HEALTH SAFETY & SECURITY COMMITTEE AGENDA...Health, Safety and Security Committee 03.10.18 HSS 18/19 01 E General Health and Safety updates • Most of the corrective actions which

HEALTH SAFETY & SECURITY COMMITTEE

AGENDA

03 October 2018 (Committee Room, Paul Webley wing)

HSSC 18/19 1 A Terms of Reference [Attached]

HSSC 18/19 1 B Minutes

To approve: draft minutes of the meeting held on 23 May 2018

[Oral Updates]

HSSC 18/19 1 C Action Points

[Oral Update]

HSSC 18/19 1 D Matters Arising/Matters for Report

HSSC 18/19 1 E Report from the Health & Safety Manager

To receive [Attached]

HSSC 18/19 1 F Report from the Director of Estates – To include:

• Risk Register • Update on Insourcing and next steps

To receive

[Attached]

HSSC 18/19 1 G Occupational Health Services

To receive: A verbal update from the HR Manager [Attached]

HSSC 18/19 1 H UCU health and safety representative report

To receive [Attached]

HSSC 18/19 1 I Date of next meeting

1

2

Health, Safety and Security Committee 03.10.18 HSS 18/19 01 A

SOAS, University of London

HEALTH, SAFETY AND SECURITY COMMITTEE

Wednesday 23rd May 2018

MINUTES Attendees: Rychard Scrase-Field, Russell Hunter, Dana Healy, Mark Wheeden, Christine Wise, Peter Baran and Caroline Neild In attendance: Sally Priddle Apologies: Medhi Baraka, Jahan Latif, Chris Ince and Elizabeth Hull Minutes HSS 17/18 3 A It was agreed that the attendees list needed to be amended. Following the amendment of the attendees, the minutes of 7 March 2018 were agreed as an accurate record of the meeting. Actions HSS 17/18 3 B The Committee noted that the facilities management self-delivery working group would be developing safety policies to support the integration of the new staff. The Committee noted that the Health and Safety Policy had been approved by Board of Trustees The Committee noted that the process of identifying safety representatives from academic departments was underway but requested a detailed update at the next meeting. Action: Provide progress update on identifying safety representatives from departments. Matters arising HSS 17/18 3 C No matters were raised. Health and Safety Manager’s report HSS 17/18 3 D The Health and Safety Manager reported that the process for risk assessing members of staff going abroad had not been consistent. A new online form had been implemented. Action: Circulate Health and Safety Policy promoting the travel insurance and need to complete risk assessment.

3


Action: Report back on the use of risk assessment at the October meeting to assess how effectively the system has been implemented. The Committee noted that all actions to improve safety in the Students’ Union had been completed except those that would be resolved by summer building works. The Committee noted that the new sabbatical officers would receive health and safety training. The Committee noted that systems had been put in place to support the safe storage of chemicals. The Estates team would support the move of a storage cabinet to the Brunei gallery. Action: Support the move of a storage cabinet to the Brunei gallery. It was reported that the new facilitates staff would undertake manual handling training. It was agreed that SU bar staff would also undertake this training. Action: Facilitate SU bar staff undertaking manual handling training It was reported that evacuation plans would be revised and clarity would be provided on how people would be evacuated from lecture theatres. It was agreed that safety audits of teaching spaces would be undertaken over the summer. The Interim Director of Library Services reported that eight new volunteers from the Library had been identified to support the fire protocols, however some staff from the library and the IT team had not completed the manual training they were asked to undertake. Action: Provide list of staff who have not completed the training to the interim Director of Library services. Action: Liaise with Chris Smith from the estates team to ensure all processes are in place for evacuation chairs. Assistant Director of Estates report HSS 17/18 3 E The Assistant Director of Estates reported that the strike period put significant pressure on the Security team and there was an increased security presence on site. The Committee noted that rough sleeping had increased across London HE institutions. The Estates team were confident that the people sleeping rough in the local area were not members of the SOAS community. The Committee noted the impact of bringing facilities management staff in house on the processes for ensuring compliance. It was agreed that the committee membership potentially needed to change to reflect the new staff structure. Action: Following recruitment of new staffing structure review the membership of the Health, Safety and Security Committee.

4


Occupational Health Services HSS 17/18 3 F The Committee noted that the current contract had been extended for a further year. The contract would be retendered during next academic session. The Committee discussed how the services would be evaluated and how staff feedback would be captured. It was agreed an update on staff feedback would be provided at the next meeting and be fed into the retender to ensure an appropriate contract was identified. Action: Provide update on staff feedback on the Occupational Health Services. The work-related stress action group had been delayed by staff turnover however the work-related stress data would be reviewed and the working group would establish an action plan to improve any areas for improvement identified. Action: Provide update on work-related stress working group progress at October meeting. UCU Health and Safety Report HSS 17/18 3 G The Committee noted report from UCU Health and Safety Representative. It was agreed that item 2 was addressed in section HSS 17/18 3F. The Committee noted that item 3 was not directly linked to the terms of reference of the Health, Safety and Security Committee however the decision to keep the School open had been made by Senior Management Team. The Senior Management Team reviewed this decision throughout the day. The Committee would request further clarity from the Director of Governance and Legal Services. Action: Request clarity on decision making process from the Director of Governance and Legal Services. The Committee considered a whole school clean week, integrating both data cleaning and office cleaning. Action: Consider how a whole school clean week could be facilitated.

5


Item Action When? By? Progress HSS 17/18 3 B Provide progress update on

identifying safety representatives from departments.

CI October 2018

HSS 17/18 3 D Circulate Health and Safety Policy promoting the travel insurance and need to complete risk assessment.

RH October 2018

HSS 17/18 3 D Report back on the use of risk assessment at the October meeting to assess how effectively the system has been implemented.

RH October 2018

HSS 17/18 3 D Support the move of a storage cabinet to the Brunei gallery.

RSF July 2018

HSS 17/18 3 D Facilitate SU bar staff undertaking manual handling training

RH September 2018

HSS 17/18 3 D Provide list of staff who have not completed the training to the interim Director of Library services.

RH July 2018

HSS 17/18 3 D Liaise with Chris Smith from the estates team to ensure all processes are in place for evacuation chairs.

RH July 2018

HSS 17/18 3 E Following recruitment of new staffing structure review the membership of the Health, Safety and Security Committee.

RSF/SP October 2018

HSS 17/18 3 F Provide update on staff feedback on the Occupational Health Services.

CN October 2018

HSS 17/18 3 F Provide update on work-related stress working group progress at October meeting.

CN October 2018

HSS 17/18 3 G Request clarity on decision SP July 2018

6


making process from the Director of Governance and Legal Services.

HSS 17/18 3 G Consider how a whole school clean week could be facilitated.

RH July 2018

7

8

Health, Safety and Security Committee 03.10.18 HSS 18/19 01 E

Health and Safety Manager’s Report

Executive Summary The report outlines the most recent updates on key areas of health and safety. No trends or poor practice were identified through analysis of incidents. Some policies and guidance documents have been reviewed and appropriately amended to reflect the duties of new campus services teams provided by Estates and Facilities and to address any terminology changes as appropriate. These are attached to the main report. The report contains the annual Health and Safety report for 2017-2018 for the consideration of the committee. In addition, there will be a hand out providing statistics produced by the recently introduced online risk assessment tool for overseas travel. Russell Hunter

Recommendations

a. To consider the content of the report.

Financial Impact N/A

Risks N/A

Equality implications N/A

Health, safety and Security Committee is asked to receive the report.

Consultation

N/A

9

10


Fire

Please see attached a list of reported fire alarm activations between the last committee meeting 23rd May – 25th Sept, numbering 7 in total. This is slightly higher than was reported at the last committee meeting (6)

The causes of the activations were as follows:

• A porter activating a call point in G1 • A faulty interface in the main building • Unknown issue at SHNB • Unknown cause in the Brunei Gallery, lower ground floor • Unknown cause in a toilet cubicle at Gordon Sq • Unknown cause lower ground floor main building • Suspected steam in heating chamber in SHNB

Accidents/incidents and First Aid

Attached is a table documenting all accidents/incidents reported since the last meeting, numbering 2 in total. This represents a slight decrease when compared to the number reported at the last meeting (3)

The two reported accidents/incidents were caused by;

• An external visitor feeling unwell • A member of staff falling at Russell Sq station and receiving first aid assistance at

SOAS

As mentioned in the last Safety Managers report it is encouraging that the number of accidents/incidents has remained so low. It reflects well on the overall safety culture at SOAS and the hard work put in by various people/teams to maintain a proactive approach to H&S within the school.

It is worth noting however, that most of the reporting period was outside of term time, so you would expect a reduced number of accidents during this time.

11


General Health and Safety updates

• Most of the corrective actions which formed this year’s H&S improvement plan have been closed. The outstanding items are:

a) The print room staff have yet to complete their online manual handling training.

b) Stairs 4 & 5 in Phillips building require work to ensure that the change of level is apparent in all areas.

c) Anti-slip tread outside of the main building and Brunei gallery is very patchy in places and needs replacing.

d) Combustibles are still being stored in plant rooms e) John Hollingworth does not have an appropriate storage cabinet for the

chemicals that are being used in his work shop

• Most of the actions from the SU safety audit have been completed, those that remain were due to be rectified by a program of summer works but are still outstanding.

• Health and Safety induction training for the new sabs was carried out in July. • The 2017/2018 H&S report has been produced (see attached) and will now be taken

to EB. • The new fire drill schedule is underway although to date we have had unplanned

activations close to our drill dates so have used these as effectiveness tests instead. • The Children and Young persons on SOAS premises policy has been reviewed (see

attached) • In addition, the following policies and guidance documents have been reviewed and

amended as appropriate to reflect the changes within the Estates directorate: a) Main H&S policy b) Fire policy c) Lone worker policy d) Legionella policy e) Emergency plan

• Safety audits of teaching spaces across the campus were carried out during August and September, any remedial actions have been communicated to Estates. Pleasingly there were no major issues to address.

• (As reported at the last meeting) Online manual handling training across the IT/Library team is taking longer than expected, despite logins being given (many in 2017) and reminders sent, some members of staff have yet to complete their module. This has been escalated to managers/heads of department with little success.

• Due to the plethora of recent office moves, all existing fire wardens were contacted to ascertain whether we still hold the correct location information for them. Quite a

12


few had moved, and this is now reflected on the web site. There is now an ongoing recruitment drive to fill any gaps that have appeared because of this. This exercise has also been carried out for first aiders.

• Monthly building checks have continued as normal, the number of issues identified because of these remains static month on month as reported previously.

• The response to the new online risk assessment tool for overseas travel has in the main been very positive with 108 risk assessments completed since the 23rd May. Before the online tool was available there was little visibility within departments as to who was completing them. In the main the feeling within departments and from John Faulkner was that the majority of people were not risk assessing their trips abroad. There were some initial misgivings regarding why some information was being collected and the time that it took to complete the online form. As a result, consultation was sought with various members of staff throughout the school, including Paula Sanderson and Graeme Appleby, and the form has now been reduced so that only information vital for insurance and duty of care purposes is collected.

• An overseas travel policy “drop in” is being arranged in conjunction with staff development.

DSE and work stations

There has been 1 DSE assessment carried out since the last meeting. However, the next meeting should see a huge increase in these numbers, as the new careers staff will be completing work station self-assessments this week (w/c 1st October) plus every member of staff that has moved during the recent churn will also be required to complete the assessment.

Summary of fire alarm activations

DATE TIME DETAILS FIRE BRIGADE CALLED

DRILL NOTES

28/05/18 20:44 Unknown cause, main building

Yes No Seen by H&S 29/05/18

17/08/18 11:47 Unknown cause, toilet cubicle, Gordon Sq

No No Seen by H&S 20/08/18

10/09/18 16:05 Unknown issue at SHNB

No No Seen by H&S

13


11/09/18

11/09/18 19:06 A faulty interface in the main building

No No 12/09/18

18/09/18 14:52 Unknown cause in the Brunei Gallery, lower ground floor


24/09/18 13:55 approx Porter activated call point, main building

No No Report not seen

25/09/18 13:45 Suspected steam in heating chamber in SHNB


*seen by H&S date is when report was seen by Russell Hunter, rather than when it was initially reported*

Summary of Accidents/Incidents

Incident Number

Date Location Summary of Accident/Incident Date report seen by H&S

73 7/6/18 Russell Sq Station A member of staff falling at Russell Sq station and receiving first aid assistance at SOAS

11/06/18

74 13/06/18 Main building An external visitor feeling unwell

13/06/18

14

Health, Safety and Security Committee 03.10.18 HSS 18/19 01 E 1

Health and Safety Report June 2017- Present Summary This report covers the period July 2017 to date, and details the business of the Health and Safety Committee, accident and incident reporting for injuries, fire related matters, security and training. The Health and Safety Committee met on the 4th October 2017, 7th March 2018 and the 23rd May 2018. The following topics were the main areas that the committee focused on during this period;

I. The continued promotion of the Overseas travel and embedding of the risk assessment process.

II. Improvements surrounding the risk assessment process involved in overseas travel III. The continued improvement of the health and safety at SOAS via the audit and

program that was introduced in 2016 IV. Fire evacuation procedures particularly surrounding available provision for those with

mobility issues V. Safety within the SU VI. The implementation of a self-delivered service within Estates and Facilities as of

September 2018 and the impact this will have on Health and Safety VII. Stress management The number of reported health and safety matters of a serious nature remains very low, with no incidents being required to be reported to the HSE under RIDDOR. SOAS has only been required to file two RIDDOR reports in the last ten calendar years.

Health and Safety improvements, reviews and ongoing work During 2017/18 work has continued around the foundations that were laid during 2015/16 which saw many changes in health and safety at SOAS, whereby all policies were reviewed, new ones introduced and a formal internal audit regime implemented. Listed below are the areas that were concentrated on during this period; Review of the main health and safety policy

As in 2016 and 2017, annual risk audits have been carried at all SOAS sites in 2018.

On the back of those audits this year’s safety improvement plan has been development and at the time of writing most actions have been closed. Work will continue to ensure that the remaining actions are completed as soon as possible.

An internal audit of SOAS’s health and safety arrangements, procedures and management processes was carried out in 2018. This is the third year that this has

15


been undertaken and we have seen steady improvement since 2016. In 2016 our audit score was 84%, followed by 91% in 2017, this year has seen further improvement with a score of 97%

Review of the Overseas Travel policy. This has led to a new methodology regarding risk assessing overseas travel. We have moved away from using three paper forms to one online form, which not only captures all of the data previously collected but also populates a spreadsheet which means that all travel risk assessments are stored centrally for ease of access. In addition the online risk assessments are routed appropriately to department heads/line managers/supervisors for input and record keeping purposes. We have had a very pleasing response to the new risk assessment form, with 30 risk assessments being completed since the end of May 18, which far exceeds previous numbers. We have continued to promote this policy via the safety committee and at departmental meetings with the help of faulty admin staff.

Review and update of fire safety policy to reflect new egress arrangements for those that require assistance. The new arrangement is the introduction of evacuation chairs which are in situ in the main college buildings, PWW and the Brunei Gallery. A training program is in place to ensure that all security guards are conversant in the use of the evacuation chairs that are used on campus.

A new suite of bespoke emergency evacuation procedures has been produced for each SOAS site. These were reviewed again as recently as May 18.

An updated staff induction presentation has been produced and was used at the last new staff orientation day

The recruitment of departmental safety reps began in 2017 and has continued into

2018, those that have been appointed have been trained and will meet with the H&S manager each term

A generic risk assessment that considers the most common operations and hazards

associated with sites such as those operated by SOAS has been produced. This can be used and adapted by staff and students as appropriate.

A COSHH assessment template has been produced to enable any member of staff or student using chemical products, such as cleaning materials, paints, solvents etc to suitably risk assess their use.

A review and update of the SOAS Artificial Optical Radiation risk assessment was carried out. Any manufactured source of light, whether it is visible or invisible is considered to be artificial optical radiation. Office light, computer displays, photocopiers, UV insect traps, and stage lighting are examples of typical light sources found at SOAS. The conclusion of this risk assessment was that no further action was required.

A review and update of the SOAS DSEAR (Dangerous Substances and Explosive Atmospheres Regulations) risk assessment was carried out. This assessment necessitated that improvements were by both Bouygues and Elior management with regard the appropriate storage of dangerous substances and the quantities that can be held on site. Work is ongoing with Brunei Gallery exhibition staff to ensure that their work shop area complies with these regulations.

16


A new policy was introduced concerning the management of legionella at SOAS

A noise survey was completed for the print room, which lead to a detailed risk

assessment being carried out of the whole area and the operations within. The expectation is that this assessment will be reviewed annually, or as dictated by a change of equipment, process or as a result of an incident. Staff in the print room will also be given manual handling training this summer.

A comprehensive safety audit of the Student Union was carried out and actions communicated the SU management. Most actions have now been completed, with those outstanding due to be corrected during summer works.

A review of the SOAS policy for Children and Young Persons on SOAS premises is due this summer.

The first, of what may become a series of training sessions on the SOAS overseas travel policy will be held this summer, these session will be available to all staff and students. The aim of these sessions is to further promote the use of the policy and increase awareness surrounding the risks associated with overseas travel.

Work that was ongoing in the previous academic year, which has been completed in 2017/18

The introduction of guidance and risk assessment for UK based field work

Updating the schools events policy with a greater emphasis on first aid, fire safety, waste management, electrical safety, food, PEEPs, stewarding and the emergency services.

Producing guidance and a risk assessment template for student micro placements

The introduction of the HSE stress management standards into the Health and Wellbeing policy. Giving clear guidance on what the HSE expects from employers and ways in which stress can be managed effectively by managers.

Regulatory Inspections and Visits

The only inspections that took place were those that are periodically carried out for insurance purposes.

Legislation and Guidance

There were no changes to regulation or guidance that directly impacted on SOAS during the period July 2017- present

Key Points 2017/2018

Meetings

The Health and Safety Committee met on the 4th October 2017, 7th March 2018 and the 23rd May 2018.

Training

17


In consultation with the Health and Safety department, the SOAS Staff Development Office organises a number of training events for staff in relation to key Health and Safety issues. This includes both internal and external courses and briefing/networking sessions, with the Development office managing the training budget for this area. Information on Health and Safety issues can be accessed by all staff via the Health and Safety web pages. New staff receive a safety induction via their manager upon commencement of their employment. In addition all staff are required to attend the new staff orientation programme which runs three times a year. This includes a Health and Safety briefing delivered by the School’s Health and Safety manager.

Those who need to lift and carry as part of their role are provided with access to an online manual handling module and their manager provided with guidance on risk assessing their role in relation to this. Training for fire wardens is also delivered via an online platform.

Course Title 2017-2018

to date 2016-17 2015-16 2014-15 2013-14 2012-13

St John’s First Aid Qualification

1 1 5 0 (19

qualified first

aiders)

3 (21

qualified first

aiders)

4 (24

qualified first

aiders) St John’s First Aid Re-Qualification

6 2 7 3 3 6

Defibrillator Training Now part of first aid training

Now part of first aid training

0 0 12

7

Fire Warden Briefing (online from 2016/17)

8 (54 fire

wardens)

16 (48 fire

wardens)

1 (32 fire

wardens)

3 (43 Fire

Wardens)

15 (44 Fire

Wardens)

13 (40 Fire Wardens

) Manual Handling (online from 2016/17)

12 8 2 12 1 0

New Staff Orientation Health & Safety Briefing

91 51 40 71 66 66

Health & Wellbeing Policy

No changes to the Health and Wellbeing policy were made during this period.

Legionella Risk Assessment

Legionella risk assessments for all SOAS premises were carried out in over the course of March and April 2018, having previously been carried out in 2015 and 2017.

The 2015 risk assessment necessitated that a program of remedial works was developed.

These works were largely completed during the academic year 2014-2015, however two items were still outstanding as we moved into 2017/2018;

I. Cleaning tanks in all buildings - this was completed in May 2018

18


II. The moving of an inlet pipe in the basement of the Brunei building - this action is still

outstanding at the time of writing.

Action plans for each premises were formulated after the 2017 risk assessments, below are the core recommendations that were made and an update as to the status of these corrective actions;

I. In the main building, Brunei gallery and 23/24 Russell Sq, remove all flexible hosing and replace it with a rigid alternative such as cooper – a decision has been made by Estates and Facilities not to carry this work out as their pre-planned maintenance regime should negate the risk associated with flexible hosing.

II. New procedures for showers at Gordon Sq namely weekly flushing, quarterly descaling/cleaning and bacteriological screening - a maintenance regime is now in place for this – this is now in place.

III. Replacement of thermostatic mixing valves at Gordon Sq and the main building – this action is still outstanding

IV. 21/22 Russell Sq re-plumb tank 1 as the inlet and outlet are not opposed, which could lead to areas of stagnation – this action is still outstanding

V. All Russell Sq buildings and the main building require tank cleaning and disinfecting due to sediment build up – this is complete

VI. 23/24 Russell Sq, two dead leg pipes need to be removed – action has been completed

Refurbishment projects

During the period 2017-2018 the following refurbishment projects were completed:

I. Rooms 328, 329 and 330 in the main college buildings II. Student Hub, PWW

We are not aware of the occurrence of any serious health and safety accidents or incidents during these works.

Fire Risk Assessment

Fire risk assessments were carried out in all buildings in July 2017, which the exception of PWW which was carried out during the previous academic year.

The recommended remedial works that arose as a result of these assessments, have, in the main been completed. Most outstanding actions are awaiting confirmation as to whether any corrective action will infringe heritage rules.

Health and Safety policies.

A review was undertaken of the main health and safety policy was undertaken in November 2017.

The main changes to the policy focused on a greater level of clarity on how contractors are managed at SOAS and as well as greater empathises on the management of electrical hazards within the school and what SOAS expects from staff and students in order to minimise these hazards as much as possible.

19


The Overseas Travel policy was reviewed and some guidance added regarding how the school can respond to a member of staff/a student going missing while travelling. In addition this academic year has also seen the introduction of an online risk assessment/travel safety and security form. This was introduced after feedback from travellers that found the previous procedure of completing three paper forms too time consuming, confusing and laborious.

A review of the schools fire policy was conducted in September 17, the main alteration to the previous version was information regarding the introduction of fire evacuation chairs at some of the campus buildings and information on who is trained in their use.

A new policy outlining what SOAS’s responsibilities are in order for us to comply with the ACOP L8 (management of legionella bacteria in water systems) was introduced in September 2017.

Accident/incident reporting 2017-2018

Definitions: *Reportable accidents = reported to HSE via a RIDDOR report*

*Non-reportable accident = recorded internally with no need to escalate*

Information on reportable and non-reportable accidents are collated by the H&S manager and reported to the health and safety committee at each meeting.

The statistics presented on the table below are presented in academic years for non-reportable accidents only. SOAS had no reportable accidents during the period June 17- present and although we had suffered a reportable accident during the previous academic year and one the year before, we have only been required to report two in the last 10 years, this statistic indicates that SOAS is a low risk environment and any risks that are present are managed and controlled to a high standard.

The data that we use to compare our accident numbers against other HEIs is no longer provided by HESA, it is now provided by USHA and at the time of writing we are waiting for our membership of this organisation to be approved. Once membership has been granted we will be able to collate figures from across the sector for 2016/2017. The 2017/2018 figures will be available from spring 2019.

During this reporting period SOAS recorded 16 non reportable accidents. Of the 16 Non reportable accidents, all incidents occurred on SOAS premises and the number of incidents recorded represents a slight increase when compared to the previous academic year (12) Half of these occurrences fell into the “other” category with most being cases whereby staff or students had taken ill or fainted, thus not being a direct result of any safety failing on behalf of SOAS.

20


Please see below a comparison table covering non-reportable accidents during the last eight academic years at SOAS:

Year Non reportable incidents

2009-10 13 2010-11 22 2011-12 22 2012-13 10 2013-14 20 2014-15 46 2015-16 20 2016-17 12 2017-18 16

Graph 1: Non reportable accidents by type during 2017/2018

Fire related statistics for 2017/2018 Fire related statistics Data on fire alarm activations is collated by the Health and Safety manager and reported to the Health and Safety Committee at each meeting. There were a total of 23 alarm activations for the period June 2017- to date. The most significant categories were “unknown causes”, “activation of call points” which were outside of the normal testing regime and planned drills. These accounted for 15 activations (5 activations each) Please note that all 5 of the unknown causes were due to alarm activations in the UOL demise.

02468

1012

0

3

01

0 0

12

0 0 0 0

Non reportable accidents 2017/2018

21


Of the remaining 8 activations, 3 were due to a system faults, 1 due to someone maliciously burning paper, 3 caused by steam and 1 as a result of contractor activity.

Fire alarm activations are compared against those for previous years

Year Fire alarm activations

2009-10 15 2010-11 23 2011-12 2 2012-13 13 2013-14 18 2014-15 21 2015-16 8 2016-17 19 2017-18 23

Graph 2: Fire Alarm activations by type 2015/16- 2016/17

Security incidents 2017-2018 Security incidents

Series 1012345

0 0 0

3

10

1

3

5

0

5

0

Fire ALARM ACTIVATIONS 2017-2018(please note that planned drills are not included in this table)

22


Data on security incidents is collated by the director of Estates and Facilities and reported to the Health and Safety Committee at each meeting. The data below is presented in academic years and is available for the years 2010-11, 2011-12, 2012-13, 2013-14, 2014-15, 2015-16 , 2016-17 and 2017-2018 to date. The security incidents report indicates an increase in the number of occurrences whereby the safety of SOAS staff, students or visitors was in danger of being compromised, namely “Break ins”, “Robberies”, “Assaults” and “Unacceptable behaviour” Security Officers are responsible for logging maintenance issues such as defective light fittings or leaks which are either reported to them out of core hours or as they determine on their routine patrols. These have been tabled but not shown on the graph. As has been the case with every academic year from 2012/13, 2015/16-2016/17 has seen a rise in reported maintenance issues. As touched upon in previous reports this is likely to be due to a greater awareness and vigilance amongst staff and a more structured reporting format. Reported lift entrapments have risen to 37 over the period covered in this report (21 and 16 in the respective academic years) when compared to 11 during the previous year. The main issue with lift faults appears to be overcrowding and exceeding the weight limits of the individual cars. A

Overall security incidents have increased during this academic year with 32 more incidents in 2015/16 and 57 more in 2016/17 when compared to 2014-15. This could in part be a direct result of an increase in the amount of protests/demos held during these periods.

Table showing yearly comparisons of security incidents at SOAS

Year Security

incidents Maintenance

Incidents 2010-

11 111 107

2011-12

40 92

2012-13

109 198

2013-14

272 226

2014-15

219 247

2015-16

251 321

2016-17

276 335

2017-18

246 176

Graph 3: Security incidents by type, excluding maintenance incidents

23


0

50

100

15075

2 4 16 328 16 21 36 32

4

126

37

118

Security incidents by type 2015/16 to 2016/17

24


Legionella policy September 2018

Policy Statement and Policy for the control of Legionella Bacteria in Water Systems

1. Statement of Policy

The policy of SOAS is to control, prevent and minimise the risk from legionella, to provide and maintain safe and healthy working conditions, equipment and systems of work for all staff, students, contractors and visitors, and to provide such resources, information, training and supervision as needed for this purpose. SOAS will do all that is reasonably practicable to manage the risk of legionellosis and will follow the steps laid out in the procedures and written control schemes.

2. SOAS Policy

2.1 Introduction

This document sets out the SOAS policy, lists its objectives and the procedures and processes it has in place to prove guidance for designated staff responsible for implementing the Legionella Policy.

2.2 The Policy

• Clearly defines roles and responsibilities

• Confirms SOAS’s resolve in preventing or minimising the risk from Legionella

• Affirms SOAS’S commitment to have in place control measures that adhere to the risk assessment and comply with the Health & Safety Executive (HSE) Approved Code of Practice (ACOP) and guidance L8.

• Requires SOAS to have a control system in place to ensure the measures are being implemented, are effective, records are kept and the policy is reviewed on an annual basis.

• The SOAS policy on legionella is to be supported by the written scheme of precautions from our appointed contractor which incorporates an action plan for incident management regarding Legionella.

3. Statutory Requirements

Statutory Requirements – Legionnaires disease the control of Legionella bacteria in water systems

25



ACOP L8

Statutory Requirements;-

The Health and Safety at work act 1974 sets out the broad legal requirements for health, safety and welfare of employees and others (including visitors, contractors and the general public)

The HSE’s Approved Code of Practice and Guidance Document L8 – (ACOP) “Legionnaires’ disease: the control of Legionella bacteria in water systems” (ACOP) L8, is taken as the main source of guidance on matters relating to legionella risk management.

SOAS policy is to resolve to meet the requirements of the relevant ACOP L8 guidance, and to comply with these procedures so far as is reasonably practicable.

4. Implementation

This policy defines the main objectives, procedures and processes that SOAS will put in place.

This policy defines the roles and responsibilities for the Duty Holder, nominated

Responsible Persons and other members of staff involved in the management and maintenance of the water services. The policy confirms SOAS efforts towards preventing and minimising the risk from legionella bacteria and the commitment to conducting risk assessments and risk assessment reviews. It defines the control measures that SOAS will put in place to demonstrate compliance to the ACOP L8 documentation as far as reasonably practicable. Control systems will be put in place to ensure suitable records are maintained and all measures implemented are effective.

The management of the risk from legionella bacteria will be a continual commitment involving regular management and progress meetings, a risk assessment review programme and routine maintenance tasks.

4.1 Responsibility

At SOAS the Director of Estates and Facilities is the responsible person with regards to legionella. With the day to day management of legionella being delegated to key Estates and Facilities personnel and their appointed contractors.

It is also the responsibility of the Director of Estates and Facilities to ensure that any training deemed necessary is provided to the appropriate members of staff.

The Health and Safety manager will review the management of legionella at SOAS during internal audits for each SOAS site and will make any recommendations for remedial action as appropriate.

5. Objectives

SOAS commit to the following –

• Conducting risk assessments across all campus buildings routinely

• Reviewing risk assessments at least every two years

• Preparing a Generic Control Scheme – this should consider the measures identified in all of the risk assessments conducted thus far with the view to prevent or minimise the risk of exposure to legionella bacteria throughout the campus

26



• Implement the Control Scheme – manage and implement measures as detailed under the control scheme.

• Management and Records Control – implement a monitoring and recording procedure to ensure that measures put in place are adequate, effective and well documented.

• Provide appropriate training for personnel involved in the management of water systems to ensure that they have the knowledge and competence to carry out the tasks to which they have been assigned.

• Communicate this policy and relevant information to all Staff, Contractors and Subcontractors via a suitably accessible platform.

• Have access to competent help in applying the provisions of health and safety Law.

6. Review

Review this policy at least annually or when new legislation requires this policy to be updated.

Review of this policy should also occur when there is a change in organisation or loss of key personnel

27

28


Policy for children and young persons on SOAS

premises

This policy sets out SOAS’s responsibilities and procedures for ensuring the safety of children and young persons on SOAS premises.

Approved by Health and Safety Committee: October

2018

Next review due: October 2020

CONSULATION: Safety Committee

Section 1- Children/young people onsite who are the responsibility of SOAS staff/students Section 2- Work experience

29


Children/young people onsite who are the responsibility of SOAS staff/students

A “young person” is defined as anyone under 18 years of age and a “child” refers to anyone who has not yet reached the official minimum school leaving age (MSLA). Pupils reach the MSLA in the school year in which they turn 16.

It does not include children and young people who are enrolled as (or who are applying to be) students of SOAS or who are otherwise attending courses or summer schools provided by, or on behalf, of SOAS on SOAS’s premises. It does not include employees of SOAS.

• SOAS recognises the need for a family-friendly environment and acknowledges that the bringing of children onto SOAS premises by staff or students is sometimes unavoidable. This policy seeks to strike a balance between the safety of children on SOAS’s premises, limiting their exposure to risks, while maintaining a work and study environment that is sensitive to those who have responsibility for caring for children.

• However, it must be remembered that SOAS buildings are not designed to be used by children and therefore staff and students should ensure that they have made adequate childcare arrangements.

• Subject to SOAS’s statutory duties under health and safety and

occupier’s liability legislation, the responsibility for the child remains with their responsible adult. Children must be accompanied by a responsible adult (e.g. parent or nominated guardian) at all times whilst on SOAS premises and the responsible adult should not expect staff or students to look after the child

• SOAS reserves the right to refuse entry to children at any time where it

is in the interests of safety or in the interests of staff or students or where SOAS concludes, on the basis of the frequency with which the child comes onto campus, that the parent or responsible adult is using SOAS’s premises as a form of child-care arrangement.

• As children and young persons can be a distraction for the other

students, as well as for their carer, the responsible adult must obtain permission from the lecturer before bringing the child or young person into a classroom or lecture theatre. The Welfare Advisors in Student Services can advise on financial assistance with childcare cost if required.

30


• If the child’s behaviour causes a nuisance and/or is disruptive and/or otherwise interferes with work or study or poses a risk to the child or any other person, the responsible adult will be asked to remove the child from the premises.

• Permission to bring the child onto SOAS’s premises will be revoked

subject to a review by senior management.

• The conditions laid down in this policy emphasise the role of the responsible adult.

Procedure for Staff, Students or Visitors bringing their own children or young persons onto SOAS premises

• A permission form (an example is shown in appendix one) must be completed in at the Reception desk in the Main College Buildings

• All sections of this form must be completed at the Reception desk for

this form to be valid. The reception staff will check that all sections are completed before permitting access to the School’s buildings.

• This permission form must be produced, upon request from any

member of the School’s staff or its security team.

• The responsible adult must ensure strict compliance with the School rules (available on the intranet, www.soas.ac.uk/healthandsafety

• The child or young person must enter and leave the building by the main entrance.

• The child or young person must at all times remain under the direct

control and supervision of the responsible adult.

• At no time should the child or young person be allowed access to kitchens, store rooms or workshops as access is limited to authorised personnel only.

• Children or young persons are not permitted access to anywhere in

SOAS where licensed activities are taking place. The responsible adult, or any other adult, should not buy alcohol on behalf of the child or young person or otherwise allow the child or young person to consume alcohol on the School’s premises.

• The responsible adult accompanying the child or young person

should, where possible (and without putting themselves or any other person at risk) assist the child’s or young person’s safe evacuation in the event of the emergency evacuation alarms sounding, including ensuring that the child or young person follow instructions issued by relevant SOAS staff in accordance with evacuation procedures

31

http://www.soas.ac.uk/healthandsafety


• The responsible adult and child will be asked to leave the Library or

Computer Rooms if other users are being disturbed by the behaviour or presence of the child.

PERMISSION FORM

I, the undersigned, have read the attached SOAS policy in relation to children and young persons on the School’s premises.

I will take full responsibility for the conduct of:

Name of Child/Young Person ……………........................... Age…………

I undertake to keep him/her under my direct supervision at all times while on the School’s premises.

I will indemnify the School for any damage or loss suffered by the School arising directly or indirectly from the conduct of the child or young person in my care, unless such loss or damage is caused by the School’s negligence.

Nothing in this policy is intended to exclude the School’s non-excludable liability for death or personal injury.

I understand that SOAS reserves the right to refuse entry at any time.

I understand that if the child or young person’s behaviour is deemed inappropriate or unreasonable, I, as the responsible adult, will be asked to remove the child or young person from the premises.

Name…………………………………………………………

………….. If Staff Member –

Facility……………………………………………..

If Student – Name and year of Course………………………………..

Address…………………………………………………………………..

32


……………………………………………………………………………. SIGNED DATE

Work experience

Under health and safety law, work experience students are your employees. As a result SOAS must treat them no differently to other young people we may employ.

• This policy also pertains to those attending SOAS as part of a work experience program.

• When organising work experience placements it is important to discuss key factors with those responsible for young person, be that teaching staff, parents or carers. It is important that the relevant parties at SOAS are made aware of the students’ physical and psychological capabilities as well as any particular support needs that may be required due to health conditions or learning difficulties.

• When work experience students are inducted it is the responsibility of their SOAS contact to explain the risks and how they are controlled and to ensure that they understand what they have been told.

• Work experience placements must also be aware of how to raise any health and safety concerns,

Work experience placements - training and supervision

Many children/young people are likely to be new to the workplace and in some cases will be facing unfamiliar risks, from the job they will be doing and from their surroundings. It will be the remit of SOAS staff to provide them with clear and sufficient instruction, training and supervision to enable them to work without putting themselves and other people at risk. Children/young people are likely to need more supervision than adults. Good supervision will enable SOAS staff to gain a greater understanding of the young person’s capabilities and progress in the job as well as allowing them to monitor the effectiveness of their training. SOAS staff will need to consider how much training is necessary. A proportionate approach is needed, for example a low-risk business, such as SOAS, would not be expected to have a need for lengthy technical training. Similarly, where a student is on a short term work experience placement, induction and training needs should be tailored to the tasks they are going to be doing. It is important that SOAS staff check that children/young people have understood the instruction and training which will include, for example:

33


• The hazards and risks in the workplace • The health and safety precautions that are in place

Where required the Health and Safety manager will be available to:

• Introduce a young person to the workplace • Help with any ongoing training that may be required • Provide feedback to department heads/managers about safety concerns

SOAS responsibilities to work experience placements

As a placement provider SOAS has a responsibility to ensure that children/young people are not exposed to risks due to:

• A lack of experience • Being unaware of existing of potential risks • Lack of maturity

SOAS must consider:

• The layout of the workplace • The physical, biological and chemical agents they will be exposed to, if any. • How they will handle work equipment • How the work and processes are organised • The extent of any health and safety training needed • Risks from particular agents, processes or work

SOAS must decide whether the work the child/young person will do:

• Is beyond their physical or psychological capacity (this doesn’t have to be complicated, simply checking that they can safely lift a certain weight or remembering and following instructions)

• Involves exposure to harmful substances • Involves risk of accidents that cannot reasonably be recognised or avoided

by young people due to their insufficient attention to safety or lack of experience/training (Young people can be unfamiliar with obvious risks, closer supervision or tailored training may be required)

• Has a risk to health from extreme cold, heat, noise or vibration (in most cases, young people will not be at greater risk than adults. Where and if, such conditions exist, please refer to existing control measures)

A child on a work experience placement must never carry out work involving the risks mentioned above.

34


A young person, who is not defined as a child, can carry out work involving these risks if:

• The work is necessary for their training • The work is properly supervised by a competent person • The associated risks as reduced to the lowest level, so far as is reasonably

practicable

The parents/guardians of any child must be made aware of any risks and the measures in place to control them, if communicating directly with the child’s teacher, SOAS must ensure that they are relaying this information to parents/guardians prior to the commencement of the placement.

*please note, working hours are not governed by health and safety law*

Risk assessment template

Child/Young person’s name: Job role: Location of role: Signature (person carrying out risk assessment)

Signature (person subject to risk assessment)

HAZARD DESCRIPTION COMMENTS AND CONTROLS

FURTHER MONITORING

Psychological capacity

Are there critical tasks, which rely on skill, experience and an understanding of the task requirements?

Physical capacity Injuries can occur in jobs that require repetitive or forceful movements, particularly when combined with awkward posture or insufficient recovery time.

35


Moving & Handling

Manual handling includes not only lifting but pulling, pushing and twisting. Consider both the handling of inanimate objects and people. Can the handling task be avoided?

Display Screen Equipment

Correct posture is very important to prevent undue strain being placed on the neck, shoulders, back, arms and wrists.

Noise Exposure to prolonged loud noise may lead to increased blood pressure and tiredness. If you are 2 metres from a person and need to shout to be heard the noise is too loud.

Hazardous substances

All chemicals used in the workplace should have a COSHH assessment. These should give an indication of any potential hazards and precautions that should be taken.

36


Existing medical conditions or learning difficulties

All pre-existing medical conditions and/or learning difficulties must be discussed prior to the commencement of the placement

Any other concerns

37

38


Version sept 18

SOAS Emergency Incident Plan

1. Site Address 2. Principal Site Contacts/Info 3. Person/s at Risk 4. Call to Emergency Services 5. Emergency Plan Summary 6. Incident Situations

a. Emergency Evacuation b. Evacuation / Site Closure c. Invacuation / lock-in d. Unoccupied Site Closure

7. Course of action a. Emergency Evacuation b. Evacuation / Site Closure c. Invacuation / lock-in d. Unoccupied Site Closure

8. IMT – Incident management team a. IMT Summary of Roles/Responsibilities b. IMT- Emergency Contact Numbers

9. Location of Key Services 10. Emergency Procedures (failures)

a. Failure of Gas Supply b. Failure of Water Supply c. Failure of Electricity

11. Emergency Procedures (leaks) a. Gas Leaks b. Water Leaks

12. Fire 13. Terms of Reference 14. Site Plans

39


Version sept 18

1. Site Address SOAS, University of London Thornhaugh Street Russell Square London WC1H 0XG United Kingdom Other sites; 21-24 Russell Square, London, WC1B 5EA 53 Gordon Square, London, WC1H 0PD

Brunei Gallery, London, WC1H 0XG Paul Webley Wing, North Block, Senate House, Torrington Square London, WC1E 7HX 2. Principal Site Contacts/Info Switchboard 0207 637 2388 (24 hours)

Times of occupation: Some occupation at all times 3. Person(s) at Risk Guests - Employees are made responsible for their guests during any evacuation. Any staff/Students with mobility issues or deemed ‘at risk’ should have appropriate measures in place to ensure they can be evacuated promptly if any evacuation need arises. The measures should be documented in a PEEP (Personal Emergency Evacuation Plan) which should be tailored specifically for the ‘at risk’ individual, this will be communicated to relevant parties as per our PEEPS policy Employees working late – the likelihood is that after 7pm there may be no fire warden present in most areas to assist staff if an activation occurs. It is

40


Version sept 18

therefore imperative that those working late are made aware of the need to vacate immediately without waiting for any further direction form fire wardens. Cleaners - may likewise find themselves isolated in parts of the building. Contractors – unsupervised in remote areas during activation. 4. Call to Emergency Services From external telephone lines (DEL) 999 From internal telephone lines 9999 5. Emergency Plan Summary These emergency procedures are intended as a guide. Each emergency situation has to be taken in light of its degree of severity and the conditions prevailing at the time and is not to be confused with a Business Continuity Plan. Having a co-ordinated plan in place covering the 4 key situations below provides the IMT incident management teamwith sufficient flexibility to 'tailor' a response to cover a multitude of incidents. This plan purely provides a framework for those involved in managing incidents at SOAS as well as guidance on the preferred action/s that should be considered in response. 6. Incident Situations Incidents that may require the need to evacuate the building would not always involve fire, although this is considered the highest risk, and as detailed above there are a number of other incidents that need to be taken into consideration and planned for. The procedure for evacuation under the fire conditions would not be used for all incidents, however special consideration for the other types of incidents are detailed in order to ensure that as far as reasonably practicable, most possibilities are covered.

Please note that you can plan for most eventualities, however any plan needs to be flexible to allow for unforeseen circumstances. 6a - Emergency Evacuation (incident that results in the need for immediate evacuation on Safety/Security grounds). Including but not exclusively: - Fire Alarm activation

41


Version sept 18

- Power Failure (during hours of darkness/failing light) - Gas Leak - Bomb Threat (where device is within site or very close to site and we are advised to vacate) 6b - Evacuation / Site Closure (incident that justifies the controlled evacuation and closure of the site but not immediately) Including but not exclusively: - Bomb Threat (where security services have advised us to vacate by via certain route/s) - Structural Damage (where damage to structure is deemed to compromise the safety of occupants) - Adverse weather conditions effecting the safety of people travelling to/from site - Environmental contamination (with potential to impact SOAS staff/visitors if they were to remain on-site) 6c - Invacuation / Lock-in (incident/s that following consultation with security/safety services we are advised to keep staff/visitors on-site Including but not exclusively: - Public disorder (with potential to negatively SOAS staff/visitors if they leave - Environmental contamination (with potential to impact SOAS staff/visitors if they were to leave) 6d - Unoccupied Site Closure (any issues that impact on the site whilst closed and results in the site being deemed unsafe or alternatively, travelling to the site has been deemed unadvisable.

Including but not exclusively - Serious Fire Damage - Serious Flood Damage

- Power outage over sustained period - Adverse weather conditions effecting the safety of people travelling to site

7. Course of action

7a - Emergency Evacuation

42


Version sept 18

Could cover - unplanned fire evacuation and would usually involve the IC - Incident Controller(S) having to make a decision to evacuate before there is the opportunity to contact the IMT (Incident Management Team) Course of action -

• sound fire alarm so that occupants to vacate site ASAP • Fire wardens and incident controllers to conduct the evacuation as

with all fire alarm situations. • Fire Wardens and incident controller(s) to confirm that site is empty • go to Assembly Area and liaise with IMT members present • follow agreed instructions provided by IMT

7b - Evacuation / Site Closure These situations will afford those appointed to take control - IC or IMT- sufficient time to take a more considered approach to the incident. E.g.: Power failure, snow, and partial damage to site. Course of action Incident Controller -

• as situation arises notify IMT members IMT members to

• meet and agree message to occupants • encourage departments to take a roll-call of their people • notify occupants of imminent evacuation via the most suitable means

available at the time • notify occupants of whether they are to go to Assembly Point or to

'Disperse' and leave the area altogether Estates Team -

• facilitate decision made by IMT • notify staff/visitors of site closure and when they have to vacate by • notify other SOAS locations of situation • amend message on Switchboard • Secure site and disperse

7c - Invacuation / Lock-in In extreme situations the need may arise whereby, following confirmed reports from reliable sources, it is necessary to enforce an invacuation/lock-in of all occupants Could include but not exclusively - Environmental contamination - Bomb report in neighbouring building or street - Public order situations where it is unsafe for occupants to leave the site

43


Version sept 18

- A person or persons trying to gain access to a SOAS premises with the intention to cause harm or damage to the building or its occupants. Course of action IC -

• ensure exits are closed and manned by security personnel • ensure security personnel are aware that any person that insists on

leaving must be allowed to do so • notify IMT members of the need to meet

IMT -

• meet and agree message to occupants assuring them the situation is being managed and that hourly updates will be provided

• encourage occupants to contact families notifying them of the situation & departments to take a roll-call of their people

• provide regular update to occupants until the incident has passed/subsided

7d - Unoccupied Site Closure

Some SOAS sites are unmanned out of hours (21-24 Russell Square and 53 Gordon Square) and situations can develop overnight/weekends that may result in the site or parts of the site becoming 'unsafe to occupy'. Could cover - Severe or partial damage to this site itself or the essential services that serve the site. In these situations the DOE (Director of estates) or one of their deputies will attend site and determine the damage before contacting members of the IMT.

Course of action DOE -

• Attends site to assess situation • If deemed serious enough to compromise the safety of those based

there - contact IMT

IMT - • takes informed view on situation • issues appropriate instructions to IC/ Estates team • if site is to close notify other SOAS locations • emergency message is prepared and posted on correct number

44


Version sept 18

8. IMT- Incident Management Team members relevant to the onset of scenarios outlined in this document (please note that this is not the IMT in its entirety, a full list of members can be found in the schools incident management plan) Roles/Responsibilities

Registrar/ Paula Sanderson - Co-ordinate Incident management team and provide input in order to minimise impact of incident

Director ofEstates and Facilities/ Rychard Scrase-Field- provide input in order to agree collective course of action to minimise impact of incident

Non IMT members that may be called upon during an incident;

Head ofCompliance – Chris Smith- take appropriate action following realisation of any incident to ensure the safety of occupants (this may result in evacuating prior to gaining agreement)

- facilitate any decision taken by IMT to close site - provide confirmed information on the situation to IMT - liaise with the emergency services - Mobilise Estates Team and Fire Wardens - (if required) Health and Safety Manager / Russell Hunter - provide input, if relevant, on H&S related issues

Team Contacts

45


Version sept 18

Rychard ScraseField 020 7898 4942 Paula Sanderson 020 7898 4003

Chris Smith (non IMT member) 020 78984942 Russell Hunter (Non IMT member) 020 78984939

9. Location of key plant and equipment Key Services Item Applicable Location/Comment Condensers Y Roofs, plant rooms and the moat area Boilers Y Plant rooms CWS Tanks Y Roof and plant rooms Dry Riser Y Main college building/Philips Electrical Intake Y All buildings Electrical Risers Y All buildings Fire Call Points Y Plan in folder at reception main college building Fire Extinguishers Y Present in all buildings Fire Suppression Y LV switch room, kitchen and archive room Fire Panel Y Reception areas all buildings First Aid Room Y Main building, 1st flr next to SCR

46


Version sept 18

Gas Intake Y Moat area, Brunei cellar, Faber LG, 21/22 LG Lift Motor Rooms Y Roofs all buildings except Brunei which is LG Server Room Y LG-55 Philips, 3rd Flr 328 main building Water Meter Y Lawn (l/bay), Brunei cellar, Faber LG, 21/22 LG Sump Pump Y Main building basement, Brunei LG LEV Y Pressure Systems Y All plant rooms Leak detection Y Philips LG-55, archive room BMS Y Head end in Stephen McKinnell’s office

10. Emergency Procedures (failures) Gas Failure

Step Action Notes 1 Turn off gas cock at meter 2 Inform local gas company of failure 3 Shut down all gas fired plant 4 On resumption of gas supply, check that all

appliances served are switched off prior to opening main gas cock

5 Re-energise items of mechanical plant shut down in step 3

Water Supply Failure

Step Action Notes 1 Inform water supplier 2 Try and conserve water by cutting down

usage. Ensure that all staff are aware of supply failure and the necessity to limit water usage to essential services.

3 Keep a close eye on all water storage devices; should the levels fall critically low,

47


Version sept 18

shut down systems and vacate site. Electricity Failure

Step Action Notes 1 Ascertain whether the failure is local or

general Check neighbouring buildings

2 If failure is local, check whether fuses have blown in Risers, or circuit breaker has tripped.

Replace with correct fuse or if circuit breaker flick back

3 If failure is general, check position of lifts and ensure there are no persons trapped within.

4 Repairs to electrical switchgear and cables should only be undertaken by a fully qualified electrician

5 If the failure is general, isolate the supply to items of plant until the supply is restored.

To prevent power surge on resumption of supply

11. Emergency Procedures (Leaks) Gas

Step Action Notes 1 Impose a no smoking ban in the area of the

gas leak and adjacent areas. If external!

2 Ventilate the area as much as possible 3 Shut off all gas appliances and main gas

supply

4 Contact Gas supplier or competent contractor to locate and then deal with leak

Water

Step Action Notes 1 Ascertain where leak is coming from and

place suitable receptacle in place to prevent further water damage

Check the severity of the leak and damage done by the water so far. If water has found its way into electrical supply, isolate circuit and or plant.

48


Version sept 18

2 Try to stem leak with temporary seal 3 Isolate the section of pipework or plant in

which leak is occurring. Inform personnel effected by this action that the service/s will be isolated for period of time

4 Drain down isolated section of plant 5 Ascertain type of i.e. hole in pipework, split

fittings, valve damaged

6 Repair leak or ask competent contractor to repair leak and restore services, water and power.

Notify personnel the services are now available

12. Emergency Procedures – Fire Fire

Step Action Notes 1 Fire will automatically be picked up by fire

detection equipment heat/smoke detectors. However if a fire is seen and the alarm has not sounded use call point to notify users to evacuate

Check the activation is genuine and not a fault

2 Whilst users evacuate look at addressable alarm panel which will automatically display the location of the activation.

3 If you feel comfortable doing so visit the location of activation but do not take any risks to personal safety.

Check that all the windows in the immediate and surrounding areas are closed, together with all fire doors. Beware of toxic fumes when in the vicinity of fire. These are not necessarily visible. If in any doubt, abandon the attempt to fight the fire.

49


Version sept 18

Remember, gases are buoyant due to heat, therefore, the air is more breathable nearer floor level.

4 Ascertain from Fire Wardens that all occupants have been vacated and await the arrival of Fire Services.

13. Terms of Reference

IC - Incident Controller - the most senior member of the estates team on-site at the time of the incident, not including member of IMT or by the time the incident impacts on SOAS staff & property. IMT – Incident Management team - appointed persons who will collectively decide on the course of action to take. Emergency Evacuation - situation/s where the danger is imminent and it is imperative that occupants vacate the site ASAP. Controlled Evacuation - situation/s where the danger/incident is developing and that need to evacuate is becoming obvious but is not urgent. Invacuation - situation/s where it has been decided to remain within the site for an unspecified period of time for the safety of the occupants. DOE- Director of Estates

50


September 2018

SOAS FIRE SAFETY POLICY

Contents

51


September 2018

1. Introduction 2. Responsibilities 3. Arrangements 4. Review 5. Staff Training 6. Fire Safety Provision 7. Fire Safety Management

1. Introduction SOAS is committed to providing a safe environment for its staff, students and visitors. Part of this safety responsibility is in the provision and management of fire safety systems and procedures. All SOAS staff/students, their visitors and contractors, have a statutory responsibility in ensuring compliance with the law and complying with the fire safety provisions defined within this policy. Fire is recognised as a major threat to the activities of SOAS. An outbreak of even a small fire creates risk to both life and property, damage to the environment and may compromise our normal business activities. SOAS will ensure, so far as is reasonably practicable, that the risk associated with fire will be managed in compliance with the Regulatory Reform (fire safety) Order 2005 and any other relevant legislation that may impact upon it. The aim of this policy is, therefore, to provide a robust fire safety framework which will be implemented to secure the safety and wellbeing of everyone within SOAS and to protect the SOAS’s assets.

52


September 2018

2. Responsibilities This Fire Safety Policy applies to all premises and activities falling, to any extent, under the control of SOAS. The policy sets down the framework by which SOAS and all members of the SOAS community are expected to undertake their relevant duties. The main responsibility for statutory compliance with the Regulatory Reform (fire safety) Order 2005 is held by the school with the management and supervision of the regulations devolved via the Director to the relevant Heads department and to the Director of Estates & Facilities, who will ensure that the requirements of the duty holder’s responsibilities in respect of the undertakings required.

The Regulatory Reform (fire safety order) 2005 requires each employer and person who has control of a relevant premise, to any extent, to carry out an assessment of the premises to identify any risks to the safety of relevant persons in respect of harm caused by fire and to take all reasonable fire safety measures to ensure the safety of relevant persons within the relevant premise. The following Fire Safety Management diagram details the managerial delivery process to ensure all fire safety provisions are maintained. This reflects the normal line management arrangements within SOAS.

The Director has final and overall day-to-day responsibility for Health and Safety within the School, as executive officer with responsibility to the Board of Trustees. Responsibility for health and safety forms part of managerial responsibility, through the management chain, even if not formally specified in the job description. The supervision of health and safety can be delegated, but the responsibility cannot. All staff who perform a managerial or supervisory role, either of other staff or of students, should ensure that activities are carried out in a manner which protects the health and safety of those

Board of Trustees

Director

Departments/Directorates

Heads of Department

Principal Investigators

Departmental safety representatives

Health, Safety & Security Committee

Secretary / HR Director / Director of Estates & Facilities

Health and Safety Manager/ QSHE Manager

Occupational Health

53


September 2018

involved. All staff have a duty to cooperate with the School to achieve a healthy and safe workplace and to take reasonable care to ensure the safety of themselves and others. The Director of Estates & Facilities is responsible for ensuring arrangements are made in respect of the maintenance of fire safety provision for each SOAS premise. The below tasks will delegated to various members of the Estates and Facilities directorate, including but not exclusively the Head of Campus services and Facilities, the Head of Compliance and QSHE managerthis will include;

• Fire warning and detection systems that are maintained in accordance with the relevant standard

• Fire fighting equipment, including fixed installations and specialist systems, which are subjected to a maintenance programme in accordance with the manufacturer’s guidelines.

• Means of escape are maintained as required • Electrical portable appliance tests are carried out periodically • Fire Alarm testing (weekly) • Maintaining a fire Log Book • To ensure that all fire incidents and fire alarms are recorded and are reported to the Safety

manager. • Storage and use of dangerous substances (DSEAR & COSHH) are done so in accordance with

datasheets • Emergency lighting, escape lighting and signage are maintained and tested in accordance

with the relevant standard • Electrical installation tests are undertaken as required. Ensuring that any recommendations

from risk assessment reviews, relevant to areas of responsibility, are responded to diligently. • Liaising with the Health and Safety Manager on all matters likely to impact on the Fire Safety

provision for the relevant premise

• Ensuring that all works undertaken by contractors, relevant to areas of responsibility, are supervised and where “hot works” are to be carried out, that the appropriate approval is completed

• Proactively monitor waste and waste storage ensuring it is stored away from buildings and within designated containers

• Liaising with local fire authority when required • Making certain that appropriate warning signage and notices are present throughout all

premises • Testing of refuge point intercoms (weekly) • Appointing the incident control team • Ensuring that security staff are trained in the use of evacuation chairs • Producing and maintaining Fire Risk Assessments • Producing and maintaining a current Fire Strategy for each building • Producing and maintaining a current Assignment Instructions for each building.

• Producing fire evacuation plans and procedures in conjunction with the Health and Safety manager

54


September 2018

The Director of Governance and Legal services , supported by the Health and Safety manager is responsible for supporting the Director of Estates and Facilities, to meet, deliver and maintain statutory fire safety obligations, this will include;

• Supporting fire wardens in their role and provide adequate training to maintain competence • Auditing fire arrangements and ensuring that the fire policy is reviewed at least every two

years or when an incident or change in legislation,work activity or departmental structure dictates.

• Ensure a Fire Warden training programme is provided as required • Provide fire safety training as part of staff induction

• Ensuring that fire drills are carried out bi-annually • Work alongside Estates and Facilities personnel in the production of evacuation plans for

each premises • Arranging for SOAS staff (excluding members of the security team whose training is

mandatory) to be trained to use evacuation chairs as appropriate. • Supporting Estates and Facilities in the implementation of actions as advised by fire risk

assessors

Advising heads of DSR, managers and Student advice and Wellbeing on the production of PEEPS when required

Departmental safety representatives are responsible for;

• Carrying out daily visual inspections of their area of responsibility, regarding escape routes, fire fighting equipment, fire doors and any issue or action that has the potential to increase the risk of fire or hamper efforts to control one.

• Assist in the development of appropriate arrangements for aiding the evacuation of those with sensory or mobility impairments (PEEPS)

Student advice and Wellbeing team

Are responsible for producing PEEPs for students as required

Fire wardens and Estates team (incident controllers/security team) are responsible for;

• Being familiar with all exit routes from the building in which the normally work • Advising others regarding exit routes • Drawing attention to any deficiency or obstruction to these routes • Instructing personnel in the area in which they find themselves to vacate the building should

the need arise • Guiding personnel along exit routes and help those whose routes are obstructed to find an

alternation means of escape • Ensuring that all fire doors in their area are closed • Instructing personnel outside of the building to clear the approach roads thus leaving them

clear for emergency services • Ensuring that personnel congregate in recognised assembly areas and do not re-enter the

premises until instructed to do so by the emergency services/incident controller

55


September 2018

• Making a note of any person that refuses to co-operate with their instructions • Reporting the safe evacuation of their respective area to the incident controller. • The incident controller (designated members of the security team)) will be responsible for

liaising with all fire wardens during the evacuation as well as being point of contact for any communication with emergency services.

Staff and Students have a responsibility to comply with the Fire Safety Policy. This will include, but not be limited to;

• Observing all instructions, information and training intended to secure fire safety. • Co-operating with the University on all matters relevant to fire safety. • Not interfering with any building fabric or equipment provided in connection with assuring

fire safety. • Reporting any obvious defects or short-comings in the schools fire safety provision,

arrangements or procedures

3. Arrangements

Contractors;

Where contractors are on site it will be the duty of the relevant person with the responsibility for the works undertaken by them, to ensure the appropriate level of fire safety provision is incorporated within any work schedule, contract agreement or risk assessment and where such works are likely to impact on the existing fire safety provision notification must be communicated to the Health and Safety manager for their consideration. Contractors will also require to be made aware of the Fire Action Plan relevant to the area they are working in or are likely to attend. Where any work is being under taken that is likely to involve the application of a naked flame or mechanically induced heat source a “Hot Work Permit” must be acquired and agreed prior to the commencement of such works.

Visitors;

Visitors and their wellbeing whilst on site fall under the responsibility of his/her host. Members of the public or other visitors require to be advised of the evacuation plans for any relevant premise they access. To ensure this is accomplished adequate “Fire Action Notices” require to be displayed at prominent locations. Where possible, all buildings which the public have access to, such as galleries and libraries should be managed in such a way as to ensure that staff can account for all visitors within the premises at any given time to ensure safe evacuation.

Personal Emergency Evacuation Plan (PEEPS);

Where there is a requirement for assistance by any person to evacuate any relevant premise during an emergency a PEEPS application will be required. Students or staff, who may require assistance to evacuate, should discuss their concerns and needs with their course co-ordinator, line manager, the diversity team or student advice and wellbeing, as applicable, so that any necessary individual arrangements can be put in place in advance. Managers should consider the arrangements that may be required to assist visitors with physical impairments in their area where evacuation becomes necessary.

56


September 2018

Calling emergency services;

Alarm activations are managed by the incident controllers (the estates team/security) they will ascertain whether or not the emergency services are required based on the type of activation and will liaise with them directly prior to their attendance and if they are present on site.

Only when the incident controllers are satisfied, based on their opinion or that of the emergency services, that the premises is sufficiently secure, will SOAS staff, students, contractors and visitors be permitted to re-enter the building.

Use of lifts and refuge points;

The use of lifts during a fire or an alarm activation is strictly prohibited. Where a relevant premise has a refuge area incorporated within a protected zone it is required to have a clear means of communication between the designated refuge area and another person in a safe zone. It is the responsibility of the University to ensure evacuation of persons with physical, cognitive or sensory impairment is carried out diligently. Where refuge areas are present, the evacuation procedures required are to be incorporated within the fire evacuation plan for each SOAS premises. Evacuation chairs are provided where appropriate for individuals that require such assistance.

Evacuation chairs are located as per the table below;

4. Review A review of this policy, its procedures and associated risk assessments will be carried out at an interval no longer than 2 years in duration. However, accidents, incidents, fire, changes to legislation, structural alterations or changes to work activity could necessitate that a review be required sooner.

Building Floor location Area description and chair typePhillips building 5th Beside staircase 4 (motorised)Phillips building 2nd Beside staircase 4Research block 4th Beside Refuge point on stair 1Research block 1st Beside Refuge point on stair 1

Brunei Gallery 3rd Beside Refuge point on stair 1Brunei Gallery 2nd Beside Refuge point on stair 1Brunei Gallery LG Beside Refuge point on stair 1 (motorised)

PWW 3rd Beside Refuge point lift lobbyPWW 2nd Beside Refuge point on stair 10PWW 1st Beside Refuge point lift lobbyPWW LG Staircase 9 (motorised)

*all chairs are manually operated unless otherwise stated*

57


September 2018

The effectiveness of the guidance provided in this policy will be measured and monitored via internal audits and premises specific risk assessments.

5. Staff Training All new staff are to be informed of fire safety provisions upon the commencement of their employment. Their line manager is responsible for ensuring that arrangements are made to ensure that all new staff are aware of the following:

• Evacuation/fire action , including the Fire Safety Policy • Means of escape within the premises • Location of fire exits • Location of fire fighting equipment • Details in relation to relevant findings of the fire risk assessments and dangerous substances.

In addition a health and safety induction training course, which includes fire safety, will be delivered by the health and safety manager in the New Staff Orientation course as arranged via Staff Development.

The training of Fire Wardens will be provided as and when deemed necessary. The maximum period for refresher training should not exceed 3 years.

All security staff will be aware of the location of evacuation chairs and will be trained in their use. Additional SOAS staff will undertake this training on a voluntary basis

6. Fire Safety Provision • Fire Safety Risk Assessments; the main purpose of a fire safety risk assessment process is to

ensure that a methodical and structured approach is applied to assessing the suitability and effectiveness of the fire safety provisions applicable to each SOAS premises and the fire hazards within.

• Evacuation process tests; the estates team will ensure that two fire evacuation drills are carried out per annum, during semesters and when the buildings are occupied. It is accepted that drills should be avoided during times, such as exams and conferences, however, consideration should be given to ensuring advantage is taken of peak occupancy times and ensure that all fire exits and escape routes are utilised. These drills along with weekly fire alarm tests will also test whether automatic fire doors and shutters are operating correctly.

• Dangerous substances/COSHH; dangerous substances when exposed to fire can create a hostile and unpredictable environment. Where such substances are stored and used within the school particular attention should be given to the safe use and storage guidance supplied with the substance’s Safety Data Sheet. Students and employees should only be exposed to dangerous substances in an appropriately controlled and supervised environment.

• Alarm activations; in the event of a fire or an alarm activation within a SOAS premises, a form recording the activation will be completed by the maintenance manager. This enables those responsible to be made aware of all activations, whether the emergency services have been called or not, but more importantly allows for investigations to be carried out where

58


September 2018

necessary. Where a small fire has occurred and was subsequently extinguished without activating the fire warning system, an incident report must still be completed, recorded and distributed to all relevant parties.

• Unwanted alarm activations; unwanted fire alarm signals are activations of the fire warning system that are activated by any effect other than fire. These signals ultimately have a negative effect on the schools core business and also encourage complacency, as well as eroding user confidence. It is the intent of SOAS to strive towards zero tolerance of this type of activation whilst continuing to recognise the importance of fire detection systems in protecting staff, students, visitors and the build environment from the effects of fire.

• Emergency procedures and Fire safety ; Procedures regarding the correct course of action to take in the event of a fire can be found in the main SOAS health and safety policy, which contains a section on Fire Safety . This will impart staff/students with the appropriate knowledge regarding the recommended course of action to take, should such an event take place. There is also an Emergency Procedures section which will include details of isolation procedures for processes and equipment as well as information for sharing with the fire and rescue service when in attendance. In addition, the main SOAS health and safety policy will also detail the relevant evacuation procedures that are to be adopted for persons with impairments. Fire action notices will also be situated next to every manual fire call point in all premises. Evacuation plans for each SOAS site are also available via the Fire Safety section of the Health and Safety Policy.

• Fixed and portable firefighting equipment; all SOAS premises are provided with portable firefighting equipment and in some cases, fixed facilities such as dry risers. In both instances, these provisions will be maintained as per regulatory recommendations.

7. Fire Safety Management Each SOAS premises has a number of fire safety provisions incorporated within them. These provisions are often referred to as either an active provision, examples of which can be fire detection systems, or a passive provision, examples of which can be fire doors. Irrespective of the provision it is necessary to recognise the importance of such features and ensure that their function is not compromised, as to do so will ultimately impact on the operational capability of the provision and ultimately effect the safety of occupiers and the integrity of the building itself.

At SOAS the following provisions are sign posted;

a)

Fire doors are doors that are designed to restrict the spread of fire and the products of combustion within a predicted time period and will normally feature a self-closing device. All fire doors are marked as a fire door and should be kept closed at all times. The use of wedges and other items as hold open devices is not permitted within any SOAS premises and must be positively discouraged.

59


September 2018

Automatic fire doors are also in use throughout SOAS premises. These doors use a mechanism to allow them to remain open until the fire alarm is raised as which point they automatically release and close into their frames.

b)

All exit routes are indicated by appropriate signage. To ensure exit routes are not compromised, no equipment or materials may be accommodated or stored within any protected exit route or protected stair enclosure. All exits must be maintained clear, free from any obstruction and all final exit doors require to be easily and immediately openable from the direction of travel. Additionally, the surface finish to wall linings within stair enclosures and protected routes should be maintained free from any form of combustible wall decorations. Notice boards will be accepted in such areas as long as they are enclosed and effectively managed. Corridors and stairways that form part of escape routes should be kept clear and hazard free at all times. Items that may be a source of fuel or ignition should not be located within escape routes, such items include; portable heaters, cooking appliances, upholstered furniture, coat racks, vending machines, gas pipes and meters, photocopiers and other electrical equipment, seasonal decorations and display or exhibition material.

c)

60


September 2018

A fire warning system is a system designed to provide an audible alarm and may include activation by means of detecting the elements of combustion. In all cases the alarm can be activated by means of a manual alarm call point. Manual alarm call points are normally situated in exit routes and at final exits. Where fire is known or suspected, the alarm should be raised immediately utilising a manual alarm call point (break glass point). On hearing an alarm all occupants of a premise (employees, student’s, contractors and the public) must evacuate the building by the nearest available exit and assemble at the prescribed assembly point, with the exception of authorised persons for specific tasks, such as alarm investigation or PEEPs implementation. The incident controller will indicate, following consultation with the Fire & Rescue Service if in attendance, when a return to the building may be made.

d)

Firefighting equipment is provided within fire exit routes and may be placed adjacent to some specific risks, such as computer servers, electrical transformers etc. The extinguishers are provided for use by trained competent persons but should only be used when it is safe to do so and the escape route from the seat of fire is not compromised. Under no circumstances should a fire be confronted without first raising the alarm. All employees are required to familiarise themselves with the extinguishers provided within the relevant premise and the fire classification that may influence their limitations of use. Where any firefighting equipment has been used or is deemed unsatisfactory, the maintenance manager should be advised to facilitate replacement or investigation as necessary.

e)

61


September 2018

A dry riser is an empty pipe, which can be externally connected to a pressurised water source by firefighter. It is a vertical pipe intended to distribute water to multiple levels of a building or structure as a component of the fire suppression systems.

f)

An EVC (emergency voice communication) system, more commonly known as a Disabled Refuge System, allows emergency services and staff to communicate with one another, and persons awaiting safe evacuation in refuge areas. An EVC is a system that allows voice communication in either direction between a central control point and a number of other points throughout a building or complex. A refuge point is designed to provide a safe place for a mobility impaired individuals to await assistance for their evacuation.

g)

Certain areas within SOAS premises use fire shutters, as opposed to

simpler static barriers that are permanently visible and remain fixed in one place (e.g. fire-

walls, glass partitions, fire doors etc.), a fire shutter only moves into its operational position

in the event of a fire.

To this end, fire roller shutters are normally wired into the building's fire detection system

and close automatically on a signal from the fire alarm

62


SOAS University of London Statement of Safety Policy SOAS aims to devise a dynamic health and safety system which places our people at its centre and is embedded as a core function of management. The outcome will be a safe work environment that promotes positive health and safety behaviour at the School’s main sites, those premises under its direct control, and in the field. The expectation is that, over time, the behaviour will become integrated in the decision making culture and encompass all aspects of working practices and phases of project management. The underpinning health and safety system will manage the risks and the control of identified hazards with the aim of managing these to as low as is reasonably practical. In doing so, the system’s components will be compliant with statute, comprehensive in coverage, and transparent in the dual lines of accountability and shared responsibility. Collectively and in combination the system’s components will work to support the academic work environment and aspire to match or exceed recognised good practice. In recognition that everyone has an important part to play in ensuring the health and safety system effectively promotes a positive safety culture, SOAS expects all managers to lead by example and all students, staff and visitors to adhere in full with the general institutional policies and those specific to their work and activities. Signed Valerie Amos Director

Marie Staunton Chair – Board of Trustees

Approved: November 2018 Owner: Director of Governance and Legal Services Due for review: October 2019

63


SOAS Health and Safety Policy In accordance with the health and safety at work etc. act 1974 (section 2) and The Management of Health & Safety at Work Regulations 1999

APPENDIX 1 Health & Safety Responsibilities within SOAS The Director has final and overall day-to-day responsibility for Health and Safety within the School, as executive officer with responsibility to the Board of Trustees. Responsibility for health and safety forms part of managerial responsibility, through the management chain, even if not formally specified in the job description. The supervision of health and safety can be delegated, but the responsibility cannot. All staff who perform a managerial or supervisory role, either of other staff or of students, should ensure that activities are carried out in a manner which protects the health and safety of those involved. All staff have a duty to cooperate with the School to achieve a healthy and safe workplace and to take reasonable care to ensure the safety of themselves and others. The School’s organisational arrangements for meeting its formal obligations are summarised below:

64


Board of Trustees

Director

Heads of Department, Registrar, DOPS

Principal InvestigatorsDepartmental safety

representatives

Health, Safety & Security Committee

Director of Governance and Legal Services / HR Director / Director of Estates & Facilities

Health and Safety manager/ QSHE

Manager

Occupational Health

65


1 The Board of Trustees is responsible for ensuring that: The School has implemented such management arrangements as are necessary to fulfil its statutory obligations The risk assessment process is the basis for identifying and addressing hazards and risks based on the assessed level of risk formally identified Performance to the standards set in the Safety Policy and other related documents is being met Health and Safety performance is monitored through receipt of an annual report from the Health, Safety & Security Committee and reports in relation to any serious Health & Safety incidents.

2 The Director is accountable to the Board of Trustees for:

The organisational implementation of the School’s Safety Policy and other formal health and safety-related documents Taking such measures as are necessary to ensure that, at the strategic level, performance standards and timescales are adhered to Ensuring that a risk based approach to the identification and management of risk is being undertaken by all staff. Ensuring the School is compliant with relevant legislation including the Health & Safety at Work Act 1974

3 The Director of Governance and Legal Services is responsible to the Director for: The overall management of health and safety at the School, including the provision of professional health and safety advice and maintenance of the relevant policies and procedures

Co-ordination of emergency management planning arrangements for the School and their implementation at an operational level.

4 The Registrar, Directors of Professional Services and Heads of Department are

responsible for: Management of health and safety arrangements, including emergency arrangements and for ensuring compliance with School policies and procedures. They will ensure that: Health and safety induction training is provided to staff and students on joining the /Department, based on the School’s Health and Safety Induction Checklist Departmental activities are undertaken in accordance with formal School and other relevant health and safety standards Where identified to be necessary, departmental codes of safe working practice are developed and implemented Measures are taken to identify any deficiencies in, and controls required to ensure, the health and safety of the working environment in their Department and working practices as determined by the risk assessment process, including the application of ‘safe systems of work’

66


Risk assessment is undertaken to establish the measures necessary to identify and control potential risks and to ensure these controls are implemented

In addition, heads of department are responsible for nominating suitable Departmental Safety Representative(s) for the day-to-day supervision of safety matters within the department.

5 All Line Managers, Principal Investigators and Supervisors should:

Support their Head of Department in discharging their health and safety responsibilities with regard to their own teams

Ensure that safe systems of work are in place and being followed by all staff and students.

6 The Director of Estates and Facilities is responsible for: Ensuring any staff working at, but not employed by the School, meet the requirements of the

School’s policies and procedures. They are also responsible for ensuring that safe systems of work, sufficient training and a robust risk assessment regime are in place in respect of all site services provided by the Estates and Facilities directorate. They will ensure that statutory testing of plant, equipment and fire provisions is carried out in line with current legislation.

7 The QSHE Managers is responsible for: Supporting The Director of Estates and Facilities in ensuring that adequate training, safe systems of work and risk assessments are in place for all site services. They will also support in the reviewing of Risk assessments and method statements from external contractors. They will assist in ensuring that statutory testing of plant, equipment and fire provisions is carried out in line with current legislation. They will provide day to day health and safety support support for the site services team. 8 Individual Members of Staff, Students and visitors (including contractors) should:

Co-operate and comply at all times with the safety information, instruction and training provided. They should bring, without delay, to the attention of their line manager or other appropriate responsible person such as a tutor, any hazards identified, or improvements considered necessary

Take reasonable care of the health and safety of themselves and of other persons whom their acts or omissions may affect

Co-operate with the School to enable it, or any other person, to comply with any duty or requirement imposed by the Health and Safety at Work Act 1974, or any relevant statutory provision or other health and safety-related requirement

Not intentionally or recklessly interfere with or misuse procedures or materials provided in the interests of health, safety and welfare, such action being subject to the School’s disciplinary procedures. Ensure that when supervising contractors, they are made aware of the School’s H&S Policy and other relevant procedures.

9 The Health and Safety Manger is responsible for advising the School on safety matters

within the School. They are empowered to act on behalf of the School in these matters. The full details are provided in the contract for Health & Safety Services and include, but are not limited to:

67


• Monitoring compliance with legislation and updating the School on changes • Reviewing safety documentation, reports and safety checks • Induction and training of staff and SU Co-presidents • Monthlyafety inspections • Annual review of building specific risk assessments • Bi Annual Fire evacuations drills • Assisting with Emergency response • Incident investigation and reporting under RIDDOR • Internal risk audits and reports • Arranging training for fire wardens, manual handling and first aiders • Providing advice and guidance to staff members on the production risk

assessments, PEEPs and work station assessments. • Review and where required, the updating of SOAS health and safety policies in

line with current legislation • Where required working in tandem with the Director of Estates/QSHE manager • Briefing and support of departmental safety reps.

10 Duties of the Departmental Safety Representatives and arrangements for Professional Services are given in Appendix 2.

11 Some activity does not take place on an organisational structure basis but by the location it takes place. These are covered in more detail in Appendix 3.

12 The terms of reference and constitution of the School’s Health, Safety & Security Committee are given in Appendix 4.

13 Separate Codes of Practice are available for specific areas such as working overseas, COSHH and accident reporting and first aid. A current list of these is given at Appendix 7.

68


APPENDIX 2 All Safety Representatives, Fire Wardens and First Aiders are required to undertake initial training as requisite for the role and receive periodic refresher training. Duties of the Departmental Safety Representative(s) *DSR will each receive a briefing from the H&S manager prior to undertaking the position. This will cover the production of risk assessments, safety inspections and work station assessments. Any alteration to DSR duties based on legislation will be communicated via the H&S manager* 1 The Departmental Safety Representative(s) are nominated by heads of department, and

approved by the Director, for the day-to-day supervision of safety matters involving staff, students and visitors in the department. This includes the maintenance of departmental safety records, such as any local risk assessments or inspection reports. They must also inform the Health and Safety manager if a fire warden or first aider within their department leaves SOAS or is on long term sick leave. This will enable the school to ensure that alternative personnel are trained to fulfill any gaps in these positions.

2 Each Departmental Safety Representative (DSR) is accountable to the head of department

for all matters of safety within the department 3 A formal safety inspection of the department must be carried out at least once a term. The

DSR should conduct the inspection jointly with the department head together with relevant union safety representatives. Written records of all safety inspections must be made by the DSR, approved by those involved, and copies sent to the department head, to individuals concerned and to the Health and Safety manager.

4 The DSR must bring matters requiring urgent attention, e.g. serious accidents involving

medical treatment, to the immediate notice of the Safety Office by telephone and confirm in writing with a copy to their department head

5 The DSR must ensure that all accidents and incidents are reported on a School accident

form 6 The DSR must ensure that all necessary Risk / Hazard Assessments are made, and are

kept under constant review 7 When the DSR is absent from the School for an extended period of time, an appropriately

trained deputy must be identified and notified to the department Professional Services 8 The Directorate Safety Representative(s) is/are appointed by the Registrar for the day-to-

day supervision of safety matters involving staff, students and visitors in all the professional services sections other than those listed below

9 The day-to-day supervision of safety within the more specialized areas of the Schools

Central Services (i.e. the Catering, Cleaning, Estates & Supplies) will usually be carried out by the relevant member of DOPS, with assistance as required from the Health and Safety Manager, and they will be expected to carry out the duties detailed above. This will take place in conjunction with the relevant third party for any outsourced contract.

69


Area responsibilities 10 Some activity does not take place on an organisational structure basis but by the location it takes place. These are covered in more detail in Appendix 3. 11. Fire Wardens and First Aiders are assigned on a location basis.

70


APPENDIX 3 Area responsibilities

Area Function responsible Department office space Relevant Department Professional services office space Relevant Directorate Students’ Union Students’ Union Catering outlets Estates & Facilities Cleaning cupboards Estates & Facilities Teaching spaces Estates & Facilities Outdoor spaces Estates & Facilities All other general and circulation spaces Estates & Facilities

71


APPENDIX 4 V Health, Safety & Security Committee Health, Safety & Security Committee reports to the Board of Trustees. (i) The membership of the Health, Safety & Security Committee will comprise: Chair: A member of staff, appointed by the Board of Trustees (normally the Director of Governance & Legal Services) Ex-officio Members: Director of Governance & Legal (normally the Chair) Director of Estates & Facilities HR Equality & Diversity Advisor Health & Safety Manager Other Members:

All Academic and Directorate Safety Representatives 1 member of academic staff nominated by Research & Enterprise Committee 1 representative from each of the recognised Trades Unions 1 enrolled student nominated by the Students’ Union Executive Committee (ii) The Registrar will nominate a Secretary. The Committee will normally hold three

ordinary meetings per annum. (iii) The Health, Safety & Security Committee will have the following terms of reference:

(a) To propose and consider policy changes with respect to the health, safety, security and welfare of School staff (including contractors and outsourced workers), students, visitors and of other persons who may be affected by work carried out within or external to the School or as part of the School’s activities (including external fieldwork activities carried out in both the United Kingdom and overseas). The term ‘health and safety’ will include the School's security provision, fire arrangements and occupational health service;

(b) To monitor implementation of health and safety policies and codes of

practice and to propose changes as necessary; (c) To advise the Board of Trustees through the Secretary on health and safety

implications of School strategies and plans, including those relating to the development of the Estate;

(d) To provide an annual report of the Committee’s activities and recommendations to

the Board of Trustees; (e) To monitor compliance with current health and safety and related

legislation; (f) To keep under review current, emerging and potential challenges in

relation to health and safety in the external environment that could have impact on School activities (including proposed changes to legislation), discuss the implications and provide advice on possible responses

72


and implement change where appropriate; (g) To monitor the School’s health and safety risk management

strategies; (h) To advise the Board of Trustees through the Secretary on the management of

risks in relation to health and safety and monitor actions taken to minimise these risks;

(i) To provide input into the School’s emergency and business continuity planning; (j) To review accidents, incidents, hazardous occurrences, sickness absence and ill health (including stress) related to work undertaken by staff, students and visitors, and to ensure corrective action is undertaken and consider implications for strategy, policy or practice; (k) To ensure appropriate health and safety training is provided and to monitor its effectiveness; (l) To provide guidance to managers, other staff, students and visitors about policy and practice concerning health and safety; (m) To keep under review the provision of information and communication of health and safety information; (n) To consider reports from the management representatives, Union safety representatives, staff and student representatives and any other appropriate bodies, including any audit or inspection reports.

73


APPENDIX 5 Communication The initial chain of communication for Health and Safety issues is detailed above. A copy of the SOAS Health and Safety policy statement is to be kept on display at every site (This is to be replaced each year when the policy is updated). A full copy of the Health & Safety Policy must be available for staff to view at all sites, in addition the policy can also be found on the intranet. Any changes to the policy will be communicated to staff via email prompting them to view the new document via the intranet. If these changes are extensive, training sessions will be set up with more detailed explanatory notes. Advice and general updates may also be disseminated through safety committee minutes, or SOAS news bulletins. The SOAS Health and Safety manager will be available to answer queries on health and safety issues. All line managers with a responsibility over staff and / or facilities/equipment (e.g. should communicate the identification of a hazard or risk to the Health and Safety manager who can then liaise with the relevant internal staff to resolve the matter) Training Initial Health and Safety training will be delivered by line managers through the staff induction process which is mandatory for all new employees. The Health and Safety manager will deliver further Health and Safety induction training via training courses provided by the staff development team. Full details can be found via the Safety Training link in the Arrangements section. The Health and Safety manager will liaise with the human resources manager, department heads and the staff development team to organise any specialist health & safety training such as manual handling, DSE, fire warden and first aid as and when it is required. Students will receive a health and safety induction as part of their Welcome Week program. Maintenance of SOAS Premises and Equipment There is a schedule of inspection and maintenance pertaining to all SOAS premises, equipment and plant; this is managed by the Estates team. They are also responsible for the up keep of the building fabric, fire safety provisions and the water system. Insurance SOAS Public liability cover is provided by Zurich insurance Smoking SOAS operates a strictly no smoking policy at all of its premises APPENDIX 6 Review, Audit and Improvement The review of this policy will be the responsibility of the Director of Governance and Legal services . Review will occur on an annual basis or when legislative changes or incidents dictate. The Health and Safety manager will carry out, on an annual basis, an audit of all SOAS premises using HSG65 as a basis of the safety audit. The audit along with an annual review of the risk

74


assessment for each premises will measure the effectiveness of the policy and expose any areas whereby compliance is compromised. The Health and Safety manager will provide an annual report with recommendations for improvement and suggested time frames in which to achieve these. Where significant changes occur, which may affect the level of risk in any area of the working environment of SOAS, additional risk assessments will be conducted as required by Health & Safety legislation. Should these risk assessments expose any weakness in the SOAS Health & Safety Policy or the specific arrangements for maintaining appropriate standards of Health & Safety; these will be reviewed and revised if necessary. Similarly, if any weakness in policy, arrangements or chain of responsibility should be exposed by any means, SOAS will undertake to review the appropriate area and to make such amendments as are required. APPENDIX 7 Arrangements- Further guidance on specific areas Display screen equipment - https://www.soas.ac.uk/healthandsafety/computers/ Smoking Policy - https://www.soas.ac.uk/healthandsafety/smoking/ Guidance for new and expectant mothers – https://www.soas.ac.uk/healthandsafety/guidance-for-mothers/ Fire Safety- https://www.soas.ac.uk/healthandsafety/fire/ Accident Reporting first aid and defibrillators - https://www.soas.ac.uk/healthandsafety/firstaid/ Emergency Egress for disabled people (peeps) - https://www.soas.ac.uk/healthandsafety/egress/ Manual handling - https://www.soas.ac.uk/healthandsafety/manual-handling/ Safety training - https://www.soas.ac.uk/healthandsafety/training/ Risk assessments- https://www.soas.ac.uk/healthandsafety/wwwsoasacuk/healthandsafety/riskassessment/ Lone working - https://www.soas.ac.uk/healthandsafety/lone-working/ Working overseas- -https://www.soas.ac.uk/healthandsafety/working-overseas/ COSHH – https://www.soas.ac.uk/healthandsafety/coshh/ Emergency Procedures - Maintenance and Electrical - https://www.soas.ac.uk/healthandsafety/maintenance/ Control of contractors - https://www.soas.ac.uk/healthandsafety/contractors/

75

https://www.soas.ac.uk/healthandsafety/computers/

https://www.soas.ac.uk/healthandsafety/smoking/

https://www.soas.ac.uk/healthandsafety/guidance-for-mothers/

https://www.soas.ac.uk/healthandsafety/guidance-for-mothers/

https://www.soas.ac.uk/healthandsafety/fire/

https://www.soas.ac.uk/healthandsafety/firstaid/

https://www.soas.ac.uk/healthandsafety/egress/

https://www.soas.ac.uk/healthandsafety/manual-handling/

https://www.soas.ac.uk/healthandsafety/training/

https://www.soas.ac.uk/healthandsafety/wwwsoasacuk/healthandsafety/riskassessment/

https://www.soas.ac.uk/healthandsafety/lone-working/

https://www.soas.ac.uk/healthandsafety/working-overseas/

https://www.soas.ac.uk/healthandsafety/coshh/

https://www.soas.ac.uk/healthandsafety/maintenance/

https://www.soas.ac.uk/healthandsafety/contractors/

https://www.soas.ac.uk/healthandsafety/asbestos/

https://www.soas.ac.uk/healthandsafety/legionella/

https://www.soas.ac.uk/healthandsafety/food-allergies/


Asbestos - https://www.soas.ac.uk/healthandsafety/asbestos/ Legionella - https://www.soas.ac.uk/healthandsafety/legionella/ Food allergies - https://www.soas.ac.uk/healthandsafety/food-allergies/ Young persons/Work experience- https://www.soas.ac.uk/healthandsafety/work-experience/ Safety Training- https://www.soas.ac.uk/healthandsafety/training/

76

https://www.soas.ac.uk/healthandsafety/work-experience/


Version Sept 18

SOAS LONE WORKING GUIDANCE

Introduction This guidance is intended to assist managers and heads of department in assessing the risks associated with lone working and their staff. While there are no specific regulations pertaining to lone working and no legal requirement indicating that lone working must not happen, SOAS still has a duty of care to assess the associated risks involved with such activity, as dictated by the Health and Safety at Work Act (1974) and The Management of Health and Safety at Work Regulations. These regulations require identifying the hazards found at work, assessing the risks arising from these hazards, and then putting measures in place to control the risks. Scope

• This procedure applies to anyone working, studying or taking part in any activity managed by SOAS and includes staff, students, contractors and visitors.

• The procedure is intended to address the lone worker risks associated with the variety of work carried out at SOAS.

Definition of Lone working Lone workers are those who work alone or in isolation without close or direct supervision from colleagues. Lone working also occurs where colleagues may be in the next room or on other floors in the same building. Lone working can be in fixed locations or between various different work locations and can occur at any time, either during normal working hours or out of hours

Further Definitions Work: paid employment (on a fixed or permanent contract), studying, carrying out research, volunteering to carry out SOAS business. Manager/Supervisor: a person who has a duty to manage any aspect of the work activities of the department, where it is carried out by an employee or student, e.g., line manager, principle investigator, research group leader etc. Normal working hours: defined by the school as times when first aiders and fire wardens are at optimum levels. This must take account of extended working hours such as nights, events, exhibitions and exam times as well as normal SOAS closures such as Christmas, Easter and Bank Holidays.

77


Version Sept 18

Out of hours: times when first aiders and fire wardens are below optimum levels such as evenings, early mornings, weekends and public holidays. Please note that out of hours work may not always be lone working. Responsibilities Heads of Departments must ensure that there are arrangements in place to identify and control the risk arising from lone working including:

• A definition of normal working hours • A list of Departmental activities which must not be carried out while alone (see table

2 for guidance) • Authorisation of routine specified lone working permitted • Procedure for authorising non-routine lone working activities

Managers/Supervisors must ensure that

• Non-routine lone working is avoided where possible – see table 2 for necessary additional controls that should be in place if such work in undertaken.

• Time spent working alone is planned • Risk assessments for the work state the additional controls necessary if the work is

carried out alone • Control measures identified are implemented • Risk assessments are reviewed

Assessing the risk The main risks associated with lone working are:

• Being unable to summon help as a result of injury, ill health or an emergency situation

• An inability to safely carry out a task while alone A Risk Assessment should indicate any significant risk, and detail how the risks should be adequately controlled for lone working to continue.

Risk assessment often identifies the correct level of supervision or backup required. Some risk assessments, such as those for working in confined spaces, state that communication and rescue arrangements need to be in place where at least one other person needs to be present.

Control measures may include training, instruction, communications, supervision and personal protective equipment.

If a Risk Assessment shows it is unsafe to work alone, then arrangements should be in place for providing help or backup. However in some cases it may be decided that carrying out a particular task independently represents too much of a risk and will not be allowed.

If a member of SOAS staff is working at another employer’s workplace, the occupier should inform SOAS of the lone working risks and of control measures needed.

78

http://www.healthyworkinglives.com/advice/Legislation-and-policy/Workplace-Health-and-Safety/risk-assessment

http://www.healthyworkinglives.com/advice/work-equipment/ppe


Version Sept 18

Line Managers must consider the following when deciding if lone working is to be permitted: Individual factors to consider

• Are any individuals especially at risk when working alone? • Is the person medically fit to work alone? Managers who have concerns about an

individual’s fitness for lone working should refer them to Occupational Health after consultation with their HR partner.

• Experience of the individual wishing to work alone • Individuals with impaired vision, hearing or mobility • Individuals whose first language is not English; have all emergency procedures been

fully explained? Work patterns

• Some work may begin in normal working hours and continue out of hours • Continuous experiments • Flexible work pattern (Flexible Working Arrangements: Policy and Procedure

document). • Working at home (Flexible Working Arrangements: Policy and Procedure document). • Where a lone worker is working at another employer’s workplace

Location or work area The work may be carried out in a location managed by SOAS, another employer or external location. The work may involve more than one work area

• Office, workshop • Store room, plant room, cold room, server room • Home of research subject, vehicle • Isolated locations within buildings • Guidance for work being carried out overseas can be found in the Overseas travel

policy. Work activity If the task is to be carried out by someone working alone the risk assessment must consider the hazards of being alone in addition to the hazards involved with the work itself – see table 2 for further help. Managing the risks Mangers must ensure that:

• The lone worker understands the risks and precautions involved in their work and has enough experience to work without direct supervision

• The lone worker has all information needed to deal with any emergences (see table 1).

• That the lone worker has a safe way in and out of their workplace Managers should consider one or more of the following controls depending on the level of risk:

• A start/finish time has been agreed for out of hours lone working • The lone worker informs their supervisor that work has started/finished • Periodic checks by the supervisor or person designated by the supervisor are made

at agreed intervals, e.g., hourly. Checks can be in person, by telephone or two-way radio.

79


Version Sept 18

• Lone worker periodically checks in with supervisor or designated person • NB ensure that the chosen means of communication works in the area it is to

be used; mobile phone reception is not building wide. • A procedure is in place to deal with failure to contact lone worker at agreed intervals • A record is kept of the information that has been provided to individuals who work

alone. • Is the lone work at risk from violence • Are female members of staff especially at risk • Involving worker when considering potential risks and measures to control them • Is it necessary to make contacted with the respective staff member upon completion

of work or at the end of their working day • Can lone working be avoided

Persons at risk At SOAS there are a plethora of jobs types that may necessitate lone working, in addition students may also be at risk in such circumstances. At SOAS the following groups should be considered when thinking about lone working:

• Academic staff • Students • Maintenance staff • Professional services staff • Cleaning staff • Catering staff • Office staff

Training

Training is particularly important where there is limited supervision, it is prudent to consider:

• If lone workers are sufficiently experienced and fully understand the risks and precautions required

• Have limits been set as to what may or may not be done whilst working alone • Is the lone worker competent enough to deal with unusual or new circumstances

beyond their training and recognise when to stop and seek advice

Review the risk assessment Managers must review the risk assessment periodically, at intervals determined by the risk assessment

• If an incident or accident occurs • If something changes, such as • People, equipment, location • Is it still necessary for the work to be carried out alone

80


Version Sept 18

Table 1: Lone Worker Emergency Procedures Arrangements for normal working hours may be different or need to be supplemented when working out of hours.

Normal working hours Additional procedures for out of hours work

How to contact security

Ensure the lone worker knows the internal emergency number and if using a mobile (555, 0207 637 2388) If work is off site, such as field work, then contact 999 In some situations contacting security may not be possible / practical and a lone worker alarm may be appropriate.* If a panic button is installed staff must know how/when to use it and what to expect as a response.

Ensure that the passenger lift alarms / telephones are responded to out of hours. Access to the building is controlled – swipe card. Consider personal security and transport arrangements when leaving the workplace late at night.

How to raise the alarm on discovering a fire

As displayed on fire action notices

Evacuation procedures

As displayed on fire action notices

Ensure normal evacuation routes are available out of hours – building maintenance may be taking place out of hours.

81


Version Sept 18

A log book for out of hours lone workers is in reception and should be signed when entering and leaving – allows security / fire brigade to account for building occupants. NB this will only be effective if lone workers enter and leave via the main reception (including cyclists) and occupants who entered the building prior to the commencement of out of hours period sign the log.

Accidents / incidents

Ensure lone worker knows how to report accidents and incidents (including non-injury incidents)

Can be done the next day if not practical out of hours

First aid arrangements

Ensure lone worker knows how to contact the nearest first aider

If working out of normal office hours and no SOAS first aiders are available call security on 555 for assistance.

Table 2– Example risk assessment (please note that this is only an example, managers/department heads should assess each case individually)

HAZARD RISK LEVEL

EXAMPLE OF POSSIBLE CONTROLS

Slips and trips Low Ensure, during departmental self-inspections, that any such hazards, e.g. torn carpets, trailing cables etc. receive prompt remedial attention. No lone working outside of normal hours if mobility is temporarily impaired (e.g. leg injury)

Fire or other emergency

Medium Ensure that appropriate fire safety training has been given and staff are familiar with emergency procedures for their working area.

Accidents/First aid Medium Ensure that the lone worker knows who their nearest first aider is and their extension. If they are unavailable security should be contacted on 555 instead.

Electrical accident Low Ensure that PAT tested items (kettles, desk lamps etc) are clearly labelled as such and that all electrical cables etc. are regularly visually inspected for damage. Advise not to interfere with plugs, cables etc, when any item is connected to the power supply.

Work with any potentially hazardous items of equipment or materials

Medium Ensure that any work which involves such items or materials is done during normal building occupancy. Also ensure familiarity with the safety data sheets and COSHH assessments for such items.

Manual handling of loads

Medium Advise not to attempt to lift or move any load single handed which is likely to increase risk of injury. Re- schedule work to time when assistance is available. Alternatively, use lifting/moving aids where this can safely facilitate single person operation.

82


Version Sept 18

Intruder in building Low Ensure that staff are aware know how to contact security promptly, should there be suspicion that an intruder is present the building, advise not confront the intruder, lock doors and await the arrival of Security.

Safe routes home after work

Medium Ensure that a plan is in place regarding getting to car/public transport/home after leaving the workplace, taking account of potential personal safety issues e.g. well lit routes etc

Personal medical conditions etc.

Will depend on condition

Ensure that any medical conditions which might be relevant are fully discussed and, if necessary with, Occupational Health and GP. Do allow lone working if any such condition is assessed as increasing risk.

Young persons (under 18)

High Lone working not permitted for those under 18

Matrix used to determine risk level

83

84

Health, Safety and Security Committee 03.10.18 HSS 18/19 01 F

Report from the Director of estates

A short report advising this committee on the Estates Security and compliance activities in term 3

Executive Summary For information and to draw your attention to a number of key topics that have been under review. Continued statuary compliance, security and risks incidents from last term. Part of the report will be on power point. Relating to the completion of the estates structural changes. Rychard Scrase-Field

Recommendations N/A for information


Risks Report looks in to a number of risks and highlights the activity put in place to mitigate the impact.

Equality implications None to pull out in this report

The main paper then starts on a new page and typically be no more than 4 pages long with any supporting documentation provided in labelled annexes.

Consultation

85

86


Report covers:

The last term has seen a number of events which required additional resources on site.

The main topics which I will cover in my report:-

• The security arrangement • General operational information • Future security arrangement post transfer • Activity Logs and trends • M and E service and compliance • Paul Webley wing • Future reporting to the committee from estates.

The security arrangement

The 3rd term at SOAS saw a number of difficult incidents to manage for the security team.

Following on from the strike action mid- March, which saw considerable disruption to university. In particular on the 16th March hard picket line where there were a number of incidents involving different parts of the SOAS community, hearings where then held during the 3rd term.

The management of these hearings required considerable planning to minims the risk to those in attendance. We did see an outbreak of graffiti on the Paul Webley wing, which has been partially removed to date the remainder to be removed once listing approval has been granted.

Standard later bar security was supplied to the SU during the 3rd Term (6 guards with door supervisor SIA certification) with no problems reported during the events.

The future security arrangements post transfer

Continued discussion with the security team as we progressed toward the transfer of services.

This covered questions relating to terms and conditions/uniform/SIA licence arrangements and rotas. Where covered as part of the sessions with the staff. Much of the time was spent insuring the security team felt reassured that the transfer would happen with little or no impact to them.

During the third term the site security manager role became vacant, this presented SOAS with an opportunity to revise the job description and go out to the market, in advance of transfer.

We were looking to fill the role with a person who possessed more than just a contract security manager skill set. We wanted to include the elements of:

• Risk management and assessment skills • Strong stakeholder management skills to support the SOAS community. • Strong leadership to help develop the security team

Activity log and trends term 3.

A number of fire alarm activations in Paul Webley wing, the majority where activations on the UOL part of Senate house. The Security team maintain a communications link with UOL security contractor on a daily basis.

87


We have seen an increase in incidents caused by vaping across the site, this has contributed to the increase in activations, and we are working on how best to advise the SOAS community on this matter.

There have been a number of bag snatches which have taken place just of campus involving students. A number of individuals on bikes/mopeds have targeted people with mobile phones and hand bags.

We have agreed with UOL that both sets of main gates will be closed at night. UOL’s team will oversee this activity. The side pedestrian gates will remain open.

General security/operation information and general information

Training is being provided on the use of two types of evacuation chair located across the campus. This roll out of training will continues, a number of guards have asked that this training for part of a schedule of training activities to insure the use of the equipment is fully understood.

Mechanical and electrical services & compliance

Contract M and E services continue to deliver the required regulatory certification and compliance. A number of key activities have been carried out on the plant and equipment in the last three months. This is in preparation for the transfer of services in August/September.

Bouygues have updated the PPM planner to insure at transfer it is 100% completed and in line with expected post transfer activities. This allows SOAS to be clear on what its responsibility are moving forward and which elements will remain in the specialist service bundle.

The Bouygues maintenance team have suffered from continues churn. A number of posts are covered by temp staff. Whilst this is a short term fix we will need additional recourses post transfer to cover the likely gaps in services. A procurement activity is underway with Kate Price to identify through a pre agreed frame work the ways in which we would bring in additional temporary staff. (this is now in place)

Paul Webley Wing

As you may know we continue to carry out snagging on the Paul Webley wing, post its refurbishment 2 years ago. A number of calls came into the help desk last term during the prolonged spell of poor weather, relating to the heating and general building conditions.

I wanted to reassure this committee that steps have been put in pace to insure the following

• All spaces are safe for occupation at all times (unless they are taken out of use tocarry out maintenance)

• We maintain statutory compliance as standard• Pre winter test of heating to be carried out in advance of any weather changes to

issuer we can manage the change in the working environment.

Future reporting to the H and S

The restructure of the estates team offers the opportunity for two new members of the team to report to this committee. The head of strategic maintenance and compliance and the Security and risk manager roles,

88


They will be able to provide a strategic view of both mechanical and electrical and statutory compliance and the security and risk factors.

They will look to support the change and growth at SOAS proactively instead of reporting on past activities and performance.

89

They will be able to provide a strategic view of both mechanical and electrical and statutory compliance and the security and risk factors.

They will look to support the change and growth at SOAS proactively instead of reporting on past activities and performance.

90

Health, Safety & Security Committee 03.10.2018 HSS 18/19 01 G

Occupational Health Report

Health, safety and Security Committee is asked to note the following Report

Executive Summary The Robens Centre for Occupational Health and Safety (the Robens) provides Occupational Health (OH) services for SOAS, University of London. The Management report has been prepared for the period 1 February to 31 July 2018 and is based on the current agreed contract between the Robens and SOAS, University of London (SOAS). Caroline Nield

Recommendations In order to promote employee awareness, ongoing use of the Robens’ OH Charter for Managers and the information provided at contract outset, was encouraged.


Risks N/A

Equality implications N/A

The main paper then starts on a new page and typically be no more than 4 pages long with any supporting documentation provided in labelled annexes.

Consultation

N/A

91

92

SOAS Feb_July_2018_FINAL.doc 1 of 8

Management Report for the period 1 February – 31 July 2018

For

SOAS, University of London

93


1.0 Introduction

The Robens Centre for Occupational Health and Safety (the Robens) provides Occupational Health (OH) services for SOAS, University of London. This report has been prepared for the period 1 February to 31 July 2018 and is based on the current agreed contract between the Robens and SOAS, University of London (SOAS). 1.1 Clinical input Occupational Health Advisor (OHA) input has been provided by Dephene Gande, Jane Barker, and Carol Williams, supported by Sarah Futcher, Clinical Director. Patricia Southworth acts as contract manager in her role as Director at the Robens. Dr Robin Cordell, Occupational Physician (OP) provided medical input into cases and issues as appropriate.

94


2.0 Referrals to Occupational Health Total number of referrals received from HR in this reporting period was:

Item Number Additional breakdown Total new referrals made by SOAS

28 February 5 March 4 April 1 May 11 June 2 July 5

New referrals attended in reference period

23 February 5 March 3 April 0 May 5 June 6 July 4

Number of new referrals to be seen outside reference period

3 Aug 3

Number of referrals withdrawn

2

Review appointments attended in the reference period

2

Total appointments offered during reference period (referrals and reviews)

55 OHA F2F 0 OHA Telephone 39 OHA report writing 0 OHA manager/HR telephone

1

OP F2F 12 OP Telephone 2 OP paperwork/IHR 0 OP manager/HR telephone

1

DSE 0 Total appointments attended

28

Total appointments postponed by employee

16

Total appointments cancelled with less than 48 hours’ notice

3

Total appointments DNA 6 Total withdrawn prior to appointment date

0

Pending (booked) 2

95


2.1 Did Not Attend There were 6 appointments where the staff members failed to attend (DNA). These were:

2 members of staff, of which o 1 DNA on 4 occasions o 1 DNA on 2 occasions

6 telephone referral appointments OHA

There was no contact between the employees and the Robens – the reasons for the DNA are not known 2.2 Service Level Agreement – appointment turnaround

Staff OH referral (appointment with OHN) Hold appointment within 7 working days of receipt of referral

Staff OH referral (appointment with OHP) Hold appointment within 9 working days of receipt of referral

Item Number Percentage Total referrals requiring appointment

26 100%

Offered within 7 working days (OHA)

18 (of 20) 90%

Offered within 9 working days (OP)

2 (of 6) 33%

Delayed at request of HR 1 4% Total within KPI 21 81% Offered outside of service level (see Notes)

5 19%

Notes: The 5 appointments falling outside of the SLA were all scheduled with the OP and the delay was due to availability. All were seen within 22 days. 2.3 Reviews by OH A total of 2 review appointments were attended during this reference period, both were telephone appointments with the OHA

96


2.4 Reasons given for referral

Return to work 6 Short term sickness absence 5 Ill Health Retirement 1 Management advice 10 Long term sickness absence 3 Employee requested 1 Ill Health At Work 2 Grand Total 28

Figure 1: Reason for referral (as given by the referrer)

97


2.5 Directorate breakdown

External Relations & Development Directorate 4 Faculty of Arts and Humanities 6 Faculty of Languages and Cultures 2 Faculty of Law and Social Sciences 2 Finance and Planning Directorate 3 Human Resources Directorate 2 IFCELS 1 Library and IS Directorate 2 Non-Faculty 2 Research & Enterprise Directorate 2 Student & Registry Services Directorate 2 Grand Total 28

Figure 2: Referral by Directorate

2.6 Work related ill health Of the 23 new referrals who attended appointments:

3 were felt to be musculoskeletal work related 2 were attributed to musculoskeletal non work related problems 7 were felt to be mental ill health work related 4 were felt to be mental ill health non work related

The remaining 7 referrals were neither musculoskeletal nor mental ill health related.

98


Work related/non work related ill health cannot be assessed for the 3 withdrawn referrals as they did not attend the consultation. 2.7 Service Level Agreement - report turnaround time The Service level for report turnarounds from the LUPC framework is: Staff/Student referral – OHN/OHP report Email to the Member Institution within 2 working

days (48 hours) of the appointment taking place and, where clarification is required, provide within 3 working days of the enquiry

Item Number Percentage Total reports required 23 100% Sent within 2 days 16 70%

Notes: Of the reports 7 sent outside of the 2 working day SLA:

2 was sent at 5 days 5 were sent between 5 and 8 days – all due to requests to see the report from the OP

before being released

3.0 Comments Of the 55 appointments offered a total of 19 (34.5%) were postponed or cancelled within 24 hours. An additional 6 (11%) failed to attend (DNA) making a total of 45.5% offered appointments not attended. This figure is considerably higher than we would expect to see within similar organisations and has implications for the University, not just in the cost of DNA appointments but in the delays in obtaining occupational health advice. Rates for non-attendance during the previous reporting periods were:

37.5% August 2017 – January 2018 36% February – July 2017 30% August 2016 – January 2017 38% February to July 2016

A total of 90% of appointments with the OHA were offered within the turnaround time, although only 33% of OP appointments were available within the SLA. Overall 81% of appointments were offered within the relevant turnaround time of 7 or 9 days. This compares to 85% and 79% in the previous two periods. The number of referrals received in this period, at 28 (including 2 withdrawn) matches the previous two reporting periods. These numbers are approximately 50% higher than the 17 – 18 referrals per 6 months anticipated at contract outset. Management advice remains the highest reason for referral with 36% (n=10) received in this group The number of employee requested referrals continue to fall, with just 1 (3.5%) referral this period.

99


The Faculty of Arts and Humanities referred the highest number of staff at 21% (n = 6) There was some email communication in January between Sarah and Caroline Nield about ensuring SOAS employees have sufficient information about the role of OH and the management referral process. The Robens’ OH Charter for Managers and the information provided at contract outset remain valid and appropriate and their on-going use was encouraged. A variation of contract was signed to take effect from 1 July 2018 extending the OH service provision for a further 12 months.

Sarah Futcher

3 August 2018

100

HEALTH SAFETY & SECURITY COMMITTEE AGENDA...Health, Safety and Security Committee 03.10.18 HSS 18/19 01 E General Health and Safety updates • Most of the corrective actions which

Documents