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Health and Safety Standards

1. Training, Induction, Competency – ALL STAFF

Risks: Inexperience and lack of local knowledge = more vulnerability. New and inexperienced staff are statistically more likely to have an accident. Therefore new staff must be supervised until deemed competent to work unsupervised. The Department Manager must ensure that:

In addition to LUU’s existing basic staff induction processes all new members of staff receive basic and important local health and safety information pertinent to their area before starting work or within the first week of work. Training can be provided by Line Managers or other local staff with the appropriate knowledge and “competency”.

There should be an annual update of the Britsafe online modules each April in addition to those modules undertaken within the induction.

All Staff are expected to co-operate with LUU on health and safety matters and implement / follow LUU’s standards, procedures, risk assessments and safe systems of work.

Staff should be competent to carry out the tasks required of them they should not carry out or be asked to carry out tasks for which they are not competent or qualified.

The relevant qualifications competencies and skills are identified for staff and these are checked / maintained / monitored.

A Training matrix for staff should be in place which identified the specific tasks that staff should be competent in for each role.

Regular refresher training should be undertaken as determined by the Departmental Manager.

2. Goods inwards - Loading Bay / Vehicles / Deliveries

Risks: Various risks including musculoskeletal, vehicular movements, working temperature,

slips and trips, lone working

Where staff perform “Goods Inwards” & related duties the Department Manager must ensure that:

Staff do not act as Banksmen (assisting reversing vehicles) unless they have been specifically trained.

Staff do not access or drive vehicles etc. unless specifically authorised by the Department Manager.

All Vehicle drivers are provided with Driver rules whilst on campus (as for contractors).

Speed limits are visible and road signage in place leading to the loading bay entrance.

Segregation between vehicles and pedestrians is clearly indicated.

Designated delivery points are communicated to drivers in advance i.e. loading bay.

Staff are aware of the pedestrian precinct delivery and vehicle movement curfew times.

The loading bay is kept clean, well-organised, staff are provided with and wear PPE i.e. safety footwear and gloves for handling, outdoor clothing for winter and high visibility tabards or jackets etc.

Roller Shutter doors are maintained annually by the Facilities Manager.

Adequate lighting is provided for safe working.

Floor and road surfaces / delivery bay area surfaces are kept clean and clear of defects.

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Vehicle fuel spillages – spill kits are available in the loading bay area. Refer to Facilities Manager for advice in the event of an incident.

Specific Manual handling activities relating to deliveries have been assessed and safe working procedures are in place which may involve the use of lifting equipment– also see Manual Handling Section 3 and Lifting Equipment Section 4.

Stock is safely put away as soon as possible after delivery with gangways and exits kept clear for easy of movement and fire evacuation purposes.

Any lone working is avoided where possible – also see Lone Working Section 21.

3. Manual Handling

Risks: Musculoskeletal injury, back injuries and other associated conditions e.g. upper limb disorders The Department Manager must ensure that:

All Manual Handling activities are identified and specific manual handling assessments completed for any significant manual handling activities that staff carry out. Safe Systems of Work should be developed from the risk assessments.

It is mandatory for all staff to complete the online manual handling training every year and at their induction.

Any additional higher level manual handling training will be identified through the risk assessment.

4. Lifting equipment e.g. lifts, hoists, pump trucks, dumb waiters

Risks: Contact with moving parts ¬ entrapment, injury. Failure of lifting equipment - crushing / fall injuries The Facilities Manager must ensure that:

Hoists and lifts i.e. all lifting equipment; are constructed and maintained safely and examined at least every 12 months where used to lift goods only and 6 monthly when used to carry people.

All lifting equipment must be included within the equipment inventory.

Safe working procedures should be in place for all lifting equipment and staff trained in their use.

The Departmental Manager must ensure that:

Manual Handling Risk Assessments to be completed to identify need for lifting equipment and the most appropriate type suitable for the task.

5. Pressure Systems

Risks: Risk of Explosion, failure of system injuries to staff / others in vicinity, asphyxiation explosion due to over-pressurisation of the beer pump systems, or faulty or damaged cylinders.

The Facilities Manager must ensure that:

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That all pressure systems are designed, installed and maintained in line with Pressure System Safety Regulations 2000 and copies of the installation/inspection certificates are kept safely on file

Thorough annual examination carried out by a qualified engineer.

That periodic servicing and maintenance is carried out by a qualified engineer. The Departmental Manager must ensure that:

Only used by authorised staff who have undergone documented training to use the system.

Authorised staff are trained to report damage immediately to the Facilities Manager. The beer delivery system and coffee machines fall under these regulations. The brewery, as owners of the beer delivery system, should arrange for the inspection of that system, with paperwork forwarded to the Facilities Manager and the Facilities Manager will arrange for the inspection of the coffee machines. All of these systems should be included within the equipment inventory. 6. Gas Cylinders

Risks: Risk of explosion or asphyxiation due faulty or damaged cylinders.

The Department Manager must ensure that are:

Kept to an absolute minimum and only obtained from reputable suppliers who are clearly marked on the cylinder.

The contents of the cylinder are identified.

That the cylinder carries a safety label and emergency contact details.

That a valve guard is fitted to the cylinder.

That there is a plastic test date ring between the valve and the cylinder.

That the cylinder valve outlet is protected by a tamper evident device.

That the cylinder is in good condition where there is no excessive rust, dents or gouges.

Moved to prevent damage following a risk assessment.

Safely stored in cages, chained up or laid flat and chocked (with supplier’s agreement) with the valves closed and in a dry area away from heat sources.

Used in an upright position in a safe, secure and dry place.

7. Hazardous substances/ material or vapour including Cellar Gases (COSHH)

Risks: staff may be overcome by CO2 is an asphyxiant. Chemical vapours may cause breathing problems. Prolonged contact with water, particularly in combination with detergents, can cause skin damage. There is a risk of skin irritation or eye damage from direct contact with many cleaning products. Biological substances may cause viruses and infection. The Department Manager must ensure that:

All hazardous gasses and chemicals in use must be identified on the approved list and be subject to a COSHH assessment.

The COSHH assessment should detail a safe system of work to include where necessary dilution and decanting activities as well as details as to how the chemical is used.

Appropriate PPE, as identified through risk assessment, is provided where appropriate. See also Personal Protective Equipment Section 13.

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Cellar Gases o The cellars must be adequately ventilated. o A CO2 alarm is installed and regularly maintained. o Only trained and authorised staff are authorised to change barrels, check for leaks

etc. o Also refer to Pressure Systems Section 5 and Gas Cylinders Section 6 as these is an

integral aspect of managing the risk of hazardous substances.

Chemicals o All chemical substances /cleaning products are kept in clearly labelled containers

even if decanted. o All substances /cleaning products are stored securely and locked away when not in

use. o Where possible hazardous chemicals should be substituted with less hazardous

ones. o The use of chemicals is minimised wherever possible. o The necessity of the chemical is also considered; where possible the amount is

reduced to a minimum, so large volumes are not stored. o Manufacturer instructions on use, storage and disposal are followed with

environmental aspects considered which should be detailed within the COSHH assessment.

o Staff should check for any adverse reactions to using any chemical and to report it their Line manager.

Biological o First aid training should be extended to cover how to minimise infection risk related

to blood borne viruses and other bio risks present in bodily fluids and how to minimise risk of exposure when providing first aid. First aid kits should include the necessary contents.

o Provide appropriate staff with drug awareness training. o A COSHH assessment should determine the need for Hep B and tetanus vaccination

along with the level of PPE required.

Body fluids disposal o Body fluids are a source of infectious micro-organisms (bacteria, viruses and fungi).

The main risk is infection following hand to mouth/nose/eye contact and there is also a risk of infection via broken skin (cuts or scratches).

o The body fluid spill kit should be used. o Wear the approved gloves and apron. o Ensure a good standard of general ventilation in the area being cleaned. o Scrape up residues into the closable container, for safe disposal, with the allocated

scoop and scraper. o Use absorbent granules to clear any further residues and scape up into the closable

container, with the allocated scoop and scraper. o Place the allocated cleaning equipment within a sealed bag. o Wash surfaces clean with detergent. o Disinfect the area with an approved spray. o Clean the scoop and scraper with detergent and disinfectant. o Remove and dispose of the gloves and apron and dispose of within the clinical

waste.

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o Ensure that waste from the cleaning of body fluids is disposed of within the clinical waste containers.

o Wash before eating or drinking, and after touching any surface or object that might be contaminated.

Needle disposal o Only staff trained to dispose of needles should be allowed to do so. These staff

should be informed that they should assume any discarded needles could potentially be infected and treat accordingly.

o Needles should not be handled directly but a litter picker or forceps should be used. o The needle should be placed directly into a sharps bin.

Needlestick incidents o Is an incident, which causes a used needle, blade (such as scalpel) or other medical

instruments to penetrate the skin. This is sometimes called a sharps or percutaneous injury.

First aid for needlestick injury

If you suffer an injury from a sharp which may be contaminated:

Encourage the wound to gently bleed, ideally holding it under running water

Wash the wound using running water and plenty of soap. Leave under running water for a minimum of 10 minutes, ideally 20 minutes.

Do not scrub the wound whilst you are washing it

Do not suck the wound

Dry the wound and cover it with a waterproof plaster or dressing from the First Aid box.

Following actions

Staff or Postgraduate students who suffer a needlestick injury should contact Occupational Health during office hours (9am-5pm, Monday to Friday) on 0113 3432997 who will help to assess the situation and advise an appropriate course of action. Undergraduate students or visitors should attend A&E or contact their GP.

Outside of office hours, on bank holidays, university “closed” days, or in event of there being no one available in Occupational Health, please attend A&E at the Leeds General Infirmary.

All needlestick accidents incidents and near misses, including those treated in-house and externally need to be reported via the University’s online accident reporting system Sentinel.

8. Slips, Trips and falls

Risks: Bruising, cuts, grazes, more severe injuries such as fractures or concussion The Facilities Manager must ensure that:

Suitable floor surfaces are installed and maintained to prevent slips and trips.

Cleaning tasks are organised to minimise the risk of slips and trips e.g. at quiet times / out of hours; where this is not possible a safe system of work should be developed.

Staff know about correct use of detergents/ dilution rates to avoid residue or grease build up etc.

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Carpet edges and jointing strips are checked regularly

Suitable equipment for cleaning spillages and contamination should be readily available and the floor should be dried thoroughly.

Suitable and effective floor cleaning products are used to keep floors clean and free from grease build

Wet floor signs, warning cones are only used where absolutely necessary i.e. floor not fully dry/ or in the immediate aftermath of a spillage

When using electrical cleaning equipment for example the nearest electrical sockets are used to minimise trailing cables + battery machinery is used where feasible.

All equipment is maintained to prevent leaks onto floor with any faults leading to leaks reported and resolved promptly – i.e. fridges / freezers.

Any changes in floor levels are highlighted.

Good lighting is provided in all areas – including steps, cellars etc.

All stairs have handrails and mid-rails on open sides with kick boards where needed

All enclosed stairwells have handrails on one side at least and both if stairs wider than 1.8m.

The Department Manager must ensure that:

Damaged floor surfaces are reported and resolved promptly.

Cleaning tasks are organised to minimise the risk of slips and trips e.g. at quiet times / out of hours; where this is not possible a safe system of work should be developed.

Staff know about correct use of detergents/ dilution rates to avoid residue or grease build up etc.

Drainage channels and drip trays provided where spills likely.

During trading hours regular “floor checks” should be carried out to check for spillages and contamination (results documented) written procedure in place.

All spillages (inc dry spills) to be cleaned up immediately by suitable methods

Suitable and effective floor cleaning products are used to keep floors clean and free from grease build

Wet floor signs, warning cones are only used where absolutely necessary i.e. floor not fully dry/ or in the immediate aftermath of a spillage

When using electrical cleaning equipment for example the nearest electrical sockets are used to minimise trailing cables + battery machinery is used where feasible

All equipment is maintained to prevent leaks onto floor with any faults leading to leaks reported and resolved promptly – i.e. fridges / freezers.

Staff to wear sensible and covered footwear (covers toes) this should be monitored by supervisors

Good housekeeping practices are in place, including regular removal of rubbish.

Store rooms and the cellars are kept as clear as possible e.g. no boxes left in walkways, cages. Stocking and restocking shelves processes are well organised and minimise movement of large objects during busy times

Deliveries are put away immediately wherever possible.

9. Verbal and Physical Violence and Aggression

Risks: Harm due to physical & verbal violence. Members of public intoxicated. Stress related to the situation.

The Department Manager must realistically assess the level of risk of violence and aggression occurring within their area of responsibility.

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Staff briefing /training on recognising challenging / risky situations and diffusing the situation e.g. conflict management / personal skills

Where appropriate (risk level dependent) physical barriers are put in place; ideally at the point of design e.g. bar access design

Staff know to report all incidents and concerns (physical and verbal) to their line manager, the Duty Manager and recorded on Sentinel. For serious or potentially serious incidents the Senior Leadership Team will be informed.

Walkie talkie system allows bar staff to communicate with the Duty Manager.

Staff trained to note behaviour and potential “issues” developing – spotting trouble makers.

Regular glass collection “glass policy” implemented for very busy events i.e. NO GLASS.

Gaming machines emptied after closing – emptied by the “owners” procedures in place.

Till operatives and cash handlers should be instructed not to resist robbery attempts.

Cashing up done after hours or out of customers’ sight. Cash counting, transference procedures must be robust and designed to present the minimum level of risk to those involved.

10. Sharp objects - Glass / crockery / knives etc.

Risks: Cuts / lacerations / amputations / piercing skin (BBV) The Department Manager must ensure that:

Staff are trained to handle glasses / glassware and knives, as appropriate, at Induction.

Glass collecting trays and carry baskets are used to transport glasses.

No stacking of glasses unless specifically designed glasses are used.

Glasses to be checked prior to service to customers and after washing.

Knives kept sharp and stored safely when not in use.

Knives are not used to open packaging but suitable cutters are provided for this purpose.

All glass breakages should be disposed of within the glass bin. If one is not available the glass should be swept up, placed in a cardboard or plastic container and disposed of directly within the skip.

Regular glass collections, “glass policy” implemented for very busy events i.e. NO GLASS

Optics are regularly checked to ensure they are secure and the correct size.

Glazing and mirrors

All safety-critical glazing complies with BS 6262

Where necessary, glass is marked to make it evident

No mirrors sited where they may cause confusion or disorientation

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11. Hot liquids, food, surfaces etc.

Risks: Staff may suffer scalding or burns injuries The Department Manager must ensure that:

Carry only the weight that feels safe and comfortable ideally within a closed container.

Only operate the coffee machines when fully trained.

Follow manufacturer’s instructions to operate small and high-volume coffee machines

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Wear stable properly fitting footwear to reduce the risk of slips and trips – see also Section 7 Slips and Trips

Footwear should cover the foot to delay heat penetration onto the feet from spilt hot liquids

Ensure staff are aware of entry and exit routes if double swing doors etc. are in operation and be aware of different entry / exit routes to the service / kitchen area.

Staff to go through doors sideways or backwards so that the body and not the tray pushes. Checking the way is clear first.

Do not overfill containers (e.g. soup tureens, pots of coffee and tea)

Use dry, thick, clean cloths if necessary to serve hot dishes etc.

Warn customers if plates, bowls, mugs are hot.

Pay particular attention if carrying hot dishes and plates up or down stairs

12. Work Equipment (any type of equipment used as part of a work process)

Risks: Contact with electricity ¬shock. - Contact with moving parts ¬ entrapment, injury. Note: Equipment includes all items of equipment in use i.e. mechanical, electrical, static, large or small. The Department Manager must ensure that all work equipment are:

Included on the equipment inventory.

Fit for purpose and without risk; being suitable for “commercial use” and of good ergonomic design where relevant.

Serviced, maintained and inspected in accordance with manufacturers guidelines and statute.

Individually risk assessed and a safe system of work is established.

Suitably guarded where there is a danger to the operator and daily checks of the guards take place.

Staff must:

Be trained in the use of all relevant machinery and equipment and the associated hazards in accordance with manufacturer’s instructions, risk assessment and safe methods of work.

Be trained in cleaning, assembly, operating procedures and know to identify and report any obvious defects.

Know how to isolate (switch off from power supply) machinery before carrying out maintenance work.

Keep loose clothing and hair away moving parts and wear suitable clothing and personal protective equipment as indicated by any specific risk assessment.

13. PPE – Personal Protective Equipment (e.g. Footwear, Gloves, Ear defenders etc.) The Department Manager must ensure that:

PPE is the last resort from protecting people from a work activity.

Once other measures have been considered to reduce the level of risk then PPE can be considered to further reduce the residual risk.

The properties of the PPE need to be considered through a PPE risk assessment to ensure that they afford adequate levels of protection.

Details of any maintenance or inspection arrangements need to be identified within the risk assessment. PPE requiring maintenance or inspection needs to be included within the equipment register.

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14. Electrical Equipment and it’s use

Risks: Electric shock, burns, and or potential for fire. The Department Manager must ensure that:

All electrical equipment is included on the equipment inventory.

All electrical equipment undergoes routine visual inspection and testing as appropriate to the equipment at a frequency determined through risk assessment which may align to the following guide:

The PAT testing arrangements are managed by the Facilities Manager.

Where feasible 110v equipment is used as an alternative to 240v

Staff carry out pre-use checks – sockets, plugs and cables before using electrical equipment and that pre-use checks are the best way to identify defects. They also check to ensure electrical items they use are in date (see stickers);

Staff know to report any defective equipment, and remove safely from use immediately.

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Repairs to Electrical equipment are only undertaken by competent and qualified contractors

Sockets are installed in “safe location” away from splashes of water, liquid other contaminants (wet hands!) are used by cleaning staff. Where possible the sockets are used which minimise trailing cables.

Staff are instructed not to overload sockets, use block adaptors or bring in their personal electrical items.

Staff know how to safely turn off (isolate) electricity and water in an emergency The Facilities Manager is responsible for arranging the fixed electrical installation at a frequency determined by a competent electrician as detailed on the certificate.

15. Working Environment /Workplace

Risks: Uncomfortable working environment, due to poor lighting, poor ventilation, inadequate temperature control, and excessive noise - Noise induced hearing loss.

The Facilities Manager must ensure that:

There is effective means of heating, ventilation and cooling provided.

A reasonable ambient working temperature can be maintained

Additional task lighting provided for staff where needed.

Space allocation is adequate for staff, activities and storage. There is space to allow free movement minimise collisions between staff

There is access to drinking water and toilet facilities

Good hygiene & housekeeping standards are maintained

Clothing accommodation, changing facilities/ rest area is available

Individual members of staff have a personal responsibility for keeping their work area/ tidy and in good order and for reporting any concerns to their Line Manager in the first instance.

16. Work at height / accessing high level storage e.g. shelves

Risks: Falls, resulting in bruises, fractures, strains, cuts, abrasions, concussion and potential of death. The Department Manager must ensure all tasks involving any work at height are identified and assessed using a specific working at height risk assessment. Where-ever possible working at height is eliminated e.g. by storing materials at a height which is accessible, or adapting activities e.g. so stepladders or ladders are no longer required e.g. by using telescopic poles.

Where use of access equipment (i.e. steps / stepladders, etc.) is unavoidable an individual work at height risk assessment may need to be be completed to determine the most appropriate access methodology / equipment for that specific task.

All access equipment e.g. ladders, zargees, scaffold, steps/ kick stools must be of an industrial grade; HSE and BERR recommend Class 12, 3 ‘Industrial’ or EN 1314 for ladders

or stepladders for use at work. Domestic grade must not be used. For store areas the use of library type/ warehouse steps is recommended as they are safer than “stepladders”.

All access equipment is clearly identified and included on an equipment inventory.

All access equipment will be subject to a routine inspection /examination regime & maintained in a good state of repair.

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Staff are competent / trained in the use of each item of access equipment they are required to use?

Access equipment is readily accessible to staff when needed but restricted and secured when not in use. In particular ladders / step ladders must be locked off.

Staff know to report any faulty access equipment to their Line/ Department Manager and remove from use immediately.

There is a no standing on chairs or other inappropriate items rule in place

Storage areas important: o Any items stored at height are limited to items that are not accessed frequently and

are not bulky or heavy. o Secure & robust shelves or other equipment etc. are firmly fixed to wall & not

overloaded o Safe access routes are available – e.g. enough space for maneuvering o Good housekeeping standards must be maintained generally o All shelving is inspected for stability and to identify any damage regularly & on a pre-

agreed rota

Access to the roof is controlled by the Duty Manager and is subject to a permit to work.

17. Fire

Risks: Entrapment, burns, smoke inhalation, death loss or damage to the building. The Facilities Manager must ensure that:

There are adequate numbers of trained Fire Marshalls / members of staff to assist in the safe evacuation of their areas.

Blue fire instruction notices are in place in all appropriate areas.

Personal Emergency Evacuation Plans (PEEP’s) & other more generic arrangements are in place for disabled staff where necessary

The annual operational fire risk assessment is reviewed annually and cascaded to departmental managers.

The fire risk assessment is reviewed at least every 4 years or when there has been significant changes to the building.

The emergency evacuation process is reviewed on an annual basis.

That there is weekly testing of the fire alarm and associated interlinked devices as well as a six monthly service.

That there is at least an evacuation undertaken once per term.

That there is a weekly inspection of firefighting equipment and an annual service.

That there is a monthly inspection of the operation of fire doors.

That there is a monthly inspection of the workplace ensuring that all fire detection, containment, evacuation and firefighting arrangements are in place.

That there are appropriate daily checks to ensure fire exit routes are available as required.

That fire prevention and evacuation arrangements during events have been adequately assessed and the arrangements progressed.

The Department Manager must ensure that:

All their staff undertake online fire safety training module annually and at induction.

All their staff are provided with a local induction in fire safety (including evacuation and shut down procedures) relevant to their work area & duties in the first day of work.

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Staff are informed of the procedures in event of discovering a fire or in event of a fire alarm.

Disabled members of staff may often require a PEEP (Personal Emergency Evacuation Plan). This can be completed with the support of the Facilities Manager.

The use of individual electrical heaters is controlled by the Facilities Manager and staff are aware of safe their operation.

Appliances should be turned off at the end of the working day.

That events are planned and managed following the event protocol.

18. First Aid

Risks: Consequence of First aid delayed or not provided The Facilities Manager is responsible for reviewing the first aid needs assessments ensuring:-

Adequate numbers of First Aiders are provided across LUU and to ensure adequate rota cover is maintained.

A system is developed to ensure adequate numbers of First Aid boxes and other identified first aid equipment are provided and regularly checked

First Aid Training and qualifications are kept up to date with is monitored by the People Team.

That the level of first aid provision during events has been adequately assessed and the arrangements progressed.

The Department Manager must ensure that:

Their staff are aware of who the First Aiders and that first aid requests should be made to the Duty Manager.

They release / enable their First Aid trained members of staff to take part in the First Aid Rota

Staff are encouraged to report all accidents, incidents and near misses to their Line/ Department Manager

All accidents, incidents and near misses are reported on Sentinel either by themselves or the First Aider who attends an incident

19. Housekeeping & waste management

Risks: Slip, trip, contamination, general hygiene issues

The Department Manager must ensure that:

Good standards of housekeeping are maintained throughout the building considering:

All storage cages must not be left in public areas. All refuse collected must be taken to the loading bay and not left within

public areas. These should then be sorted for recycling. All furniture must be arranged as per the agreed room layouts and not left

stacked in public areas. Any surplus furniture must be stored. All equipment must be stored and not left in public areas when not

required. All unrequired / unbooked areas, unoccupied staff areas and all store and

stock rooms must be locked.

Waste disposal arrangements meet LUU Policies.

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20. Asbestos and Asbestos containing materials

Risks: Asbestosis or other asbestos related ill health effects. Maintenance staff are potentially at higher risk from inadvertent exposure

The Facilities Manager must ensure that staff are aware of the following:

The Union building does contain some asbestos containing materials but it does not pose a risk unless damaged.

The University’s has an Asbestos “location “register to which LUU has access which is maintained by University Estates Services with a regular monitoring regime in place.

Will manage the work of all contractors considering Contractors and 3rd parties Section 23.

The Department Manager must ensure that their staff are aware of the following:

The importance of promptly reporting any damaged walls, floors and ceilings to the Facilities Manager

That no one is permitted to carry out work that interferes with the fabric of the building e.g. putting up shelves without permission from the Facilities Manager.

That the work of all contractors having an impact upon the building in anyway are managed through the Facilities Manager.

Access to certain areas is restricted (voids, ceiling voids, roof areas, plant rooms etc.); access to these areas must be pre -agreed with the Facilities Manager.

21. Lone Working (or isolated working)

Risks: Injury or ill health with no assistance available, potential violence or injury from a third party /intruder The Department Manager must ensure that no staff member is working alone within the LUU building however there may be occasions when members of staff feel isolated within the LUU building. There may be occasions at other locations where staff operate as a lone worker and the risks of lone working need to be assessed, along with those of isolated working, to ensure that the activity can be carried out by an individual without significant additional risk to them. If the risk is insignificant then the majority of this section will not apply however if the risk is significant then consideration should be given to the following control measures:

Security of the location.

Ease of access to communications and alarm raising.

Consideration of personal issues e.g. medical, disability, gender related which may alter the level of risk.

If supervision is necessary to be provided. Practical local arrangements can be put in place e.g. buddy system or checking system

i.e. a safe system of work with workable contact arrangements.

22. Young persons, work experience trainees, Disabled members of staff or pregnant / nursing workers

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Risks: Inexperience and lack of local knowledge = more vulnerability. Physical condition limitations The Department Manager to be aware of the following:-

Some individuals may potentially be more vulnerable in some aspects of work & will often require individual risk assessments (or adaptation of existing ones) to be completed e.g. young persons, work experience trainees, staff with a disability

A risk assessment must be completed for new and expectant mothers in order to identify any significant additional risks to the individual or their child either as a consequence of the work or their condition.

There are specific guidelines in respect of work experience students - in most cases they are likely to be under the age of 18 .

23. Students & Visitors Risks: Inexperience and lack of local knowledge = more vulnerability.

The Department Manager to be aware of the following:-

All staff represent LUU and so owe a legal duty of care to students, fellow staff and visitors and other groups whilst they are on LUU premises.

All staff must co-operate with LUU on health and safety matters and implement / follow LUU’s standards, procedures and risk assessments etc.

Emergency procedures – If a student, visitor or colleague becomes unwell or has an accident, the Duty Manager should be called and accidents reported through Sentinel (the online system).

If the fire alarm sounds, you should guide students / visitors / colleagues to the appropriate assembly point and report any issues that may arise to the Fire Marshalls

24. Contractors and 3rd parties

Risks: Potential for misunderstanding and lack of clarity of health and safety responsibilities

The LUU Contractor Standard is now in place which requires the vetting of all contractors prior to

their being employed. The Major Events management procedures also cover the requirements /

processes for engaging and monitoring contractors and these must be followed. This standard

applies to all types of contractors e.g. maintenance engineer, delivery drivers etc.

25. Events

Risks: large scale events / numbers and increased hazard levels Individual and specific event risk assessments are carried out for all large scale events as a separate exercise 26. Handling money, petty cash, banking etc.

Risks: personal safety, violence, stress The Department Manager must realistically assess the level of risk locally within their area of responsibility and if necessary conduct a specific risk assessment / develop a safe system of

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work for cash handling activities.

27. LPG appliances

Risks: Staff involved in food preparation and service could suffer cuts from contact with blades, broken glass/ crockery The Facilities Manager must ensure that:

Inspection, service and test is carried out every 12months by a Gas safe registered engineer.

The Department Manager must ensure that:

Staff have been trained in their use.

Staff are aware to report any defective gas appliances to the Facilities Manager.

Defective equipment is not used until repaired / replaced.

A daily check of gas appliance controls is completed

Gas appliances are suitable for “commercial use” and feature suitable flame failure devices

See also Gas Cylinder Section 6.

28. Vibration and Noise

Risks: Noise induced hearing loss, hand arm vibration (HAVS), e.g. cleaning equipment, The Departmental Manager must ensure that:

The purchasing policy requires noise and vibration levels of equipment to be the lowest possible.

Items of equipment with the potential to produce high levels of noise and or vibration are identified. The equipment should be recorded on the equipment list.

Where sound or vibration levels are measured, assisted by the Facilities Manager and risk assessments completed, the readings should be recorded on the equipment list.

Items of equipment are maintained to ensure they run as quietly as possible and have the lowest possible level of vibration.

Where required, as determined through risk assessment, appropriate hearing protection and other PPE is provided and worn by staff. Managers are to monitor it as being worn

Health Surveillance arrangements are made available to staff who use equipment which is subject to use restrictions.

Where there are loud environments the Facilities Manager must ensure that:

Sound levels are measured.

Hearing protection zones are established dependent upon the measurements.

Staff will be required to wear hearing protection appropriate to the noise dose.

Other noise controls to consider dependent upon noise measurements and if deemed to be a risk such as: o Speakers are focused away from seating areas and bars o Staff are allowed to take regular rest breaks in a designated quiet area to reduce

noise exposure o Noise limiter fitted to sound system

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o Regular checks of sound systems to ensure balance and proper control Staff rotation between quiet and noisy areas

o Staff trained / aware of noise risk and the protective measures needed

29. Traffic and Vehicles on Campus

Risks: Collision, RTA, pedestrian injury, damage to buildings vehicles etc. The Departmental Manager must ensure that:

There are existing traffic management arrangements in place restricting traffic movements on the Precinct before 9.30am during term. These are:

o Maximum speed limit 5mph o Hazard warning lights to be operational o Vehicle to be escorted.

Staff must not act as banks people unless they have been specifically trained.

All vehicle drivers must be provided with driver rules whilst on campus.

Speed limits are very visible and road signage in place which must be adhered to.

As a general principle reversing is discouraged wherever and whenever physically possible.

Designated parking arrangements are communicated in advance to drivers

Where possible vehicles should be segregated from pedestrians.

30. Display Screen Equipment PC & Laptop

Risks: Muscular skeletal disorders, pain, discomfort and injury due to over use or incorrect set up. Headache, eye fatigue, and stress

The Department Manager is responsible for ensuring that all their staff complete the Britsafe on line training and risk assessment for Display Screen Equipment annually. Concerns raised during the risk assessment process by staff are automatically triggered to the Facilities Manager. The Departmental Manager should be aware that:

Home working / work at home – may require a specific assessment. Contact the Facilities Manager for advice.

The on line DSE risk assessment module can and should be repeated as necessary e.g. moving offices, receipt of new equipment, health concerns.

The Facilities Manager wii:

Communicate with the Line / Departmental Manager regarding the risk assessment.

Provide advice and assistance to resolve identified as a result of the risk assessment.

Undertake a more detailed risk assessment where required.

Ensure suitable and well-designed workstation equipment is provided e.g. desks, chairs, foot rests,

31. Working Hours – Shifts, Out of office Hours, Night work

Risks: Potential Health issues physical and psychological health, stress, fatigue - impaired judgement personal impact & impact on others

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The Department Manager must ensure that:

Regular one to ones are undertaken with line management so issues, problems can be raised.

There is control and management of working hours to ensure that excessive hours are not worked.

There are adequate breaks between shifts.

There is a break taken when working 6 hours or more.