St Chad’s Health and Safety Policy, Organisation and Implementation
St Chad’s College is solely responsible for the management of the premises which it occupies and also for the services it provides.
The Health and Safety at Work etc Act 1974 requires the College to publish a statement of policy with respect to health and safety at work of members of the College, and to publicise the existing organisation and arrangements for carrying out that policy.
It is the policy of the College to ensure, so far as is reasonably practicable, the health, safety and, where appropriate, welfare at work of all its staff, students and other persons who may visit College premises, use its facilities or services, or be otherwise affected by its activities, in accordance with the relevant statutory requirements.
The College will therefore conform to all legal requirements and appropriate Codes of Practice, guidance, etc., and will take any reasonable measures considered necessary to manage its affairs to ensure compliance with this policy.
In particular the College will, so far as is reasonable practicable:
Provide and maintain plant and systems of work that are safe and without risks to health.
Make arrangements for ensuring the safe use, storage, handling and transport of articles and substances that are inherently or potentially dangerous.
Provide comprehensive information, instruction, training, and supervision – with the object of ensuring the health and safety at work of every employee.
Maintain any place of work under College control safe and free from risks to health.
Provide and maintain a safe and healthy working environment, with adequate welfare facilities and arrangements.
Ensure that means of access and egress, to and from the place of work, are safe and free from risks to health.
Provide suitable personal protective equipment, where the risk cannot be adequately controlled by other means.
Regard students as employees for health and safety purposes.
St Chad’s College will ensure, so far as is reasonably practicable:
The practical application of this policy
That areas of responsibility for health and safety are delegated and defined as appropriate.
That a set of codes of practice, instruction manuals, list of procedures, standards, advice etc is collated; where they apply to this policy.
The provision of adequate technical, financial and human resources to enable effective implementation of this policy.
The health and safety of all persons other than employees that may be present on the premises, or affected anywhere by the activities of the College.
The policy statement is brought to the attention of all College employees.
That employees are aware of their own responsibilities to take reasonable care for their own health and safety, and that of others who may be affected by their activities or failure to act.
The College will provide means of consultation on relevant health and safety matters for all its employees.
Details of the College’s approach to risk-management can be found in Governing Body documents.
The policy will be reviewed annually, updated where necessary and any revisions brought to the attention of all College employees.
The Bursar is responsible for the implementation and monitoring of this policy.
ORGANISATION AND IMPLEMENTATION
The attainment of high and continually improving health and safety standards in all areas of College activities is the prime responsibility of the College Bursar.
Health and safety is considered to be an integral part of management functions and everyone supervising the work of subordinates carries responsibility for the health and safety of those who respond to them.
High standards of health and safety required call for continued commitment and intensive effort by everyone. All College employees have a personal responsibility to prevent injury to themselves and others and damage to equipment and buildings.
The College will seek to achieve high standards by enlisting the full support and commitment of all employees through effective communication, consultation and graining. The contribution of each and every employee to improve health and safety performance will be valued as essential to the successful running of College activities.
Within the premises occupied by the College, overall responsibility for health and safety rests with the Bursar, who is responsible for:
Carrying out the health and safety policy on a day-to-day basis.
Ensuring that all employees are competent to carry out their work and are fully aware of any hazards.
Monitoring health and safety performance on a regular basis.
Providing adequate information and publicity to support the health and safety programme.
Ensuring that safety inspections are carried out on a regular basis.
Ensuring compliance with all relevant legal requirements.
Ensuring that contractors are made aware of hazards and any procedures etc that they are required to follow.
Implementing the Health and Safety Policy Arrangements.
Ensuring that meetings of the College Committee are held at intervals not less than once per academic term, with additional meetings should these be deemed necessary.
The Line Managers and Supervisors are responsible for:
Familiarising themselves with the health and safety policy.
Ensuring that persons whom they supervise are adequately trained and aware of any hazards in their workplace.
Ensuring that all employees they supervise know what to do in the event of a fire or other emergency.
Ensuring that all employees they supervise know the whereabouts of first aid facilities.
Investigating all accidents promptly to discover the cause and eliminate recurrence if within their competence.
Ensuring that all safety rules are observed and that safety equipment is worn or used where appropriate.
Ensuring that all safety devices are always fitted and properly adjusted and maintained.
Ensuring that all defects in workplaces for which they are responsible are promptly reported and rectified.
Maintaining good housekeeping standards.
Considering representations about health and safety for other employees.
In addition to these general duties, the following post-holders have the following responsibilities:
The Clerk of Works, site-safety during repair work
The Electrical Safety Officer, portable electrical appliance testing.
The Fire Safety Officer, all aspects of fire safety
Accident Reporting Officer, all aspects of accident reporting and prevention.
The Catering Manager, all aspects of kitchen safety and food hygiene.
The Head Housekeeper, all aspects of cleanliness in the College.
Individual employees are responsible for:
Making themselves familiar with and conforming to health and safety procedures at all times
Wearing appropriate safety equipment and using appropriate safety devices as necessary.
Conforming to all instructions given by those with responsibility for health and safety.
Reporting all hazards, accidents faults, defects, damage etc to an appropriate member of staff.
Making suggestions to improve health and safety in the organisation to an appropriate member of staff.
Not misusing any plant, equipment or hand tools.
Taking a responsible attitude towards health and safety, to include having due care for themselves and others.
Following all manufacturers and suppliers instructions when using plan and equipment.
The College’s Senior Management Committee (SMC) deals with more immediate matters of safety; health and safety is a standing agenda item at every meeting.
The SMC’s terms of reference include:
Considering reports of accidents and other matters affecting health and safety at every meeting.
Considering reports of inspections and to make recommendations to improve standards.
ARRANGEMENTS
The following arrangements exist for making the policy effective. More comprehensive details on codes of practice, instruction manuals, lists of procedures, standards, advice etc is collated and contained in a separate health and safety file, located in the College Office.
This file includes the following documents:
The St Chad’s College Statement of Safety Policy
The St Chad’s College Safety Manual.
The St Chad’s College Food Safety Manual is stored in the catering Manager’s office.
Access and Egress
Cleanliness, freedom from obstacles and flammable material, freedom from damage by wear and tear and the presence of clear signs and notices will be ensured by:
all staff reporting faults, defects etc to their Line Manager.
the Line Managers entering details of faults, defects etc in the Health and Safety log, which is located in the Porter’s Lodge, which is checked by the Clerk of Works, and who arranges for remedial work in consultation with the Bursar.
Accident Procedures
All accidents shall be reported to the Clerk of Works, using the Accident and Incident Report Forms or the Fire Report Forms, supplies of which are kept in the Porter’s Lodge, under the control of the Clerk of Works.
The Record Form must be completed and signed. The Bursar and the Principal will both receive copies of the report, and the Bursar will investigate each accident to establish the cause and put into place action to prevent a re-occurrence. The incident and remedial actions will be reported to the SMC.
In addition to this procedure, under the Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 1995 (RIDDOR), certain types of injury and incident arising from work activities have to be reported to the enforcing authority. In the case of the College, this is the Health and Safety Executive (HSE). Severe accidents must be notified to the HSE at Newcastle immediately by telephone and within seven days a written report submitted using Form F2508. The Bursar is responsible for reporting to the HSE any accident or incident which is subject to the RIDDOR Regulations.
Bar and Cellar
In accordance with statutory requirements and the standards, procedures, etc. contained within the College’s Food Safety Manual, the following are the responsibility of the Bar Committee President.
Food hygiene and safety.
Liaison with the College Catering Manager.
Seeking advice from the University Health and Safety Office (if possible).
Liaison, when necessary, with the statutory authorities, specifically Environmental Health Officers and Trading Standard Officers.
Consultation
Great importance is attached to the resolution of health and safety problems as close to the place of work as possible. Day to day problems are dealt with by the Line Managers, with referral to and assistance from the Bursar, when necessary.
Contractors and Visitors
The presence and work of contractors on College-occupied premises is the responsibility of the Clerk of Works. Contractors are informed of relevant safety procedures, including:
- location of the fire fighting equipment;
- location of first aid boxes;
- fire and other emergency evacuation procedure;
- accident reporting procedure.
Any special hazards are brought to their attention before they commence work..
Working practices adopted by contractors are monitored by The Clerk of Works. Poor or dangerous practices are brought to the attention of the contractor’s management.
All contractors and Visitors must report to the College Office on arrival at the College.
Control of Substances Hazardous to Health (COSHH)
The Control of Substances Hazardous to Health Regulations 1994 require all employers to access and control the risks to health of all substances hazardous to health (which are widely defined). To assist this the Catering Manager and the Head Housekeeper will ensure that, for proprietary materials (e.g. cleaning agents), the suppliers’ hazard data sheets and instructions for use will be available to all staff.
The Clerk of Works, The Head Housekeeper, and The Catering Manager will carry out COSHH assessments for materials handled by staff under their control. These will be collated and kept with the hazard data sheets by the Clerk of Works.
The assessments must indicate the correct use of the material, the identified hazards and the personal protective equipment required by the user. The Bursar, in co-operation with the relevant suppliers, is responsible for providing information, instruction and training for staff and for ensuring that correct methods and Personal Protective Equipment (PPE) are used.
Disciplinary Procedure
Understanding and complying will all the health and safety procedures is of the utmost importance.
Failure to comply with these procedures, or tampering with any of the health and safety equipment may lead to implementation of the disciplinary procedure by the Principal.
Any person who intentionally or recklessly misuses, removes, interferes with or damages safety equipment (see definition below) is liable to prosecution under the Health and Safety at Work Act 1974 (or subsequent Acts).
It will be normal for an offender to be issued with a written warning after the first offence. If, after being formally warned the offender persists, he/she is liable to be reported to the Health and Safety Executive who may consider prosecution.
In cases of gross negligence or misconduct, there is no requirement for the issue of written warnings and those responsible are liable to be reported immediately to the Health and Safety Executive in addition to being dismissed.
‘Safety Equipment’ means any piece of equipment (e.g. a fire extinguisher or a first-aid box) or any part of a building (e.g. a fire escape, fire alarm or fire door) provided specifically in the interests of health, safety or welfare as distinct from other items or equipment, parts of buildings, etc. which have other purposes.
Display Screen Equipment
Each office, the Computer Room and the Library have display screens. Whenever such equipment is purchased through the University’s ITS Department, no assessment will be needed. Other equipment will need to be authorised by the College’s IT Officer (chiefly through purchasing itself).
Electricity and Electrical Installations
Work activities involving the use of electricity are carried out in accordance with the requirements of the Electricity at Work Regulations 1989. The Designated Electrical Officer (the DEO, who is one of the porters with electrical training) is responsible for compliance with these Regulations.
Fixed installations are operated and maintained to prevent electrical danger. Such installations are inspected and tested at regular intervals by the porters and by public officials, as necessary. A file is kept in the College Office documenting all areas covered by formal inspections and providing details of any areas of concern.
Records of all inspections and tests are maintained by the DEO.
Regular in-house visual inspections of College-owned portable electrical equipment are carried out by the DEO to ensure that cables are in good condition, plugs are correctly attached, the equipment is in good repair, and the grounding is appropriate. Any defects found are either fixed or are reported to the Bursar. In the case of student-owned equipment, the College does not conduct automatic PAT testing on student-owned equipment; nonetheless, students can request that particular items be tested, and cleaning staff are authorised to report any electrical equipment that looks suspect or is prohibited (i.e., toasters in bedrooms). Staff or students are, of course, prohibited from using defective equipment in College.
Equipment and Machinery (including Hand Tools)
Safe operation of equipment and machinery is the responsibility of The Clerk of Works, The Catering Manager, and The Head Housekeeper. Proper methods for the operation and maintenance and procedures to be employed are set down in instructions and maintenance manuals which are kept in the Porter’s Lodge by The Clerk of Works.
Arrangements exist for the periodic scheduled inspection and testing where appropriate of key items of equipment, including electrical equipment, emergency equipment (installed fire detection and protection systems), passenger lifts, boilers etc. Records are kept by The Clerk of Works.
Fire extinguishers are inspected by the Fire Officer, and fire protections systems are inspected and tested by an outside firm on a monthly basis.
Boilers are inspected and tested by the College’s CORGI-registered inspectors on an annual basis.
No employee may use any item of equipment or machinery unless they have been trained to do so.
Fire and Emergency Procedure
A clear written evacuation procedure is available for action to be taken in the event of fire. This procedure deals with actions to be taken by a person discovering a fire and actions to be taken by persons on hearing the firm alarm. The Fire Officer, in consultation with local fire safety officers and the Bursar, is responsible for devising publicising and monitoring the procedure which is displayed in prominent positions in each be-sitting room, and each residence.
Means of escape routes are checked weekly by the Fire Officer to ensure free access to means of escape is maintained.
Fire fighting equipment is inspected and maintained by the Fire Officer.
The fire alarm system is tested weekly by the duty porters.
Regular practice fire evacuations are arranged by the Fire Officer every term to ensure that everyone is trained in and familiar with evacuation procedures.
Records of the above are maintained by the Fire Officer. For practice fire evacuations, details include the date, time of practice, time for evacuation, together with any comments.
All new members of staff are instructed on the fire procedure as part of induction training by the Fire Officer. A notice on how to call the Fire Brigade is posted on notice boards throughout the College. The duty porter is responsible for summoning the Fire Brigade.
The College’s emergency procedure is outlined elsewhere.
First Aid, Health and Welfare
In accordance with the First Aid at work Regulations 1981, first aid facilities and trained first aiders are available, and compliance with the Regulations is the responsibility of the College Secretary.
First Aid boxes are located in the College Office.
The contents of first aid boxes are maintained by the College Secretary. A qualified first-aider inspects the contents once per year during Freshers Week.
Many of the full-time staff are trained first aiders.
Food Safety and Hygiene
In accordance with statutory requirements and the standards, procedures, etc contained within the University’s Food Safety Manual, the following are the responsibility of The Catering Manager.
- Food Hygiene and safety.
- Liaison with the University’s Health and Safety Office.
- Liaison with the statutory authorities, specifically Environmental Health Officers and Trading Standards Officers.
Gas and Gas-fired Equipment
All gas appliances conform to the Gas Safety (Installation and Use) Regulations 1994. Such appliances are installed and serviced regularly by a competent person registered with the Council for Registered Gas Installers (CORGI). The competent person responsible for checking the installation and equipment is The Catering Manager.
Housekeeping
Good housekeeping is a fundamental part of the health and safety programme in which everyone must play a part. The person responsible for ensuring good housekeeping standards are maintained is The Head Housekeeper.
Within College-occupied premises, arrangements exist for:
- Maintaining clean work areas, washing and toilet facilities.
- Proper storage of clothing, tools and waste.
- Maintaining adequate walkways free from slipping, tripping and falling hazards.
- Following a programme of cleaning and complying with a policy of ‘clean as you go’.
Ladders, Step Ladders, Trestles and Scaffolding
The Clerk of Works is responsible for ensuring the safety of ladders, step ladders, and scaffolding.
Lifts and Hoists
The Bursar is responsible for ensuring that the lift in Main College is inspected.
Information and Instructions
Information, instructions, signage etc. will be displayed and given out to staff, regularly reviewed and updated.
Lone Working
No person shall work alone where there is a serious health or safety hazard. Work activities likely to occur outside normal hours are assessed by the Bursar.
Working arrangements are the responsibility of each Line Manager.
Maintenance
College maintenance policy and the Health and Safety Policy is overseen by the College Committee – a sub-committee of the College’s Governing Body.
Manual Handling Operations
The Manual Handling Operations Regulations 1992 require hazardous manual handling operations to be avoided so far as is reasonably practicable. Where this is not reasonably practicable, a suitable and sufficient assessment is made to identify hazards and preventive measures to be implemented to minimise risks of personal injury due to manual handling activities.
Manual handling assessments are carried out by The Clerk of Works.
Line Managers are responsible for assessing hazardous manual handling operations that cannot be avoided, and steps are taken to reduce the risks of injury so far as is reasonable practicable.
Such assessments take into consideration the shape and size of the load, the way in which the task is carried out, the working environment and the individual’s capability.
Assessments are regularly monitored and reviewed by the Clerk of Works, who keeps the records.
Personal Protective Equipment
In accordance with the Personal Protective Equipment Regulations 1992, suitable personal protective equipment appropriate for the specific hazards of the task being carried out is provided to all relevant staff. PPE is selected by the relevant line manager, in consultation with the staff, PPE supplier and the University Safety Adviser.
It is the responsibility of the individual to whom personal protective equipment has been issued to wear the equipment where required, to take proper care of that equipment and to promptly report any defects.
Pressure Vessels
The Pressure Systems and transportable Gas Containers Regulations 1989 apply to any steam, gas or liquid at a pressure greater than 0.5 bar. Pressure systems means one or more pressure vessels, associated pipework and any protective device. The aim of the Regulations is to prevent the risk of serious injury from the release of stored energy as a result of the pressure system and component failures.
Where the product of the pressure and volume of the largest pressure vessel in the system is greater than 250 bar litres or it contains steam, owners and users of pressure systems are required to have a written scheme of examination prepared by a competent person for examination at specified intervals.
Hot water boilers are installed in each of the College’s buildings and are all located in basements.
The boilers are inspected and maintained on a regular basis by Whites.
Review Procedure
It is the responsibility of the House Committee to review these procedures and to report any concerns to the Bursar, the Principal or to Governing Body.
Risk Assessment
In addition to specific risk assessments carried out under other legislation such as COSHH and Manual Handling Regulations, general risk assessments as required under the Management of Health and Safety at Work Regulations 1992 are carried out.
The assessments identify potential hazards and any risk reduction actions already being carried out and any further actions which are required to control or eliminate risks.
The assessments are continually monitored and reviewed and are held by the Bursar, although each Line Manager is responsible for the risk assessment in their area of work.
Safety Inspections
Pro-active management of health and safety requires the identification of hazards and potential accidents before they can cause injury to people and damage to equipment, buildings and the environment.
Inspections provide an opportunity to discover poor housekeeping, conditions of floors, passages and stairs, inadequate waste disposal, damaged tools and equipment, poor lighting, inadequate fire prevention and protection, failure to use the appropriate protective equipment, dangerous machinery, poor food hygiene etc.
On an annual basis, a safety inspection is carried out to check all areas of health and safety. The safety inspection is carried out by the House Committee, led by the Bursar.
A written inspection summary is prepared after each inspection and a copy forwarded to the Principal.
Safety Monitoring
Arrangements exist for the monitoring of safety features of installed equipment, safety equipment and work activities through:
- regular routine inspections of the workplace by line-managers.
- Specific inspections by College and external authorities.
Those involved in the monitoring process include the College’s House Committee, the Estates and Buildings sub-committee, line-managers, engaged contractors, insurance companies, fire authority and other specialists as appropriate.
Any relevant matters including breaches of statutory or in-house requirements which become apparent as a result of routine inspections or specific inspections, are rectified as soon as is reasonably practicable, and the Bursar is responsible for overseeing this.
Smoking
The College has a duty to ensure that the working environment is healthy. Consequently, the recommendations detailed in the University’s Code of Practice of Smoking have been adopted by the College.
Training
The Bursar is responsible for ensuring that systems are in place so that all employees are adequately trained in the principles, the appropriate operations and emergency procedures necessary for their health and safety. Each line-manager (Clerk of Works, Head Housekeeper, Catering Manager) has devolved responsibility in their areas and is required to report any health and safety training deficits to the Bursar.
The competence of staff is monitored to ensure that the job knowledge and skills of employees are adequate. Update or refresher training is provided as appropriate where new responsibilities are undertaken or where there is a change in equipment or work procedures.
When planning new activities or changes to working methods, full consideration will be given to any safety training requirements.
New employees receive induction training on health and safety including arrangements for first aid, emergency procedure, fire and evacuation.
Violence
It is the responsibility of the Bursar to ensure that a safe system of work exists within premises occupied by the College, to prevent personal injury and property damage arising from acts of violence against members of staff.
The system for reporting and recording accidents, incidents and ill health shall include any incidents of violent incident, whether or not it leads to injury or damage.
The Staff Handbook and the College Handbook have clauses dealing with unsociable behaviour, and the College’s grievance and disciplinary procedures enable the College to minimise and deal with violent incidents.
ST CHAD’S COLLEGE
HEALTH & SAFETY (DISPLAY SCREEN EQUIPMENT) REGULATIONS 1992
At the start of 1993, new Health & Safety legislation came into force in the UK. The legal requirement is for College to assess and, where necessary, to bring up to acceptable standards all workstations where individuals using Display Screen Equipment are classified as users and to do this within the laid down timescale.
The College has decided that all employees who use DSE shall be classed as “Users”. Therefore, all workstations used by employees must be assessed. Such assessment is usually part of the procurement process.
Using the University’s cascade approach, training is given by the Health & Safety Office to our College Assessor. Our College Assessor (the IT Officer) will check every unit once per year. All ‘users’ are asked to report any difficulties with their DSE to the Bursar or the IT Officer to arrange for further assessments.
The Regulations require employees to provide users with appropriate eye and eyesight tests if necessary.
The College has been invited by the University to use their in-house initial vision screening programme. Referrals to an optometrist will be made when indicated by the result of the vision screening.
College users should contact the Occupational Health Nurse, in the Health & Safety Office, who will arrange an appointment for screening.
If referral is necessary, the College can specify the optometrist to be used. The College will will pay for the cost of the test plus the provision of special corrective lenses and basic frames if they are found to be necessary for DSE.
If frames other than basic ones are preferred, the user will bear the extra cost incurred.
If the corrective appliance is required for general vision defects, then the individual is responsible for the cost.
The optometrist will reply to the College on a standard form and reimbursement will be made by applying to that Office. The College Secretary will keep a record of the outcome of the test and the date of a re-test.
Periods of activity on the Display Screen Equipment should be interrupted by periods of other activity to prevent the onset of fatigue, e.g. 10 minutes after a 60 minute session.