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Staff Health and Safety Induction

Declaration by new members of staff

I, (Please print your name) ---------------------------------------------------------------------

Have read and understood the contents of the documents listed below and agree to

observe all conditions and rulings contained within them:-

• Staff Health and Safety Guide

• University Health and Safety Policy

• List of Area Safety Managers

• First Aid personnel list / Accident Form

• Fire Instruction Sheet

• Fire and the Disabled guide

• Fire Assembly Points

• PEEP – Personal Emergency Egress Plan

School/Department: -----------------------------------------------------------------------------

Position/Status: ----------------------------------------------------------------------------------

Signature: ------------------------------------------------------- Date:----------------

Please return completed form to the Safety, Health and Environment Office in

NP DY G12 within a week of completing your induction course.

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Introductory Staff Health and Safety Guide

Policy Statement

The Governors and management of Bath Spa University consider the Health and Safety of

all staff, students and visitors to be of paramount importance. Accordingly, the

promotion of health and safety measures is a prime objective for all who use the

campus.

The Law - Why do you need to know?

Health and Safety Legislation requires that as far as is reasonably practicable, The

University does not expose staff to risk whilst at work. In order to achieve this objective

as successfully as possible, senior management promote a positive ‘safety culture’

through Area Safety Managers and by employing a specialist Health Safety and

Environment Adviser. However, to succeed with this complex objective, staff must

appreciate that they also have an obligation to follow all health, safety and fire directives

set out by the University. Thus staff are expected to:-

“Take reasonable care of the health and safety of themselves and of all other

persons who may be affected by their acts or omissions.”

Promoting a positive ‘Safety Culture’.

Safety is the responsibility of every member of staff, even though responsibility for the

implementation of the University Health and Safety Policy lies with Area Safety

Managers, to whom staff should direct all concerns in the first instance. There is

extensive H&S advice published by the Safety, Health and Environment Office on the

University website. However, where staff are faced with serious safety hazards or

concerns, they should book a job with The SHE Office using the University ‘Works

management System’. Teaching staff are particularly asked to ensure that students ‘in

their care’, are always fully aware of all safety arrangements within their immediate

teaching environment including emergency evacuation arrangements and all hazards

associated with tasks or processes with which they are asked to participate.

Risk Assessments

These are required for all premises, work operations and processes. However, it is

particularly important for staff using workshops, studios and laboratories, to familiarise

themselves with all safety procedures and observe all official working practices and

guidance set out in Risk Assessment documents. Particular attention should be paid to

the use of: -

• Protective guards on machines,

• Ventilation and extraction systems for dust and fumes,

• Protective clothing,

• The storage of solvents,

• The disposal of waste materials, particularly glassware and hazardous material.

Risk Assessment files must be available for all procedures and hazardous materials,

including office based work. All staff should receive the appropriate training to deal

with their work risks, such as manual handling, fire and computers.

Electricity

Electrical faults are responsible for many serious accidents and fires which is why all

portable electrical equipment supplied for staff use, both in offices and teaching areas, is

checked annually for electrical safety by an independent specialist contractor. Before use

staff are asked to check that all such equipment has an up-to-date testing label attached.

They are also advised to examine equipment for physical damage before use and

definitely not to use any form of ‘home-made’ electrical equipment or wiring such as

extension leads, etc.

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Computer Workstations – Display Screen Equipment (DSE)Training is mandatory, and you'll be automatically enrolled on the LearnUpon, platform – DSE module. The DSE Assessment form should then be completed (https://forms.gle/zUxrkJ1gCg8D3MTR7) the results of which must be sent to your Manager (as per the form's instructions). Based on the results, your Manager may give advice or decide to contact the SHE Administrator, to organise an equipment trial or assessment (if more specialised knowledge is needed): safety.admin@bathspa.ac.uk

If after a while, you find your circumstances have changed or you feel that a refresher is needed (every three years is recommended (at least), please follow the steps (as detailed above), again.

Fire Action

On hearing a Fire Alarm, all occupants must leave buildings immediately and not re- enter until the ‘all clear’ is given by the person in charge, usually the senior Fire Brigade Officer. Blue ‘FIRE ACTION’ notices are on display in all buildings on campus to remind personnel of ‘What to do’ in the event of a fire. Staff are strongly advised and expected to familiarise themselves with all escape routes from every location they occupy during their working week.

Please be aware that it is illegal and therefore a disciplinary offence, to interfere with any fire equipment, sign or alarm system, or to obstruct any escape route. Fire doors are in place to delay the spread of fire to other parts of the building; at no time should they be wedged open particularly with a fire extinguisher. All roof areas are out of bounds and must not be used as a means of escape.

Use of Fire ExtinguishersFire extinguishers are sighted around campus for emergency use only.On no account should they be used to hold open doors or removed from their 'Fire Point' unless to fight a fire. Fire extinguishers should only be used if the user is confident that they:-

• Will not put them self or other people in danger.• Have a colleague to keep watch and alert the user to danger.• Know the correct type of extinguisher to use for the particular type of fire.• Are confident that they know how to operate the extinguisher correctly.• Have a clear escape route at all times.

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Visitors Staff are responsible for the safety and welfare of their visitors at all times whilst on campus. Children must be supervised at all times by an adult, who must appreciate that they are fully accountable for the welfare and deeds of such children. Please also recognise that what may be quite safe for adults may well behazardous for children, particularly if very young.

Medical Care Fully trained and equipped First Aid staff are available on both sites between 9am - 5pm Mondays to Fridays, in addition all security staff are first aid trained and will be able to offer assistance. Security should be advised if you have called an ambulance so that they can promptly direct them to the site of the incident. The first aider’s purpose is to provide remedial medical attention for minor accidents and emergency care before professional help arrives. An up to date list of First Aid staff is published on the University H&S website and on specific green First Aid notices at various locations throughout both sites.

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BATH SPA UNIVERSITY HEALTH & SAFETY POLICY STATEMENT

The Board of Governors of Bath Spa University is committed to the provision of a safe

and healthy working environment for its students, staff, visitors and contractors. It

recognises that Health & Safety is everybody’s right and everybody’s responsibility and

will take all reasonably practicable steps to ensure that the stakeholders contribute

positively to the achievement of the Board’s ambition. The policy also applies to any

subsidiary company of the University and includes all sites and locations used for Bath

Spa University business (UK and international).

Policy

The Board acknowledges that Health & Safety is a core management function and looks

to the Vice-Chancellor to implement policies through the executive structure to ensure

statutory compliance and best practice in all areas of activity. The University will follow

the Health and Safety Executive (HSE) guidance HSG65 as the basis of its health and

safety management system.

In particular, the Board of Governors affirms its commitment to the following:

• integration of Health & Safety into all management tasks including planning

• demonstration of leadership in Health & Safety management at all levels

• provision and maintenance of appropriate accommodation, equipment and plant.

• promotion and retention of safe working practices

• provision of information, instruction, training and supervision as are necessary to

alert students, staff, visitors and contractors to hazards and the elimination of risk

so far as reasonably practicable

• monitoring, evaluation and continual improvement of Health & Safety

performance.

• maintenance of effective systems of consultation and communication with all

employees including Safety Representatives nominated by the recognised Trade

Unions

• provision of appropriate instruction, training and guidance to staff and students,

in order to carry out tasks in a manner that safeguards themselves and others

Organisation

The University will employ or commission Health, Safety and Environment Adviser (as a

competent person within the law) with sufficient training, knowledge and experience of

the University’s activities to advise on Health, Safety and Fire issues including statutory

compliance and risk assessment. The University will ensure that sufficient resources are

available to effectively undertake this role.

The Vice-Chancellor will establish a Health & Safety Committee, to be chaired by a senior

manager. The Committee will include the Health, Safety and Environment Adviser, the

Deans of the School of Art and Design, the College of Liberal Arts, the Faculty of

Education Area Safety Managers, Operational Area Safety Managers, other Senior

Managers from Professional Services departments and representatives of the recognised

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Trade Unions and the Students’ Union. The Committee will monitor the University’s

performance in all matters related to Health & Safety. It will also review policy and

procedures in the light of statutory requirements and best practice and will recommend

changes and improvements as appropriate.

Within the executive, the University will establish and maintain a clear structure of

responsibility and accountability on Health & Safety performance at all levels including

the appointment of Area Safety Managers, First Aiders and Fire Wardens with defined

duties and assigned areas. All staff fulfilling these duties will receive formal notification

of their appointments and will be provided with appropriate equipment, training and

time to meet their responsibilities.

Planning

The University will implement a health & safety planning process to identify how best to

deploy resources and to foster a culture that eliminates or controls risks. This will

include the systematic identification of workplace hazards, their analysis and evaluation

via risk assessment and appropriate methods of risk control.

Performance Measurement

The University will implement a Performance Measurement System to capture, record

and analyse the necessary qualitative and quantitative data to meet statutory obligations

and to enable corrective action to be taken.

Performance Review

The University will undertake periodic audits of its systems and procedures at each

managerial level to determine whether actual activities and results conform to planned

arrangements, whether these arrangements are implemented effectively, and actively

support achievement of the institution’s policy and objectives.

Compliance

The University requires all students, staff, visitors and contractors to comply with Health

& Safety regulations and any policy / procedure agreed by the University, and to act

accordingly. Disciplinary procedures will be invoked against any individual who is

deemed to have intentionally or recklessly, interfered with or misused anything provided

in the interest of Health & Safety or Fire Management or to have blatantly failed to fulfil

their managerial responsibilities at any level.

Publication

The Policy will be reviewed annually and a copy of the Policy Statement will be made

available to all staff and students of the University.

The Policy Statement will be signed by the Vice-Chancellor and the Chair of the Board of

Governors.

Professor Christina Slade Terence Jagger

Vice-Chancellor Chair of the Board of Governors

December 2016 December 2016

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AREA SAFETY MANAGERS – AREAS OF RESPONSIBILITY

Anita Taylor

Operational ASM

David Tinkham

Bath School of Art &

Design

Sion Hill, 4 The Circus,

Dartmouth Avenue

Riverside Court, Palace Yard Mews

John Strachan

Operational ASM

John Edwards

Research & Graduate

Affairs

Corsham Centre

Kate Reynolds

Operational ASM

Helen Eastwood

Institute for Education Compton & Twiverton

(except Computer Server room), Culverhay School

Kerry Edwards Day Nursery Nursery

Rob Mears (ASM

Executive)

Operational ASMs to be

agreed

College of Liberal Arts Commons, Paintworks,

Ashton, MTC & University

Theatre, Burdalls Yard,

Ashmans Yard, Stanton,

Corston Twinhoe, Wellow

Operational ASM

Jane Conibere

Student Services Main House

Alison Baud

Operational ASM

Fay Dowding

Library & Learning Services NP Library & shops,

excluding Computer

Services offices

Rachel Roberts Catering Services NP & SH Commons &

Corsham Centre

Refectories

Richard Jordan

Operational ASMs

James Turvey/ Craig

Smith/ Penny Snowden/ Andrew Williams

Estates Security, Grounds, Plant

rooms, Farm and Walled

Garden NP, Dairy, Vinery

Sarah Dawes

Operational ASM

Sally Savage

Students’ Union SU Building

Chris Stedham Planning Support Stable, Kewstoke, Sophia

John Beaver Computing Services Computer Services offices in NP Library, Twiverton

Ann Hitchings

Operational ASM

Karen McGinty

Student Services All Student Residences

Barrie Grey Careers & Enterprise Stewards Lodge, Careers areas in NP Library

Sarah McKenzie Bath Spa Global Newton

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Accident Reporting and First Aid

A list of BSU first aiders is available on our website –

https://thehub.bathspa.ac.uk/reference/health-and-safety/medical-matters/first-aid-

personnel

However if you are unable to contact a first aider using this list, you should immediately

call Security on x5555. All Security staff are first aid trained and will be able to offer

assistance. Security should be advised if you have called an ambulance so that they can

promptly direct them to the site of the incident.

Accidents, Dangerous Occurrences and Near Misses are to be reported by means of the

University Accident Reporting form –

https://thehub.bathspa.ac.uk/Media/reference/health-and-safety/accident-form.doc

A report should be completed by anyone involved in the incident, including a First Aider

and any prime witness.

The completed report should be sent without delay to the SHE Office, NP DY G12,

telephone number 01225 875762 / 875574.

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FIRE INSTRUCTIONS

Read this notice NOW and remind yourself from time to time.

So on discovering a fire, your PRIORITY is to RAISE THE ALARM and get out of the building

IMMEDIATELY.

1. LEAVE THE BUILDING IN A SWIFT ORDERLY FASHION by the nearest fire exit, look

for the fire exit signs, and make your way to the assembly point.

2. DO NOT hesitate or stop to collect personal belongings.

3. DO NOT use a lift.

4. DO NOT re-enter the building until instructed that it is safe to do so by the person

in charge of the assembly point.

All staff and students at Bath Spa University have the responsibility of being a Fire

Marshall when on campus. Fire Marshalls assist during real and practice emergency

evacuations to:

• Ensure all people in their sector leave the building in an orderly manner and by

the nearest available escape route.

• If a real fire occurs, assess if it safe to tackle with an extinguisher – flames should

never be more than waist high – never fight a fire single handed.

• Once at the Assembly Point, report any person who is not accounted for to the

Fire Warden in charge of the Assembly Point.

• In addition, report any useful information about your area, eg source or type of

fire, to the person in charge of your Assembly Point.

IMPORTANT NOTES TO REMEMBER

FIRE STRIKES FAST AND MANY CASUALTIES ARE CAUSED BY PANIC!

• Never ignore the fire alarm!

• Make sure that you are familiar with the nearest means of escape and can find

your way, even in the dark

• In case of fire, close all doors and windows

• Switch off the electricity supply, if it is safe to do so

• Do not prop or wedge open a fire door

• Many fire casualties are caused by people being overcome by smoke: try to avoid

if possible. If not, crawl underneath it on your hands and knees

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MAY I REMIND EVERYBODY THAT IT IS A PROSECUTBALE OFFENCE TO INTERFERE

UNNECESSARILY WITH ANY FIRE ALARM OR APPLIANCE.

The University therefore expects that staff and students will acknowledge the sense of

this ruling: After all it could be you that is affected!

FIRE REVENTION IS EVERYONE’S RESONSIBILITY. PLEASE TAKE IT SERIOUSLY

• If a person is on fire, they should lie on the ground and be wrapped in a blanket or

similar convenient object, to smother the flames.

• Fire extinguishers are provided as an aid to escape if you are cut off by fire. Do

not take unnecessary risks by tackling a fire unless it is small and you have a

planned escape route

• If trapped by flames and you have to pass through them, cover yourself with a

blanket soaked in water

• Report to the Health, Safety and Environment Adviser – X5574 – any violation of

the University fire safety rulings.

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Fire and the Disabled

As a responsible institution, The University is aware of facilities which do - and

indeed do not - exist for disabled staff and students. Whilst progress is continuing

to be made to improve provision, problems can be encountered particularly for

people with mobility problems. When we speak of mobility problems we are

referring primarily to people who use a wheelchair. However, it should not be

forgotten that we are also talking about people with a temporary condition, such

as a broken leg.

When faced with dealing with the above scenario, responsibility to ‘manage’ the

situation has to be with the person ‘under whose supervision the mobility

impaired person is at the time’.

In the case of a student attending a lecture, responsibility has to be with the

individual tutor taking the session.

For an office situation, all staff should be familiar with evacuation procedures and

managers must ensure these procedures are practiced at least twice per year.

Responsibility for safety lies with everybody, all staff should therefore be clear

about the evacuation procedure from their area, including what action should be

taken to ensure that the safety of people with disabilities are not disadvantaged

in any way.

Tutors responsibility for students

Tutors are responsible for the safety of students whilst they are attending their

lectures or tutorials. Students should be made aware of emergency procedures

before every session, particularly if it is a new location. In addition, tutors must

make sure there is provision for students with mobility problems. This may be a

temporary condition such as a student who arrives with a broken leg. In such

cases the tutor should work out before the lecture begins, what course of action

will be taken and ‘who does what’, in the event of the need to evacuate the

building. The situation may even necessitate re-scheduling the class to a more

suitably accessible teaching area.

Tutors must ensure that any person with a disability:

1. Knows what action to take should the fire alarm sound eg. Not to use the lift,

2. Has a colleague who can assist them during an emergency

3. Has a personal evacuation plan and knows where ‘Refuge areas’ are in the

building. These will depend on the location of the fire, but are areas which have

at least one Fire Door between the person and the actual fire. There are several

marked ‘Refuge areas’ on site.

4. Has a colleague who will inform the Fire Warden at the Assembly Point that

there is:

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▪ a person inside the building

▪ their situation and

▪ their precise location.

5. On arrival of the Fire Brigade, the BSU Fire Warden must immediately liaise

with the Senior Fire Officer and inform him that there is a person still in the

building and provide him with the precise information in 4 above.

Use of lifts during a Fire Evacuation

Under No circumstances should lifts be used during a Fire Emergency for fear that the lift

stops and the occupants are unable to escape. Lift shafts act as funnels for smoke, which

will cause asphyxiation and subsequent death.

What to do if a person with mobility problems is on an upper floor?

The simple answer is that since they cannot use the lift or stairs as a wheelchair

user, they must therefore position themselves so that a Fire Door is between

themselves and the Fire. This will provide protection for at least 30 minutes. It is

also imperative that somebody – a colleague or friend - informs the Fire Warden

at the Assembly Point that:

▪ There is somebody still in the building

▪ Exactly where they are and what is their situation

As soon as the Fire Brigade arrive, the Fire Warden must immediately pass on the

above information to the Senior Fire Officer, who will direct his officers to

evacuate any person trapped inside the building.

The danger of Fire is taken very seriously at Bath Spa University, particularly for

those with mobility problems. Useful guidance can be drawn from data produced

by BRE* which suggests that a mobility impaired person, whether in a wheelchair

or not, should:

▪ Be allowed twice the time to evacuate premises, than would be considered

sufficient for able-bodied personnel.

▪ Doorways, corridors and stairs should be checked to ensure that they are wide

enough and clear of obstructions, particularly if wheelchair use is required.

▪ Two suitable volunteers from the group, should be assigned to assist any

disabled person during an emergency.

One Fire Brigade analysed fatality figures over a four year period and found that

33% of all fatalities from fire during the study period, where disabled in some

way. My sincere appeal to staff therefore, but particularly to teaching staff, is to

be alert to the above scenario in order to ensure that a disaster is not allowed to

happen at BSU.

It is up to everybody to face up to the realities of emergency situations.

* The Fire Research Station at the Building Research Establishment, Garston,

Watford.

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Newton Park Fire Assembly Points

Teaching /admin areas

No.3 Italian garden at the rear of Stable Block

No.4 Green between Wellow and Castle

No.5 Green in front of Main House

No. 6 Outside Stewards Lodge

No. 7 The Refectory

No.9 Between MTC Bungalow and Twiverton (Opposite Twiverton)

No.18 Rear of Day Nursery

No.19 Between Student Union Building and Walled Garden

No.20 Commons Amphitheatre

No.20d Green opposite Stable Block

Sion Hill

Sion Hill

• At front of main building, under the large tree near the drive into the car park

• Rear of the building (near the tennis courts)

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Personal Emergency Egress Plan (PEEP) for Staff

Background

Aim

The aim of a Personal Emergency Evacuation Plan (PEEP) is to provide people who cannot

get themselves out of a building unaided, with the necessary information to be able to

manage their escape to a place of safety and to give Schools and Departments the

necessary information to ensure that the correct level of assistance is always available.

Responsibilities

For Staff

If a member of staff is aware that they have a disability or medical condition which is

likely to slow down, or prevent the safe evacuation of a building in the event of an

emergency, they should complete the Personal Emergency Egress Plan.

Disabled\PEEP procedure staff.doc This should be completed in conjunction with the

Head of School or Department, and the line manager.

Where the nature of the disability or medical condition changes, or where there is

temporary mobility impairment e.g. a broken limb, or an expectant mother, the member

of staff must risk assess their means of evacuation through the use of a PEEP.

Writing the PEEP

For Staff

From the information gathered in the questionnaire, a Personal Emergency Evacuation

Plan (PEEP) should be developed between the employee and their manager. Advice and

support for writing the PEEP is available from the SHE Office.

If staff work in many different locations, it may be necessary to complete a PEEP for each

building that they work in.

If assistance with escape is required, the extent of such assistance should be identified in

the PEEP

Evacuation in an Emergency

Assisting wheelchair users down stairs

Where disabled persons have accessed upper floors via lifts, but are unable to evacuate

the building using the stairs unaided, they should make use of the refuges provided. The

refuges are on protected routes, and should provide at least 30 minutes fire protection.

In these cases evacuation chairs are already in situ. Trained operatives will assist their

safe evacuation from the building. Refuges should be clearly signed. Security staff and a

number of Fire Wardens have been trained in use of the equipment.

Safe Routes

A PEEP should contain details of the escape route(s) the disabled person will be expected

to use. Clear unobstructed gangways and floor layouts should be considered at the

planning stage.

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It is especially important to ensure that locks, doors and other devices can be easily

operated by the evacuating persons.

It is also necessary to ensure that there are (where possible) alternative routes. The

routes should not be excessively long, and the target time for evacuation of all buildings

remains at 2 ½ minutes.

Deaf and Hearing Impaired persons

Generally, most deaf people working alongside hearing colleagues / students will not

require special equipment, providing they have been made aware of what to do in the

event of a fire or any emergency evacuation. They will be able to see and understand the

behaviour of those around them.

However, deaf or hearing impaired persons working alone may need an alternative

method of being alerted to an emergency. For example many alarm systems have visual

indicators in the form of a flashing light, or vibrating pager systems can be used. If

additional equipment is required then this needs to be identified in the PEEP.

Blind and Partially Sighted Persons

Both Staff and Students should be offered orientation training and, where applicable this

must include alternative ways out of the building. If a blind person uses a guide dog it is

important that the dog is also given ample opportunity to learn these routes.

Other disabilities

There are many other conditions that could impact upon the efficient evacuation of a

building in the event of an emergency, and if they are disclosed at an early stage it will

help in ensuring that the best possible arrangements are in place.

Training

To be effective, any egress plan depends on the ability of staff to respond efficiently.

Staff will need to receive instructions, practical demonstrations and training appropriate

to their responsibilities. This may include some or all of the following elements:

• Fire drills for staff and students.

• Specific training for Fire Wardens, Senior Students and Resident Wardens

• Specific training in the use of Fire Extinguishers etc.

If you think that you may require assistance evacuating the building in an emergency,

you should complete the PEEP questionnaire Disabled\PEEP procedure staff.doc