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Health and Safety..........................................................................................................................4
Emergency Details.........................................................................................................................5
Fire Emergencies...........................................................................................................................5
Fire Alarm......................................................................................................................................6
First Aid......................................................................................................................................... 6
Panic Buttons................................................................................................................................ 7
Health & Safety Policy...................................................................................................................8
1 Statement of Intent and Objectives......................................................................................8
1.1 Statement of Intent........................................................................................................8
1.2 Objectives.......................................................................................................................8
2 Organization and Responsibilities.......................................................................................10
2.1 Duties of Heads of Departments with regards to safety management.........................10
2.2 Duties of a Departmental Safety Officer.......................................................................11
2.3 Duties of Departmental Fire Warden............................................................................13
2.4 All Members of Staff.....................................................................................................14
2.5 Students........................................................................................................................15
3 Health and Safety Arrangements........................................................................................15
3.1 Information Instruction Training and Supervision........................................................15
3.2 Consultation..................................................................................................................15
3.3 Risk Assessments..........................................................................................................15
3.4 Accident / Incident Reporting and Investigation...........................................................16
3.5 Hazard Reporting..........................................................................................................16
3.6 Management of Work-related Stress...........................................................................16
4 Security advice for Staff / Students working in College Buildings........................................17
4.1 Holiday Periods.............................................................................................................17
5 Procedure for lone working / after normal working hours..................................................18
6 VDU assessment..................................................................................................................19
7 Trinity College Policies & Procedures Web Links.................................................................20
Disability Service Risk Assessment..............................................................................................21
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Health and Safety
Health & Safety is important. The Safety, Health and Welfare at Work Act 2005 requires that
you take all precautions, as far as is reasonably practicable, to avoid endangering yourself or
others by your activities. The Health & Safety Statement and Codes of Practice for the
Department are set out below and you must read, understand and abide by them.
You are required to sign the declaration form stating you have received, read and understand
the Disability Service Departmental Safety Statement and Risk Assessment. This Departmental
Safety Statement supplements the Trinity College Dublin, the University of Dublin Safety
Statement and Trinity College Policies, which are contained in the Staff Handbook and are
accessible on the web at Buildings Safety Statement link.
The Health & Safety Statement and Codes of Practice consist of: -
Emergency Details
Departmental Health & Safety Policy
Objectives
Organisation & Responsibilities
Health & Safety Arrangements
Security Advice for Staff and Students Working in Trinity Buildings
Procedure to be followed for Lone Working and After Normal Working Hours
Trinity College Policies & Procedures Web Links
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Emergency Details
In the event of an incident requiring emergency assistance, the fire/emergency services or
medical assistance:
Contact the University’s Central Security Control Room located at 200/201 Pearse Street (near
Beckett Centre) which is manned over 24 hours – 7 days a week. (Ext No *1999) using the
nearest telephone or 01 896 1999 if using a mobile phone.
*Strictly emergencies only.
You should add this number to your mobile NOW
Extension 1317 the Control Room.
Extension 1157 Arts Building Security.
Fire Emergencies
What to do if you discover a fire
Raise the alarm at the nearest break glass unit (BGU) / alarm call point.
Leave your building immediately using the nearest exit route, closing doors behind you.
Notify Security at ext. 1999 or from your mobile 01-8961999, informing them that the alarm
has been raised and in which area.
Report to your designated Assembly Point
Note:
Do not fight fire unless safe to do so and you are trained in the use of fire extinguishers.
Do not fight fire unless alarm is raised first.
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What to do if the fire alarm sounds
Leave your building immediately using the nearest exit route
Close doors behind you as you leave
Move away from the building
Report to your designated Assembly Point
Do not re-enter building for any reason until authorised to do so and fire alarm is switched off.
Remember :
Do not take any personal risks.
If safe to do so, switch off equipment / make your area safe
Do not use lifts.
Always keep exit routes clear
Keep your area clean, tidy, clutter free and remove rubbish regularly.
Check and familiarise yourself with the nearest exit(s) from your building, break glass units and
the location of your Assembly Point (The Lawn in Fellows Square).
Note: on assessment of the incident, those assembled may need to be moved to an alternative
assembly point location.
Fire Alarm
The Arts Building is provided with an automatic fire alarm system, which is regularly tested by
Estates & Facilities. The fire alarm can be manually triggered from any of the several break-
glass alarm boxes, which are placed in strategic areas around the Building. In the event of a fire
the fire alarm system should be activated immediately and the building evacuated.
First Aid
During normal office hours, emergency medical attention can be obtained from the Student
Health Service by contacting ext. 1556. Certain members of Staff within each building are
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trained as first aiders. They are responsible for administering first aid to staff, students and
others (visitors, members of the public on campus) and ensuring their allocated first aid
supplies are sufficient. The Disability Service first aider is Andrew Costello [email protected]
Should the local first aiders or the medical services providers in the Student Health Centre be
unavailable then the emergency services can be contacted on extension 1999.
Panic Buttons
There are eight panic buttons, one installed beside the Executive Officer’s desk room 2054, one
in each of the following rooms 2053, 2057, 3039, 3055, 3162 the Respite Area 2032 and House
4. The panic buttons in rooms 2053, 2054, 2057, 3039, 3055 and 3162 are connected to the
Control Room, 200/201 Pearse Street (near the Beckett Centre). When the red button is
pressed, Security in the Control Room will alert the nearest security guard in the Arts Building.
To reset the button use key provided. Panic buttons with a draw string are connected to the
Security Desk in the Arts Building and these are in the Respite Area, Arts Building and includes
Respite Room 2032 and the Changing Ways Bathroom.
Any problems contact Paul Bolger, Services Co-ordinator, Estates & Facilities.
Email: [email protected]
Extension: 2495
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Health & Safety Policy
1 Statement of Intent and Objectives
1.1 Statement of Intent
Disability Service recognises and will ensure compliance with the requirements of the Safety,
Health and Welfare at Work Act, 2005, associated legislation made under the Act and the
Trinity’s Safety Statement and the University’s Policies and Codes of Practice documents.
All reasonable steps will be taken to ensure that no person’s – be it staff, students or others –
health, safety and welfare is put at risk by, or as a result, of the activities of the Department.
Adequate resources will, as far as is reasonably possible, be made available in relation to
health, safety and welfare matters.
All affected will receive the necessary, and up to date, information, instruction and training and
adequate levels of supervision for them to undertake activities in a safe manner.
Both proactive and reactive approaches towards health, safety and welfare will be taken.
Thorough consultation will take place with Staff, Safety Representatives on health, safety and
welfare in order, to ensure the effectiveness of this and Trinity’s Safety Statements.
This local Safety Statement will be kept up to date through regular review and, if necessary,
revised annually.
1.2 Objectives
By achieving all the above, the Department will ensure that it meets its objectives for health,
safety and welfare of:
a) establishing a safe environment for all;
b) establishing and maintaining safe working procedures for Staff and Students;
c) encouraging health and safety as an integral part of work by all Staff and Students;
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d) developing and maintaining a safety consciousness and a safety culture in all within the
Disability Service;
e) conforming to the requirements laid down in the Safety, Health and Welfare at Work
Act 2005, any further provisions made under the Act, other applicable legislation and
Trinity’s Safety Statement and the University’s Policies and Codes of Practice
documents;
Signed …………………………………………………. (Head of Department)
Date ……31st January 2018…………………….
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2 Organization and Responsibilities
Health & Safety is the responsibility of everyone. Staff and students have a personal
responsibility for the safety of themselves and others and any potentially hazardous situation
should be notified, without delay, to the Head of Department or Department Administrator.
Specific responsibilities in the Department are listed below:
2.1 Duties of Heads of Departments with regards to safety management
Heads of Departments responsibilities in relation to safety include the following:
1. To ensure that a departmental safety statement is prepared, reviewed, and updated
as necessary for their Department / Area.
2. To co-operate in the undertaking of departmental safety inspections and audits in
their Department / Area.
3. To monitor the implementation of the departmental safety statement in their Department / Area.
4. To co-operate in the distribution of health and safety documentation and
information relevant to their Department / Area.
5. To ensure that accidents/dangerous occurrences are reported in accordance with the
Trinity's reporting procedures.
6. To liaise and co-operate with elected safety representatives.
7. To co-operate in the initiation, organisation and local management of fire drills and
other emergency procedures within the physical areas of their Department / Area.
8. To co-operate in the provision of staff safety training, by directly organising
relevant training or by ensuring the attendance of staff at designated courses, as
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appropriate.
9. To arrange for the identification of safety equipment requirements, including
personal protective equipment within their Department / Area, and to make
arrangements for its provision, as far as is reasonably practicable.
10. To co-operate with other Trinity personnel in the management of health and
safety within their Department /Area.
2.2 Duties of a Departmental Safety Officer
1. Be familiar with The Trinity’s Safety Statement.
2. Liaise with Trinity’s Safety Officer.
3. Periodically review Health and Safety procedures within their area.
4. Advise and assist the Head of Department on any revision of the Departmental
Health and Safety policy.
5. Monitor safe working practices and procedures, together with any necessary risk
assessments are completed and complied with.
6. Disseminate Health and Safety information and reports and pass to appropriate
members of staff and students within their departments.
7. Monitor adequate precautions are being taken regarding any special hazard in, or
about to be introduced into the Department.
8. Conduct or co-ordinate systematic Health and Safety inspections and accident
investigations to identify unsafe or unhealthy conditions or work practices, and
monitor any preventative action taken including implementation.
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9. Attend relevant Departmental and Faculty Safety Committee meetings.
10. Monitor that plant equipment and processes within areas are being maintained as
required by any relevant instructions, statutory provisions, codes of practice etc. and
that Staff and Students are suitably informed instructed trained and supervised.
11. Maintain adequate Health & Safety records where appropriate as required by
relevant statutory provision or Trinity College/Departmental Safety Statements.
12. Monitor the standard of housekeeping in their area and ensure a high level is
maintained as far as is reasonably practicable.
13. Monitor that suitable and sufficient personal protective equipment is available and
used within their areas.
14. Act with the delegated authority of the Head of Department in matters of safety
urgency.
15. Refer promptly to the Head of Department in the first instance any safety
problems that cannot be resolved on a time scale commensurate with the
risk.
16. Report all defects in plant equipment structure or fabric promptly to the Head of
Department or Estates & Facilities.
17. Ensure that new members of the Department / Area receive adequate induction
with respect to health and safety matters.
18. Report to the Senior or Junior Deans any matters requiring disciplinary proceedings.
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2.3 Duties of Departmental Fire Warden
1. Perform weekly checks to ensure:
a. Escape route exits are easily accessible by any person within the Department.
b. Escape routes are not obstructed.
c. All combustible materials from escape routes and building are removed as far as possible.
d. All fire extinguishers directional signs break glass unit keys and other items in
association with fire safety are in position and functioning.
e. Monitor Departmental areas to ensure compliance with fire safety control
measures (in conjunction with Departmental Safety Officer.
2. Assist in the evacuation of the building in the event of fire / fire drill. Fire Wardens will
be asked to evacuate persons as far as possible. Details of non- compliance with fire
plan or drills to be reported to the Head of Department and Trinity’s Safety Officer.
3. Undergo training in basic fire safety.
4. Maintain any Departmental Fire Safety register, containing details of training, fire
drills, and fire related plant and equipment.
5. Ensure fire doors are kept closed (not locked).
6. Report any breaches in the Fire Safety policy to the Head of department if not
resolved quickly.
7. Monitor the observance of no smoking rules, and report any contraventions to
the Head of Department.
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2.4 All Members of Staff
At all times members of staff must: -
Carry out their duties in accordance with the Safety, Health and Welfare at Work Act, 2005:
Take reasonable care for his own safety, health and welfare and that of any other person who
may be affected by his acts or omissions while at work;
Co-operate with his employer and any other person to such extent as will enable his employer
or the other person to comply with any of the relevant statutory provisions;
Use in such manner so, as to provide the protection intended, any suitable appliance,
protective clothing, convenience, equipment or other means or thing provided (whether for his
use alone or for use by him in common with others) for securing his safety, health or welfare
while at work;
Report to his employer or his immediate supervisor, without unreasonable delay any defects in
plant, equipment, place of work or system of work, which might endanger safety, health or
welfare, of which he becomes aware.
Be familiar with the Trinity’s Safety Statement and the Department Safety Statement and policy
documents in so far as these are likely to affect activities.
Report (in accordance with University procedures) any incident, stating whether injury or
damage resulted, as soon as is practicable.
Report as soon as practicable any hazardous situation to their immediate Supervisor.
Ensure that they are familiar with all exit and fire exit routes for locations in which they are
working, the location of fire-fighting equipment and the actions to take in the event of an
emergency.
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2.5 Students
The Department has a duty to ensure the health, safety and welfare, so far as is reasonably
practicable of its Students. Students are expected to co-operate by taking proper care for the
health and safety of themselves and others who may be affected by their acts or omissions.
Students are expected to follow any instructions in safe practices and procedures and ensure
they do not intentionally or recklessly interfere or misuse anything provided in the interest of
health, safety and welfare.
3 Health and Safety Arrangements
This section of the Department Safety Statement details what arrangements for health, safety
and welfare issues are in place locally within the Department.
3.1 Information Instruction Training and Supervision
Details of current available dates to attend the Safety Training sessions are available on the
Safety, Health Welfare website at Buildings Safety Training Web Link . You can request a place
on one of the training courses by filling out the online booking form: Click here to book a
training session.
3.2 Consultation
Staff and Students concerned about health and safety should initially discuss the situation with
their immediate Supervisor. If the matter cannot be resolved at that level, then it should be
raised with the Departmental Safety Officer, Head of Department or Trinity’s Safety Officer
(preferably in that order). All employees may also raise the matter with their Elected Safety
Representative Buildings Safety Consultation Web Link.
3.3 Risk Assessments
The current risk assessment is appended to this document. Reviewing and revising
assessments will be undertaken as appropriate. DS Health & Safety Inspection and Audit
record at the following link:
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3.4 Accident / Incident Reporting and Investigation
All accidents or incidents must be reported on the official Trinity College Accident / Incident
Reporting Form at the following link: Accident / Incident Forms
The form must be completed by the School/Department Head, or Departmental Safety Officer
as soon as possible after any accident has occurred. This is a requirement under Trinity’s
Employer & Public Liability policies. In the case of Staff injuries, the original form should be
retained by the Department, and copies sent to (1) Departmental Safety Officer, (2) Ms
Katharine Murray, (Trinity’s Safety Officer) [email protected], and (3) Ms P. Gray
[email protected], (for insurance purposes) Estates & Facilities Department, 194 Pearse
Street.
If a member of staff is absent, for greater than 3 working days as a result, of an occupational
accident or an occupational related illness, the Head of Department must specifically advise
Trinity’s Safety Officer, as a separate mandatory report must be made to the Health and Safety
Authority.
3.5 Hazard Reporting
Trinity’s Hazards must be reported to Estates & Facilities Help Line (ext. 1828).
3.6 Management of Work-related Stress
Formal: The Disability Service have Staff meetings every second week. Case Management
Meetings are also held bi-weekly. There is also a one to one monthly supervisory meeting for
each Staff member with the Director of the Service and Staff Reviews are held twice a year in
May and December. Together these meetings address issues that arise and give Staff the
opportunity to air grievances and discuss any kind of problems they may have.
Informal: Trinity has a Dignity and Respect Policy first introduced in July 2008. All Staff should
read this policy and adhere to principles and practices outlined
http://www.tcd.ie/about/policies/respect.php
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4 Security Advice for Staff / Students working in Trinity College Buildings
Ensure that all door and window locking devices are in working order.
Keep all offices locked when not in use.
Utilise a key control system. Department keys should be accounted for.
Do not label keys with their use – use a code system instead.
Keep desk drawers, presses and filing cabinets locked when not in use or unattended.
Petty cash should be kept to the minimum required and kept secured.
Avoid having valuable personal property in your office as this is not insured by Trinity.
Secure handbags in a drawer or filing cabinet and do not leave wallets, purses or other valuable
property in jackets or coats that are hanging up.
After hours, report any problems of a security nature which you may come across to Trinity
College Security i.e. unsecured or open doors and windows, faulty locking devices etc.
Be on the alert for persons acting in a suspicious manner i.e. loitering in toilets, corridors and
secluded areas in the building. Report the matter immediately to Trinity’s Security, any
Security Officer or Attendant. Your immediate action in making this report could prevent the
commission of a crime.
4.1 Holiday Periods
Trinity Departments / Schools are advised of the follow precautions during holiday periods.
Ensure that all items of value are secured and out of sight, particularly in the case of ground
floor offices and facilities.
Petty cash boxes and small portable items such as laptops, cameras etc. should be securely
stored in office safes and steel presses.
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Do not leave the keys of receptacles containing such items in desk drawers or anywhere else in
the office.
Ensure that all external door and window locking devices are in perfect working order. If
maintenance is required on these devices, report it Estates & Facilities without delay. Check all
offices / rooms and other facilities for security and / or other hazards prior to securing the
building.
Make sure that all external doors (Including fire doors, if building is unoccupied over the
holiday period) and windows are properly secured before departing the University.
5 Procedure for lone working / after normal working hours
As per staff contracts the general working hours are 9.00 a.m. to 5.30 p.m. with a one hour
lunch break and 15 minute coffee break in the mornings. A formal flexi-time system does not
exist in Disability Service at present, informal arrangements are worked out between the staff
member and the Director of Disability Service.
If you are in your office after normal working hours you should be conscious of the following
guidelines:
If you use a swipe card to gain access have your swipe card readily available as you approach
the entrance to your building – avoid having to open your handbag or wallet at the door.
Avoid working alone or arrange to work with a colleague. Alternatively sign in at the security
desk when working out of hours.
If lone working is permitted in your department ensure that a colleague, friend or relative
knows that you are working in your office and knows your anticipated time of departure or
arrival home.
Keep your office door secured.
Ensure you have access to a readily available means of communication in the event of an
emergency, e.g. mobile phone, landline extension.
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If you discover a suspected intruder on the premises avoid confrontation, secure yourself in
your office, or nearest office if you are away from your own. Call security at the emergency
telephone number.
Give your location, phone number and any relevant details, e.g. description of intruders, their
last known location. Await the arrival of Security.
If the intruder alarm is activated in an adjoining area of your building contact Security and
request directions on what action to take.
In extreme circumstances if you are isolated and cannot take refuge in an office or laboratory
try to set off the fire alarm using a ‘break glass’ unit to attract Security.
In case of a medical emergency call Security at the emergency telephone number (1999) and
await the arrival of medical assistance.
In case of an incident where an evacuation of the building is ordered leave the building and
follow the instructions of the Security Staff, Safety / Fire Officer or Gardaí.
If you encounter any other situation which you feel threatens your safety or security, or that of
the premises, call Security at the emergency telephone extension (1999) using the nearest
telephone or 01 896 1999 if using a mobile phone.
6 VDU assessment
A risk VDU assessment should be carried out by the Departmental Safety Officer /
Departmental VDU Assessor. Under the Safety Health and Welfare at Work Act (General
Application) Regulations 2007, all hazards associated with the use of display screen equipment
(VDUs) must be identified, and any risk to the health and / or safety of the user must be
assessed.
To ensure compliance with this regulation and to highlight any ergonomic needs an assessment
is carried out as part of the health & safety annual inspection and audit by the Disability Service
Health & Safety Officer, Carol Barry [email protected] and the Assistant Health & Safety Officer,
Andrew Costello [email protected].
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7 Trinity College Policies & Procedures Web Links
Emergency Procedures
Fire Safety
Accident Reporting
Office Safety
Dignity & Respect Policy
Employment Assistance
Human Resources A-Z
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Location Hazard Risk Assessment
Control Measures Person Responsible
Lack of safety management
Low The Head of Department has overall responsibility for Health and Safety within the area as stated in the college Safety Statement. Day to day duties may be delegated to other individuals as listed in this document.
Declan Treanor
Lack of safety management
Low The Head of Department is to appoint a Departmental Fire Warden and Safety Officer for all Buildings Office clerical functions. Carol Barry has been duly appointed.
Declan Treanor
Lack of safety management
Low The Head of Department is to appoint a Deputy to act in Carol Barry’s absence, to ensure the continuance of all relevant Health and Safety control measures. (Andrew Costello) has been duly appointed.
Declan Treanor
Lack of safety management
Low The Safety Officer is to periodically review and monitor the Departmental safety statement.
Carol Barry
Lack of safety management
Low A copy of this document to be given to each member of staff. Carol Barry
Lack of safety management
Low All accidents and dangerous occurrences are to be reported to the Head of Department, who is to forward the information to the College Safety Officer, Tom Merriman, ext. 1914 or Patricia Gray, Director of Buildings Office ext. 1369.
Declan Treanor
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Location Hazard Risk Assessment
Control Measures Person Responsible
Lack of safety management
Low
The Departmental Safety Officer and Deputy are to inform the Head of Department of any problems implementing his/her respective Health and Safety duties.
Carol Barry
Andrew Costello
Fire Low
During fire alarm activations the Departmental Safety Officer is to assist in evacuation as far as possible and without putting himself / herself in any danger. All Staff should be encouraged to attend a basic fire training session.
Carol Barry
Fire Low Staff is reminded that fire exits, corridors access & egress routes are not to be obstructed.
All Staff
Fire Low When there is a fire or fire drill in the Arts Building, the Fire Assembly point is the lawn in Fellows Square so please do not block the walkways.
Carol Barry
Fire Low
On hearing the fire alarm (a continuous ringing bell) staff are instructed to:
1. Leave the building with any visitors you are responsible for. 2. Go to the assembly point.3. Re-enter only when the alarm is turned off.
All Staff
Location Hazard Risk Control Measures Person Responsible
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Assessment
Fire Low On discovery of a fire Staff are instructed to:
1. Raise the fire alarm. 2. Leave the building with any visitors you are responsible for. 3. Inform security centre on ext. 1999. 4. Go to the assembly point.5. Re-enter only when given the all clear
All Staff
Fire & electrical shock Low
The Buildings Office technical staff or appointed contractors only are to carry out any alterations or repairs to any electrical items fixtures or fittings.
All Staff
Fire & electrical shock Low
All electrical items are to be periodically inspected as far as possible for any signs of damage or wear to cords, flexes cables mouldings etc. Any defects are to be reported to the Buildings Office.
Carol Barry Andrew Costello
Fire & electrical shock Low The use of extension leads, adaptors is to be minimised as far as possible and electrical sockets are not to be overloaded.
All Staff
Fire & electrical shock Low All second hand electrical items introduced into the Department are to be tested for electrical integrity by the Buildings Office prior to use.
All Staff
Location Hazard Risk Control Measures Person Responsible
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Assessment
Fire Low Open bar electrical fires are not to be used. All Staff
Fire Low All electrical items to be turned off last thing at night, as far as possible. All Staff
Fire & passive smoking
Low Smoking is prohibited in all offices and buildings and the current restrictions on smoking in the College Policy extend to all products including herbal and e-cigarettes.
All Staff
Arson & bomb threats
High All staff to report suspicious packages or persons to the Security Centre ext. 1999 as soon as possible.
All Staff
Theft Medium All staff are requested to challenge as far as is reasonably practical, any person unknown to staff or not in building on official business. If in doubt contact security or use panic buttons.
All Staff
Theft of Office and personal items
Medium All staff to keep their offices locked when not in use. All Staff
Slips trips & falls Medium
Trailing cables are not to be left in any circulation routes as far as possible. Cables in circulation routes must be kept as short as possible and covered with a cable guard mat to ensure safe access egress at all times.
All Staff
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Location Hazard Risk Assessment
Control Measures Person Responsible
Lack of First Aid personnel & facilities
Low At least one person within the Service/Department to be trained in First Aid.
The first aid cabinet is kept fully stocked.
Andrew Costello
Carol Barry
Visitors to the building
Low All visitors who are present in the building for more than a brief period are to become the responsibility of the invitee. The invitee is to take charge of the visitor(s) in the event of an evacuation or if any specific procedures apply.
The Invitee
Late night working Low Staff is to have access to a telephone or panic button in the event of an emergency.
Carol Barry
Lone working Medium Lone working should be discouraged as far as possible and if necessary must be subject to a separate risk assessment.
Declan Treanor
Lack of consultation Low Regular Buildings Office safety meetings are held to review this document and safe systems of work used.
Carol Barry
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