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Health, Safety and Wellbeing PolicyJanuary 2012

Health & Safety PolicyFebruary 2012

Contents Page

1.0 Policy statement 32.0 Introduction 33.0 Management responsibilities – people, places, equipment, tasks 44.0 Communication 55.0 Training Commitment 66.0 Health & Safety Meetings 67.0 Reporting of Accidents, Incidents and Near-misses 88.0 First Aid 99.0 Display Screen Equipment and Payment for Eye Sight Tests 910.0 Occupational Health 1011.0 Fire safety 1012.0 Manual handling 1213.0 Electrical safety 1314.0 Control of Substances Hazardous to Health (COSHH) 1415.0 Food safety 1516.0 Entertainment Department 1517.0 Personal Emergency Evacuation Plan (PEEP) 1518.0 Vehicles 1619.0 Stress Policy 1720.0 Smoking Policy 1821.0 Drug and Alcohol Use 1822.0 Home Working Policies 1823.0 Sports Clubs and Societies 1924.0 Volunteers 2025.0 Lone Working 2126.0 Useful links 21

Appendices

A1 Training 22A2 Work-related ill-health report form 24A3 Types of fire extinguishers 25A4 Instructions for the Building Fire Officer 26A5 Building Fire Assembly Points 27A6 Guidance notes on safe manual handling 28A7 Policy for payment of eyesight tests and appropriate spectacles, 31

Ideal posture when using VDUsA8 Home workers checklist 36A9 Pre-journey checklist 37A10 Common work-related stressors - guidance for managers 38A11 Trip Registration Form 39

Tom Ritchie, President 2011/2012

Approved by: Finance and Risk Committee On: February 2012Implementation Date: February 2012 Review date (by): August 2013Manager responsible for review: Facilities ManagerManager responsible for implementation and interpretation: HR Manager

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Policy statement

1.1 Kent Union will continually review and develop its safety management systems, with the overarching aim of conducting its activities in a manner which does not affect the health, safety and wellbeing of any staff, students, contractors, visitors or members of the public, or adversely affect the environment.

1.2 Kent Union will provide information, instruction, training and supervision to ensure that staff and students are competent to supervise or undertake their work activities and are aware of any related hazards and the measures to be taken to protect them.

1.3 Kent Union is committed to ensuring that procedures are in place to identify hazards, assess risk and set objectives to improve the management of health, safety and welfare.

1.4 Kent Union will keep up to date with best practice in relation to health and safety and complying with all relevant legislation and authoritative guidance.

1.5 Kent Union is committed to developing a positive safety culture, based on the involvement of staff in Health and Safety management. Kent Union will use consultative forums and mechanisms to involve staff in Health and Safety management.

1.0 Introduction

2.1 This document details the allocation of health, safety and welfare responsibilities, the particular arrangements that are in place to meet the policy statement (see 1.0 above), the measures in place to monitor implementation of the policy and the system for reviewing the policy.

2.2 This document details Union-wide policies, procedures and systems to ensure the management of Health and Safety. Individual Departments, teams, areas, etc. within the Union will introduce more detailed policies and systems covering specific areas.

2.3 The Union is an integral part of the University of Kent and could not exist without the University. Therefore, the relationship between the Union and the University is complex and important with regard to this policy. The University has a legal responsibility to ensure the good management of the Union and in particular the use of the Union’s finances. As such, the University has an interest in ensuring that adequate measures are in place to ensure health, safety and welfare within the Union.

2.4 The Union is committed to working with the University Safety, Health and Environmental Unit and where appropriate, ensuring that the Union’s Health, Safety and Wellbeing Policy is in accordance with the University Health and Safety Policy.

2.5 Staff of the Union should note that as employees of Kent Union they must adhere to the Union’s Health and Safety Policy first and foremost. Staff should also note that breaches of the Health and Safety Policy will be treated with the utmost seriousness and could be deemed gross misconduct.

These Procedures apply to the whole of Kent Union, including the Universities at Medway Students’ Association (UMSA) and any subsidiary companies or bodies that Kent Union may establish in the future. References to Kent Union within the Health and Safety Policy should be read as referring to UMSA also in all instances.

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3.0 Management responsibilities

3.1 The Trustees are responsible for ensuring that the Union complies with relevant legislation, including Health and Safety legislation.

3.2 The Safety Officer for the Union is the Chief Executive and is responsible for:

3.2.1 Provide leadership on Health, Safety and Wellbeing issues and ensure the policy is complied with.

3.2.2 Reporting on a regular basis to the Board of Trustees about Health and Safety issues.

3.3 The Safety Coordinators for the Union are the HR Manager and Facilities Manager. The coordinators take a leading role on Health, Safety and Wellbeing and regularly report to Director Group, The Board of Trustees and The Finance and Risk Committee.

The main duties of the Safety Coordinators are:

3.3.1 Review and revise the Union’s Health and Safety Policy on an annual basis in line with legislation and ensure that it is communicated and implemented effectively.

3.3.2 Develop the Union’s health and safety annual action plan and annual report (including accident data) to identify priorities and direct the work of line mangers in the area of health and safety.

3.3.3 Co-ordinate termly Union wide health and safety audits, whilst ensuring safety inspections/risk assessments/security procedures, food hygiene logs are completed and advise outlet mangers of any actions and recommendations.

3.3.4 Be fully familiar with health and safety legislation and risk assessment/management techniques in order to provide an effective and advice and information service to all line managers, staff and volunteers.

3.3.5 Maintain central records on legislation research and other health and safety information.

3.3.6 Identify unhealthy or unsafe work conditions/practices and advise on remedial action as necessary.

3.3.7 Represent Kent Union on the University’s Health and Safety Committee Meetings

3.3.8 Identify health and safety training and development requirements and arrangements in departments

3.4 Senior Managers are responsible for ensuring that proper health and safety arrangements are made so as to conform with this policy and must ensure that health and safety is treated as an essential and integral part of the work of their departments/activities.

3.5 Every staff member has certain responsibilities under the Health and Safety Policy. All staff shall:

3.5.1 Make themselves aware of the Union’s Health, Safety and Wellbeing Policy and adhere to it at all times when at work.

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3.5.2 Report all accidents or near misses immediately whether injury has been sustained or not by completing an Accident Report Form.

3.5.3 Seek the advice of their line manager regarding any medical conditions or other conditions that may affect their or others’ health, safety or welfare.

3.5.4 Do everything within their power to ensure a safe and healthy working environment and ensure that the highest standards of housekeeping are maintained in the workplace at all times.

3.5.5 Conduct themselves in a manner conductive to their own safety and the safety and health of others.

3.5.6 Correctly utilise any Personal Protective Equipment (PPE) that is supplied for the purposes of safely carrying out a specific task.

3.5.7 Protect themselves and others and not interfere or misuse any equipment or safety devise provided for Health and Safety purposes.

3.5.8 Report all defects to a responsible person as soon as possible.

3.5.9 All equipment relating to the Student Activities Department, including minibuses, sports equipment, societies equipment, any space used by inQuire or CSR is the responsibility of the Director of UMSA and Graduate Employability.

3.5.10 Remain vigilant to safety issues when on Union premises or when planning or involved with Union events.

4.0 Communication

4.1 Communication of the Health, Safety and Wellbeing Policy is integral to ensuring its implementation. This section details other mechanisms for communicating the policy and its constituent parts.

4.2 A copy of this policy will be available to staff on the Union’s staff intranet, and will be included in their induction programme. A summary of the policy will be distributed to all student staff as part of their staff handbook. Information will also be included within the Union’s Sports/Societies and Volunteering handbook.

4.3 The Health and Safety Committee Meetings, as detailed below, includes staff representatives who shall assist in communicating the policy.

4.4 Health, Safety and Wellbeing shall be included as a standing agenda item for the following meetings, enabling two-way communication:

4.4.1 The Finance and Risk Committee (twice a year)4.4.2 The Board of Trustees (twice a year)4.4.3 Director Group (termly)4.4.4 Senior Managers (termly)4.4.5 Department Meetings (monthly)4.4.6 Regular discussions to take place as part of the PDR process.

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4.5 Health and Safety signage is covered by legislation and includes fire extinguishers, fire points, fire exits, first aid points and safety management. The Union will ensure that appropriate signage is in place.

4.6 The Union will ensure that there will be a noticeboard health and safety information for staff in all outlets. Containing information about the Health and Safety Committees, staff Health and Safety representatives, Health and Safety training and first aiders/fire marshals.

5.0 Training Commitment

5.1 The Union commits to ensuring that staff members receive appropriate training in Health and Safety and to ensure they are able to fulfil their responsibilities under the Health, Safety and Wellbeing Policy. The Union has determined minimum standards for Health and Safety training to ensure all staff can fulfil their responsibilities. Attendance on these courses is compulsory for all staff. The Union will give staff time off to attend the following courses, and will pay any expenses necessary to provide the following training (see training commitment Appendix 1). The Union will also carry out training for its members who volunteer within the Union.

6.0 Health & Safety Meetings

6.1 The Union Safety Coordinators will Chair the Health and Safety Meetings, organise meetings and ensure that positions are filled.

There are 2 main Health and Safety meetings:

6.2 Health, Safety and Wellbeing Employee Consultative Committee

ObjectiveTo promote good employee relations, helping the promotion of health, safety and wellbeing within the Union. To support the development of Kent Union’s Health and Safety Culture, ensuring Kent Union has appropriate systems in place to protect the health, safety and welfare of its staff, customers and visitors. Further, the Committee is the main consultative forum required under The Safety Representatives and Safety Committees Regulations 1977 (as amended) and The Health and Safety (Consultation with Employees) Regulations 1996.

Remit To help review and develop the Union’s Health and Safety Policy and procedures. To receive reports on accidents, incidents, near misses and training. To develop means of raising safety awareness and a positive safety culture throughout the

Union. To review data relating to health and safety and general wellbeing from the Union’s Staff

Satisfaction Survey. To promote co-operation between management and employees in all matters concerning

Health, Safety and Wellbeing. To consider reports from safety representatives, and the Health & Safety Management

Committee. To instigate special projects or commission reports as necessary. To consult with staff and the University on Health and Safety issues. To provide a forum for the discussion of general and specific health, safety and wellbeing

issues. To act as the main forum for consultation between Kent Union and safety representatives

before the introduction of measures that may substantially affect the health and safety of staff and in planning health and safety training for staff.

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The following people shall be members of the Committee: HR Manager (Chair) Facilities Manager Nine staff representatives, who shall not be members of Director Group, one to be elected from

the Licensed Trade Department, the Retail Department, Mandela Building, John Locke Building, UMSA and the Oaks Nursery

One Representative from AMICUS, T&G or UNISON A representative from the University Safety, Health and Environmental Unit

The Committee will meet 2 times per annum.

6.3 Health and Safety Management Committee

ObjectiveTo ensure Kent Union has appropriate management systems in place to protect the health, safety and welfare of its staff, customers and visitors, whilst monitoring the effectiveness of health, safety and welfare arrangement within the Union and to make recommendations to the Board of Trustees.

6.4 Remit To ensure implementation of the Union’s Health and Safety Policy. To review health and safety processes and procedures, to ensure they comply with relevant

legislation and meet the Union’s requirements. To review and develop the plans, policies and procedures regarding occupational health and

employee well-being. To review Health and Safety statistics, including accidents and near misses, the number of days

staff have taken off due to accidents and breaches of the policy. To review the Union’s annual Health and Safety training plan. To oversee the collection of relevant health and safety information in support of policy

preparation and the review of processes and procedures. To assist in auditing, inspections and investigation where required. To provide an annual report of its activities to the Board of Trustees. To recommend to the Board of Trustees appropriate plans for managing Health and Safety. To consider reports from the Health and Safety Executive and other external authorising bodies

and action as appropriate.

The following people shall be members of the Committee HR Manager (Chair) Facilities Manage Director of UMSA and Student Services One Senior Manager from Commercial Services A representative from the University Safety, Health and Environmental Unit A representative from the University Estates Department An external Environmental Health Representative

The Committee will meet 3 times per annum

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7.0 Reporting of Accidents, near-misses and Work-related ill-health

7.1 Health and Safety legislation requires employees to inform their employer about anything related to work that has caused, or had the potential to cause, harm to them or others. The monitoring of such reports is an important aspect of Health and Safety management. The reporting and investigation procedure is in place so that accidents or work-related ill-health problems can be recorded and that the Health and Safety Committees can consider action required to prevent recurrence.

7.1.1 Accidents are defined as “unplanned and uncontrolled events that led to injury to persons, property damage or some other loss”.

7.1.2 Near misses are defined as “unplanned and uncontrolled events that could have led to injury to persons, property damage or some other loss”.

7.1.3 Work-related ill-health is defined as "any illness, disability, or other physical problem which reduces, either temporarily or permanently, the functioning of an individual and which has been caused, in whole or part, by the working conditions of that individual".

7.2 RIDDOR (Reporting of Incidents, Diseases and Dangerous Occurrences Regulations 1995)

Certain types of injury and disease caused by work activities or the work environment and certain dangerous occurrences with the potential to cause injury must be reported to the Health and Safety Executive (HSE). The Kent Union Safety Officers will notify the University SHE Unit when necessary.

It is the responsibility of all staff to inform their line manager and Safety Coordinators should any of the following occur:

7.2.1 Death or major injury of an employee. It must also be reported if a member of the public is injured and has to be taken from the scene of the accident to hospital for treatment.

7.2.2 A work related injury resulting in the casualty being off work or unable to do their usual work for more than 3 days. (April 2012 new legislation will change to 7 days)

7.2.3 In cases of infectious disease that can be reliably attributed to the work of the person affected.

7.3 Accident Report Forms

Accident Report Forms are kept in all Union Buildings and must be completed for all accidents or ‘near-misses’. The form should be completed by the injured person or person who witnessed the accident/near-miss. The Head of Department must add his/her comments and sign the form before it is sent to the SHE Unit.

Department Managers/Supervisors/Licensees are required to ensure that:

7.3.1 Any accident occurring during Kent Union activities or involving Kent Union premises is investigated and reported on an Accident Report Form.

7.3.2 Any case of ill-health which is, or is thought to be, caused or aggravated by Kent Union work activities or the work environment controlled by them is investigated and reported on a Work-related ill-health Report Form (Appendix 2). The ill-health problem might be an

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identifiable disease such as occupational asthma or an infection from an organism used at work. Or it might be a health problem that has developed over a period of time such as musculoskeletal problems; this list is not exhaustive.

7.3.3 All staff and students for whom they are responsible are aware of the reporting system and of their duty to use it.

7.3.4 The form should be completed by the line manager of the person affected, if possible in conjunction with the person affected. It should then be sent to the HR Manager.

7.3.5 The Facilities Manager will investigate all reports of ill-health and, in consultation with the SHE Unit and report appropriate incidents to the H.S.E.

7.4 The Safety Officers will monitor all accidents and incidents of ill health, and provide regular reports to the Health and Safety Committee Meetings.

8.0 First Aid

8.1 First Aid definition “Preserve life and prevent conditions from getting worse”

8.2 Under the Health and Safety (First Aid) Regulations 1981, the Union is required to ensure that there is adequate first aid provision on its premises. The regulations refer only to provision for employees, however the Union is committed to ensuring adequate provision for the large number of customers in its commercial outlets and visitors to other areas of the Union. This section details the provision of first aid equipment, first aiders and dissemination of first aid information to other staff.

8.3 Each building, area of the Union, Union vehicles must contain at least one first aid box, placed in a clearly identified and accessible location. The manager responsible for the area in which a first aid box is located is responsible for periodically (at least monthly) checking the contents of each first aid box.

8.4 Department Heads must ensure that an adequate number of their staff are trained as first aiders, in order to provide cover during normal working hours. Although the Health and Safety Executive guidance is only for one first aider for every 50 employees, the Union’s policy is to endeavour to have at least one first aider present in each building under its control during normal working hours.

9.0 Display Screen Equipment

the Health and Safety (Display Screen Equipment) Regulations 1992. The aim of the Regulations is to ensure that employers and employees take appropriate action to

9.1 Legislation covering the use of display screen equipment was introduced in 1993 - the Health and Safety Display Screen Equipment Regulations 1992. The aim of the Regulations is to ensure that employers and employees take appropriate action to control risks associated with the use of such equipment, the most familiar of which is the personal computer (see attached Appendix 7)

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9.2 Payment of eye-sight tests and appropriate spectacles, his policy only covers the employer’s obligations under the ‘visual fatigue’ section of Health and Safety (Display Screen Equipment) Regulations 1992 for payment of eyesight tests and spectacles. It is based on the University of Kent’s policy regarding the use of Display Screen Equipment January 1996.

9.3 The cost of the eyesight and eye examination (currently around £15.00). The Union will pay for up to one test per year. The cost of spectacles dispenses specifically for DSE. The User can reclaim up to a maximum of £50 x VAT towards the cost. The Union will not pay for spectacles required due to natural yet fatigue and not specifically for DSE work inside working hours. The Union will not pay for replacement spectacles due to the loss or breakage of the Users existing pair or if the prescription has not changed.

10.0 Occupational Health

10.1 This section is concerned with work-related ill-health and staff sickness. Both of which need to be monitored, controlled and reduced where possible.

10.2 Work-related ill-health is usually caused by exposure to causal agents over some, often lengthy, period and not the consequence of a discrete event. Problems such as dermatitis and musculoskeletal disorders usually develop during exposure but others, particularly work-related cancers, affect individuals many years after exposure has ceased.

10.3 The definition of staff sickness is any form of illness/sickness that prevents an employee from attending work, and that is not work-related as detailed above (full details are in the flexible working rewards and recognition policy).

10.4 In cases of long-term sickness, the Union will normally ask the employee to see an Occupational Health Doctor, who will prepare a report for the employee and the Union. The purpose of the report will be to examine causes of the sickness, the possibility of the employee returning to work, if so when and any reasonable adjustments that the employer may need to make to facilitate the employee’s return to work.

10.4.1 “Long-term” sickness will normally be sickness that lasts for a period of 6 weeks or longer. However, the Union reserves the right to determine what length an absence from work must be for it to count as “long-term”.

10.4.2 On returning to work after a period of “long-term” sickness, the employee will be required to attend a return to work interview with the HR Manager, the purpose of which will be to discuss any reasonable adjustments that the Union needs to make.

10.4.3 The Union encourages employees who are on long-term sick leave to stay in contact with their Manager and/or the HR Manager.

10.5 Prior to offering employment, the Union requests a potential employee to complete a pre-employment health questionnaire. The purpose of the questionnaire is to check for any adjustments that may be necessary.

10.6 On notification that an employee is pregnant, the Facilities Manager will carry out an expectant mothers risk assessment. If the expectant mother reports any adverse health issues or requests another risk assessment, the Facilities Manager will arrange to carry one out.

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11.0 Fire safety

11.1 The primary purpose of fire safety procedures (as with fire safety legislation) is the protection of people. Protection of property will normally follow on from such procedures, but is of secondary importance.

11.2 A key aspect of fire safety is ensuring managers include fire within their risk assessments. Responsibility for the implementation of fire safety procedures lies with the manager responsible for the building in which the procedures are operating.

11.3 All Union buildings, offices and physical areas are covered by a fire alarm system. Where the Union is responsible for the entire building (e.g. Venue, Mandela) the Union is responsible for the maintenance of the alarm system. Other areas, such as the Radio station and The Library Cafe are covered by the fire alarm system that covers the building in which they are housed. The Manager responsible for each building is responsible for ensuring that the fire alarm is operable, and reporting any faults to the University Estates Department immediately.

11.3.1 The University Estates Department conducts regular testing of all fire alarms and emergency lighting.

11.4 Fire points are linked to a fire alarm and allow the manual activation of the fire alarm system in the event of a fire or suspected fire. Fire points must be maintained in working order, free of obstruction and clearly visible. Manages must ensure that all staff working in their building are aware of the location of fire points.

11.5 Fire exits must be clearly signed and should be free of obstruction at all times. Managers must ensure that all staff, under their responsibility, are aware of the nearest fire exits.

11.6 Fire extinguishers are located in all buildings and specifically in kitchens and at key points in each building. There are 4 types of fire extinguisher, each of which has a different use (see Appendix A3 for further information). Managers must ensure that staff are aware of the location of fire extinguishers within their building.

11.7 It is essential that there is a Building Fire Marshall in every Kent Union building, during normal working hours (see Appendix 4 – Instructions for the The Fire Marshall and Appendix 5 Building Fire Assembly points). The Fire Marshalls main duty is to take charge of an emergency evacuation until the arrival of the Fire Brigade can Campus Watch.

11.7.1 Each Building Fire Marshall must receive instructions and training on the action required of them.

11.7.2 In the event of a fire evacuation, the Building Fire Marshall must call the Emergency Campus Watch contact number ext 3333 immediately.

11.8 Door wardens are responsible for opening fire doors in the case of an alarm sounding and for standing by each entrance/exit in a building and ensuring that no one else enters the building, once an alarm has been sounded. A system of door wardens operates in the Venue, but at present is not deemed necessary for other buildings. However, the Building Fire Marshall should ensure that no one else enters a building once an alarm has sounded, and if necessary that sensible staff members are asked to stand by each entrance/exit.

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11.9 In the event of an emergency, the alarm will sound and staff/visitors should follow the procedure outlined in the fire drill training that all staff should have received. Specifically, the evacuation procedure is:

11.9.1 Close windows and doors.

11.9.2 Turn off electrical equipment.

11.9.3 Leave the building by the safest and quickest available route.

11.9.4 Assemble at their building assembly point (detailed in Appendix A6).

Staff should not:

Stop to collect belongings.

Use lifts.

11.10 Good housekeeping and sensible fire precautions will reduce the likelihood of a fire occurring. Common causes of fires include electrical equipment that is faulty or misused, smoking materials, accumulation of combustible rubbish and carelessness. Everyone should be encouraged to bring hazards to the attention of their manager.

11.10.1 Escape corridors, stairways, open areas under stairs and lobbies should be kept clear of combustible material. Waste should be removed promptly to avoid accumulations and waste stores should be clear of buildings.

11.10.2 Contractors must be made aware of the need to avoid blocking escape routes and fire exits and to keep fire/smoke doors closed. They must be informed about the action to be taken in the event of a fire.

11.11 The manager responsible for each building is responsible for organising fire drills for their building, at least once every year. The purpose of the drill is to familiarise staff with the evacuation procedures and to ensure that the systems in place are effective.

11.11.1 Drills should normally be unannounced, although some key staff members may need to be informed to avoid disruption.

11.11.2 The evacuation time should be less than 3 minutes; from the second the alarm sounds to the second the last person is evacuated from the building.

11.11.3 Organisation of a fire drill should be through consultation with the SHE Unit.

12.0 Manual handling

12.1 Work related musculoskeletal injuries from manual handling could affect all staff. Manual handling includes lifting; lowering, pushing, pulling, supporting, carrying and moving loads by hand or by bodily force (see Appendix 6 – Guidance on safe manual handling). The Manual Handling Operations Regulations 1992 apply to these activities. The Manual Handling Operations Regulations 1992 require that hazardous manual handling be avoided whenever it is reasonably practicable to do so. Where not possible, the regulations require a process of risk assessment and the introduction of measures to reduce the risk of injury to the lowest practicable level.

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12.2 In order to reduce the risk of injury from manual handling, department heads must:

12.2.1 Identify manual handling operations that present a risk of injury.

12.2.2 Where practicable avoid, manual handling operations that present a risk of injury.

12.2.3 Fully investigate incidents that result in musculoskeletal injury to staff and review risk assessments and systems of work in the light of such incidents.

12.2.4 Ensure that job descriptions sent to applicants for employment includes details of manual handling tasks where these are part of the requirement of the post. The applicant should then decide whether s/he is suitable for the post and/or whether any adjustments may be required.

12.2.5 Ensure that staff in post continues to be suitable for the work and that staff are not pressurised by supervisors or systems of work into undertaking operations (by weight and/or rate of work) that are beyond their safe capability.

12.2.6 Provide suitable information, training and supervision for all employees and volunteers engaged in manual handling tasks and that such training is recorded, monitored, evaluated and reviewed.

12.3 In order to reduce the risk of injury from manual handling, staff must:

12.3.1 Use any mechanical aids that have been provided for their use and for which they have been trained. Any faults with mechanical aids should be immediately reported to their manager.

12.3.2 Inform their manager if they are unable to undertake their normal manual handling duties because of injury, illness or any other condition.

12.3.3 Not undertake any manual handling operation that they believe is beyond their capability.

12.3.4 Report any unsafe systems of work to their manager.

13.0 Electrical Safety

13.1 The risk of serious injury from electrical accidents is greater than from most other types of accidents. Electric shock causes the majority of electrical accidents, but many others result in burns from arcing or fire. Shock from a voltage as low as 50 volts A.C. or 120 D.C. is potentially lethal.

13.2 About a quarter of all electrical accidents reported to the Health and Safety Executive involve portable appliances. Accidents may also be caused by faulty flexible cables, extension leads, plugs or sockets as well as defective electrical equipment. A programme of regular inspection and/or testing considerably reduces the risk.

13.3 Purchasing the right equipment for the job is essential and ensuring that new equipment conforms to the appropriate British Standard. Prior to use, new equipment should be checked by an electrician from the UKC Maintenance Centre.

13.4 When using electrical equipment employees/volunteers must:

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13.4.1 Comply with the manufacturer’s instructions.

13.4.2 Take care not to overload circuits

13.4.3 Prevent trailing cables from becoming a hazard; they should be tucked away or lifted above walkways but, if a cable lying across a walkway is unavoidable, the trip hazard should be reduced by the use of a cable cover.

13.4.4 Take care to avoid obstructing any air grill or fan outlet on equipment.

13.4.5 Switch off all equipment at the appliance itself and at the wall socket at the end of the working day (unless designed to be left on permanently).

13.4.6 A qualified PAT tester will test all appropriate electrical equipment at least every 24 months. After a successful test the piece of equipment is fitted with a label stating the date of the test and the date of the next test due.

13.5 Employees should also conduct a visual check of any electrical equipment that they are using. The check should be for damaged cables, sockets, wiring etc. For office equipment such as computers, faxes, etc. visual checks should be conducted weekly; for more hazardous equipment such as catering equipment the checks should be conducted daily.

14.0 Control of Substances Hazardous to Health (COSHH)

14.1 Substances hazardous to health are present in many products used on a daily basis at work,for example bleach, cooking oil, paint, etc. Some examples of the effects of hazardous substances include:

14.1.1 Skin irritation, dermatitis or even skin cancer from frequent contact with oils

14.1.2 Asthma from sensitivity to substances contained in paints or adhesives

14.1.3 Being overcome by toxic fumes

14.1.4 Poisoning by drinking toxic liquids accidentally

14.1.5 Cancer from exposure to carcinogenic substances at work

14.1.6 Infection from bacteria and other micro-organisms

14.2 The Control of Substances Hazardous to Health Regulations (COSHH) provides a legal framework to protect people against health risks from hazardous substances used at work. For the purposes of COSHH, substances hazardous to health are:

14.2.1 Substances or mixtures of substances classified as dangerous to health under the current CHIP1 Regulations. These can be identified by their warning label and the supplier must provide a safety data sheet for them.

14.2.2 Substances with occupational exposure limits

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14.2.3 Biological agents, if they are directly connected with the work or if exposure is incidental to it.

14.2.4 Any type of dust in a substantial concentration

14.2.5 Any other substance which has comparable hazards to people’s health, but which, for technical reasons may not be specifically covered by CHIP

14.3 Hazardous substances that have been brought into the Union will normally include a warning label and information about safety precautions that should be taken when using the substance. The Safety Data Sheet for such products should be obtained from the supplier of the substance, by the manager of the area in which the substance is being used, and the guidance on the sheet should be followed.

14.4 Department Heads must identify the presence of substances covered by COSHH. As mentioned above, most will already be clearly labelled. Once identified, the risk associated with the use of the product must be assessed and any necessary precautions identified and implemented. The appropriate manager must monitor the implementation of any precautions; for example, the Food and Beverage Manager will ensure that catering staff comply with systems for the use/disposal of cooking oil.

14.5 All chemicals must be kept in locked cupboards or rooms.

14.6 Gas cylinders for beer pumps must be kept in a locked cage, which must be firmly attached to a brick wall, outside the relevant building and should be sheltered from intense sunlight.

14.7 CO2 monitors will be installed in all areas where gas cylinders are stored, for example cellars in licensed premises.

15.0 Food safety

15.1 It is the responsibility of all Managers and all staff to ensure that the Food Safety Policy is adhered to.

15.2 All staff with responsibility for food handling must receive food safety training, which will be arranged by Department heads in conjunction with the Facilities Manager.

15.3 Volunteers/sports clubs/societies who work with food will receive training in food hygiene.

16.0 Entertainment Department

16.1 Glass presents a hazard to staff and customers within licensed areas. Therefore, the Union will endeavour to use plastic drinking utensils wherever possible, including sourcing suppliers of plastic bottled drinks. Managers will also ensure that empty glasses and bottles are collected on a regular basis and that broken glass is cleared away as quickly as possible. Bottles and glasses will not be allowed onto dance floors.

16.2 The Union is committed to protecting its staff from violent or abusive customers. The Union recognises that customers are particularly liable to violent, threatening and abusive behaviour after consuming alcohol and as such special measures must be in place to protect staff. The Union will not tolerate violent, threatening and abusive behaviour; the Union’s Student Disciplinary Procedure details action to be taken if a student is found to have been violent, threatening or abusive.

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16.3 Entertainment staff, who may work with electrical equipment, staging and other heavy objects, will be closely supervised by the Licensed Trade and Entertainments Manager and will receive training in Health and Safety.

17.0 Personal Emergency Evacuation Plan (PEEP)

17.1 The aim of a Personal Emergency Evacuation Plan PEEP is to provide staff 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 departments the necessary information so as to ensure that the correct level of assistance is always available.

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18.0 Vehicles

18.1 The Union leases a number of minibuses which are predominantly for the use of the Union’s sports clubs. The use of the vehicles is tightly controlled in order to assure the safety of the drivers, passengers and anyone else who may be affected by their use.

18.2 The Director of Graduate Employability and UMSA is responsible for the operation of the Union’s minibuses and for assuring that they are used safely and in compliance with this policy.

18.3 Driving licences issued after 1 January 1997 do not allow the holder to drive minibuses unless certain requirements are met. The holder may drive a minibus with up to 16 passenger seats if he/she:

18.3.1 Drives on behalf of a non commercial body for social purposes

18.3.2 Is aged 21 or over

18.3.3 Has held a car (category B) licence for at least 2 years

18.3.4 Is providing their service on a voluntary basis (i.e. s/he does not receive any payment or consideration for doing so other than out of pocket expenses)

18.3.5 The minibus maximum weight is not more than 3.5 tonnes excluding any specialist equipment for the carriage of disabled passengers

18.3.6 Only drives the minibus in the UK

18.3.7 Does not tow a trailer

18.4 In addition, the Union requires that anyone wishing to drive one of its minibuses, first pass the Kent County Council minibus awareness test, which is valid for 3 years.

18.5 The Union is obliged to hold and display a Small Bus Permit in each minibus.

18.6 Staff travelling on work-related business are encouraged to use public transport where practicable. If it is necessary or cheaper to travel by car, the driver must adhere to all appropriate legislation and if travelling a long distance, should take breaks at least every 2 hours.

18.7 The Union leases a small van for transferring goods between sites, and a lease car for The Outreach and International Co-ordinator post . The Facilities Manager is responsible for the vehicles and its safe use. Drivers must:

18.7.1 Adhere to all appropriate legislation

18.7.2 Ensure that the vehicle’s tyre pressure, oil and water are adequate

18.7.3 Ensure that the vehicle is not over-loaded

18.7.4 Full UK driving license and other stipulations stated within Kent Union’s Insurance.

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19.0 Stress Policy

19.1 Stress is the adverse reaction people have to excessive pressure. It isn’t a disease, but if it is intense and goes on for some time, stress can lead to mental and physical ill health.

19.2 One in five of the UK workforce says that stress is the single biggest barrier to improved productivity. For an organisation, stress amongst its employees can lead to low staff morale, high staff turnover, poor timekeeping, higher levels of sickness absence, reduced levels of customer service and lower levels of productivity. Tackling stress at work is therefore a priority for Kent Union.

19.3 Kent Union is committed to eliminating the adverse affects of stress amongst its employees, recognising that what is best for its employees is also best for the organisation. Kent Union will:

19.3.1 Work with staff to identify pressures at work that could cause high and long-lasting levels of stress

19.3.2 Work with staff to identify strategies to reduce pressure at work

19.3.3 Monitor and review strategies to reduce pressure

19.3.4 Involve staff in identifying long-term strategies to reduce pressure at work

19.4 The first step in eliminating stress is to identify stress amongst staff. Managers in particular must look out for symptoms of stress amongst their staff. Symptoms include:

19.4.1 Changes in a person’s mood or behaviour, such as deteriorating relationships with colleagues, irritability, indecisiveness, absenteeism or reduced performance

19.4.2 Increased consumption of alcohol, tobacco, caffeine and/or possibly illegal drugs

19.4.3 Complaints about their health, for example frequent headaches

19.4.4 Increased sickness absence from work

19.4.5 Deterioration in timekeeping

19.4.6 Reduced quality of work

19.4.7 Increased number of complaints from customers

19.5 Staff have a responsibility to inform their manager if they are suffering from pressure at work and/or work-related stress. Managers must treat this information as confidential, although they may need to discuss strategies to overcome the pressure/stress with their manager, the Union’s Safety Officer and/or HR Manager.

19.6 Staff (particularly managers) should be aware of common work-related stressors. Through awareness of these common stressors, staff will be more likely, in conjunction with their manager, to be able to prevent stress occurring.

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19.7 Kent Union is committed to facilitating a healthy work-life balance for its staff. As such, the Union has introduced a Flexible Working, Reward and Recognition Policy.

19.8 The University’s Counselling Service offers free counselling to staff, which may help alleviate problems associated with excessive stress.

19.9 The Union will provide stress management training where appropriate.

20.0 Smoking Policy

20.1 Smoking can cause serious damage to health, either through active or passive smoking. Kent Union recognises that some of its staff, customers and visitors will be smokers. However, the Union has an obligation to protect its staff, customers and visitors from the ill effects of passive smoking.

20.2 Smoking is not allowed in any of the Union’s premises. Smoking is not allowed within 5 metres of any building with the exception of our Licensed Trade Premises.

20.3 The Union will ensure that “No Smoking” signs are displayed prominently in all areas except those designated as smoking areas. Smoking is not permitted in vehicles that are leased, rented or owned by the Union.

21.0 Drug and Alcohol Use

21.1 Kent Union will also promote the benefits of a healthy lifestyle amongst its employees.

21.2 Drug and/or alcohol misuse can cause serious health problems and drug or alcohol abusers can be a hazard to themselves and others in the workplace.

21.3 The use of non-prescription drugs and/or alcohol whilst an employee is at work and “on-duty” is not permitted. An employee found to be consuming alcohol or taking non-prescription drugs whilst at work will face disciplinary action and may be dismissed for gross misconduct.

21.4 Employees should make themselves aware of the length of time that alcohol and/or drugs remain in a person’s blood stream after consumption, and ensure that they are not under the influence of alcohol or drugs when they come into work.

21.5 Kent Union recognises that the lifestyle imposed by a person’s job may greatly increase the risk of alcohol or drug abuse and that stress (also see Section 19.0 above) may be a contributory factor in an employee misusing alcohol or drugs. Kent Union recognises that if the problem is ignored, eventually the person’s job may be at risk.

21.6 Kent Union will therefore attempt to identify employees with a drink or drug-related problem at an early stage and provide assistance in overcoming the problem. Such assistance may take the form of counselling, informal mentoring, referral to a specialist and/or altering the employee’s duties and/or work pattern.

22.0 Home working policy

22.1 Kent Union is committed to providing flexible working conditions for its staff, wherever this is practical. Allowing staff to work from home from time to time is one of the means of meeting this commitment. This section deals with the Health and Safety implications of staff working from home and the Union’s obligations under Health and Safety legislation.

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22.2 Staff working from home (see Appendix 8 – home workers checklist) are protected by legislation, specifically the Health and Safety at Work etc. Act 1974 (HSWA) and the Management of Health and Safety at Work Regulations 1992.

22.3 The key point of the legislation is that Kent Union is responsible for the Health and Safety of its staff, whilst they are working from home on Union business, during their working hours. As such, the contents of the Union’s Health and Safety Policy apply equally to a staff member working on Union premises, as to a staff member working from home.

22.4 Normally, home-workers will be using a computer to carry out similar tasks to those conducted on Union premises. As such, particular attention must be paid to the use of Visual Display Units (see above).

22.5 The staff member working from home should refer to the home-working checklist which must then be discussed with the staff member’s line manager. If the checklist identifies risks/hazards, these must be addressed before the staff member can begin working from home. Risks/hazards may be addressed through altering the position of the staff member’s workstation, tidying up trailing wires, altering their seat, etc. However, more serious risks may only be overcome through the Union investing in new equipment. Whilst consideration will be given to this, it may not always be possible for the Union to meet the financial obligations necessary to make an employee’s home safe for home working.

22.6 The risk assessments and any action required to make an employee’s home safe for home working must be recorded and stored by the Director of Central Services.

22.7 Periodic checks on each home-worker’s workstation will be carried out; these should take place at least once every year.

23.0 Sports clubs and societies

23.1 The provision of sporting, social, academic and religious activities through Union clubs and societies is a key function of Kent Union. The Union is committed to ensuring the health, safety and welfare of all members of Union clubs and societies. Inevitably, there are risks associated with sports clubs and societies. This section details how these risks will be identified and minimised.

23.2 Responsibility for the Union’s clubs and societies lies with the Director of UMSA and GraduateEmployability. Responsibility for implementing the Health and Safety policy in the Union’s sports clubs and societies is delegated to the relevant Student Activities staff.

23.3 Each club/society elects officers to oversee the running of said club/society. These officers also have a responsibility to ensure that their club/society is run in accordance with the Union’s policies, including the Health, Safety and Wellbeing Policy.

23.3.1 Club/society officers will be expected to conduct risk assessments for their activities, equipment and any trips that they organise. Assistance in managing the Health and Safety of their club/society will be provided by the relevant staff under the responsibility of the Director of UMSA and Graduate Employability.

23.3.2 The Union will provide training in Health and Safety for club/society officers. It is mandatory that at least one officer attend this training each year. Failure to attend will result in the club/society’s budget being frozen.

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23.4 Many clubs/societies organise trips away for their members, these may be mountaineering trips, visits to museums, sports tours abroad, trips to conferences, etc. These trips represent one of the main risks for clubs/societies and as such strict procedures are in place to identify and minimise such risks. Prior to any trip, the club/society must complete a Trip Registration Form and risk assessment, available from the Student Activities Centre. (see Appendix 9, pre-trip form, trip registration form, trip participant details).

23.5 Clubs/societies using their own drivers, either in Union minibuses, private vehicles or hired vehicles should ensure that enough drivers are available for long journeys. As a minimum, 1 driver must be available for each 2 hours of driving time. Drivers should rotate every 2 hours.

23.6 Many clubs/societies possess equipment relevant to their particular activity; this may be rowing boats, sub aqua equipment, tennis balls, videos, books or electrical equipment. Equipment represents another risk for clubs/societies and as such, the following procedures must be adhered to:

23.6.1 All equipment must be purchased through the Union, in accordance with its financial procedures. All equipment must be logged with the Student Activities Supervisor.

23.6.2 Where practicable, equipment must be stored in Union premises. If not possible, storage conditions must be discussed with the Student Activities Supervisor.

23.6.3 All sports equipment must be thoroughly checked to ensure fitness for purpose, at least annually, by an officer of the club and the Student Activities Supervisor, written records of these checks must be kept.

23.6.4 All sports equipment should be checked for fitness for purpose each time it is used. In particular, equipment used for ‘dangerous’ sports such as mountaineering, sub aqua, parachuting, etc. must be thoroughly checked each time it is used and in line with national sport bodies recommendations.

23.6.5 An independent insurer must check specialist sports equipment, e.g. diving or climbing equipment, on an annual basis. National Governing Body guidelines must be followed.

23.7 On an annual basis, each club/society will be required to complete a risk assessment form for their activity and for the space in which they will be conducting their activities. The completed risk assessment forms must be reviewed by the Student Activities Supervisor and Facilities Manager. Strategies to address any risks that have been identified must be developed and implemented.

24.0 Volunteers

24.1 The Union co-ordinates volunteering opportunities in the local community for students and staff. Most volunteering opportunities are provided through another organisation, which acts as the ‘placement provider’ and as such has a responsibility to ensure the Health and Safety of volunteers whilst on their premises.

24.2 The Union will ensure that adequate Health and Safety management procedures are provided by the ‘placement provider’, including the completion of risk assessments, Health and Safety training and record keeping.

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24.3 All placement providers ensure that volunteers are supervised during volunteering. Placement providers also complete a consent form stating that they are responsible for ensuring the Health and Safety of the volunteers and for supervising their activities.

24.4 Where necessary, placement providers or Kent Union will organise Police Checks of volunteers to ensure their suitability to work with children and/or vulnerable adults.

24.5 Volunteers are never on their own whilst volunteering and where reasonably practical should not travel to and/or from their placement provider on their own.

24.6 To ensure the safety of volunteers whilst travelling to and from the placement, public transport costs will be reimbursed by the Union, if any of the following apply:

24.6.1 The journey is of more than 1 mile

24.6.2 The journey will take place after dark

24.6.3 The volunteer will be travelling on their own

25.0 Lone Working

25.1 There are areas within the Union where staff may be required to work in isolation. In the majority of cases this will be without significant risk (e.g. persons working alone in offices where appropriate safety precautions are in place). However, there will be occasions when this is not so. Working alone can introduce or accentuate hazards (e.g. lack of assistance if needed, inadequate provision of first aid, sudden illness, violence from others, emergencies, failure of services and supplies, etc.).

25.2 Lone working is intended to cover all work proposed to be undertaken alone where the risk to the lone worker may be increased either by the work itself, or by the lack of on-hand support should something go wrong. Managers shall ensure that all lone working activities are formally identified and appropriate risk assessments undertaken, which identify the risk to lone workers and the control measures necessary to minimise risks, as far as reasonably practicable.

26.0 Useful Links

26.1 The Union encourages staff to use the University Safety Office web-site http://www.kent.ac.uk/safety on a regular basis and to read the various policy documents and guidance notes contained on the site.

26.2 British Safety Council https://www.britsafe.org

27.3 HSE Website http://www.hse.gov.uk

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http://www.hse.gov.uk/

https://www.britsafe.org/

http://www.kent.ac.uk/safety


Appendix 1 - Training Commitment

New Staff – First Day First DayAll staff members will receive on their first day of employment or introduction to a new premises, a full orientation of the premises ensuring that the following is included as a minimum:

a) Fire/Serious Accident Emergency Proceduresb) First Aid arrangementsc) Location of welfare facilities (toilets, staff room etc)d) The organisations arrangements for smokers

Covered at Induction – first 3 months of employmentAll staff members will receive , within their induction, a full overview of health and safety within the work place ensuring that the following is included as a minimum:

a) The Health and Safety at Work Act 1974. Including the employers and employees responsibilities under the Act

b) Reporting accidents and incidentsc) Safe Manual handlingd) Good Housekeeping

Department Inductiona) Job specific health and safety procedures and requirementsb) The Control of Substances Hazardous to Health (COSHH) regulationsc) Identify within the induction any extra health and safety required within the role

e.g. stock room coordinators will need certificated manual handling training

Health and Safety Training within first 6 monthsa) Fire and Safety Awareness Trainingb) DSE Assessment

Commercial Services Student Staff

Food HygieneAll Supervisors/Licensees working in Retail, Woody’s Bar, Rutherford Bar, The Library Cafe will have to complete the Food Hygiene Level 2 Training within 2 months of them becoming a supervisor/licensee.

Half Day Emergency First AidAll of our Student Supervisors and Licensees attend this training course which outlines the skills required for first aiders in lower-risk workplaces to manage first aid calmly and confidently. The Health and Safety (First Aid) Regulations 1981 require all employers to provide adequate and appropriate equipment, facilities and personnel to enable first aid to be given to employees if they are injured or become ill at work.

Half Day Health and SafetyThis training is specifically tailored for Kent Union student Supervisors and Licensees and is carried out by the University of Kent Safety, Health and Environment Department. All employees must take reasonable care for themselves and their colleagues in the workplace" and "Kent Union has a legal obligation to their employees to have in place policies, procedures and trained personnel in order to meet legal requirements".

Commercial ServicesCareer Supervisors/Licensees/Chefs

Manual Handling TrainingStaff will complete this online training within the first 1 month of their employment.

Food HygieneAll Career Supervisors/Licensees/Chefs will complete the Food Hygiene Training Level 3 within 6 months of them being in the position.

First Aid at Work CertificateAll Career Supervisors/Licensees/Chefs will complete this training within the first 6

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months of their employment.Fire, Emergency Response Staff will complete this training within the first 6 months of their employment. This training is specially for fire marshals, it is imperative that we equip them with the necessary and legislative training in order to enable them to not only carry out varies duties in emergency evacuations, but also to be the “eyes and ears” for fire safety locally. This fulfils requirements of legislative guidance and supports management in discharging their responsibilities for fire safety.

Managers All Managers will achieve a recognised Health and Safety qualification (IOSH Managing Safely Certificate) within 1 year of becoming a manager at Kent Union.

This training course ensures that safety requirements are appreciated by staff employed as line managers and to enable them to review their own departmental systems for safety, introducing new controls or implementing changes as appropriate to ensure safety in the workplace. The training course enables managers to promote good business practice and provides a framework to ensure health and safety management skills are an embedded part of Kent Union’s Management Team.

Supervisors All Supervisors will achieve a recognised Health and Safety qualification (IOSH Supervising Safely Certificate) within 1 year of becoming a supervisor at Kent Union.

This training course is an intermediate-level course aimed at improving the safety knowledge and practical safety skills of those who directly control other people either in the workplace or out ‘in the field’. The aim is to provide supervisors with a better understanding and awareness of what to do and when to do it; when to take action and when to step back; how to support good safety practice in others in a constructive and supportive way. In short - how to be the kind of supervisor who plays an active part in helping prevent others from getting hurt and who takes a constructive role in achieving a positive safety culture.

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Appendix A2 – Work-related ill-health report form

About you

Surname …………………………………………………….. Forenames………………………….. …………………………………..

Sex: M F Date of Birth D D / M M / Y Y

About your ill-health

Please provide details of the ill health & related sick leave ……………………………………………………………………………

……………………………………………………………………………………………………………………………………………………………………….

……………………………………………………………………………………………………………………………………………………………………….

Please provide details of the work thought to be related to ill health…………………………………………………………….

……………………………………………………………………………………………………………………………………………………………………….

……………………………………………………………………………………………………………………………………………………………………….

………………………………………………………………………………………………………………………………………………………………………

Signature ………………………………….. Date D D / M M / Y Y .

For Management use

Comments regarding investigation of cause of ill health ……………………………………………………………………………….

………………………………………………………………………………………………………………………………………………………………………

………………………………………………………………………………………………………………………………………………………………………

What action has been taken to alleviate problem? ………………………………………….…………………………………………….

……………………………………………………………………………………………………………………………………………………………………….

……………………………………………………………………………………………………………………………………………………………………….

……………………………………………………………………………………………………………………………………………………………………….

Manager’s name ……………………………………………………………………………………………………………………………………………

Signature ………………………………….. Date D D / M M / Y Y

Director of Central Services comments ………………………………………………………………………………………………………………………

Signature ………………………………….. Date D D / M M / Y Y

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Appendix A3 – Types of Fire Extinguishers

type old standard new standard mode of action use on DO NOT use on/in

Water Mainly by cooling the burning material

Fires involving wood, paper, textiles, etc.

Fats, oils, flammable solvents or live electrical equipment

Carbon Dioxide

Smothers flames by displacement of oxygen - little or no cooling action.

Fires involving live electrical equipment or flammable liquids

Confined spaces

Foam

Smothers flames by forming a film over the burning surface - some cooling action.

Fires involving fats, oils, flammable solvents

Live electrical equipment

Powder Smothers flames but no cooling action. Any fire

Fire blanket

Usually white blanket in red or red-lettered container

Usually white blanket in red or red-lettered container

Smothers flames.

Small contained fires e.g. in beakers, chip pans, etc. Fires in clothing

Appendix A4 - Instructions for the Building Fire Marshall

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http://www.ukc.ac.uk/safety/images/firesa1.jpg


These instructions should be distributed to all Building Fire Officers and should be kept in an accessible point near to the main entrance of each building.

Action to be taken during an emergency

1. Upon hearing the fire alarm, make your immediate work area as safe as possible by closing windows & doors, turning off equipment, etc. and go to the main entrance of the building by the nearest safe route. This may require going around the outside of the building.

2. Take charge of the evacuation and check whether the Fire Brigade has been called. If not, or if there is any doubt, send someone to the nearest safe telephone to dial 3333 and report the fire.

3. Direct those leaving the building to the assembly point.

4. Ascertain if possible where the fire is located. If the building has a fire panel, this will show the source of the alarm.

5. Direct Door Wardens, if used, around the outside of the building to guard all entrances. Stress that no one - except a fire fighter - is to enter the building until the all clear has been given.

6. When the Fire Brigade arrives, give them as much information as possible, particularly, if known, the location of the fire.

7. When the all clear for the building has been given, inform the Door Wardens that the emergency is over and tell the people at the assembly point they can return to the building.

8. Ensure that the building's fire alarm system has been re-set.

Action to be taken after the emergency

1. Record the event on the appropriate Report form i.e. an Accident Report Form (green) if it was a real fire or a Fire-related Incident Form (pink) if it was a false alarm.

2. Ensure that the use of any fire-fighting equipment is reported to the appropriate person so that it can be replenished or replaced.

Appendix A5 - Building Fire Assembly PointsFire assembly points should be clearly signed, including the number, which building the point serves and that it is a Students’ Union Fire Assembly PointFire assembly point information should also be included on signs in each buildingBuilding Number LocationMandela 24 Eliot Car Park (at the rear of the car park)John Locke 24 Eliot Car Park (behind the shop)Essentials – Staff 24 Eliot Car Park (behind the shop)Essentials – Customers 24 Eliot Car Park

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The Venue – Staff 38 The Plaza (Opposite Essentials)The Venue – Customers 38 The Plaza (Opposite Essentials)Woody’s Bar – Staff 3 Car Park (as far from building as possible)Woody’s Bar – Customers 3 Car Park (as far from building as possible)Essentials Park Wood - Staff 3 Car Park (as far from building as possible)Essentials Park wood Customers 3 Car Park (as far from building as possible)Rutherford Bar 18 Follow procedures for Rutherford CollegeNursery 27 Keynes Car ParksCSR Studio Eliot College

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Appendix A6 – Guidance notes on safe manual handling

To be displayed on staff notice boards

Tips to prevent accidents, injuries and damage:

Examine the object - Determine its weight and look for sharp edges. All loads that are heavy or awkward should be marked. Check to see if the load is stable and equally distributed.

Plan the job - Check with your manager on safe systems of work. Plan a route that’s free from tripping/slipping hazards; know where the object will be unloaded & plan rest stops along the way.

Get a good grip - Decide in advance how to hold the object. Protect your hands & feet by grasping the load firmly. If you wear gloves to prevent cuts or burns, make sure they fit properly.

Get help - Get help if you have any doubt about moving an object by yourself.

Wear the right equipment, this may include: Anti-slip safety shoes A hard hat Safety goggles A respirator Protective gloves Durable clothing (loose enough for free movement, but tight enough to avoid snags)

Rest, or rotate tasks - Avoid becoming overtired. Frequent lifting, lowering and moving are demanding work, and can result in cumulative stress.

Lift with your legs - Assume a comfortable stance; lift smoothly, keeping the load close to you. Avoid twisting your body as you lift, move your feet instead. Minimise lifts above your shoulders or below your knees.

Keep hands ‘in the clear’ - Be careful not to crush fingers when unloading.

Lifting (Practise these methods whether lifting a shopping bag or moving goods)

One-person lift (‘squat lift’) Think before doing anything. Stand as close to the load as possible. Spread your feet to create a stable base (slide the load close if

it’s on a shelf). Bend your knees and keep your back in a natural line. Don’t bend your knees fully, as this will leave

little power to lift. Grasp the load firmly and hold the load close to the centre of your body. Raise your head as you start to lift. Lift with your legs. Use your leverage, momentum, balance and timing for a smooth action.

Alternative lift (when not possible to bend your knees or get close to the object) Stand close to the object (or person) to be lifted. Bend your knees if you can – or brace yourself by putting your knees against a solid object. Use an arm

as a supporting strut if this helps. Bend at the hips, keeping your head and back in a straight line. Lift gradually, using legs, buttocks and stomach muscles.

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Keep the load close to take full advantage of the mechanical leverage of your body. Keep your arms tucked in to prevent injury or fatigue to your neck or shoulder muscles. Don’t change your grip on the load unless its weight is supported. Avoid twisting your body or stooping, bending or leaning back. If you must change direction, move

your feet instead Don’t block your vision by carrying too large a load. Use a mechanical aid, or get help. Face the spot the load will rest on by turning your feet and whole body in that direction.

Unloading (Be as careful setting down the load as you are when lifting)

Bend your knees to lower the load. Keep your back straight and the load close to body. Be careful with fingers and toes. Allow enough room for them when the load is set down. Slide the load into tight spaces – it’s much easier and safer than trying to lift it. Place the load on a bench or table by resting it on the edge and pushing it forward with your arms and

body. Be sure the load is secure, wherever you place it, make certain it won’t fall, tip over roll, or block

someone’s way.

Special lifts

One-arm loads (These are not a good idea but, if they cannot be avoided): Brace your body with the opposite arm, if possible. Reach for the load – bend your knees and waist, and keep your back straight. Grasp the load firmly (use a handle if possible). Lift with your legs, using the free arm for balance. Keep your shoulders level – switch hands regularly. Divide the load if possible.

Team lifts Work with someone of similar build and height, if possible. Choose one person to call the signals. Lift from the hips at the same time, and then raise the load to the desired level. Move smoothly and in unison.

Awkward objects Stand over one corner of the load, with your feet comfortably apart. Grasp the bottom inside and top outside corners. Bend your knees and lift, keeping the same grip. Seek advice if you have any doubts.

Overhead lifts

Lifting to a high place Lighten the load if possible Stand on something sturdy, with one foot in front of the other, unless using a stepladder. Use a mechanical aid or get help if the load is awkward or heavy.

Lowering from a high place Test the load’s weight by pushing up on it. Check to see if the load will shift when you lift it. Check to make sure there isn’t anything on top of the load that could fall of when you lift it. Stand as close to the load as possible. Grasp the object firmly, sliding it down your body.

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Use a mechanical aid or get help it necessary.

Pushing and pulling safely

For either movement remember: Stay close to the object. Get a good grip on it. Keep your back straight, stomach in, knees bent and elbows in. Lean in the direction you’re pushing or pulling. Watch out for obstructions.

Special objects require special handling

Barrels, drums and kegs - Roll a heavy barrel if you move it by yourself – rocking will help get it started. If you must move it on end, use a mechanical aid or get help.

Boxes and cartons - Grasp opposite bottom corners, and keep the object close to the middle of your body. Keep your arms as straight as possible.

Sacks - Carry the sack on your shoulder, braced by your hand on your hip. Or hold it at opposite ends, resting the load against your hip and stomach. Use extra care with slippery plastic sacks.

9. Manual Handling Rules

Notify your manager of any medical conditions that could affect your ability to handle loads

Report any hazards or potential hazards to a manager at once

Know yourself and your limits and when to get help

Know how to move materials

Use mechanical aids and other safety equipment provided

Always make sure you have enough space in which to work

To avoid injury, do warm-up exercises before lifting

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Appendix 7 - Display Screen Equipment Users

The principal risks relate to musculoskeletal problems, visual fatigue and mental stress. Long hours of intense work with badly designed equipment can cause one or more of these problems in a minority of users. Problems such as eyestrain are short-term in nature and unlikely to have continuing consequences for long after the work has ceased. However, musculoskeletal problems caused by rapidly repeated keying or bad posture, for example, can have long-term effects and may be difficult to rectify.

A workstation is defined as the display screen equipment itself, printer, desk, chair, telephone, etc. and the immediate work environment. Your workstation and work practices must be analysed to assess the risks involved with the work.

An assessor will carry out an assessment of your workstation and if the assessment shows that changes to the workstation or work practices are required to reduce any risk, then the appropriate remedial action must be taken. This might be action by you or your manager.

Problems related to display screen work are usually the result of poor working practices over a considerable period of time. Following simple rules about the set-up of your workstation and the organisation of your working day is often sufficient to prevent ill-health effects.

There is no such thing as an "ideal posture" but sitting upright with the lower back supported and the feet resting on a firm surface will help reduce the possibility of muscle tiredness; changing your position regularly will also help. Work through the following steps to optimise your set-up:

Adjust the height of your seat so that your forearms are horizontal and your wrists straight when your hands are on the keyboard. Working in this position, with your elbows close to your body, minimises the risk of discomfort in your wrists, arms, shoulders, neck or back. Many workers find a wrist rest placed in front of the keyboard helpful; a wrist rest can also be helpful when a lot of mouse work is carried out. If your feet are not comfortably on the floor or there is pressure on the back of your thighs from the seat edge, use a footrest.

Adjust the position of your backrest so that it supports your lower back. Use it properly by sitting right back in the chair - avoid slouching or sitting on the edge of the seat.

Adjust the position of your screen to avoid neck and shoulder pains caused by viewing at the wrong angle. Usually, the most comfortable position is looking down at the screen at an angle of 15 degrees. You may need to remove the monitor from the top of the processor or, alternatively, raise it to obtain the best viewing angle for you.

Remove obstacles from underneath your desk so that you can sit upright.

If you are working from a hard copy, use a document holder to avoid leaning forward to read text.

One of the causes of tired eyes and headaches at the end of the working day is difficulty in reading the screen. Apart from problems with your vision this could be due to a number of factors such as reflections on the screen, inadequate contrast on the screen between characters and background, and poor lighting. Use the following advice to reduce the likelihood of problems developing.

Arrange your monitor so that it is at the correct viewing distance (usually 40-60cm from the eyes). As your eyes tire through the day, you may need to re-adjust the screen position.

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Check for reflections on the screen from the window and overhead lights and adjust the screen angle and position if necessary to remove them.

If possible, sit with the screen at right angles to the window.

Adjust the brightness and contrast to optimise the display. If necessary, re-adjust during the day as lighting conditions change. If artificial lighting levels are too high, turn off lights (but you might need local desk lighting for your hard copy). Use blinds or curtains if available to reduce unwanted natural light.

Keep the screen clean with a proprietary cleaner.

Organisation of your work and workstation

Arrange your workstation so that you do not have to twist or bend unnecessarily. Keep your work area free from clutter but have within easy reach those things you use frequently.

Use a document holder close to your monitor and adjust it to match the screen height. This will reduce re-focusing of the eyes between the screen and document and hence reduce the likelihood of eyestrain. It will also reduce repeated head and neck movements that might cause muscle ache and pain.

Organise your work so that spells at the screen are interspersed with other jobs; leave the screen before you feel tired.

If your job consists only or predominantly of screen work, you will need to take periodic breaks to prevent fatigue. Short, frequent breaks away from the screen and before you become tired will be more beneficial than occasional, longer breaks.

During work breaks get out of your seat and stretch and relax your limbs and back. Relax your eyes by looking into the distance. If you have spent a long period at the screen, avoid hand and wrist movements and don't read fine print if your eyes feel tired.

Use of a mouse

Mouse work, because it concentrates activity on one hand and arm, may cause aches and pains in your fingers, hands, wrists, arms or shoulders. Some people find that using a mouse-substitute such as a trackball or a pressure-sensitive pad is beneficial in relieving such symptoms. Changing from right-handed to left-handed use (and vice-versa) may also be helpful as can using a differently shaped or sized mouse. The following advice should be noted.

Position the mouse or mouse-substitute within easy reach so that you do not have to work with your arm stretched. Move the keyboard out of the way, if possible.

Support your forearm on the desk or with an appropriate armrest. Use a wrist rest if necessary to keep your wrist straight.

Don’t grip the mouse too tightly and keep the action of your fingers as light as possible.

During short pauses in mouse use, let your arm hang straight down.

Use of a portable computer.

Because of its smaller screen and keyboard, a portable computer is less comfortable to use for

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prolonged periods than a normal desktop computer. The advice given above about sitting comfortably, minimising reflections on the screen and taking frequent breaks if the work is prolonged should be followed. If a portable computer is used regularly for long periods within an office, serious consideration should be given to using it attached to a full-sized monitor and keyboard.

Pregnancy and VDU work.

In the past, there have been worries that pregnant women who work with VDUs are at an increased risk of miscarrying. However, research has shown that even those who habitually use VDUs are no more likely to have a spontaneous abortion than non-users. It is known, however, that anxiety and stress can cause complications and anyone who is pregnant and concerned about her work should discuss it with her Department Manager or Personnel Manager.

Payment of eye-sight tests and appropriate spectacles

This policy only covers the employer’s obligations under the ‘visual fatigue’ section of Health and Safety (Display Screen Equipment) Regulations 1992 for payment of eyesight tests and spectacles. It is based on the University of Kent at Canterbury policy regarding the use of Display Screen Equipment January 1996.

Definitions

- ‘Display Screen Equipment’ (DSE) means both conventional display screens (as found in most personal computers and work processors) and other display processes. Display screens on scientific equipment such as spectrometers and oscilloscopes, if they are intensively monitored, are included as are control screens on security cameras, etc.

- ‘Users’ are those employees who habitually use DSE for a significant proportion of their working day.

- ‘Basic Spectacles’ (Spectacles) are those spectacles with no optional extras e.g. with designer frames or lenses with optional treatments not necessary for display screen work.

Procedure for Eye and Eyesight Tests

- The User should request an eye and eyesight test form (attached) from the Personnel Administrator and book an appointment. The form is for the User/Optician to complete.

- The User must return the completed form to the Personnel Administrator with any receipts who will arrange the following payments as appropriate.

Costs and Payments:

- The cost of the eyesight and eye examination (currently around £15.00). The Union will pay for up to one test per year.

- The cost of spectacles dispenses specifically for DSE. The User can reclaim up to a maximum of £50 x VAT towards the cost. The Union will not pay for spectacles required due to natural yet fatigue and not specifically for DSE work inside working hours. The Union will not pay for replacement spectacles due to the loss or breakage of the Users existing pair or if the prescription has not changed.

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Eye and eyesight test

Name: Dept:

Note to User: This form is to be taken to the Optician for completion and then returned to the General Manager you will be given a copy for your information.

Name & address of Examining Optician: Result of Examination:

Are corrective appliances required specially for display screen work and

has a prescription been issued? (Please tick)

Yes No

Date of Examination: Date re-examination due:

Cost of examination: Signature of optometrist, on behalf of Optician:

Name & Address of Dispensing Optician:

I confirm that corrective appliances which include lenses necessary for display screen work have been dispensed (maximum

claim £50.00 + VAT – receipts attached).

Cost of: Lenses: Frames:

I hereby confirm that the information supplied above is accurate and correct.

Name of User: Signature of User:

Approved by General Manager – Signature: Date:

Total amount of reimbursement to User:

Appendix A7- Ideal Posture when using VDUs

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Appendix - Home workers ChecklistName of employee……………………….………………………………. Date…………………………………………………………………………..

This risk assessment must be completed and discussed with your manager BEFORE you start to work from home. The aim of the assessment is to identify any hazards to you working from home and agree strategies to minimise the risk of these hazards to you.1.0 Is your computer set up in accordance with the guidance shown in Section 11 of the Health and Safety

policy? YES NOIf not, what action must be taken to address the hazards identified? ……………………………………………………………Does the chair for your workstation comply with the guidance shown in Section 11 of the Health and Safety policy? YES NOIf not, what action must be taken to address the hazards identified? ……………………………………………….…………..……………………………………………………………………………………………………………………………………………………………………...

2.0 Is the lighting for your workstation adequate? YES NO3.0 Are there any trailing cables that could be hazardous? YES NO4.0 Are there any other hazards associated with the work that you will be conducting at home?

YES NOIf yes, please detail them here……………………………………………………………………………………………………………………….

For your Manager’s useAre there any risks associated with this employee working from home? YES NOIf yes, how have they been addressed? ………………………………………………………………………………………………………………………….……………………………………………………………………………………………………….……………………………………………………………………………….Are you happy for this employee to work from home once any action required has been taken?

YES NOManager’s Name………………………………… Signature………………………………………………………………………………………………………….PLEASE RETURN TO THE DIRECTOR OF CENTRAL SERVICES

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Appendix A12 – Pre-journey checklist

This form must be completed in full and

returned to the Sports Centre Reception and exchanged for the Drivers Pack and Journey Log.

Registration Number:

Note any damage to the following areas, include position details where necessary (i.e. Exterior: 10cm scratch through paint on driver door):

Exterior Mirrors GlassWheelsSpare wheelInterior

Check that the following are working and no warning lights are showing:BatteryOil/waterWipersLightsIndicatorsHornBrakesSteeringSeat beltsHeating

Check that the following are in the minibus:Fire ExtinguisherFirst Aid Kit

Do not sign this form if you cannot complete the checklist (if you cannot complete the list, you cannot take the bus and must find an alternative means of transport. This is done for your safety.)

By signing this form you agree to take responsibility for the bus and its passengers, to return the vehicle in the condition you take it in and to not receive payment for driving the vehicle

Signature of driver: Date:

Clubs and Societies that do not return this form before leaving campus will be refused use of the minibus for 6 weeks.

Club/Society Name:Trip Organiser:E-mail: ________@ukc Phone no:

Trip dates / / to / /Departure time:Return time:

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Appendix A15 – Trip Registration FormThis form must be completed in full prior to any trip organised by a Students’ Union sports club or society

1. Destination (Name plus full address or accurate site details)

2. Accommodation Name & address Tel.

3. Details of Trip (e.g. what type of activities, training, match, competition, social)

Transport booking request: Small Coach Large coach Hire Car Minibus Private Car Trailer

Drivers Names Car registration numbers (if applicable)

Sections 4-7 need only be completed by Clubs/Societies doing any sporting or outdoor activities

4. Activity leaders Names Experience/Qualifications

5. General level of experience of activity within group (see over for guide)

Number of participants who are: Novices Intermediate Experienced

6. First Aid cover provided by (tick) *Names & qualifications of club first aiders VenueClub*Venue and club*

7. Checklist (tick) 8. Information given to Participants (tick)First Aid Kits available Purpose & nature of tripSuitable club equipment available Personal clothing & equipment neededSuitable leaders available Departure time & placeInformation on site conditions & weather available Level of experience neededEmergency procedures in place Itinerary (Please attach copy)

Trip participant details (this must be completed for ALL trips)

Club/Society Name:Trip Organiser:E-mail: ________@ukc Phone no: Trip dates / / to / /Departure time:Return time:

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No. Name of member University ID card number

University Address Emergency contact (name, family/friend, phone number)

Trip Leader

Minibus Driver

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Guide to completing trip registration forms

The timescale for trip registration is as follows: 0 nights away - at least 3 working days before. 1 or more nights away - at least 7 working days before. Outside the UK - at least 1 calendar month.

The sections that need completing in full will depend on the activities and length of time the trip lasts. E.g. an overnight sporting activity will need all sections completing, an evening social will not need accommodation, activity leaders, first aid or checklist. Complete as much as is necessary.

1. Destination If this is a building or playing fields give the full name and address. If it is an ‘outdoor’ trip give as much detail as possible about the areas where your activities will take

place. This may depend on the length of time that the club is away. E.g. Weekend trip - Grey Corries from Spean Bridge or Nether Wasdale in the eastern Lake District.

2. Accommodation If this is in an isolated position give the grid reference.

3. Details of Trip If the trip is a tour or lasts over 2 days, attach the itinerary that will be given to participants. For short trips or those with a fixed base, give details such as Rock climbing and/or scrambling; BUSA

first team match; Competing/watching Cheddar Challenge Mountain Biking. All of the activities must be included.

Circle the transport you plan to use & attach a booking form for coaches, minibus and hire cars

4. Activity Leaders All sporting and outdoor activities must identify these people. They must have the experience and ability to provide the highest standard of leadership as is

reasonable in all circumstances.

5. General level of experience within group This is aimed at all sporting and outdoor activities. Consideration must be given to experience of the environment that the activity is taking place in as well

as experience of the activity itself. This is especially true of outdoor activities. Activities must only be undertaken that are within the capabilities of the group. Trip organisers and activity leaders need to be as sure as possible of participants experience levels. The

three categories are designed to give an indication of the skill levels on the trip.

Novice - new to the activity/situation and requires direct supervision Intermediate – doesn’t require constant supervision & is technically competent to moderate level.Experienced - able to give suitable supervision and is technically competent to a higher level.

6. First Aid You must show who is responsible for first aid and give names and level of qualification

7. Checklist All sporting and outdoor activities must address these points where relevant and pass on the

information to the participants.

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8. Information for participants All trips must provide these details to their members.

9. Trip Participant Details (separate sheet) All trips, no matter what length, must provide these details and hand this part in when collecting

minibus keys or before departure by all other means.

10. Risk Assessment of Trip (separate sheet) All trips must complete this, even if the risk is considered to be minimal

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