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\\CON-USERSVR06\Home$\oues0009\Desktop\2015 Building User Guide Hayes House.docx

HAYES HOUSE

Building User Guide

Dated 09/12/2015


I N D E X

Introduction ............................................................................................................................... 4

What is FM? ............................................................................................................................. 4

Facilities Management - USEFUL CONTACTS ................................................................. 4

BUILDING MATTERS ............................................................................................................ 5

General Information ............................................................................................................ 5

Building Security .................................................................................................................. 5

Visitors .................................................................................................................................. 5

Parking .................................................................................................................................. 5

Lost & Found Property ....................................................................................................... 6

Reporting an item Missing ................................................................................................. 6

Space Management ............................................................................................................ 6

General FM Services .......................................................................................................... 7

Meeting Rooms.................................................................................................................... 7

Stationery.............................................................................................................................. 7

SERVICES ............................................................................................................................... 8

Catering ................................................................................................................................ 8

Hospitality ......................................................................................................................... 8

Reprographics.................................................................................................................. 8

Photocopying ................................................................................................................... 8

Mail Service .......................................................................................................................... 8

Collection Point ................................................................................................................ 9

University Messenger ..................................................................................................... 9

Courier Services .............................................................................................................. 9

Cleaning ................................................................................................................................ 9

Fridges ................................................................................................................................ 10


Dishwashers ....................................................................................................................... 10

Spillages ............................................................................................................................. 10

Waste Management .......................................................................................................... 11

General Waste ............................................................................................................... 11

Cardboard ....................................................................................................................... 11

Shredding ....................................................................................................................... 12

Special Waste ................................................................................................................ 12

HEALTH & SAFETY ............................................................................................................. 13

Safety Notices and Announcements .............................................................................. 17

Accidents ............................................................................................................................ 15

First Aid ............................................................................................................................... 15

Safety Notices and Announcements .............................................................................. 17

Manual Handling ............................................................................................................... 19

Personal Electronic Equipment ....................................................................................... 19

Employee Liability ............................................................................................................. 19

Smoking Policy .................................................................................................................. 20

General Safety Matters .................................................................................................... 20

Chemicals or Substances Hazardous to Health (COSHH) ........................................ 20


INTRODUCTION

This guide has been prepared for you, to provide information about how your workplace is

managed.

WHAT IS FM?

The purpose of Facilities Management within the University is to develop and maintain

agreed services which support and improve the University’s effectiveness in its primary

function, i.e. academic excellence. Effective Facilities Management encompasses (and co-

ordinates) multi-disciplinary activities within the workplace, and the management of service

teams. Examples of this are:

Cleaning

Catering

Local security and access control

Management of Service Teams,

porters etc.

Post room services

Waste management

Access control

Event management

Implementation and management of

Health and Safety procedures

On a day to day level, effective FM provides a safe, compliant, clean and efficient working

environment, assisting the University to deliver its primary function. It should be service

orientated and adaptable in a changing environment.

This guide is to provide you with information about your place of work and the support

available. It also describes health, safety and welfare matters and details the individuals

responsible for the delivery of certain elements of this. Your Head of Department will have

overarching responsibility for your safety.

FACILITIES MANAGEMENT - USEFUL CONTACTS

Your local facilities management is provided by:

Name Title Email Telephone

FM Helpdesk [email protected] 01865 (2)70087

Security Services [email protected] 01865 (2)72944

01865

(2)89999(emergencies)

Karen Brading Senior Facilities

Manager & UAS

Departmental Safety

Officer

[email protected] 01865 (2)80775

mailto:[email protected]



BUILDING MATTERS

General Information

Full Postal Address: Hayes House

75 George Street

Oxford

OX1 2BQ

Building Security

Your department manages the day-to-day security of your workplace. The University’s

Security Services team provide expertise and support on broader security issues, including

emergency response, CRB checks, out-of-hours response, etc.

The building has been provided with:

Access Control

Access via a proximity card (authorised University card) or key fob is needed for the main

door. Access to all areas is controlled by the Facilities Management Helpdesk. Please

contact the FM Helpdesk should you have any difficulties with access (2) 70087.

For out-of-hours access please contact your departmental administrator.

CCTV

There is no CCTV in this building.

Visitors

Please ensure they are aware of relevant Health & Safety emergency procedures.


Parking

There is no onsite parking available. There is a pay and display public car parking area

opposite the building.

Cycle Parking

There is a small parking area at the rear of Hayes House, enough for 4 bikes only. Please

ensure you do not block the exit route as this is a fire escape.

There is no other area available and this parking cannot be booked.

We do advise that you make your bike secure.

Advice of cycle security can be obtained from the University Security Services.

(http://www.admin.ox.ac.uk/ouss/possess/bicycles/).

Staff Lockers

There are no staff lockers in this building.

Lost & Found Property

Please keep personal items secure. Any lost property should be reported to your

administrator and any found items handed in.

Reporting an Item Missing

If you believe you have had either a personal or work item stolen, please contact either

University Security Services or your administrator.

They may ask you to contact Thames Valley Police for a crime reference number.

Space Management

Allocation of space is a departmental responsibility. Please talk to your departmental

administrator.

http://www.admin.ox.ac.uk/ouss/possess/bicycles/


General FM Services

Meeting Rooms

The meeting rooms are managed by the department. Please contact your departmental

administrator for booking enquiries.

Stationery

Stationery purchasing is a departmental responsibility. Please talk to your departmental

administrator.

Staff Showers

There are no showers in this building.

Lifts

A lift is available to all floors via main entrance lobby.

In the event of fire, or power cut, the lift will automatically go to the ground floor level and the

doors open. Please do not use the lift if there is a fire/power cut.

Please contact the FM Helpdesk if there is a fault with the lift.

Lighting

The lighting is operated in the majority of areas by PIR sensors. These are activated by

movement. Once activated, the lighting will remain on for a set period of time.

Building Temperature


The building temperature is controlled by an automatic system which either heats or cools as

required. The set levels are programmed to achieve the most environmentally friendly and

comfortable results.

SERVICES

Catering

Hospitality

Hospitality can be provided by Charlton House. Please contact Marjorie Randall 01865

270198 [email protected] or see their website

http://www.charltonhouse.co.uk

Reprographics and Photocopying

Reprographics

A high volume photocopying, printing and colour copying service is available for your use.

Please discuss your requirements with the section by dialling ext. 70029; this service is

based at Wellington Square. This is available via Planon

http://www.admin.ox.ac.uk/estates/fm/fmonline/ or email [email protected] . This

cost effective reprographics service is charged to departments, so you should seek

authorisation from your line manager before ordering.

Photocopying

First floor

Photocopiers are located on your floor; these machines are not managed by FM. Please ask your administrator for further details.

Second floor

Photocopiers are located on your floor. If you are aware of a breakdown, please contact your departmental administrator or the FM Helpdesk and a member of the Facilities Staff will check the operation and/or call an engineer, if required.

Each department is responsible for buying paper for their own copiers and printers.


http://www.charltonhouse.co.uk/

http://www.admin.ox.ac.uk/estates/fm/fmonline/



Mail Service

Collection Point

Incoming and outgoing mail is put into the postal trays located on ground floor, main

entrance lobby;

University Messenger

Messenger mail will be delivered/collected daily and circulated around the University

departments. Pick-up time is approximately 10.30am and 14.00pm Monday through Friday,

excluding Bank Holidays and fixed University holidays.

Courier Services

For any items than need a courier service please speak to your local Administrator.

Building Maintenance

If you see any areas that are in need of maintenance (e.g. faulty lights, lift not working, door

closing issues, etc.) these need to be logged onto the FM helpdesk system

https://www.admin.ox.ac.uk/estates/ourservices/fm/fmonline/ called Planon.

https://www.admin.ox.ac.uk/estates/ourservices/fm/fmonline/


Cleaning

Cleaning will take place Monday – Friday between 6.00am – 8.00am (except Bank Holidays)

in accordance with a detailed specification that ensures your working environment and

facilities are kept clean and hygienic see appendix 3.

You are strongly encouraged to help the cleaning process by operating a clear desk routine

at the end of the working day.

Should you discover any problems please contact the FM Helpdesk.

Fridges

Are cleaned on a weekly basis by Calber Cleaning Ltd.

Microwaves

Are cleaned on a daily basis by Calber Cleaning Ltd.

Dishwashers

Dishwashers are to be loaded and an appropriate cycle selected by Calber Cleaning Ltd; to

enable clean items to be removed the following day by staff.

Windows

Are cleaned on a regular basis by Calber Cleaning Ltd. External cleaning takes place bi-

annually in April and October. Internal cleaning takes place annually in April.

Spillages

Please assist in keeping the building tidy by reporting all faults or spillages to the FM

Helpdesk.


Waste Management

General Waste

General waste is collected by the cleaning support staff and placed in external wheelie bins.

All general office waste is stored, collected and removed to bins in compliance with the

Environmental Protection Act. Please put general waste in one of the bins shown below;

1st floor 2nd

floor

Recycling

Recyclable waste is collected by the cleaning support staff and placed in external wheelie

bins. Please place the following items in the recycling bins (shown below);

Paper, metal tins and cans, cardboard, plastic bottles, tetra pak. NB: no glass, glass

must go into glass recycling bin in canteen or in general waste bin.

1st floor 2

nd floor

See Appendix 2 for recycling guidance document


Cardboard

Please contact the FM Helpdesk if you have cardboard or shredding for collection and

disposal that cannot be placed in the blue recycling bins.

Glass

All glass items need to be disposed of in the general waste bin. Should there be any

broken glass please contact the FM Help desk to arrange for it to be disposed of.

Confidential Waste

A confidential waste disposal service it is provided by FM. There are confidential waste

bins located around the building should you need one.

1st floor 2nd floor


Special Waste

Please notify the FM Helpdesk if you have items such as light tubes, oils, chemicals etc.

which should not be included in the normal waste. They will make an appropriate transfer to

special storage containers. There are tubes located in the 1st and 2nd floor for disposal of old

batteries– see below;

1st floor (Reception Ofifce) 2nd floor (Common area / kitchen)


HEALTH & SAFETY

The organisation of and arrangements for managing health and safety are set out in the

following:

Health and Safety Organisation Statement

University Health and Safety Policy Statements and memos

Please see the University Safety Office website for more information;

http://www.admin.ox.ac.uk/ouss/help/.

Safety Notices and Announcements

A Health and Safety notice board is located on the wall opposite the front entrance doors –

see below. It displays the following types of information;

Health & safety notices

Emergency evacuation routines

First aid notices

1st floor 2nd floor (managed by the Department)

You are advised to familiarise yourself with their location and content, particularly those

notices relating to health, safety, first aid and evacuation – see appendix 1.

http://www.admin.ox.ac.uk/ouss/help/


Accidents

First floor

All accidents/incidents/’near-misses’ must be reported. Accidents must be recorded in the

Accident/Incident book located in the kitchen – see below. This report must then be sent to

the Safety Office and the DSO (Departmental Safety Officer).

1st floor

Second floor

All accidents/incidents must be reported in the accident/incident book held within the Social

Sciences office.

All reports are sent to the safety office via the Divisional Safety Officer, Chris Williams who

will also report incidents to the FM Team as appropriate.


First Aid

First floor

If you urgently require a first aider, ring a relevant first aider as per the health and safety

signage. For out-of-hours emergencies, please contact OU Security Services (2)89999.

There is a first aid box located in the kitchens – see below;

1st floor

Second floor

Department to ensure all first aid boxes are checked and re-stocked.

2nd floor


Fire Evacuation Procedures

See Appendix 1 for information

Staff are encouraged to attend Fire Safety Training organised by the Safety Office.

Details of courses are available here

https://www.admin.ox.ac.uk/safety/safetytraining/trainsubj/

Fire Assembly Point

If you hear the fire alarm, please leave the building via the nearest available route.

The building assembly point is at the rear of the building at the junction of George Street

Mews and Worcester Street

Disability Refuge Points

Refuge points are available on each floor on the landings of the main and rear staircase. If

the fire alarm sounds, please go to the refuge point, press the call button and wait. You will

be assisted with a safe evacuation of the building. An Evac Chair is located on the top floor

for use by trained staff.

https://owa.nexus.ox.ac.uk/owa/redir.aspx?C=OmVWTpCwGU-XFHAsYfwksq6kEUBvTNIIvHWqLE0fEGfiUKtk_dqbAZy6Y6opoMdDx6VU1a_lvJU.&URL=https%3a%2f%2fwww.admin.ox.ac.uk%2fsafety%2fsafetytraining%2ftrainsubj%2f


Disability Access

If you require information about the buildings accessibility, please speak to the Facilities

Manager or contact the Disability Advisory Service who are based at;

3 Worcester Street

Oxford

OX1 2BX

+44 (0)1865 270030

[email protected]



Manual Handling

Manual Handling Training may be arranged via the Safety Office -

https://www.admin.ox.ac.uk/safety/safetytraining/trainsubj/

Lone working / Out of hour emergency procedures

Lone working and out-of-hours access is at the discretion of each department. If you wish to

work outside of normal office hours please speak to your administrator.

Lone working arrangements are risk assessed by each department. Out-of-hours access

requires users to use their university card at the main entrance door proximity reader (see

pictures on page 5).

Out-of-hours emergency response is provided by the University Security Services;

Monday – Friday 17:45 – 07:45, Weekends - Friday 17:45 – Monday 07:45

Telephone: 01865 (2) 72944

Emergency: 01865 (2) 89999

Email - [email protected]

http://www.admin.ox.ac.uk/ouss

Get the Mobile Oxford App here - http://m.ox.ac.uk/

DSE ASSESSMENTS

Self-Assessment Program

The University has developed a web-based DSE self-assessment program. To use this

program, individuals must hold a valid University card and have an active ‘Webauth - Single

Sign-On account’. The program can be accessed at the following web address:

https://dse.oucs.ox.ac.uk

As per University Policy https://www.admin.ox.ac.uk/safety/policy-statements/s8-09/ all staff

are strongly encouraged to complete an online self-assessment on a regular basis.

PAT Testing

PAT testing is organised by FM and conducted on a regular basis. Please do not bring any

personal equipment in to the building and plug it in without first consulting your departmental

administrator or the FM Helpdesk.

Employee Liability

A copy of the Liability Insurance may be found on the Health & Safety notice board.

Harassment advice

Details of your harassment officer can be found on the notices displayed around the building



http://www.admin.ox.ac.uk/ouss

http://m.ox.ac.uk/

https://dse.oucs.ox.ac.uk/

https://www.admin.ox.ac.uk/safety/policy-statements/s8-09/


A revised University Policy and Procedure on Harassment has been developed and is

available at: www.admin.ox.ac.uk/eop/harassmentadvice/policyandprocedure

From 3 December 2014, this document replaces the current University Policy and Procedure

on Harassment and Bullying (circular PERS(10)02).

The revised document includes a new Procedure for student complaints of harassment

against other students. New guidance for staff on handling cases of sexual assault or sexual

violence has also been developed and is available at:

www.admin.ox.ac.uk/eop/harassmentadvice/policyandprocedure/guidance

Further information may be obtained from Caroline Kennedy, Harassment Line

administrator, on [email protected] or 01865 270760; or the Director of

Student Welfare and Support Services: [email protected]

Smoking Policy

This is a non-smoking building. There are no designated smoking areas inside or at the rear

of the building.

Chemicals or Substances Hazardous to Health (COSHH)

All hazardous substances will be stored and used safely in accordance with Health and

Safety legislation and guidance from the University’s Safety Office.

For convenience, a central register is kept in the cleaner’s cupboards; this is maintained by

the contract cleaning company.

It is the responsibility of the user to ensure that substances brought onto site are recorded by

Departmental Administrator. It is also recommended good practice to display records at the

place of use such that they are readily available in the event of an accident.

General Safety Matters

Report any potential health and safety hazards you notice immediately esp. slips and trip hazards.to your Departmental Administrator.

The Fire Alarm panel is tested weekly, Wednesday at 9.15am.

There is a full evacuation drill of the building once a year.

Do not obstruct or leave any materials in fire escape routes.

Do not move or tamper with any fire-fighting equipment. If you see anyone tampering with fire equipment, please report this to your departmental administrator or the FM Helpdesk.

Seek advice from either the FM Helpdesk or the Estates Services before connecting additional electrical equipment to the supply.

Staff must take care of themselves, their colleagues at work, visitors, contractors and members of the public and make the University aware of any serious risks or dangers in its activities.


Supervisors and line managers have a H&S responsibility for their staff as per University policy https://www.admin.ox.ac.uk/safety/policy-statements/s1-09/ and are strongly advised to attend Supervisor training run by the Safety Office. Details of courses can be found here https://www.admin.ox.ac.uk/safety/safetytraining/trainsubj/

Heavy items should be moved by arrangement with the FM Helpdesk [email protected]

Appendix 1

IF YOU DISCOVER A

Sound the Alarm by operation of the nearest Break Glass Unit

Dial (9)999 and Report the fire at:

Hayes House,

75 George Street,

OXFORD

Attack the fire if possible,

without taking Personal Risk

do not use a liquid extinguisher on an electrical fire

Leave the building by the nearest safe exit

https://www.admin.ox.ac.uk/safety/policy-statements/s1-09/




Make your way to the assembly point

Inform Oxford University Security Services on 01865 272944


ON HEARING THE ALARM

Leave the Building immediately

Do not delay to collect personal belongings

Do not re-enter the building until advised to do so

Make your way to the assembly

point, located at the rear of the

building at the junction of

George Street Mews and

Worcester Street

Inform Oxford University Security Services on 01865 2729


Appendix 2

25 | P a g e

26 | P a g e

27 | P a g e

Appendix 3

Calber Generic Cleaning Specification

WEEKLY TASKS

DAY TASK FREQ per week

MONDAY Telephone sanitisation 1

TUESDAY

Walls, doors incl. kick plates, frames, general office and meeting room accommodation, corridors, stairs, restaurants / break out areas, lifts any other areas within the none zoned building, cobweb

1

WEDNESDAY

Window ledges, fixtures and fittings, general office and meeting room accommodation corridors, stairs, restaurants / break out areas, lifts any other areas within the none zoned building, cobweb

1

THURSDAY Walls, doors, frames, window ledges, fixtures and fittings - washrooms & Kitchens, cobweb

1

FRIDAY Fridges, internal and external. Walls, doors, frames, window ledges, fixtures and fittings - kitchens, cobweb

1

28 | P a g e

OFFICES TASK DEFINITION

FREQ per week

Wastepaper bins Empty, change liner, wipe clean 5

Carpets Spot suction clean 4

Full suction clean (as per zoning) 1

Spot clean to remove stains where possible 5

Furniture incl. desks, shelving, bookcases, filing cabinets

Remove finger-marks, coffee rings etc. 4

Remove dust and marks, where accessible 1

Interior door vision panels / push plates / handles

Remove finger-marks, buff where required 5

Kick plates Remove marks where possible 1

Cobwebs Remove 1

Fixtures and fittings including: Sills, pipes, trunking, skirting’s, radiators, ledges, fire extinguishers, switches and sockets, picture frames, fixed coat hooks, tops of whiteboards, window frames

Free from debris, marks and dust, where accessible and practical to do so to 2m

1

Walls Free from debris, marks and dust, where accessible and practical to do so to 2m

*As per schedule

Telephones Remove dust and finger-marks / sanitise 1

Seating Remove dust from arms and legs, remove dust / marks from backs and seat, using suction cleaning method. Spot clean as required

1

Doors and French doors / patio doors

Remove finger-marks, dust tops of frame, door jambs

1

Brass plates, plaques etc. Clean and buff to sheen Monthly

Blinds remove dust / marks where accessible and practical

Monthly

* Marks will be removed during main clean daily by operatives. Schedule to cover main clean

29 | P a g e

MEETING ROOMS

TASK DEFINITION FREQ per week

Wastepaper bins Empty, change liner, wipe clean 5

Carpets Spot suction clean 4



Furniture incl. desks, shelving, bookcases, filing cabinets

Remove finger-marks, coffee rings etc. up to 2m 4





Cobwebs Remove 1

Fixtures and fittings including: Sills, pipes, trunking, skirting's, radiators, ledges, fire extinguishers, switches and sockets, picture frames, fixed coat hooks, tops of whiteboards, window frames


1


*As per schedule

Telephones Remove dust and finger-marks / sanitise 1

Seating Remove dust from arms and legs, remove dust / marks from backs and seat, using suction cleaning method. Spot clean as required

1



1



Monthly

Crockery and cutlery Remove to kitchen areas 5


30 | P a g e

ENTRANCES / MAIN STAIRS / CORRIDORS TASK DEFINITION

FREQ per week

Entrance doors Remove finger-marks & cobwebs 5

Carpets including matting / mats Spot suction clean 4



Furniture incl. shelves, bookcases, tables etc.

Remove finger-marks, coffee rings etc. up to 2m 4





Cobwebs Remove 1

Fixtures and fittings including: Sills, pipes, trunking, skirting's, radiators, ledges, fire extinguishers, switches and sockets, picture frames, fixed coat hooks, window frames


1


*As per schedule

Telephones Remove dust and finger-marks & sanitize 1

Stair treads and noses Wipe clean to remove marks, foot prints 1



1



Monthly

Hard floor surfaces Sweep / suction clean. Damp mop 5

Bannisters & handrails Wipe clean using sanitising solution 1

Seating to Reception Remove dust from arms and legs, remove dust / marks from backs and seat, using suction cleaning method. Spot clean as required

1


31 | P a g e

LIFTS TASK DEFINITION

FREQ per week

Walls Free from removable marks and dust 5

walls (stainless steel) Free from finger-marks, wiped and buffed 5

Call buttons Remove finger-marks using sanitizer 5

Lift runners Free of debris and dirt 5

Floors (carpet) Suction clean 5


Floors (Hard surface) Sweep / suction clean, damp mop 5

Mirrors Remove finger-marks, buff to shine 5

32 | P a g e

TOILETS AND WASHROOMS & SHOWERS TASK DEFINITION

FREQ per week

Waste Bins Empty, replace liners, wipe clean as required 5

Washbasins, taps, splash backs & tiles

Clean and buff to restore to clean and bright condition

5

W.C. pans Clean all surfaces. Wash clean both sides of seat and lid. Wipe clean cistern and flushing handle. Buff to sheen

5

Urinal Wash clean all surfaces. Remove debris. Wash walls around. Buff to sheen

5

Mirrors Clean and buff to sheen 5

Hard floors Sweep and mop (using disinfecting product). Buff as required

5

Doors Remove finger-marks, dust tops of frame, door jambs,

1

Doors handles and push plates & locks

wipe clean and sanitise all touch points 5

Fixtures and fittings including: Sills, pipes, trunking, skirting’s, radiators, ledges, sanitary bins, switches and sockets, picture frames, fixed coat hooks, locks


1

Cobwebs Remove 1

Showers incl. showerheads, walls

and tiles

Clean and buff to restore to clean and bright

condition. Clean & disinfect traps and drainage

holes. Wash & disinfect clean soap holders,

shower heads etc.

5

All Partitioning Spot clean to remove marks and deposits 5

All Partitioning Wash clean and buff as applicable 1

Soap, hand towel, toilet roll dispensers & holders

Remove dust and marks 5

Hand driers Wipe clean all surfaces. Empty drain as required 5

Consumables Replenish as required 5

Air extractor fans Free from debris, removable marks and dust 1

Walls

Free from debris, marks and dust, where

accessible and practical to do so to 2m

1

33 | P a g e

KITCHENS & KITCHENETTES TASK DEFINITION

FREQ per week

Waste Bins Empty, replace liners, wipe clean as required 5

Sink, drainer, worktops, tile surrounds, boilers

Clean and buff where applicable. De-scale as required

5

Microwave Clean all internal and external surfaces 5

Dishwasher Load and set to wash 5

Fridges

Clean all internal and external surfaces where

accessible and practical, using a kitchen food safe

disinfecting product. Remove any out of date

food items or uncovered and dispose. Sanitize all

surfaces.

1

Hard floors Sweep and mop. Buff as required 5

Doors Remove finger-marks, dust tops of frame, door jambs,

1

Doors handles and push plates wipe clean and sanitise all touch points 5

Fixtures and fittings including: Sills, pipes, trunking, skirting’s, radiators, ledges, switches and sockets, picture frames.


1

Cobwebs Remove 1

Soap, hand towel, centre feed roll dispensers, hand sanitizer

Remove dust and marks 5

Consumables Replenish as required, wipe clean dispensers 5

Cupboards Spot clean all external surfaces 5

Walls Clean as appropriate 1

Blinds if applicable remove dust / marks where accessible and practical

Monthly

34 | P a g e

LIST OF FIXTURES AND FITTINGS Window sills skirting boards trunking radiators coat stands pipes switches sockets picture frames coat hooks tops of whiteboards window frames sanitary bins locks Hand driers dispensers Extractor fans free standing fans outer casing

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