purpose of this handbook - department of chemistry forms/departmental saf… · the safety handbook...
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PURPOSE OF THIS HANDBOOK
This Handbook supplements the University of Cambridge safety documentation. It states the Departmental Policy and arrangements on Health and Safety and outlines responsibilities and provision for ensuring your health and safety whilst working within the Department. It is provided to help you work safely and avoid accidents by providing a framework within which a safe method of work can be established. It is therefore important that you read and understand the advice given within this handbook before you begin to plan or carry out your work.
You are required to sign and return the declaration “Statement on Safety Regulations” that accompanies this Handbook stating that you have read the handbook and are satisfied as to your and the Department’s responsibilities with respect to safety. If you do not understand any part of this handbook then you must ask your Supervisor or the Departmental Safety Officer for help.
Accident prevention is mainly common sense, tidiness and forethought, but safety within laboratories does require constant vigilance and care. Remember that a little planning and thought can save a great deal of trouble and regret. Always seek expert advice when in doubt.
This Handbook will be reviewed at least annually and supplementary information distributed to all members of the Department. Suggestions for inclusion, corrections and revisions for future editions of this Handbook should be sent to the Department Safety Officer (DSO). Please note that the information provided in this handbook is correct at the time of going to print.
This handbook is divided into two Parts:
Part 1: is mandatory reading for all members of the Department and Long Term Visitors.
Part 2: contains guidance and information relevant to more specific areas of research and you are only expected to read those sections which are pertinent to your work.
There are very few absolute prohibitions in health and safety law. There may, however, be several prerequisites, which must be addressed before an experiment
can be performed.
Printing date: September 2019
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PART 1
You are required to read all of the information contained within this Section.
1. USEFUL INFORMATION ............................................................................................... 5
2. THE ORGANISATION FOR CARRYING OUT THE POLICY ........................................ 9
3. GENERAL CONDUCT AND SANCTIONS ................................................................... 16
4. RISK ASSESSMENTS ................................................................................................. 18
5. ELECTRICAL SAFETY ................................................................................................ 21
6. PERSONAL PROTECTIVE EQUIPMENT (PPE) ......................................................... 27
7. MISCELLANEOUS ....................................................................................................... 32
7.1 Display Screen Equipment ................................................................................ 32
7.2 Manual Handling ............................................................................................... 33
7.3 Pregnancy ......................................................................................................... 34
7.4 General Office Safety ........................................................................................ 34
7.5 Health and Safety Training ............................................................................... 34
8. POLICY ON ENVIRONMENTAL ISSUES AND WASTE ............................................. 35
9. ACCESS & SECURITY ARRANGEMENTS ................................................................. 37
10. EMERGENCY ARRANGEMENTS ............................................................................... 42
11. MONITORING THE POLICY ........................................................................................ 46
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USEFUL INFORMATION
INTERNAL EMERGENCY TELEPHONE NUMBER: 43027
1. EMERGENCY SAFETY TELEPHONES
Red emergency safety telephones are situated throughout the Department for the purpose of providing emergency communication in the event of either the VOIP telecommunication system failing as a result of a power or network outage, or if you become trapped between two Electronic Access Controlled (Mifare) doors without your Mifare card.
It should be noted that these telephones may be used for emergencies at any time.
2. FIRST AIDERS
There are many qualified First Aiders located throughout the Department. See the Departmental Health and Safety website for details of your nearest First Aider. Please note that this information is subject to change.
When requiring the assistance of a First Aider the following action should be taken:
1. Telephone Reception on 43027, stating which room you wish the First Aider to go to.
2. First Aiders will be summoned via the Voice Alert system.
Outside normal working hours (17:00hrs – 08:00hrs Monday to Friday and at weekends), call the University Security Control Centre on Extn. 101 and inform the Custodian / Departmental Night Security staff on Extn. 43027. If the injury or illness is serious, immediately dial 9-999 for an Ambulance.
Other than ambulance cases, transportation to hospital can be provided by:
1. During normal working hours: Reception will call for a taxi. Do not order one yourself.
2. Outside normal working hours: Night Security staff will call for a taxi. If the Reception office is not manned, telephone the University Security Control Centre on Extn. 101 who will contact Chemistry Night Security staff.
The First Aid Room is located at the East End of the building, Undergraduate Student entrance, and can be accessed via all First Aiders.
3. OTHER USEFUL EMERGENCY TELEPHONE NUMBERS
Non-network Phone Network
Emergency Services: Ambulance, Fire Brigade, Police NB. Emergency service number 9-999 can be called on any handset within the Department
9-999 9-999
Medical Help can be obtained from the following between 09:00 and 17:00 hrs Lensfield Medical Practice, 42 Lensfield Road
9-01223 651020
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4. CONTACT INFORMATION FOR HEALTH AND SAFETY
Name Room No.
Extn. E-mail
Head of Department James Keeler 242 36339 [email protected].
ac.uk
Departmental Safety Officer / Fire Safety Manager
Richard Turner M17a 63936 [email protected]
Safety Technician Galina Jennings M17 36337 [email protected]
Support Services
Manager Marita Walsh 144 36453 [email protected]
Biological Safety
Officer Richard Turner M17a 63936 [email protected]
Laser Safety Officer Mike Casford B54 36526 [email protected]
Radiation Protection
Supervisors
Richard Turner (Senior RPS)
M17a 63936 [email protected]
Andrew Bond B94 36352 [email protected]
Markus Kalberer 4.19 36392 [email protected]
Maintenance Matt Bushen 285 36429 [email protected]
University Occupational Health and Safety
Service
Extn. 36594
5. DISABILITY
The Department is committed and takes a pro-active and inclusive approach to equality. In order to fulfil this commitment, the Department has appointed a Departmental Disability Liaison Officer, Marita Walsh, Extn. 36453, email: [email protected].
The University Disability Resource Centre (DRC) provides confidential advice, information and support to disabled students and staff. You can contact the DRC with any enquiry on Extn. 32301 or via email: [email protected].
The DRC has a Loan Pool mainly of ergonomic mice and keyboards available for staff to trial after they have been referred by either Occupational Health or the Assistive Technology Specialist within University Information Service (UIS). Disabled students should contact DRC to discuss with their Disability Advisor whether any of the available equipment would be useful to them. Students should also talk to their Disability Advisor if they are unsure how to access training for their assistive technology.
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6. OCCUPATIONAL HEALTH SERVICE
The Service provides a specialist advisory service enabling the University to meet its general duty of care under the Health & Safety at Work Act. Its main functions are to prevent ill health arising from work and to promote health and wellbeing at work. The Occupational Health Service is based at 16 Mill Lane. For more information see https://www.oh.admin.cam.ac.uk
The Service is open from Monday to Friday 08:30 - 13:00 and 14:00 - 16:30 hrs by appointment, excluding bank holidays. For all Occupational Health Enquiries Extn. 36594 or email: [email protected]
7. UNIVERSITY COUNSELLING SERVICE
Many personal decisions are made and problems solved through discussions with friends or family, a College Tutor or Director of Studies, a Nurse, Chaplain, colleague, line manager or a GP. However, at times it is right to seek help away from one’s familiar daily environment. The University Counselling Service exists to meet such a need. Seeking counselling is about making a positive choice to get help by talking confidentially with a professionally trained listener who has no other role in your life. The University Counselling Service runs both a Student and a Staff Counselling Service. University Counselling Service is based at Student Services Centre (3rd floor), Bene't Street, Cambridge, CB2 3PT. Contact: Extn. 32865 or email: [email protected]. For more information see: https://www.counselling.cam.ac.uk
Student Counselling Service is free and it is available to all undergraduate students in residence and to graduate students on the register.
Staff Counselling Service is available free of charge to all staff who hold a University contract of employment: academic, academic-related, assistant, research and technical.
It is located on the 1st Floor, 17 Mill Lane (July 2019) but is expected to move to 2,3-Bene’t Place, Lensfield Road late 2019. Contact: Extn. 32865 or email: [email protected]. For more information see: https://staff.counselling.cam.ac.uk/ The Staff Counselling Service is not an emergency service and does not provide a crisis service. In an emergency, if you have immediate concerns about your wellbeing or mental health, contact your GP. Outside normal surgery hours, the Urgent Care Cambridgeshire service is available Tel: 0330 123 9131
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STATEMENT OF HEALTH AND SAFETY POLICY AND ORGANISATION
Department of Chemistry
September 2019
As Head of the Department of Chemistry, I am responsible for ensuring compliance with Health and Safety legislation. My responsibilities are set out in Section 2.1 of the Departmental Safety Handbook. I have, however, delegated tasks and duties to others within the Department who have the authority to act on my behalf.
The Department is committed to achieving best practice in the management of health and safety by assessing and managing risk to health and safety thereby safeguarding the health, safety and welfare of all staff, students and others who may be present in the Department, or affected by the Department’s work, so far as is reasonably practicable. As such, it is the policy of the Department to provide and maintain safe and healthy working conditions, equipment and systems of work for all its staff and students. To this end, information, instruction, training and supervision is provided where necessary.
The Department recognises that full compliance with all aspects of legislation relating to health and safety is essential. Therefore, health and safety standards will not be considered to be acceptable unless all relevant legal requirements are met.
Furthermore, the Department aims continually to improve its health and safety management performance through processes of continual review and development of its safety management systems. Accordingly, health and safety management is a core function of the management structure of the Department and all its activities. The Department also recognises that competent health and safety management necessitates the allocation of appropriate resources, both in terms of money and staff time.
All persons present within the Department have a legal responsibility to ensure the safety of themselves and of others who may be affected by their acts or omissions and to co-operate with both Departmental and University policy and arrangements for safe working. Therefore, all persons must exercise self-discipline, comply with all Departmental codes of practice and policies, look out for potential hazards and seek to ensure that they are appropriately addressed.
All Research Groups are required to have a Group Management and Safety Plan. It is the responsibility of all Researchers to be aware of the contents of the plan relevant to their Research Group and activities.
The Safety Handbook describes the safety management process within the Department and outlines the roles of those with executive and advisory responsibility for safety.
The Safety Handbook will be reviewed on an annual basis to reflect any changes in Health and Safety legislation, working practices and procedures.
Signed: Date 30th September 2019
Dr James Keeler Head of Department of Chemistry
(Signed copies of this statement are displayed around the Department)
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1. THE ORGANISATION FOR CARRYING OUT THE POLICY
Ultimate responsibility for health and safety within the Department lies with the Head of Department. For routine health and safety matters, the line of responsibility follows the normal managerial lines in the Department, as indicated in Figure 1. However, every employee with a supervisory role carries executive responsibility and is responsible for ensuring, in accordance with the law, the health and safety of staff, students and other persons in their area of responsibility and anyone else who may be affected by their work activities. The responsibilities of those with delegated authority, Departmental Managers, Principal Investigators and Supervisors are detailed below.
2.1 Head of Department (HOD), Dr James Keeler In discharging his responsibilities, the Head of Department is responsible for, either directly, or through delegated authority (which is detailed in writing):
(i) Ensuring adherence in all respects to the Health and Safety Policy of the University of Cambridge and in particular to ensure that the necessary resources for implementation are available.
(ii) Planning, organising, monitoring and reviewing the arrangements for health and safety including the arrangements for any visitors (as well as contractors).
(iii) Ensuring the provision of adequate facilities and arrangements for work with ionising radiations including appointing sufficient numbers of Radiation Protection Supervisors and a Departmental Laser Safety Officer.
(iv) Ensuring the provision of adequate facilities and arrangements for work with biological hazards including the appointment of a Departmental Biological Safety Officer.
(v) Ensuring that the duties relating to safety in the Department are generally understood.
(vi) Ensuring that training and instruction have been given in all relevant procedures including emergency procedures.
(vii) Ensuring that departmental teaching and research are conducted safely avoiding unnecessary hazards and controlling risks to acceptable levels.
(viii) Promoting and practising a positive attitude towards health and safety and good working standards, ensuring the fabric, equipment and services are in a safe condition and that proper steps are taken to remedy defects.
(ix) Informing the University Occupational Health and Safety Service before any significant hazards are introduced or when significant hazards are identified.
(x) Ensuring that regular safety inspections are undertaken.
(xi) Investigating and keeping records of all accidents and incidents and to report immediately to the University Occupational Health and Safety Service any serious or potentially serious accident or incident.
Day to day implementation of the Departmental Safety Policy has been delegated by the Head of Department to the Departmental Safety Officer (DSO), other safety advisers, Heads of Research Groups and their senior staff. Matters affecting safety must be given high priority and any delay must be reported to the DSO.
The appointment of a Biological Safety Officer, Laser Safety Officer and Radiation Protection Supervisors is made in writing by the Head of Department as per University policy. The appointments are re-confirmed annually.
2.2 Departmental Safety Officer (DSO), Richard Turner The Departmental Safety Officer is responsible for:
(i) Advising on the measures needed to carry out the work of the Department with the minimum of risk to health and safety.
(ii) Devising Departmental Policy, local rules and procedures on all aspects of safety including fire safety.
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(iii) Liaising with the University Occupational Health and Safety Service, Fire Safety Office and Enforcement Authorities on all matters of health and safety.
(iv) Coordinating any safety advice given to the Department by specialist advisers and the University Occupational Health and Safety Service and Fire Safety Office and providing a point of reference on all health and safety matters.
(v) Reporting on accidents and incidents causing injury and/or damage and recommending remedial action to prevent reoccurrence.
(vi) Monitoring and reporting on health and safety within the Department and any breaches of the Health and Safety Policy to the HOD.
(vii) (As Fire Safety Manager) monitoring and recording implementation of University Fire Safety Policy locally and advising the HOD on the effectiveness of the local fire safety provisions and the adequacy of control measures.
(viii) (As Lead Radiation Protection Supervisor) overseeing record keeping and reporting systems devised by the Departmental Radiation Protection Supervisors and liaising with the University Occupational Health and Safety Service and Enforcement Authorities on matters relating to the use of ionising radiations.
(ix) (As Compliance Officer) ensuring all necessary licences or authorisations that may be required are obtained e.g. from the Home Office, Police or National Authority (DTI) where applicable; submitting annual returns where required to these bodies; ensuring that all necessary security measures are implemented and observed, and that statutory records are kept and maintained.
(x) Coordinating safety training for staff and students and assisting Principal Investigators and Supervisors in identifying training needs.
(xi) Presenting an annual report [in writing] to the HOD regarding Safety in the Department.
(xii) Providing regular reports to meetings of the Departmental Safety Committee.
2.3 Departmental Biological Safety Officer (BSO), Richard Turner The Biological Safety Officer is responsible for:
(i) Advising on the safe use of biologically hazardous materials within the Department.
(ii) Giving guidance on the preparation of appropriate COSHH and other risk assessments and assessing their accuracy.
(iii) Establishing safe operating procedures for the use of biologically hazardous materials and ensuring that local rules are in place and being followed.
(iv) Cooperating and liaising with the University Occupational Health and Safety Service, Occupational Health Service and outside specialists and inspectors on matters of biological health and safety.
(v) Ensuring that the Department cooperates with the University in the implementation of policies to cover waste disposal and the safe transport and storage of biological materials.
(vi) Acquisition of any licences or authorisations which may be required for the work being carried out in the Department e.g. from the HSE, DEFRA, EA etc, i.e. that statutory notifications are in place.
(vii) The establishment, maintenance and servicing of a Departmental Biological Safety Committee and/or GM committee.
(viii) Arrange, undertake or assist in the periodic inspections of Departmental premises where biological work is being undertaken.
(ix) The investigation of any biological emergency or incident or accident, and establishing and actioning any necessary remedial action.
(x) Presenting an annual report [in writing] to the HOD regarding Biological Safety in the Department.
(xi) Providing regular reports to meetings of the Departmental Safety Committee
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2.4 Laser Safety Officer (LSO), Mike Casford The Laser Safety Officer is responsible for:
(i) Providing advice and guidance on Laser Safety within the Department.
(ii) Consulting with the University Occupational Health and Safety Service whenever necessary.
(iii) Ensuring that risk assessments, local rules and procedures are in place.
(iv) Monitoring compliance with procedures thus ensuring that safe working procedures are followed.
(v) Reporting and investigating any accident or incident involving a laser, including ‘near misses’.
(vi) Maintaining any necessary registers of lasers and laser users.
(vii) Routinely inspecting laser installations.
(viii) Presenting an annual report [in writing] to the HOD regarding Laser Safety in the Department.
(ix) Providing regular reports to meetings of the Departmental Safety Committee.
2.5 Radiation Protection Supervisors (RPSs), Andrew Bond, Markus Kalberer The Radiation Protection Supervisor (where applicable) is responsible for:
(i) Ensuring that the Department ‘Local Rules’ for the use of Ionising Radiations are complied with.
(ii) Coordinating the record keeping and reporting systems required by the Certificates of Registration and Authorisation issued under the Radioactive Substances Act.
(iii) Routinely inspecting areas where radioactive substances / sources / radiation generators are used and organising an annual review of all holdings.
(iv) Arranging the disposal of radioactive waste from the Department.
(v) Reporting and investigating any accident or incident involving ionising radiations.
(vi) Presenting an annual report [in writing] to the HOD regarding radiation protection tasks and Radiation Safety in the Department.
(vii) Providing regular reports to meetings of the Departmental Safety Committee.
2.6 Support Services Manager, Marita Walsh The responsibilities of the Support Services Manager include:
(i) Liaising with the DSO on matters relating to Health & Safety and Fire Safety effectiveness.
(ii) Monitoring, advising and reporting, through effective communication to all staff, ensuring that Departmental Policy, local rules and procedures, are understood and adhered to.
(iii) Ensuring Departmental support staff comply with Health & Safety procedures and that, safe-working practices, risk assessments and method statements are agreed, understood and followed.
(iv) Ensuring external contractors comply with Health & Safety procedures and that, safe-working practices, risk assessments and method statements are agreed, understood and followed. These to include Principal Designers and Principal Contractors working on Project and Refurbishment work, being carried out within the Department.
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2.7 Departmental Managers, Principal Investigators and Supervisors Departmental Managers (an inclusive term used to describe all those with the duty to manage any aspect of the work activity of the Department) shall be accountable to the Head of Department for the health and safety management of the work activities under their control. Their duties include:
(i) Assessing the risks of the work under their control and ensuring the implementation and maintenance of relevant risk control measures.
(ii) Ensuring the provision of suitable information, instruction, training and supervision to the staff, students and academic visitors under their control taking into account the experience and skills of these people.
(iii) In their absence from the Department, appointing a suitable deputy to maintain appropriate supervision of the work under their control.
Furthermore, the responsibilities of Principal Investigators and Supervisors include:
(i) Ensuring that their specific research projects are well managed so as not to cause illness or injury.
(ii) The production and reinforcement of a Research Group Management and Safety Plan which at the very minimum addresses safety where appropriate.
(iii) Ensuring that all new members of staff, students and visitors have suitable and sufficient training in order to perform their duties safely; to discuss with them the Departmental Safety Policy; to provide them with a copy of local safety rules and provide an appropriate level of supervision. The Principal Investigator should keep a checklist of matters to be discussed and this list should be revised (annually). Training records must be kept.
(iv) Ensuring that all work in their group is conducted in line with Departmental Safety Policy and that appropriate control measures are used and procedures followed by means of regular inspections.
(v) Ensuring that their areas of responsibility are kept clean and tidy, that rubbish is not allowed to accumulate and that circulation spaces, gangways and corridors are kept clear in order to maintain safe access and egress.
(vi) Ensuring adequate liaison with collaborative organisations as required, particularly with regard to risk assessments both internally and externally.
(vii) Ensuring that work under their supervision has been assessed prior to work commencing and that suitable and sufficient risk assessments have been completed; and that all researchers under their supervision are aware of the content and location of such risk assessments. Where necessary, it may be more appropriate for individual researchers to undertake the relevant risk assessments and where this is the case, Principal Investigators and Supervisors must ensure that their research workers have received the necessary information, instruction and training to be competent to undertake the assessment and that all risk assessments have ordinarily been authorised, either by themselves or their appointed deputy before work commences. Where an individual Post Doc has been deemed to be so competent by their Principal Investigator / Supervisor, the Principal Investigator may, at their discretion, authorise the individual researcher to sign their own assessments. Authorisation must be given in writing and a record kept.
(viii) Ensuring that staff have access to adequate information regarding the hazards and risks associated with their projects and that they are aware of the procedures to be followed in the event of an accident or emergency.
(ix) Assessing the degree of experience of each member of their group and if necessary, provide or arrange for further training.
(x) Appointing a ‘Safety Representative’ from those staff whose regular presence in the lab can be assured, where the Principal Investigator or Supervisor has more than four associated postgraduates. The appointed person shall assist the Principal Investigator in performing his/her health and safety duties and responsibilities.
(xi) Ensuring that short-term workers or visitors to the group are closely supervised at all times while working in the laboratory.
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(xii) Ensuring that summer students (including undergraduates) are registered in the Department, inducted, and closely supervised at all times while working in the laboratory.
(xiii) Ensuring that all group members understand the Department’s waste disposal policy and the correct routes for disposal of waste.
(xiv) Ensuring that all graduate students attend the safety induction training courses.
(xv) Ensuring that health screening and health surveillance takes place when appropriate.
(xvi) Ensuring that items, including chemicals, within laboratories are stored / segregated correctly.
2.8 Group Safety Representatives The responsibilities of Group Safety Representatives include:
(i) Advising and assisting the Principal Investigator or Supervisor in training new personnel.
(ii) Liaising with the DSO and disseminating safety information.
(iii) Conducting inspections of the group laboratories and ensuring that the group safety equipment such as spill kits (where applicable), safety stations, and low pressure “eye wash” facilities are maintained.
2.9 Individuals All employees, affiliated members, students and all other persons entering onto the premises or who are involved in University activities are responsible for exercising care in relation to themselves and others who may be affected by their actions or omissions. Those in immediate charge of visitors (including contractors) should ensure that the visitors adhere to the requirements of the Department’s safety rules and procedures.
You must:
(i) Make sure that your work is carried out in a safe manner and in accordance with University and Departmental Safety Policy. If you feel you have insufficient training to complete a task safely, ask your Supervisor for training to be arranged.
(ii) Obey all instructions, ‘written’ or ‘verbal’, issued by those appointed with executive responsibility for health and safety.
(iii) Make it your responsibility to keep up to date with any changes in policies, practices and procedures.
(iv) Inform yourself of the health and safety hazards of the equipment and materials with which you are concerned, in so far as these hazards may reasonably be foreseen.
(v) Protect yourself and others by wearing the personal protective equipment (PPE) provided and by using any guards or safety devices provided. It should be noted that it is illegal to intentionally or recklessly interfere with or misuse anything provided in the interests of health, safety or welfare, and this would include over-riding interlocks on equipment, removing guards and insulating equipment from electrical apparatus, or removing earth wires.
(vi) Report all accidents, incidents, near misses, faulty safety equipment or PPE immediately to the DSO or Departmental Safety Technician (DST) including deficiencies in safety equipment and procedures.
(vii) Bring to the attention of your Supervisor any potential hazard to health and safety whether in your routine work or arising from faults in equipment.
(viii) Familiarise yourself with the location of fire fighting equipment, alarm call points, escape routes and assembly points, together with fire and emergency procedures.
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2.10 Safety Committee In addition to the above arrangements, the Department has established a Safety Committee. This Committee has an advisory and consultative function for the HOD. The Departmental Safety Committee is advised, as necessary, by the University’s Occupational Health and Safety Service, Fire Safety Office, Environment and Energy Office and the University’s Security Control Centre.
The Safety Committee is concerned with all aspects of health and safety of staff, students and visitors within the Department. The Committee aims to develop and maintain high safety standards by promoting co-operation in instigating, developing and carrying out measures to ensure the health and safety of all affected by the Department’s undertakings.
The Committee should meet as often as is necessary and at least three times per Academic year and considers any relevant safety matter brought to its attention from inside or outside the Department.
Terms of Reference
Statement of Purpose
To ensure that the Department is a safe and healthy place to work, and that suitable measures are in place to control the significant risks to those who work elsewhere on behalf of the Department.
• To enable the Department to comply with the Health and Safety at Work etc. Act 1974, The
Management of Health and Safety at Work Regulations 1999, Safety Representatives and Safety Committees Regulations 1977, and Health and Safety (Consultation with Employees) Regulations 1996
• To implement new legislative requirements or changes in the Health and Safety Policy as recommended by the Departmental Safety Officer or the University’s Occupational Health and Safety Services (OHSS)
• To consult with staff that will be impacted by the implementation of significant changes to health and safety systems and procedures
• To ensure the recommendations of inspections and audits carried out internally, externally, and by enforcing agencies are implemented
• To oversee the effectiveness of health and safety training • To consider and decide on recommendations from the Biological Safety Committee and First
Aid Committee • To receive and consider recommendations or concerns from staff or students on health,
safety and security issues and take appropriate action • To receive, discuss and take appropriate action on reports and feedback on health and safety
from the committee membership • To monitor the accident, incident and dangerous occurrence statistics and use these as a
guide to formulating policy and actions • To determine whether issues of significance being progressed in the Committee should be
forwarded to the Senior Management Team (SMT) for information, guidance or authorisation • To provide feedback and make appropriate recommendations to the SMT on items requiring
departmental resolution • To review terms of reference in Michaelmas term of each academic year and recommend any
changes for the following academic year to the SMT for consideration • To undertake a self-assessment review of its effectiveness every three years (next review
2020/2021)
Further information on the membership of the Safety Committee can be found on the Departmental website.
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Figure 1: Reporting Lines for Safety
Safety Committee
Safety Committee Chair Dr Erwin Reisner
Staff Representatives
Student Representatives
Union Representative
Ex-Officio Members
Head of Department Dr James Keeler
Support Staff
Section Heads
Support Services Manager
Marita Walsh
Health and Safety Office Occupational Health
Fire Safety Unit Environment Office
Security Adviser
Departmental Safety Officer Dr Richard Turner
Departmental Radiation Protection Supervisors
Laser Safety Officer Biological Safety Officer
Safety Technician Dr Galina Jennings
Chairs of Research Interest Groups / Director
of Teaching
Heads of Research Groups / Practical
classes
Group / Student Safety
Representatives
Individuals
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3. GENERAL CONDUCT AND SANCTIONS
3.1 General
• You must obey all safety signs and warnings: notices, illuminated signs and alarms are installed only after careful consideration and for your safety. Their message must not be ignored.
• Ignorant manipulation of apparatus and machinery can have disastrous results. You must not use anything for the first time without proper instruction in its use. Faulty or damaged equipment must not be used. Do not attempt to repair or modify any apparatus unless you are competent to do so.
• Keep your work area tidy and in a safe condition. You must ensure at the end of each day that the area is safe and secure. At the end of an experiment or project, you are responsible for ensuring that everything is cleared away and that unidentified substances are not left behind to create a potential hazard or disposal problem for others.
• Eating and drinking is not permitted in laboratories, workshops or other areas (including offices) where chemicals and other potential contaminants such as lab coats are present.
The use of mobile phones and wearing of personal stereos is not permitted when working at a fume cupboard
Smoking (including e-cigarettes and vaping) is strictly forbidden within the Department and from all areas of the Department site with the exception of the designated space near the
Panton Street entrance.
3.2 Fire Safety
• Doors marked ‘FIRE DOOR – KEEP SHUT’ must not be wedged, propped or otherwise fastened in the open position unless on magnetic holdbacks. If they fail to close of their own accord, this must be reported to the DSO / DST.
• Corridors and staircases provide safe circulation and routes of escape in an emergency. They must be kept clear and not used as storage areas.
• Fire fighting equipment must be kept free of obstruction and readily available. It is an offence in law to use it in any circumstances other than a fire e.g. do not use it to prop open a door.
No fan heaters or convection heaters are permitted to be used within the Department Only oil filled radiators are permitted, subject to approval by the Electrical Workshop
• Users are reminded to keep all heaters away from combustible materials and positioned where they do not create a trip hazard.
• Any heater should be turned off when the room is not in use.
3.3 Sanctions
• Contravention of the Department’s Health and Safety Policy and procedures is not acceptable. Appropriate action will be taken to ensure that the correct procedures are being complied with.
• Minor breaches of the procedures will normally come to the attention of the person’s Supervisor, and will be dealt with directly by them. The Supervisor may consider it necessary to issue a written formal warning. A further breach of the procedures would be considered to constitute a ‘Major’ offence.
• Alleged major breaches of the safety procedures must be reported to the HOD, either by the DSO or by the Supervisor. The HOD will investigate the matter and, if appropriate, issue one or more sanctions against the worker concerned.
• Sanctions for a Research Worker may include suspension from using research apparatus in the Department until it is clear that he or she has sufficient training and experience to recommence safe working.
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• Persistent and/or flagrant abuse of the procedures may lead to permanent exclusion from the Department following formal processes conducted by the Board of Graduate Studies (for research students) or the University’s disciplinary procedures (for employees). In addition it must be remembered that individuals can be, and sometimes are, prosecuted by the Health and Safety Executive for breaches of statutory regulations and also for carrying out dangerous operations or for permitting dangerous operations to be carried out.
• All members of the Department are encouraged to keep a look out for activities that may be unsafe. Wherever possible, they should immediately report an unsafe situation to their Supervisor, the DSO / DST or (at night) the Night Security staff or Security Control Centre staff, who will assess the hazard and take appropriate action. Such action may involve immediate shut down of the activity without prior warning.
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4. Risk Assessments
4.1 General Risk Assessments
The Management of Health and Safety at Work Regulations impose a legal requirement to undertake a suitable and sufficient risk assessment for all aspects of work, and where necessary to establish control measures. Risk assessment is the process of identifying, assessing and remedying latent preconditions and control failures in the workplace and should identify both the hazards and risks involved in any activity. Risk assessments must be carried out prior to commencement of work.
The purpose of a risk assessment is to prevent accidents, by making a judgement of the likelihood and degree of harm emanating from workplace hazards, and then deciding on and
implementing the measures necessary to remove or effectively control them
A risk assessment is a careful examination of what in a workplace or activity could cause harm to people, in order to determine if enough precautions have been taken or if more are needed. A risk assessment must identify significant hazards and evaluate the risks posed by them.
Hazard can be defined as a potential source of harm or damage, or a situation with a potential to cause harm or damage. Risk is a function of the probability of that harm occurring and the severity of its consequences should it occur.
How to do a risk assessment
The HSE publication ‘Five Steps to Risk Assessment’ outlines the main steps which all risk assessments should follow:
1. DEFINE THE ACTIVITY and IDENTIFY THE SIGNIFICANT HAZARDS (Why could they be harmful?)
2. DECIDE WHO MIGHT BE HARMED and HOW e.g. employees and non-employees (How many and who are they?)
3. ASSESS THE LIKELIHOOD and CONSEQUENCES OF THE HARM and INDICATE THE MEASURES USED TO CONTROL THE HAZARDS (What could happen – is it likely in the circumstances? Evaluate the risks arising from hazards and decide if existing precautions are adequate or if more are needed. How is any harm to be prevented? The control measures should follow the principles of prevention and all statutory and regulatory duties must be met.)
4. RECORD YOUR FINDINGS AND IMPLEMENT THEM (Record the significant findings, sign, date and give a review date for the assessment.)
5. REVIEW THE ASSESSMENT and REVISE IF NECESSARY (Review the assessment from time to time, especially after a significant change or if there is reason to believe it is no longer valid, and revise as necessary.)
In undertaking a suitable and sufficient risk assessment, the following questions must be asked:
• What are you going to do? What is the process? (For complex procedures, it can be useful to break down the activity into its component parts.)
• What dangers are associated with it, i.e. what are the intrinsic hazards and risks (both those attached to the way it should work, and those attached to foreseeable failures)?
• What could go wrong and where is there likely to be a problem?
• What is the likelihood of foreseeable accidents, injuries or near misses occurring i.e. high, medium or low?
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• Who is likely to be exposed to the hazards i.e. who might be hurt?
• Why might it happen and when could it happen?
• How are you going to control the risk to an acceptable level, using engineering control, procedural control, etc? How could all this be avoided?
If all of these questions are answered, then the risk assessment should be adequate.
Some work is associated with specific legal requirements or prohibitions, and it is important to contact the DSO to ensure that the necessary requirements are met. Examples of work requiring more than the simple ‘common sense’ approach are work with:
• Radioactive materials
• Radiation generators
• Lasers
• Pressure systems
• Biological materials
• Carcinogens, mutagens, substances toxic to reproduction and sensitisers
• Asphyxiants
• Electrical equipment built or modified in-house
• Lifting equipment
There is only one thing more important than assessing the risk, and that is controlling (reducing) the risk. All risks must be reduced to the lowest level reasonably practicable (which means balancing the reduction in risk against the time, cost and the trouble of achieving it). There are various different measures that can be taken to reduce (or control) risk and these measures are known as control
measures. Some types of control measure are more effective and less likely to break down than others, and these should always be used in preference.
Below is a list of control measures, with the best (most effective) ones listed at the top.
• Getting rid of specific hazards completely i.e. eliminating them
• Substituting a less dangerous alternative
• Removing or controlling hazards in a way that will protect everyone in the vicinity – for example by engineering design (perhaps fitting a guard to machinery, or using a fume cupboard)
• Controlling hazards by safe working procedures
• Personal protection for individuals, which should always be the last resort
Principal Investigators and Supervisors are responsible for ensuring that risk assessments are carried out for their research group/area of responsibility. For the Technical Staff, the Section Head is responsible for ensuring that risk assessments are carried out in their section.
A copy of the Departmental General Risk Assessment form can be found at on the Departmental Health and Safety website.
The results of any risk assessment must be communicated to those individuals who may be affected. In particular, they should be informed of the hazards identified, the preventative and protective measures that are required, and any changes in working procedures or practice.
The final risk assessment should be printed out and copies made available. It is good practice for those at risk to sign and date the risk assessment to show they have read and understood it. Where necessary, information, instruction and training should be given on the use of any control measures identified and records kept of any training undertaken.
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Having carried out the risk assessment it is then necessary to make sure that the methods to control the risk or hazard identified in the risk assessment are actually implemented.
Risk assessments should be living documents. They need periodic review, to ensure that they are still valid. They also need to be revised if there is an accident, near miss or other evidence to suggest that they are not right, or if there is a material change in the work including any attempt at scaling up a reaction that would invalidate the assessment.
Where there are safe systems of work, safe/standard operating procedures or protocols in place, these must also be reviewed on a regular basis and in any case, every three years, to establish whether they are still viable for the activities taking place, and if appropriate, these must be revised and dated.
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5. ELECTRICAL SAFETY
Electricity is associated with a number of hazards: shock, burns, fire and explosion. Shock normally arises as a result of touching a conductor that is intentionally live, or one that has become so as a result of a fault. Approximately 6 - 8 deaths every year in the UK result from contact with electricity. Ventricular fibrillation of the heart and subsequent death can result from an electrical current of only 70 mA at 50 Hz passing through the body from hand to hand across the chest. Voltages below 50 V are much safer than the normal UK mains voltage of 220 – 240 V.
The other major risk associated with electrical installations and equipment is that of fire. It is therefore essential that all connections are made soundly; the correct size cable is used and all installations and equipment have the correct fuse rating. If in doubt about connections to electrical services or apparatus, consult the Maintenance Section or the Electronics and Electromechanical Workshops.
INDIVIDUALS MUST NOT MAKE ANY MODIFICATIONS TO ELECTRICAL EQUIPMENT UNDER ANY CIRCUMSTANCES WITHOUT SEEKING ADVICE FROM THE ELECTRONICS
AND ELECTROMECHANICAL WORKSHOPS LIVE WORKING (ON OR NEAR EXPOSED LIVE CONDUCTORS I.E. ELECTRICAL CIRCUITS
THAT ARE STILL CARRYING CURRENT) IS PROHIBITED EXCEPT IN EXTRAORDINARY CIRCUMSTANCES, IN WHICH CASE SPECIFIC AUTHORISATION IS REQUIRED
5.1 Portable Electrical Appliances
Within the Department, Portable and Transportable (PAT) electrical equipment means equipment that is not part of a ‘fixed’ installation (e.g. a fume cupboard etc.) but is intended to be connected to an electrical supply via a flexible cable and a plug (e.g. a kettle, heat gun, vacuum rig etc.) irrespective of its size. PAT equipment is often, but not limited to, equipment that is hand-held, hand-operated, or likely to be moved while still connected to the supply (e.g. when cleaning behind a fridge).
It is Departmental policy that:
1. All PAT electrical equipment in the Department must be registered with the Electronics and Electromechanical Workshops.
2. All PAT electrical equipment within a laboratory or workshop must be inspected and tested to a defined schedule based upon an assessment of the inherent risk.
3. Office-type equipment including IT (e.g. switches, hubs, computers, printers, fax machines and photocopiers, lap-top/phone chargers etc.) and Class II equipment, (double insulated), do not usually require annual PAT testing but must be subject to visual examination every 2 years and a combined inspection and test every 5 years.
4. The testing of IT equipment is the responsibility of the Head of IT Services.
5. The testing of all other equipment is the responsibility of the Electronics and Electromechanical Workshops.
This policy applies to all electrical equipment used in the Department, whether the property of the University or personal items
There should be a white ‘Pass’ sticker on all portable electrical equipment.
Figure 2: The ‘Pass’ sticker in use within the Department
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This will show a test date. If you think the re-test date has passed (ordinarily 12 months from the test date) and your equipment has not been re-tested then contact the Electronics and Electromechanical Workshops.
Other ‘Tested for Electrical Safety’ stickers in use in the Department are:
• Black ‘Visual inspection’ only on IT equipment in an office environment. • Red ‘Rejected’ equipment not to be used. To be either repaired or scrapped.’
Figure 3: The ‘Rejected’ sticker in use within the Department
DO NOT USE ANY ITEM OF ELECTRICAL EQUIPMENT WHICH DOES NOT HAVE A CURRENT PORTABLE APPLIANCE TEST STICKER OR WHICH HAS A RED ‘REJECTED’
STICKER
5.2 Electrical Safety User Checks
An important aspect of electrical safety is the user check which should be done by you. The user is normally the person most familiar with the equipment and may be in the best position to know if it is in a safe condition and working properly.
The user should:
1. Disconnect the equipment from the supply either by unplugging it or by using an isolating switch.
2. Visually inspect the equipment in particular looking at:
a. The flex - Is it in good condition? Is it free from cuts, fraying and damage? Is it in a location where it could be damaged? Is it too long, too short or in any other way unsatisfactory? Does it have inadequate joints?
b. The plug (where fitted) - Is the flexible cable secure in its anchorage? Is it free from any sign of overheating? Is it free from cracks or damage? Is the correct fuse fitted?
c. The socket outlet or flex outlet - Is there any sign of overheating? Is it free from cracks, contamination damage to the case, or damage which could result in access to live parts? Can it be used safely?
d. The appliance - Does it work? Does it switch on and off properly? e. The environment - Is the equipment suitable for its environment? If equipment is likely
to have water splashed onto it, is it protected to the appropriate standard? Where flammable solvents or gases are used, is the equipment spark-free?
f. Suitability for the job - Is the equipment suitable for the work it is required to carry out e.g. if equipment is used continuously, is it designed for this? Is the equipment being used to drive an appropriate load? For example, overhead stirrers can become overheated when impeller blades are used which are too large or too long for the capacity of the motor. Always use the type of blade for which the stirrer has been designed.
3. Take action on faults/damage. NEVER USE FAULTY EQUIPMENT!
Faulty equipment must be:
1. Switched off and unplugged from the supply.
2. Labelled to identify that it must not be used. If the fault has made the equipment dangerous, consideration should be given to getting the plug removed immediately to make it safe.
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3. Reported to a member of the Electronics and Electromechanical Workshops on equipment failure or Maintenance on supply failure.
Frequency of checks:
• The user should check hand held equipment, e.g. power drills and soldering irons, before each use.
• The user does not need to regularly check computers that are used in offices only. Other items should be checked weekly.
5.3 Portable Appliance Testing after repair
Please be aware, if electrical equipment is repaired then any pre-existing PAT test is automatically invalid. Equipment repaired in the Department will be PAT tested before return and equipment repaired outside the Department MUST be PAT tested within the Department upon its return PRIOR to use.
5.4 Use of Portable Appliances with 2-pin Plugs
2-pin plugs must NEVER be plugged directly into a socket. They MUST only be used with an approved adapter shown in the right-hand picture below. These adapters are available from the Electronics and Electromechanical Workshops.
5.5 Safeguards against Electrical Shock
The method of safeguarding Class 1 electrical equipment against the risk of electric shock is to earth the external casing. This is done to ensure that any current is conducted to earth and not to go through any person using such equipment in circumstances where a live conductor comes into contact with the casing. With correctly earthed supply installations and well-designed and correctly earthed commercial equipment, the risk of electrical shock should be nil. Be aware of high voltage supplies over 10 kV which can be a hazard to someone being close to, but not actually touching, the apparatus.
In practice major risks arising from portable equipment are namely:
• The earth connections may not have been made.
• The earth connections may have broken.
• The earth connections may have been removed for some specific purpose.
• The connections may have been wrongly made, particularly with equipment of continental origin where different colour codes for leads may be used.
To guard against these hazards the initial connections to instruments should normally be made by the Maintenance Section and for portable equipment by the Electronics and Electromechanical Workshops.
X ü
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The continuity of earth connections on portable equipment must be checked periodically and if any equipment is unearthed, a notice must be attached which makes this quite evident to any unsuspecting person.
5.6 Safeguards against Electrical Fires
The risk of fire from failure of electrical apparatus is normally slight and the principal safeguard is to ensure that the equipment is correctly fused. A fuse is a type of over-current protection device, which consists of a metal wire or strip that melts when too much current flows, thereby breaking the circuit and isolating the equipment from the live main.
Note that there is a range of fuse ratings for use in standard fused three-pin plug-tops and the appropriate current rating for the equipment concerned should always be used. However, fuses will take 2-3 times their rated current and can take a substantial time to blow. Hence it is still possible to receive a shock from electrical equipment.
It should be stressed that a fuse will not protect your life. Its key role is in preventing fire due to excessive current flow and protecting the circuit's other components from damage.
Where fuses have blown on equipment or apparatus, the equipment must be taken to the Electronics and Electromechanical Workshops for testing / replacement of fuse. Where those in fused switch boxes have blown, the fault must be traced before reconnecting the equipment to the supply. Contact the Maintenance Section.
Residual Current Devices (RCDs) and Mini-Circuit Breakers (MCBs) are both rapid acting and can be set to small fault currents. These can save your life and RCDs are a very wise precaution when using mains powered equipment out of doors or in other areas of increased risk (e.g. when using baking tapes on steel vacuum equipment).
Ovens, electric heaters, soldering irons, etc, should be switched off when not in use.
Heat guns MUST be switched off and disconnected from the mains (i.e. unplugged) when not in use. They must always be stored in a safe manner. When in use they should be parked in
an appropriately sized metal ring in the fume cupboard or outside the fume cupboard in a ring on a retort stand or an appropriate holster. On no account should they be left on fume
cupboard bases, the floor, furniture or boxes.
All fridges and freezers used within the Department MUST be spark free including those in offices and tea rooms.
Master switches associated with particular experimental equipment for use in emergencies should be clearly marked and noted on the overnight card.
The use of electrical power adaptor blocks (see Figure 4) is NOT permitted in the University.
Figure 4: Examples of non-permitted electrical power adaptors
X X
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Avoid using multi-gang extension leads wherever possible. If it is absolutely necessary, ensure the correct type is obtained from the Electronics and Electromechanical Workshops and is PAT tested. Approved 4-way multi-gang extension leads with independently switched sockets and a chemically resistant fibreglass casing are required for use in the laboratories. Other designs (including non-switched sockets) may be suitable for office areas, dependent upon the risk. Extension leads should only be plugged into an appropriate wall mounted outlet and under no circumstances should further extensions be plugged into these. Extension leads should never be hung or suspended in such a way as to place stress on the plug or socket.
Extension leads should be fully unwound before use to prevent overheating. If there is any uncertainty regarding the correct or safe usage of extension leads or any concern regarding overloading, contact the Electronics and Electromechanical Workshops for advice.
5.7 Some General Guidance for Experimental Work
5.7.1 Reducing the Risks of Electrical Shock When working with experimental equipment, the risk of electrical shock can be reduced by adopting the following general practices:
• Ensure all metal work is earthed – contact the Maintenance Section.
• Use a Residual Current Device (RCD).
• Do not handle the equipment with wet hands, and do not work in close proximity to water or unearthed metalwork where there may be a chance of touching 'live' parts of the equipment.
• Switch off when making any alterations or modifying circuits.
5.7.2 Connecting Terminals Where supplies for experimental work are obtained from terminals, insulating ones must be used, and the controlling switch should be in close proximity so that it is quite easy to see whether the supply is 'on' or 'off'.
5.7.3 Use of Domestic Electrical Fittings Standard domestic type of electrical fittings e.g. three-pin plug-tops and sockets, should never be mounted or used in a non-standard way on experimental equipment; tumbler switches should be mounted in a conventional way (i.e. 'up' means 'off').
Note: American equipment may be supplied at 110 V and normally uses the opposite convention, namely 'up' means 'on'. Domestic type single-pole switches should always be wired in the live lead. Contact the Electronics and Electromechanical Workshops for advice.
5.7.4 Use of Batteries Caution should be exercised when working with low voltage supplies. Fatal accidents have occurred with only a 40 V direct current. A high-tension battery has a high potential difference between it’s two poles (i.e. +ve and –ve). When connected in series, high-tension batteries can produce a huge DC voltage which can be extremely dangerous and should not be used for low voltage supplies. The terminals and connections should be protected to avoid the danger of short circuit, and hence burns, arising from conductors, which may accidentally fall on to the battery. For disposal of batteries, see Section 8.3.2
5.7.5 Earthing In some laboratories where experimental electrical equipment is built and used, it may be desirable for technical reasons to omit earth connections. In such cases it is essential that all users are made aware of the fact, by notices attached to the equipment. Warning notices must be displayed. When major mains electrical modifications are to be made to a new or existing rig, prior to making these modifications, they must be discussed in the first instance with a qualified Electrician from the Maintenance Section.
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5.7.6 Electricity Supply Services The supply services to laboratories must not be interfered with or altered in any way by unauthorised persons. The responsibility for these supplies lies with the Maintenance Section e.g. reset of emergency stop buttons.
5.7.7 Long Flexible Leads The practice of trailing electrical leads, very often carrying mains supply voltage, across the floor is especially undesirable where people are likely to walk. This results in wear to the cables and also presents a trip hazard. Rubber cover strips should be used, or else the cables should be taken overhead on a gantry (consult the Maintenance Section).
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6. PERSONAL PROTECTIVE EQUIPMENT (PPE)
6.1 Personal Protective Equipment
The term Personal Protective Equipment (or PPE) refers collectively to equipment such as safety glasses, goggles, gloves, aprons, lab coats, protective shoes, ear defenders and respiratory protective equipment used to protect the person during their work. PPE is the last resort and protects the wearer alone; hence alternative methods for controlling the hazards must have been considered before resorting to the use of PPE. PPE is the protective measure which is most likely to fail as a result of it being damaged, poorly maintained, misplaced, forgotten, misused or as a result of it being an inappropriate or ineffective choice in the first place. The use of PPE (unless mandatory) will be specified by the risk assessment for the activity.
6.1.1 Eye/Face Protection The eyes are very easily damaged, and injury to them is probably more serious than to any other organ. Increasing levels of eye protection are afforded by:
• Over-glasses conforming to BS EN 166 which will fit over ordinary prescription glasses.
• Safety glasses conforming to BS EN 166, having grade F impact specification.
• Protective goggles conforming to BS EN 166, having Grade B impact specification, which can be worn on their own or, if necessary, over ordinary prescription glasses.
• Face shields which conform to BS EN 166, having Grade B impact specification.
• Head shields which provide overall protection to the head and throat.
The form of protection required depends on the possible dangers arising from the work being done. Advice as to the grade of impact resistance should be obtained from the DSO. Eye protectors which are damaged, lost or destroyed must be replaced immediately.
A. Safety Glasses
All members of academic, technical Staff and all research workers are issued with safety glasses which must be worn at all times in the teaching and research laboratories. All visitors must be provided with a pair of safety glasses when visiting the laboratory areas. It is the responsibility of the person escorting the visitor to ensure that safety glasses are worn where required.
ORDINARY GLASSES DO NOT PROVIDE ADEQUATE PROTECTION
All undergraduates must wear safety glasses when working in teaching laboratories or visiting research laboratories. Members of academic staff are reminded that an undergraduate may be excluded from the laboratory for refusing to wear suitable eye protection where required. Academic, technical and demonstrating staff are responsible for setting a good example regarding the wearing of safety glasses.
It should be remembered that while safety glasses provide a basic level of protection against impact injuries to the eyes, they do not afford 100% protection against chemical splashes or protection against vapours. Safety goggles will protect against splashes, vapours, dusts and mists, whereas full-face shields provide protection for the whole face against chemical splashes and flying particles.
Eyewear (safety glasses, safety goggles, full-face shields) is easily damaged. Some lens materials are susceptible to attack by solvents, so care should always be taken not to spill these on the eyewear. All eyewear is damaged by abrasion. Always follow the instructions for cleaning, to minimise the damage that is done to the eyewear. Never leave eyewear on e.g. benches where it may get dusty or scratched; put it away in a container, or somewhere out of harm’s way. Eyewear should be examined before use, and any that has been damaged must be replaced.
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B. Contact Lenses
There is conflicting evidence as to the desirability of wearing contact lenses in the laboratory, which in itself is dependent upon the chemicals being handled and the type of contact lenses in use. Therefore, where appropriate, the use of contact lenses in laboratories should be discouraged in favour of prescription safety glasses.
If contact lenses are used, they should be considered in the risk assessment for the specific chemicals in use and suitable eye protection must still be worn. In cases of doubt prescription safety glasses should be used.�
Contact lens wearers are advised to inform their Supervisor, Line Manager, Demonstrator or the DSO, as appropriate, that they are wearing contact lenses, in order that First Aiders can be informed in the event of a splash to the eye requiring the eye to be washed out.
In the event of a chemical exposure, begin eye irrigation immediately and remove contact lenses as soon as practical. Do not delay irrigation while waiting for contact lens removal.
C. Prescription Safety Glasses
All members of academic, technical Staff and all research workers requiring prescription safety glasses should contact the DSO / DST in the first instance. A current eye prescription is required.
6.1.2 Hand Protection Appropriate gloves should be worn:
• To protect against accidental contact with chemical substances, namely those that may be absorbed through the skin or that are corrosive, harmful, irritant or otherwise damaging to the skin, or biological hazards.
• To protect against abrasions and general mechanical hazards, e.g. when moving bricks and rubble, or when handling gas cylinders. NB Gloves should NEVER be worn when using rotating machinery – they can catch in moving parts. USE GUARDS.
• To protect against extreme cold, for example when handling cryogens.
• To protect against heat e.g. when welding or cutting, or when taking things out of an oven or furnace.
• To give a good grip.
• To protect against electricity, or to have anti-static properties.
For each case, the glove specification is different.
Gloves to protect the wearer against chemical substances can fail in one of three ways:
• Permeation – in which the chemical agent migrates through the glove at a molecular level. This can occur even if the glove is ‘undamaged’. Chemicals continue to permeate through the glove material even after exposure; the rate of permeation varies depending on the glove material and the chemical in question. The time it takes for a chemical to pass through a glove and be detected on the inside is known as the ‘chemical breakthrough time’.
• Penetration – where the chemical agent flows through closures, porosity, seams or other imperfections in the glove.
• Degradation – where a damaging change in the physical properties of the glove results in exposure to the agent. Signs of degradation may include loss of flexibility, softening, swelling, brittleness, weakness, tackiness, disintegration and failure.
Thus the selection process should take into account the agent(s) to be protected against, and the expected performance of the glove material (see manufacturers’ websites and catalogues for lists of chemical breakthrough times and chemical compatibilities with glove materials). It should be noted that the chemical breakthrough time may well be exceeded long before the gloves visibly degrade.
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Proper selection must also take into account the needs of the wearer.
The table below gives recommendations for the most suitable glove for a given application (source HSE guidance note INDG330) however, these are only very general recommendations. If in doubt as to the suitability of any gloves you have or require, help and advice can be sought from the DSO or manufacturer.
Chemical family Glove Type
Nitrile rubber Neoprene PVC Butyl Viton
Water miscible substances, weak acids and alkalis ü ü ü
Oils ü Chlorinated solvents ü Aromatic solvents ü Aliphatic solvents ü ü Strong acids ü Strong alkalis ü PCBs ü
Gloves should be inspected for tears or punctures prior to use and should be discarded when they become contaminated or damaged, or immediately after finishing the task at hand. Information on the correct way to remove lab gloves can be found in the document entitled ‘Lab Gloves – User Instructions’ which is available to download from the Departmental Health and Safety web pages.
Disposable gloves are single use only and under no circumstances should be reused.
To avoid contamination, gloves must not be worn when using the phone or opening doors. Gloves must not be worn outside the laboratory except to transfer a sample from one room to another provided that an un-gloved hand is used to open the door or to operate keypads etc.
Gloves, such as Marigold rubber gloves, worn to protect the hands must be washed prior to removal.
For mechanical hazards, gloves classified under BS EN 388, offer protection against superficial cuts, abrasions and mild detergents. They are suitable for general handling and light site work, packing, gardening and maintenance work.
Gloves which offer mechanical protection for intermediate risks will fall into one of four categories:
• Abrasion - Performance index 0-4 (0 is the lowest performance rating) • Blade cut - Performance index 0-5 • Tear - Performance index 0-4 • Puncture - Performance index 0-4
If cold liquids or cryogens are being handled, it is important to select gloves that be approved to BS EN 511 that cannot soak up the liquid, or allow liquid to dribble down inside and become trapped next to the skin – gloves with elasticated cuffs perform better.
Gloves and gauntlets, for use when welding and thermal cutting, should be approved to BS EN 407. These have no external seams to burn.
Heat resistant gloves should be worn when withdrawing items from furnaces, for kitchen wear, or for other specialised requirements.
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Latex Gloves Latex allergy is becoming more widespread, and wherever practicable, alternative glove materials should be used. Common alternatives are nitrile, PVC, neoprene and polyethylene, but these must be chosen with due regard to the substances that they are to protect the wearer from, and the nature of the work. Further advice as to suitable alternatives is available from the University’s Safety Office.
Where it is impossible to find a suitable alternative, then latex gloves may be used. However, their use must be restricted to only those occasions where they are the safest option, minimising the risk from any 'task' by balancing the risk of allergic/asthmagenic responses to latex gloves against the possibility of introducing additional risks from the use of alternatives.
The use of disposable latex gloves must be subject to a written risk assessment and health surveillance in accordance with the Control of Substances Hazardous to Health (COSHH) Regulations. The following principles must be observed:
• Gloves should be ‘low protein’. • Persons who are sensitized must be excluded from the area. • Health surveillance is required for personnel who are potentially exposed.
Powdered latex gloves must not be used. Their use is banned within the University. If you have been diagnosed with a latex allergy, you must notify your fellow lab workers to ensure that latex gloves are not worn when handling communal equipment.
6.1.3 Body Protection
Wear clothing that covers and protects your body, arms and legs. Do not wear clothing which is loose enough to knock over containers on the work bench or drag or dip into equipment, chemicals or flames. Clothing made of natural fibres can breathe and offer some degree of fire resistance, unlike many man-made fibres. Do not wear clothing that is of a high value as even small chemicals splashes can ruin clothes, and remember jewellery can be damaged by certain chemicals. Do not wear loose jewellery, especially around the neck. Remember rings may damage gloves or get caught on equipment.
A Long Hair Tie back long hair as it can accidentally contact flames or chemicals or become entangled in equipment. Hair sprays, gels, mousses, etc. may be flammable. Loose, long hair can also block your vision, which can lead to accidents.
B Laboratory Coats and Aprons
A lab coat is worn to serve as a barrier between a hazardous substance and your body and clothing by absorbing or deflecting minor splashes and spills, dusts and aerosols and will offer some protection against flash and fire. However, if a major spillage is reasonably foreseeable e.g. decanting a significant volume of a corrosive liquid, it is recommended that an apron is worn over the lab coat.
Where the need for lab coats to be worn has been specified in risk assessments for procedures where hazardous substance are being used, it is mandatory for properly fastened lab coats to be worn at all times from the point at which the work commences.
It is essential that lab coats are regularly cleaned in order to prevent the spread of contamination to personal clothing and skin. Lab coats should be changed at least weekly or sooner if they become contaminated. A clean lab coat is a matter of basic hygiene. Lab coats must be replaced when worn or exhibiting signs of significant deterioration (i.e. holes). Lab coats must not be worn outside the work area, in refreshment areas, the library or in offices.
If you do not wear a lab coat, be prepared for a First Aider to cut your clothes off should you spill a chemical on your clothes!
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There is a system in place within the Department for the laundering of all lab coats Contact Stores for further information
6.1.4 Foot Protection Footwear that adequately covers the feet and offers protection against spillages and falling objects should be worn at all times in the laboratory. Sandals and flip flops do not provide adequate protection to the feet and MUST NOT be worn in the laboratories.
Given that this is a high-risk building, footwear MUST be worn when in the building. Do not walk around in bare feet.
Protective shoes that conform to British Standards (EN ISO 20345:2011) should be worn when handling gas cylinders or other heavy equipment.
6.1.5 Respiratory Protection Respiratory protective equipment (RPE), like PPE, lies at the bottom of the hierarchy of control measures because it protects only the person wearing it. However, there are occasions where it is required as an additional protection measure, or for an operation takes place so infrequently that the installation of engineering control measures is not reasonably practicable.
RPE may be appropriate in the following circumstances:
1. Routine operations where exposures to airborne contaminants are expected to be below the exposure limits, but the wearers will gain an improved quality of life by using RPE.
2. Where exposures exceed the appropriate workplace exposure limit (WEL) and control measures are in the process of being installed. RPE may provide a temporary means for controlling the exposures.
3. Where maintenance work may require personnel to enter areas with high contaminant levels in order to service equipment, such as filters.
4. Where plant failure may lead to a need to escape in a contaminated atmosphere.
5. Where exposure is of short duration (e.g. connecting a cylinder of toxic gas or handling crystalline silica) and the permanent provision of other means of control is not reasonably practicable.
It is a legal requirement of the Control of Substances Hazardous to Health (COSHH) Regulations that wherever a respirator or mask, including a disposable mask, has been identified through risk assessment as a control measure, it must have been face-fit tested to the individual who will be wearing it.
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7. MISCELLANEOUS
7.1 Display Screen Equipment Sustained use of display screen equipment including computers carries a risk of injury to the upper limbs and back due to poor work station layout and work practices and can cause eye strain. Legislation guiding work with VDUs and the University DSE Policy require that a risk assessment (DSE Policy appendix 4) is undertaken so that all computer users are correctly set-up at their workstations. Assessments should be carried out for all new employees or when significant changes are made to an existing workstation, such as undertaking a significant proportion of work from home.
The following hints will help you to work safely with your computer:
• Your workstation should be adjusted to suit you and to provide the most comfortable position for your work. As a general guide, your forearms should be approximately horizontal and your eyes should be level with the top of your monitor.
• Make sure that there is enough space underneath your desk to move your legs freely. Move any obstacles such as boxes or equipment.
• A comfortable position in the chair can be achieved by adjusting the seat height, and by adjusting the back height and tilt. Stability and movement is provided by the 5 star base and castors.
• Avoid excess pressure on the backs of your legs or knees. A footrest may be helpful, especially for smaller people.
• Don’t sit in the same position for long periods - make sure you change your posture often.
• Adjust your keyboard and screen to get a good keying and viewing position. A space in front of the keyboard is sometimes helpful for resting the hands and wrists when not keying.
• Don’t bend your hands up at the wrist when keying. Try to keep a soft touch on the keys and don’t over-stretch your fingers.
• Make sure you have enough work space to take whatever documents you need. A document holder may help you to avoid awkward neck movements.
• Try different layouts of keyboard, screen and document holder to find the best arrangement for you.
• Arrange your desk and screen so that bright lights are not reflected on the screen. You also shouldn’t directly face windows or bright lights. Adjust curtains and blinds to control unwanted light. Make sure there are no layers of dirt, grime or finger marks on the screen.
• Use the brightness control on the screen to suit the lighting conditions in the room.
• You should take frequent short breaks when using display screen equipment. A 30-second break every five minutes is better than a longer break every hour.
• During breaks it is useful to tense and relax hands, neck and shoulders. Rest your eyes by looking away from the screen and tracing the shape of an X in a box with your eyes.
• You should vary your patterns of work to avoid continuous use of the computer. Periodically take on a different task, preferably moving away from your desk.
• If using a mouse, it is preferable to use it with a mouse mat. The mouse should be close to you so that it can be operated without over-stretching your arm. You should not have to reach out to the mouse any further than to the keyboard.
• Wrist rests may be leant on while not typing but will not benefit you while you are actually using the keyboard.
• If a workstation is shared then it is important that you carry out individual adjustments to the workstation to find and maintain a comfortable work position.
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‘Remember your ABC’
A Adjust your chair
B Break up tasks
C Change your position and stretch
If you use a computer you are entitled to an eyesight test which will be arranged for you by the Occupational Health Service. If your normal prescription glasses are suitable for DSE work, the University is not obliged to pay for them, but the Occupational Health Service will inform you if you are entitled to special glasses for DSE work.
Reference should be made to the ‘Computer related safety’ information contained within the Departmental Health and Safety web pages.
7.2 Manual Handling
Everyone during the course of his or her stay in the Department will lift, put down, push, pull, carry or move objects; such activities are encompassed by the term ‘manual handling’. Unfortunately, manual handling accidents are common, and can lead to life-long problems including bad backs and a range of other musculo-skeletal injuries including those to the hands, arms and feet.
All manual-handling tasks that have the potential to cause injury should be risk assessed. Never lift an item if you feel that it is too heavy. If you suspect that an item is too heavy, either get help or leave it alone. Sack trolleys are available for use when transporting heavy loads.
Good Lifting Technique
1. Plan the lift. Arrange in advance for somebody to help you if necessary, and/or to open doors for you.
2. Stand as near to the load as possible, with your feet apart and one leg slightly forward pointing in the direction you intend to go.
3. Make sure the heaviest side of the object (if any) is nearest to you.
4. Bend your knees, keeping your back straight, and move down towards the load.
5. Get a good grip on the load, preferably a hook grip.
6. Keeping the load close to your body, push up with your legs steadily into a standing position. Try to take as little strain on your back as possible – your leg muscles should do all the work.
7. If you need to turn, don’t twist from the waist, walk yourself round.
8. Lower the load carefully, reversing the lifting process.
9. Slide the load into position once you have put it down.
For further information on manual handling and manual handling risk assessments, contact the DSO.
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7.3 Pregnancy
There are certain risks which may affect the health and safety of new and expectant mothers and of their child. Working conditions normally considered acceptable may no longer be so during pregnancy and while breastfeeding.
If you are pregnant you may be at risk from different physical, biological, and chemical agents, working conditions and processes. These risks will vary depending on your health, and at different stages of your pregnancy. While you do not have to inform the Department that you are pregnant or breastfeeding, it is advisable (for you and your child’s health and safety protection) that you provide the Department with written notification as early as possible. It is also essential that all risk assessments, including hazardous substance risk assessments, are reviewed regularly. For further information, please contact the DSO or Occupational Health Service.
7.4 General Office Safety
For many routine office activities there should be no significant health or safety risk and if so, no further assessment of the work is necessary. However, non-routine office activities should be assessed, and where any significant hazards are identified, the results of the assessment should be recorded.
Slips and trips are the most prolific cause of injury in offices. Other causes include the handling and lifting of goods, materials and equipment, falling objects and stepping on or striking against objects. The maintenance of high standards of housekeeping is essential in offices. Care should be given to the layout and storage of items to minimise possible hazards. Particular attention should be given to:
• The condition of floors and floor coverings.
• Trailing leads and cables.
• Storage of items on shelves above shoulder height.
• Safe methods of reaching items stored on high shelves.
7.5 Health and Safety Training
Training is an essential part of maintaining a healthy and safe environment. Training and instruction in routine matters must be given, as required, by Supervisors or Managers. In particular, the immediate Supervisor or Manager will inform new members of staff and students on their first day of joining about:
1. Action in the event of a fire.
2. Action in the event of an accident.
3. Their responsibility for following departmental procedures including responsibility for reporting health and safety problems and how this should be done, and for cooperating with colleagues.
4. Any specific responsibilities they have in relation to health and safety.
Training must also be given on all pieces of apparatus and equipment, and additional training will be needed where individuals are expected to carry out risk assessments. Where training is given, training records must be kept which detail the date that training was received, name of trainer and signature of trainee.
Remember, everyone in the Department has duties concerning health and safety and as a legal minimum, you must take reasonable care for your own safety and that of others who may be affected by your actions.
The Health and Safety Office provides a variety of safety courses. Information about availability and booking arrangements is available at https://www.safety.admin.cam.ac.uk/training
If you would like any other help or support with health and safety training, please contact the DSO email: [email protected].
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8. POLICY ON ENVIRONMENTAL ISSUES AND WASTE
8.1 Environmental Performance
In achieving excellence in teaching and research, the Department of Chemistry aims to manage its activities, buildings and their surroundings to conserve natural resources, to prevent environmental pollution and to bring about a continual improvement in its environmental performance.
The Department will comply fully with environmental legislation and will make continued efforts:
• To promote sound environmental management policies and practices.
• To increase awareness of environmental responsibilities among staff and students.
• To work with other agencies locally, nationally and internationally to promote appropriate environmental policies.
• To operate effective waste management procedures, minimising waste and pollution.
• To reduce consumption of fossil fuels.
• To reduce water consumption.
• To avoid use, wherever possible, of environmentally damaging substances, materials and processes.
• To encourage modes of transport by staff and students which minimise environmental impact.
If you have any queries on environmental issues contact the Departmental Green Impact Team.
8.2 Trade Effluent Consent
The Department of Chemistry has to comply with the conditions listed in the Notice of Determination for the Trade Effluent Consent issued by the Environment Agency. To ensure compliance the Department has a zero tolerance policy for the disposal of chemicals via sinks and the drainage system.
8.3 Departmental Waste Disposal Policy Copies of the Department’s Waste Disposal Policy (poster format) are displayed in all research laboratories and in communal areas. The policy can also be found on the Departmental Health and Safety web pages.
8.3.1 Waste Electrical and Electronic Equipment (WEEE Waste) The Waste Electrical and Electronic Equipment (WEEE) Regulations require that WEEE should be:
• Collected separately from other waste
• Passed to a suitable recycling contractor
• Treated and disposed in an environmentally sound way
In order to comply with these Regulations and the Duty of Care imposed; the Department has introduced a system for dealing with WEEE dependent upon type:
a. Redundant IT equipment: contact David Pratt, email: [email protected].
b. Redundant items such as Fridge/Freezers or other portable equipment for disposal: contact the Electronics and Electromechanical Workshops, Extn. 36520.
All items for disposal MUST BE CLEAN and accompanied by a decontamination certificate (copies available on the Departmental Health and Safety web pages under forms).
Most of the equipment for disposal will have been registered as a ‘portable appliance’; this should be evident by the item having a bar code sticker or a test sticker. It is essential that this bar code label be
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removed or the number taken so that the appliance can be removed from the electrical testing register held by the Electronics and Electromechanical Workshops.
WEEE should be separated from the main waste stream i.e. not combined with general waste in bins or skips. Only small items of electrical equipment can be stored to await disposal, larger items will require the owners to keep and store until collection by the waste carriers.
It is worth considering that as new items are ordered to ask the manufacturer if they collect and dispose of any old equipment. All compact fluorescent lamps / fluorescent tubes and halogen lamps must be returned to the Maintenance Section for disposal.
8.3.2 Batteries Waste batteries can be disposed of in the containers in the Cybercafe, outside reception, at the East entrance foyer and outside of the Electronics Workshop. Lead acid batteries should be disposed via the Chemical Waste Store.
8.4 University Environment and Energy Guidance notes and other environmental information can be downloaded from the University Environment and Energy’s website: https://www.environment.admin.cam.ac.uk/
Guidance documentation available to download from the Resource bank tab includes:
• Buildings
• Colleges
• Emissions and pollution
• Energy
• Engaging others in sustainability
• Food
• Green Impact
• Green Labs
• Purchasing
• Staff inductions
• Student inductions
• Teaching and learning
• Travel
• Waste management
• Other
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9. ACCESS & SECURITY ARRANGEMENTS
9.1 Access to the Department of Chemistry (Mifare system)
Entrance to the Department (other than Reception and the East End foyer) is via Electronic Access Control card readers. For reasons of safety and security, the main entrance doors to the building are locked at night and at weekends. The doors are unlocked between 07:00hrs and 18:00hrs Monday – Friday and 08:00hrs to 13:00hrs on Saturdays (term-time only).
Access can be gained to the Department by authorised card-holders between 18:00hrs and 24:00hrs Monday to Friday and 08:00hrs to 24:00hrs at weekends. However, outside normal working hours entry to the Department is via the Reception only.
Mifare cards are programmed specifically for individual persons, to permit the card-holder access to appropriate areas of the building in the course of their work. Mifare cards should be kept securely and MUST NOT be loaned or given to another person. At all times, when entering or leaving the building, never let persons unknown to you tailgate or enter the Department. Always make sure the door is closed behind you. This will assist in protecting our Department.
All queries regarding Mifare card access permissions should be directed to Sue Begg, Room UG05, Extn. 36432 or Emma Graham Room 146, Extn. 63188, in the first instance.
Normal working hours for Technical and Secretarial staff (who operate on a flexible working hour system) cover a time period from 08:00 - 18:00 hrs Monday to Friday.
Regulations governing the use of laboratory facilities outside normal working hours are as follows:
1. Experimental work between 17:30hrs and 24:00hrs Monday to Friday and from 08:00hrs to 24:00hrs on Saturday and Sunday is only allowed on the understanding that research workers never work alone in the laboratory; there must be at least one other person within easy call in the event of a mishap.
2. The laboratories and other facilities are not normally available at any time between midnight and 07:00hrs. During these hours the doors are double locked.
3. It is compulsory that all persons must sign in and out in the book in the West End foyer when they enter/leave the laboratory after 19:00hrs on Monday to Friday, and at weekends. Persons already in the building at the commencement of these periods must also sign in. Please note that during term time, signing in is required after 13.00hrs on Saturdays.
In undergraduate laboratories, experimental work must cease at 17:45hrs. This allows time for cleaning up. At 18:00hrs, the laboratory will be cleared and the doors locked.
For undergraduates undertaking a Part III research project all experimental work must be carried out between the hours of 09:00hrs – 18:00hrs Monday - Friday only. Under no circumstances should any Part III student remain unsupervised in a laboratory after 17:00hrs. In exceptional circumstances it may be desirable to stay on in a laboratory after 17:00hrs for example at a crucial stage of a preparation or to use a special experimental rig. In such cases the Part III student must be directly supervised by their designated postdoctoral or staff supervisor during this period.
If you bring guests into the Department outside normal hours you are entirely responsible for their conduct and safety. In particular: (1) you must sign them in and out using the book on the table by the main foyer doors; (2) you must keep them with you or close by at all times - they must not be allowed to wander the building alone; (3) you must ensure that they observe all relevant safety rules; (4) at the end of their visit you must see them off the premises.
Data Protection
In the course of using personal University Mifare security cards for entering, leaving and moving within the Department of Chemistry, certain information is recorded. This information will be used only for safety and security reasons, unless the Department is required to make a disclosure on legal grounds.
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All requests for the release of information can only be made in writing to the Data Protection Officer (Ms Marita Walsh), the Academic Secretary (Dr Howard Jones) or the Head of Department (Dr James Keeler).
9.1.1 Post-Midnight Working – Working Out Of Hours (WOOH) (Midnight – 07:00) Policy Dependent upon the nature of the work, certain operations such as the use of computing facilities and certain instruments, or less hazardous experimental work, will be permitted in exceptional circumstances (e.g. writing up of your CPGS or your Thesis) and not normally for ongoing, continuous periods. Applications to work post-midnight must be made to the DSO on the Working Out Of Hours (WOOH) form available to download from the Departmental Health and Safety website.
Where experimental work is to be undertaken, a second person, or ‘buddy’, must be identified. They will be required to sign the WOOH form, and thereby agree to all the necessary conditions.
Each request to work out of hours must be countersigned by all of the following:
• the relevant Supervisor and • the DSO (or in their absence the DST)
before any out of hours working is undertaken. All authorisations will be time limited so that the need for ongoing out of hours worked can be judged.
Security Staff will be made aware of the names of the people for whom permission has been given and will be asked to report any non-compliance to the HOD and DSO.
Post-midnight workers must sign the Signing In/Out book and carry with them a copy of the form authorising late working. A copy of this form must also have been passed to the Custodian or Night Security staff (Room G23).
In order to exit the building, prior arrangements will need to be made with the Custodian or Night Security staff (Room G23, email: [email protected]) in order to unlock the doors.
Under no circumstances is exit permitted via any of the emergency exit fire doors.
9.2 Academic Visitors including those Undertaking Experimental Work
Short stay visitors to the Department should report to Reception on arrival where they will be issued with a visitor’s badge. Visitors should not be taken into the laboratories unless it is for the specific purpose of discussing the scientific work in progress. Visitors to a laboratory must be supplied with a pair of safety glasses and be made to wear them.
Longer-term visitors, or those involved with work in laboratories and workshops, are required to register in the Department and to follow the University and Departmental Safety regulations. They must read the Department’s Safety Handbook.
It is the responsibility of the visitor’s Supervisor or contact to ensure that:
1. The visitor is apprised of the fire and emergency arrangements.
2. The visitor is given the results of any existing risk assessments, advised of the control measures and systems of work, and informed of any residual hazards.
3. The equipment to be used by the visitor is in a safe condition and that the visitor is competent to use it safely.
4. The visitor is provided with any personal protective equipment that is required and shown how to use it.
5. The visitor uses the protective equipment correctly and maintains it in efficient working order.
6. The visitor conducts their business in a safe manner in compliance with any University, Departmental or local rules. This may include assisting the visitor to undertake risk assessments where they are unfamiliar with the technique.
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9.3 Children and Unauthorised Persons
Children visiting the Department must be under the immediate and close supervision of a responsible adult at all times. Children are NOT permitted into laboratories or workshops under any circumstances or, to be left unaccompanied, in any other part of the building.
An unauthorised person is someone who does not have authority, expressed or implied by appointment or position, to be in the area in question (e.g. workshops, laboratories or offices). Unauthorised persons may not use tools, laboratory apparatus or other equipment wherever situated in the Department. A member of the Department, like any other visitor or person legitimately on University premises, may be an unauthorised person if they are in a part of the premises where they have no legitimate reason to be.
9.4 Avoidance of Theft
It is the responsibility of all individuals working within the Department to reduce to a minimum the likelihood of theft, and to reduce to a practical minimum the loss should a break-in occur. This can be done by:
• Ensuring that all doors and windows are locked securely whenever rooms are unoccupied, and especially outside normal working hours.
• At all times, when entering or leaving the building, never let persons unknown to you tailgate or enter the Department. Always make sure the door is closed behind you. This will assist in protecting our Department.
• Marking all expensive items such as computers, printers etc in an indelible way to reduce their saleable value.
• Fitting loop alarms to expensive pieces of equipment, especially computers.
• Keeping valuables out of sight whenever possible. Do not hang coats and jackets, place handbags and cases near doors. It should be noted that personal property is not covered by University insurance.
• Reporting sightings of any stranger, furtive behaviour, and suspicious behaviour to the Custodian or Night Security staff.
9.5 Lone Working
Lone work is work which is specifically intended to be carried out unaccompanied or without immediate access to another person for assistance. It is not the same as the chance occurrence of finding oneself on one’s own. There will always be someone who arrives first and somebody who leaves last. An individual who has either visual or audible communication with another person would not be considered as working alone.
Lone working can occur when working outside normal working hours or in a remote location
Lone working is not permitted in laboratories; there must be at least one other person within easy call in the event of a mishap
There are situations however when a researcher may need to undertake an activity outside core hours whilst alone. In these situations, a risk assessment must be undertaken. This will need to address the inherent risks which are further exacerbated by lack of support. The risk assessment must:
• Identify the hazards associated with the work and carrying it out unaccompanied.
• Assess the risks associated with the work and decide on the working arrangements to control these risks.
The assessment should take account of the fact that a lone worker is more vulnerable when the unexpected happens. The assessment should also identify foreseeable events and appropriate emergency procedures should be established.
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The findings of the assessment must be recorded and the safe working arrangements identified in the assessment must be implemented. The safe working arrangements must be subject to regular monitoring and review. All relevant individuals should be made aware of the risk assessment and receive training in the safe working arrangements and emergency procedures.
9.6 Apparatus and Experiments left Unattended (Overnight Running)
It is accepted that experiments and apparatus may have to be left running overnight. However, in some instances, either because of the nature of the experiment or equipment or because of a failure of a service, such as water, gas, or electricity supply, a hazardous situation may arise. All equipment that is left running unattended must be designed to ‘fail to safety’ if sudden loss of mains services should occur e.g. dispersal of residual heat should stirring or cooling systems fail. It is essential that adequate instructions are left to ensure that the equipment can be made safe. Care must be taken to avoid dangerous situations developing when lost services are restored.
See the box opposite for the procedure for approving overnight experiments.
This procedure is not required for relatively low-risk situations, such as use of room temperature stirrers, with low volumes (<100ml) under inert or non-hazardous atmospheres, or for specific laboratory equipment designed to run routinely for long periods. The Floor Technician should be consulted in these cases as local laboratory rules may apply.
9.6.1 Precautions against Flooding Precautions should also be taken to avoid flooding caused by faults in water cooling circuits. Such precautions include regular inspections of all components; replacement of perished pipes; the use of materials that are not likely to be subject to rapid deterioration; and the use of appropriate clips e.g. uni-clips (not wire tightly twisted around hoses).
If any flood should occur the persons attending to the problem must be aware of the possibilities that flood water may have penetrated electrical circuits and the electrical supply to the area must be isolated before entering to begin remedial work.
A residual current device (RCD) should be utilised between the electrical plug and socket for pieces of equipment left running overnight where there is a high possibility of floods producing an electrical hazard. Contact the Maintenance Section.
9.7 Reactions Left Unattended
If it is necessary to leave an experiment unattended for any length of time during normal working hours, similar precautions should be taken. All water leads must be uni-clipped on, there must be an adequate flow of water and stirrers must be running smoothly. Exothermic reactions and reactions under reflux must have reached a stable state before being left.
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Experimental equipment may only be left running overnight provided that it is reasonably safe to do so. • All experiments must be covered by a relevant risk assessment, which
includes the extra risks of leaving the experiment running unattended.
Please remember that the responsibility of the experiment itself
Remains with the researcher and supervisor.
• All experiments to be left running overnight, or for up to a maximum duration of three nights, require a permit which is obtained from the relevant Floor Technician, where details are recorded on the “overnight sheet” by 16:30hrs (Friday 16:00hrs).
The only exception to this rule is an experiment with
< 100ml total volume that will be left stirring at room
temperature, with no running water and no hazardous
gases used or produced.
The permit must then be placed in a prominent place next to the apparatus concerned. It is essential that adequate instructions are left to ensure the equipment can be made safe if necessary.
• In the case where a permit is required and obtained by the aforementioned time, the Floor Technician will satisfy themselves as to the safety of the apparatus and its environment.
• If the experiment is set up after the Floor Technician has left, at a weekend or during holiday, then a permit must still be obtained and recorded (according to the guidelines above).
The apparatus for the experiment must be checked by an
experienced co-worker (experienced means supervisor, postdoc,
or 2nd, 3rd or 4th year PhD student), and the checker should print
their name on the permit once they are satisfied that it has been
correctly set up.
• Experiments requiring a permit that are to be set up for longer than one night, must be checked daily by the researcher or by arrangement with a co-worker. Experiments with permits running for extended times (> 3 nights) should have their permits renewed on the fourth day.
• No experiments should be left for the duration of long vacations, when the department is officially closed.
• You should never sign off your own experiment permit. • If there is any doubt, then please ask the Floor Technician before
setting up the experiment.
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10. EMERGENCY ARRANGEMENTS
10.1 Fire Precautions
All persons working in the Department are expected to know what to do in the case of a fire including the location of evacuation assembly points and nearest fire escape/emergency exit routes (Figure 5) and to familiarise themselves with the different types of fire extinguisher, their location, how to use them.
Figure 5: Emergency Exit routes and Evacuation Assembly Points
10.2 Fire Alarm System Test, Voice Alert Messages and Two Tone Sounders The Department is protected by a site wide fire alarm system. To ensure that the system is operational, the fire alarm system is tested weekly.
FIRE ALARM SYSTEM TEST
EVERY WEDNESDAY 8.30 am
The test is announced on the Voice Alert (VA) system starting “THIS IS A TEST OF THE CHEMISTRY FIRE ALARM SYSTEM…” This message is audible throughout the main and CMI buildings, but not in the Chemistry of Health. During the test, one of the Fire Alarm Call Points (Red boxes) is activated so that the system responds as if there was a fire. Depending on your location, you will hear an “EVACUATE” message OR a two tone sound described as “Nee-Nore, Nee-Nore”. The two tone sounders are located inside an area centred on the Bristol-Myers Squibb (BMS) lecture theatre.
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Voice Alert Messages
The VA system announces the ‘PREPARE TO EVACUATE’ fire voice alert message throughout the building informing all persons to be ready for further instructions.
In most areas of the building away from the BMS lecture theatre, the ‘EVACUATE’ fire voice alert message can be heard instructing all persons to evacuate the building by the nearest available exit route (follow the arrows) and assemble at either of the two Evacuation Assembly Points outside the East and West Entrances respectively (see Figure 5). Before evacuating, and without taking risks, it is important to ensure that apparatus, equipment, fume cupboards and services are switched off or made as safe as possible.
Two Tone Sounder “Nee-Nore, Nee-Nore”
Inside an area centred on the BMS lecture theatre, the VA system is part-operational but unable to announce the “EVACUATE” message. In its place, two tone sounders have been installed that emit a “Nee-Nore, Nee-Nore” sound only if the system is in fire or “EVACUATE” mode. On hearing the ‘“Nee-Nore, Nee-Nore” sound persons should evacuate the building by the nearest available exit route following the arrows and assemble at one of the two Evacuation Assembly Points.
10.3 Fire Procedure during Normal Working Hours (08:00 – 17:00 hrs Mon – Fri)
In the event of a fire
On discovering a fire and the fire alarm system not being automatically activated, immediately operate the nearest fire alarm call point (red ‘break-glass’ boxes) - the ‘EVACUATE’ fire voice alert or “Nee-Nore, Nee-Nore” sound will be heard.
If competent, ATTACK the fire, if possible, with the appliances provided, but without taking personal risks.
If possible, close fume cupboard sashes, turn off flammable gas supplies and make safe any critical apparatus and equipment.
Call Reception from a safe location on Extn. 43027 to report details and to ensure that the Fire Brigade has been called.
DO NOT FIGHT THE FIRE ALONE
CLOSE DOORS AND WINDOWS
DO NOT USE LIFTS
DO NOT STOP TO COLLECT PERSONAL BELONGINGS
DO NOT RE-ENTER THE BUILDING UNTIL TOLD IT IS SAFE TO DO SO BY THE FIRE BRIGADE OR THE FIRE MANAGER
10.4 Fire Procedure outside Normal Working Hours
(after 17:00hrs Monday to Friday and weekends)
In the event of a fire and the fire alarm system not being automatically activated call the Fire Brigade by breaking the glass at the nearest fire alarm call point.
Dial 9-999 from any phone to ensure that the Fire Brigade has received the call. Give your name, address and state the service required. Inform the University Security Control Centre, Extn. 101 and Night Security staff, Extn. 43027.
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10.5 Fire Training Fire safety awareness and Use of fire extinguishers training is available for all Staff at frequent intervals throughout the year. All Postgraduate Students are required to be trained. Attendance is compulsory for those Post-doctoral workers with a contract of more than six months duration, and is optional for other Post-doctoral workers and Academic-Related Staff working in a lab environment. There is also an online Fire Training course that covers fire fundamentals, prevention and emergency with three missions and a multiple-choice test. Details of all fire training are given on the training webpage https://www.training.cam.ac.uk/ohss/
10.6 Fire Extinguishers
Information on the types and uses of fire extinguishers that can be found in the department is given in the following table. It should be noted that in accordance with BS EN 3, all portable extinguishers are coloured RED with different coloured bands around the top to denote the type of extinguisher. Be sure you know how to use the fire extinguishers (See Section 10.5 above). When taking the decision to fight a fire, it is important that no personal risks are taken.
When using any potentially flammable reagents the relevant extinguisher should be ascertained from the safety data sheet provided by the supplier, as part of the hazardous substance risk assessment. Fire blankets are also provided in laboratories and can be used to smother some fires. Note that fire blankets may not be effective against solvent fires. Some laboratories have dry sand or inert granules to smother small fires.
COLOUR CODE TYPE USE
Red cylinder with
‘WATER’ marked in white
Water Wood, paper, plastic fires. DO NOT USE ON ELECTRICAL EQUIPMENT OR FLAMMABLE LIQUIDS.
Black band with
“Carbon dioxide” marked in white
Carbon Dioxide (CO2)
Electrical fires and small bench top fires involving flammable liquids. A good general extinguisher. Not to be used on materials ending with the letters ‘ium’ e.g. potassium, sodium, magnesium etc. DO NOT USE IN CONFINED SPACES.
Blue band (with nozzle) with
“Powder” marked in white
ABC Class powder
All types of small fire.
Blue band (hose with discharge cup) with “Powder” marked in white
D Class powder
NOT LITHIUM Metal fires including sodium, potassium, calcium, magnesium, and Titanium.
Also Alkyl Lithium Compounds and Lithium Aluminium Hydride/Sodium Borohydride.
Blue band (hose with discharge cup) with “Powder” marked in white
D Class powder (L2) Specifically for lithium metal fires as well as for
sodium and potassium
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10.7 Reporting of Fires
All fires must be immediately reported to the DSO or DST. Any fire occurring out of hours must be reported to Departmental Security personnel.
After a fire has occurred, the area should be made safe but the seat of the fire should not be disturbed. This is to allow an investigation to take place to ascertain the cause.
Remember it is essential to replace all empty and partially full extinguishers with fully charged ones as soon as possible after use. If a fire extinguisher is discharged, this must be reported immediately after the incident to the DSO / DST who will arrange for a replacement. All fire extinguishers must be recharged after use even if only partially discharged.
10.8 Action to be taken when someone is Taken Ill or Injured
There are many qualified First Aiders located throughout the Department. (See the Departmental Health and Safety website, but please note that this information is subject to change.)
If someone is taken ill or injured, call for a First Aider by phoning Reception on Extn. 43027. Ensure that you give clear instructions especially the location of the casualty. The First Aider will decide on appropriate treatment and further action if necessary. Following treatment, the accident must be reported.
It is essential to obtain First Aider assistance and knowledgeable advice. Any incident is important enough to “bother” a First Aider, and the First Aider should be the person to make the initial judgement on the seriousness of the incident. There is no stigma to being a casualty; it is not assumed that you were not following procedures incorrectly or otherwise working unsafely.
Never risk your own safety.
Never move a casualty unless absolutely necessary; always bring the First Aider to the casualty.
If there is more than one person in the vicinity, one person should stay with the casualty whilst another goes for help.
Once the First Aider arrives, do what they tell you. Be prepared to answer questions and give assistance as requested. Do not interfere with treatment.
It is vitally important not to move a casualty, particularly in the case of possible spinal injury from slips, falls or jolts. Only move a casualty in case of extreme imminent danger, e.g. fire/smoke/toxic gas, collapsing building, or potential drowning.
It is important to draw on the knowledge of a First Aider, who has been trained to make judgements in such situations and to decide upon the best course of action. This decision should not come from a consensus of all those present, nor a decree by the most senior person responsible for the work area. The First Aider may take all these into consideration, but is authorised to make the final decision themselves.
If necessary, the First Aider will decide that a further assessment should be made, and will seek advice from a doctor or paramedic. If this requires the casualty to attend hospital, the First Aider will ask Reception staff to call either an ambulance with paramedics to the Department, or to call a taxi, in which case the First Aider will accompany the casualty to hospital. In either case, Reception will notify the DSO of the situation.
The First Aid Room is located at the East End of the building, Undergraduate Student entrance. Only First Aiders can access the First Aid Room and the equipment therein, as they have been suitably trained in the correct usage of these. No one should go into the First Aid Room to use the equipment or supplies, except when accompanied by a First Aider.
If someone is taken ill or injured outside normal working hours call the University Security Control Centre on Extn. 101 and Night Security staff (Extn. 43027).
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10.9 Accident/Incident Reporting
All accidents, incidents, work-related health conditions and near misses must be reported immediately to the DSO or, in their absence, to the Departmental Safety Technician (DST) so that any response can be overseen, and relevant information can be collected at the time. The University Accident Report Forms can be obtained from Reception or are available from the Departmental Health and Safety website and should be completed by the injured or involved person or the attending First Aider and include information from any witnesses and the relevant Supervisor. The completed forms should be returned to the DSO or DST within four days, along with copies of any relevant risk assessments and Supervisor comments.
10.10 Accidents involving Radiation or Radioactive Material
All accidents involving radiation or radioactive material must be immediately reported to the relevant Radiation Protection Supervisor and the DSO.
11. MONITORING THE POLICY
Day to day monitoring of the Department’s Safety Policy and arrangements is the responsibility of Supervisors and managers.
Monitoring of the effectiveness of the Policy will also be carried out by way of a planned program of departmental inspections or ‘Safety Tours’. The depth and intensity of this program is tailored to reflect the level of risk associated with the area to be inspected, namely:
a. High risk areas i.e. wet chemistry labs and teaching labs - a full intensive annual inspection programme.
b. Lower risk areas, i.e. offices, dry labs etc, - an inspection programme with interim inspections delegated to group safety representatives where appropriate unless indications dictate a change in status.
The inspection team will consist of members of the Safety Section. The HOD will also attend some inspections.
A formal report of each inspection will be made by the inspection team and will identify remedial actions to be taken by named individuals. The report will be sent to the Departmental Safety Committee and to all Supervisors and managers whose areas were included in the inspection.
Any faults noted should be corrected as soon as possible and within four weeks of the inspection. The Departmental Safety Officer must be notified of any corrective action taken. A follow-up visit will be undertaken to ensure all points noted have been addressed.
Impromptu and unannounced inspections will also be undertaken by the DSO and Departmental Safety Technician.