.4.1. Investigate the circumstances

37.4.2. Take corrective measures where appropriate

37.4.3. Advise the employee of the action taken.

37.5. The College will pay £25 towards a full eyesight test for those employees identified as intensive users of display screen equipment.

37.6. All users who, as a result of the eye and eyesight test, require prescriptive lenses for DSE use (only), will be provided free of charge with corrective spectacles to the value of £75. Should a more expensive pair of spectacles be preferred by the user, then the £75 allowance can be used as a contribution towards the overall costs. Evidence of purchase must be produced before payment is made.

38. Vibration

38.1. The College will endeavour to comply with the Control of Vibration at Work Regulation 2005.

38.2. Prolonged exposure to vibration generated by mechanical equipment can lead to serious and permanent injury. When using high-vibration equipment (such as pneumatic road drills), the following precautions are recommended:

38.2.1. Only use high-vibration equipment if you have been specifically authorised to do so.

38.2.2. Determine acceptable vibration levels before using the equipment.

38.2.3. Ensure that the equipment has been regularly and correctly maintained.

38.2.4. Take advice about and observe the frequency and length of recommended work breaks.

38.2.5. Keep body and hands warm.

38.2.6. Regularly exercise fingers to improve blood flow.

38.2.7. Immediately report any ill effects of vibration.

38.3. Please refer to Department specific Risk Assessment and Safe Systems of work.

39. Visitors and Sub-Contractors

39.1. For all major contracts a pre-site occupation meeting will be held in College at which the designated College representative(s), the managing architects and the contractors’ representative(s), inter alia, will discuss and agree the management of Health and Safety in relation to the contract.

39.2. Contractors will be required to sign an agreement when undertaking work for the College acknowledging their responsibility to exercise safe working practices and certifying that they have adequate qualification and insurance for the work they are doing, including third party liability.

39.3. All visitors and contractors must sign in to and out of the College premises at Reception in the register kept for visitors and contractors. The log will record the date, time and name of the visitor/contractor and the purpose of their visit/work.

39.4. In the case of contractors, a College representative will be made responsible for supervising any work being carried out on the premises.

39.5. Visitors and contractors will be required to wear any personal protective equipment deemed necessary. All visitors and contractors will be given general information regarding the Health and Safety arrangements in the premises.

39.6. Depending on the circumstances, visitors and contractors will be given a copy of the College’s Health and Safety Policy and will be required to inform the Head of Department for whom they are working, of any potential hazards. They will also be given fire safety instructions by that person.

39.7. Contractors will, in certain circumstances, be required to inform the Health and Safety Officer and/or the Estates Manager of their safety policy and arrangements. Other information will also be required regarding bringing into the premises hazardous materials or electrical equipment.

39.8. It is the responsibility of the College representative who is responsible for the visitors’ or contractors’ presence, to ensure that employees, other visitors and/or contractors are not placed at risk by those visitors or contractors. Equally the College has a responsibility to the visitors and/or contractors and will ensure that they are never put at risk by action or omissions of the College or its employees.

39.9. A written contract may be required for certain tasks involving contractors. The Health and Safety Officer or their representative, will be responsible to ensure this contract contains adequate Health and Safety clauses.

39.10. In certain cases a ‘Permit to Work’ system will be issued for work involving hot work and where isolation is required. See Section G25.

39.11. Any accident, injury or damage involving a contractor must be reported to the Head of Department for whom they are working, who should inform the College Health and Safety Officer, and complete an accident report form.

40. Volunteers

40.1. Murray Edwards College wants to ensure that volunteers are supported and managed effectively, with the aim of making their contribution to the College as positive as possible both for the volunteers and the College. Murray Edwards College wishes to encourage the involvement of volunteers as a vehicle to enriching and diversifying the work of the organisation.

40.2. The College has a responsibility for Health and Safety of volunteers. Volunteers must follow the same Health and Safety Policies and Procedures as any member of staff. Volunteers have a duty of care to themselves and others.

40.3. Please refer directly to departmental specific guidance, handbooks and risk assessments on Volunteers.

41. Working at Height

41.1. Falls from height are the single most frequent cause of work-place fatalities, whilst falling objects cause a high proportion of reported injuries.

41.2. Whenever work is to be undertaken at height on College premises, secure fencing is to be provided to prevent people falling from edges and objects falling on to people below.

41.3. Protective headgear is to be used for all work conducted at a height of 1100mm or more.

41.4. Where there is a risk of anyone on any Murray Edwards College site falling two metres or more, or falling less than two metres and risking serious injury, fencing should be at least 1100mm high and have two guardrails. Tanks, pits and structures should be securely covered or fenced to a height of at least 1100mm.

41.5. Fixed ladders should be of sound construction, properly maintained and securely fixed. Rungs should be horizontal and give adequate foothold and the stiles should extend at least 1100mm above the landing. Fixed ladders over 2.5m long at a pitch of more than 75° should be fitted with safety hoops or permanently fixed fall-arrest systems. Fixed ladders should only be used if it is not practical to install a staircase.

41.6. Slips and trips that may be trivial at ground level may result in fatal accidents when on a roof. Precautions should be taken where there is a risk of falling off or through a roof. These may include fall-arrest devices and crawling boards. Fragile roofs or surfaces should be clearly identified.

41.7. People should, as far as possible, avoid climbing on top of vehicles or their loads, If this is not possible, effective measures such as providing fencing should be taken, to prevent falls, If a tanker is loaded from a fixed gantry and access is required onto the top of the tanker then it should be provided. Sheeting of lorries should be carried out in properly equipped designated places.

41.8. When moving goods up or down between levels, the edge should be fenced and secure handholds should be provided where necessary.

41.9. If fencing or covers cannot be provided, or have to be removed, effective measures should be taken to prevent falls. Access should be limited to specified people and in high risk situations written ‘Permit-to-Work’ systems should be adopted.

41.10. A safe system of work should be operated which may include the use of a fall-arrest system or safety lines and harnesses and secure anchorage points. Systems that do not require disconnection and re-connection of safety harnesses should be used. If there is no need to approach edges, the length of the line and anchorage position should prevent the edge being approached.

41.11. Scaffolding may only be assembled on site by qualified contractors. Arrangements must be made for independent safety inspections (scaff-tagging) at the statutory intervals.

41.12. Please refer to Department specific Risk Assessment and Safe Systems of work.

42. Workshops

42.1. There are a number of risks associated with workshops, including:

42.1.1. The use of machinery, particularly power tools, abrasive wheels and woodworking machines (see section 15)

42.1.2. The use of hand tools (see section 13)

42.1.3. Noise (see section 18)

42.1.4. Dust and fumes (see section 5)

42.1.5. Manual handling (see section 16)

42.2. Particular attention needs to be given to good housekeeping. Tools should be stored in designated storage areas when not in use.

42.3. All substances and fluids must be stored correctly and employees must never leave tins open or put any substances in unmarked tins or containers.

42.4. All materials should be stored in a safe and secure manner.

42.5. Access to the workshop will be restricted to only those employees who need access to it and are authorised.

42.6. Floors must be kept clear at all times. Spillages must be cleared up immediately.

42.7. Any damage to the workshop, fittings, fixtures or equipment must be reported immediately to the Head of Department or Health and Safety Officer if necessary.

42.8. Periodic inspections of the workshop will be undertaken by the Health and Safety Officer.

42.9. Eating and drinking is not permitted in the workshops.