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The University of Oxford Department of Earth Sciences

EARTHSCIENCES

DEPARTMENTAL STATEMENT OF HEALTH & SAFETY POLICY

Professor C Ballentine Head of Department

January 2019

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DEPARTMENT OF EARTH SCIENCES

STATEMENT OF HEALTH AND SAFETY ORGANISATION

As Head of the Department, I am responsible for ensuring compliance with the University

Health and Safety Policy. My responsibilities are set out in Annex A. I have delegated some

of these responsibilities to others, as set out in Section 1.

1. EXECUTIVE RESPONSIBILITY

Every employee with a supervisory role is responsible for ensuring the health and safety of

staff, students, and other persons within their area of responsibility; and of anyone else (e.g.

contractors and other visitors) who might be affected by their work activities. In particular,

the responsibilities listed in Annex A are delegated to supervisors for areas under their

control.

As it is my duty to ensure adherence to the University’s Health and Safety Policy, I instruct

every employee with a supervisory role and the Departmental Safety Officer and the Area

Safety Officer to report to me any breach of the Policy.

All those with executive responsibility should notify me and the Departmental Safety

Officers and the Area Safety Officer of any planned, new, or newly identified significant

hazards in their areas and also of the control measures needed to avert any risks identified.

Where supervisors or others in charge of areas or with specific duties are to be absent for

significant periods, adequate substitution must be made in writing to me and such employees

and other persons as are affected. Deputising arrangements must be in accordance with

University Policy.

The following employees have executive responsibility throughout the Department for

ensuring compliance with the relevant part of University Safety Policy:

The Facilities Manager, Mr A Hewson and his Deputy, Mr C Vermaak, are responsible for

making arrangements for visitors, including contractors, and for ensuring the necessary risk

assessments have been made.

The person responsible for the storage of flammable liquids is Mr. S. Wyatt.

Only Security Services are authorised to carry out emergency rescue operations to free people

trapped in lifts. If you are trapped in a lift press the alarm button. This will contact Security

Services directly who will arrange for a rescue.

The person authorised to train and certify individuals for work with hydrofluoric acid is Mr.

S Wyatt.

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In the following parts of the department, the persons named below have executive authority

for safety:

Offices, Public Areas, Mr. A Hewson

Meeting Rooms, Compactor & Stores

Basement:

Optical Lab (00.05) Mr. O Green

S.E.M. (00.06) Dr. J Wade

XRD (00.07) Prof. N Tosca

Rock Crushing (00.11) Mr. O Green Deputy: Mr. S Wyatt

Thin Sectioning/Rock Polishing/ Mr. O Green Deputy: Mr. J Wells

Cutting (00.12/14/15)

Workshop (00.17) Mr. J Long

Water Storage (00.22) Prof. D Porcelli

Cold Storage (00.25) Prof. R Rickaby

Rock Rheology (00.26) Prof. L Hansen

Central IT/Server Rooms Mr. S Usher Deputy: Ms. M Chung

(00.27/30.02/50.02)

Palaeomagnetism (00.29) Prof. C MacNiocaill

Dept. Plant Room (00.33) Mr. A Hewson

Ground Floor:

Library (10.07) Prof. E. Saupe Deputy: Ms. E Crowley

Teaching Labs and Lecture Mr. A Hewson

Theatre (10.09/12/15/10.35/35)

First Floor:

Surface Chemistry (20.26) Prof D Fraser

Fluid Dynamics (20.27) Prof. H Marquardt

Volcanology 1 (20.28) Prof. D Pyle

Volcanology 2 (20.30) Prof. T Mather

Sedimentary Mineral Separation Mr. O Green

(20.37)

Wet Chem/Chem Store (20.35/36) Mr. S Wyatt

Experimental Petrology (20.40) Prof. B Wood Deputy: Dr. A Wohler

Support Lab (20.41) Prof. H Bouman/ Prof. R Rickaby

Mudrock Observatory (20.42) Mr. S Wyatt/ Prof. S Robinson

Bio-Geochemistry (20.43) Prof. R Rickaby Deputy: Dr. J Snow

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Second Floor:

Stable Isotopes (30.28) Dr. C Day

ICP Quad/Element (30.30/30.44) Mr. P Holdship

Noble Gases Lab (30.32) Prof. C Ballentine Deputy: Dr. D Hillegonds

Electronics (30.34) Dr. N Belshaw

NU Plasma 3 & 4/NU 1700 Dr. Y Hsieh Deputy: Dr. N Belshaw

(30.37/38/41)

TIMS (30.40) Dr. Y Hsieh Deputy: Dr. N Belshaw

NU Plasma 2 (30.42) Prof. G Henderson Deputy: Dr. Y Hsieh

NU Plasma 5 (30.43) Dr. Y Hsieh Deputy Dr. N Belshaw

Microanalysis SRF (30.45) Dr. J Wade Deputy: Dr. E Totten

Third Floor:

Shell Geoscience Lab (40.27) Prof. J Cartright

Tosca Labs (40.30 & 40.53) Prof. N Tosca Deputy: Dr. R Tostevin

Counting Lab (40.28) Prof. D Porcelli Deputy: Dr. K Amor

Picking Lab (40.31) Dr. C Day

Metal Free Laboratories Dr. J Barling

(40.35 – 40.51)

Small Equipment/ Lunar Lab Dr. J Barling

(40.54/55)

Rickaby Geochemistry (40.56) Prof. R Rickaby Deputy: Dr. J Snow

Henderson/Porcelli Lab (40.57) Dr. Y Hsieh

Prof. G. Henderson is the radiation protection supervisor (RPS) and he is responsible for the

day to day coordination of radiation protection arrangements within the Department and

supervision or work with ionising radiation, in accordance with the requirements of the

Ionising Radiations Regulations 1999. The purpose of this supervision is to ensure

compliance with the requirements of the Department’s local rules for work with ionising

radiation and the University’s general radiation protection arrangements. The RPS is also

responsible for supervising the keeping and use of radioactive materials and the accumulation

and disposal of radioactive waste, in accordance with the conditions of the University’s

permits under the Environmental Permitting (England and Wales) Regs 2010.

2. ADVISORY RESPONSIBILITY FOR SAFETY

I have appointed those listed overleaf to advise me on matters of health and safety within the

Department. If any member of the Department does not take their advice, I must be

informed. If they discover danger that requires immediate action, they are authorised to take

the necessary action and inform me subsequently.

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* DEPARTMENTAL SAFETY OFFICERS (DSO)

are responsible for advising me on the measures needed to carry out the work of the

Department without risks to health and safety; coordinating any safety advice given in

the Department by specialist advisors and the University Safety Office; monitoring

health and safety within the Department and reporting any breaches of the Health and

Safety Policy to me; informing me and the Director of the University Safety Office if

any significant new hazards are to be introduced to the Department.

DSO (Buildings) - Mr. A Hewson

is the contact for all safety issues related to the building, its services and facilities.

This also relates to services within the laboratories.

DSO (Labs) - Mr. S Wyatt

is the contact for all safety issues relating to the use of chemicals and other hazardous

substances, machinery and general safety issues.

Further duties of the DSOs are described in the University Policy Statement S1/01.

To assist in this work the Department has the following specialist advisors:

* AREA SAFETY OFFICER (ASO)

Mrs. L E S Curson

has been appointed to support the DSOs in their administrative, monitoring and

advisory roles. She can be contacted for advice on all safety issues.

* DEPARTMENTAL FIRE OFFICER

Mr. A Hewson

is responsible for advising on all matters relating to fire precautions and fire

prevention in compliance with University Health and Safety Policy.

* DEPARTMENTAL BIOLOGICAL SAFETY OFFICER (BSO)

Dr. J Snow

is responsible for advice on all matters relating to biological safety and in particular

for the implementation of University Policy Statement S5/09. More specific duties of

a BSO are described in University Policy Statement S5/09.

* DEPARTMENTAL ELECTRICAL SAFETY OFFICERS (DESO)

Dr N Belshaw Mr. S Wyatt

are responsible for advice on all matters relating to electrical safety to ensure

compliance with University Health and Safety Policy. They are responsible for

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approving all electrical designs prior to construction. They are also responsible for

designating competent persons to carry out electrical work in a safe manner. More

specific duties of DESO are described in UPS S4/10.

* DEPARTMENTAL LASER SUPERVISOR (DLS)

Dr N Belshaw

is responsible for giving advice on the use of laser systems and in particular for the

implementation of University Policy statement S2/09, which also outlines the other

duties of a DLS.

* DEPARTMENTAL FIELDWORK SUPERVISOR (DFS)

Prof. S Robinson

is responsible for giving advice on safety in fieldwork activities and for ensuring

compliance with UPS S5/07 – Safety in Fieldwork.

DEPARTMENTAL SAFETY ADVISORY COMMITTEE

In addition to the above arrangements I have set up a Departmental Safety Advisory

Committee whose functions are set out in University Policy Statement S2/01 and whose

membership comprises:

Prof C Ballentine, Chairman Mrs. L Curson, ASO

Dr S Robinson Dr. J Barling

Mr. J Long Mr. S Wyatt, DSO

Mr. I Wright Dr. N Belshaw

Mr. A Hewson Dr. J Snow

Mrs. A Abbiss (Secretary)

The purpose of the Committee is to review safety policy for the Department of Earth

Sciences and to introduce safety measures relevant to the Department. It meets at least once

per term. Its members are empowered to carry out inspections of laboratories and

workshops, to identify actual or potential safety hazards and draw them to the attention of

those with the executive responsibility for safety in the appropriate area, and to provide

advice and assistance in rectifying matters where necessary.

3. TRADES UNIONS AND APPOINTED SAFETY REPRESENTATIVES

University Policy Statement S2/13 sets out the arrangements for dealing with trade unions

and their appointed safety representatives. Employees who wish to consult their safety

representatives should contact the senior safety representative of the appropriate trade union.

UCU: http://www.oxforducu.org.uk

Unite: http://users.ox.ac.uk/~unite

UNISON: http://users.ox.ac.uk/~unison

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4. OTHER FUNCTIONS

First Aid

The following persons are certified first aiders:

Mr. A Hewson Mr. J Long Prof. C MacNiocaill

Mr. C Vermaak Ms. J Felsenberg

In addition the following are emergency first aiders:

Mr. S Wyatt Mr. I Wright

First aid boxes are available in Reception, the Researcher’s Common Room (5th floor)

and outside all laboratory corridor entrance doors.

Manual Handling

The authorised assessor under the Manual Handling Operations Regulations is:

Mrs. L Curson

Display Screen Equipment Regulations

The authorised assessor under the Health and Safety (Display Screen Equipment)

Regulations is:

Mrs. L Curson

Accident and Incident Reporting

The person responsible for keeping the accident/ incident report forms and for

ensuring accidents are promptly reported to the University Safety Office is:

Mr. A Hewson

5. INDIVIDUAL RESPONSIBILITY

All Departmental employees, students and all other persons entering onto the

Department's premises or who are involved in Departmental activities have a duty to

exercise care in relation to themselves and others who may be affected by their

actions. Those in immediate charge of visitors and contractors should ensure that

those persons adhere to the requirements of University Health and Safety Policy.

(i) Individuals must –

a) Make sure that their work is carried out in accordance with University Safety Policy

and with departmental policy as detailed in the Statement.

b) Protect themselves and others by wearing the personal protective equipment provided,

and by using any guards or safety devices provided.

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c) Obey all instruction emanating from the Head of Department in respect of health and

safety, or from a DSO or ASO when acting in his name.

d) Warn me, through a DSO or ASO, of any significant new hazards to be introduced or

of newly identified significant risks found in existing procedures.

e) Ensure that their visitors, including contractors, have a named contact within the

Department with whom to liaise.

f) Report all fires, incidents and accidents immediately to Mr. Hewson or Mr. Wyatt.

g) Familiarise yourself with the location of firefighting equipment, alarm points and

escape routes, and with the associated fire alarm and evacuation procedures.

h) Register and attend for health surveillance with the Occupational Health Service when

required by University policy.

i) Attend training where managers identify it as necessary for health and safety.

(ii) Individuals should:

a) Report any conditions, or defects in equipment or procedures, that they believe might

present a risk to their health and safety (or that of others) so that suitable remedial

actions can be taken.

b) Offer any advice and suggestions that you think may improve health and safety.

c) Note that University Policy Statements are available on the web at

http://www.admin.ox.ac.uk/safety/policy-statements/.

6. SPECIFIC SIGNIFICANT RISKS

Several activities have been identified as presenting significant risks within the

Department. The following procedures are to be followed:

Accident and Incident Reporting Annex B

Fire Orders Annex C

Electrical Safety Policy Annex D

Live Electrical Work Policy Annex E

Manual Handling Operations Annex F

Geological Fieldwork Safety Policy Annex G

Work Outside Normal Working Hours Annex H

Risk Assessments – Laboratory and COSHH Annex I

Use of Hydrofluoric Acid Annex J

Waste Disposal Annex K

Safety in Microbiology and Related Work Annex L

Biological Laboratory Disinfection Policy Annex M

Action in the Event of a Spill Annex N

Children visiting the Department Annex O

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Lasers Safety Annex P

Radiation Annex Q

Metal Free Laboratories (MFL) Annex R

Prof C Ballentine

Head of Department January 2019

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Annex A

RESPONSIBILITIES OF HEAD OF DEPARTMENT

It is my responsibility, as Head of Department, directly or through written delegation -

A. To ensure adherence to the Health and Safety Policy and to ensure that sufficient

resources are made available for this.

B. To plan, organise, control, monitor and review the arrangements for health and safety,

including the arrangements for students, contractors and other visitors, and to strive

for continuous improvements in performance.

C. To carry out general and specific risk assessments as required by health and safety

legislation and University Safety Policy.

D. To ensure that all work procedures under my control are, as far as is reasonably

practical, safe and without risk to health.

E. To ensure that training and instruction have been given in all relevant procedures

including emergency procedures.

F. To inform the University Safety Office before any significant hazards are introduced

or when significant hazards are newly identified.

G. To keep a record of all cases of work related ill health, accidents, hazardous incidents

and fires, to report them to the University Safety Office, and to ensure any serious or

potentially serious accidents, incidents or fires are reported without delay.

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Annex B

ACCIDENT, INCIDENT & NEAR-MISS REPORTING

The department is committed to preventing all accidents, incidents and near misses that could

affect its staff, students and visitors. We are committed to a no-blame reporting culture to

encourage all persons to report accidents, incidents and near-misses.

Accidents and Incidents

In the event of any incident or accident please report this immediately using the

accident/incident report forms that are available in room 10.32 (Ashleigh Hewson’s office).

The report form should ideally be completed by the individual who has been injured, or who

witnessed the incident. Where this is not practicable, the supervisor of the individual

concerned should complete the report. The completed form should be returned to Mr.

Ashleigh Hewson who will ensure that the report form is sent to the University Safety

Office. He will also send copies of the report form to the DSO and ASO so that they can

conduct a secondary investigation, if required.

For accidents/incidents in the field, see Annex G.

If you require assistance in completing the accident/incident report form, please contact either

of the DSOs; Steve Wyatt x72005, or Ashleigh Hewson x72054.

All accidents and incidents should be reported using the Accident/Incident report form within

24 hours of the event. In the case of serious accidents or incidents Ashleigh Hewson

(Building Manager x72054) or Steve Wyatt (DSO x72005) should be contacted

immediately.

Near-Misses and Safety Suggestions

A book has been placed by Reception for the anonymous (or otherwise) reporting of any near

misses or safety suggestions.

The University policy on reporting accidents and incidents is available at the following link:

http://www.admin.ox.ac.uk/safety/policy-statements/upss114/

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Annex C

FIRE ORDERS

IF YOU DISCOVER A FIRE:

• Immediately operate the nearest fire alarm point and phone the fire brigade on 999

(from any telephone).

• Attack the fire, if safe to do so, with the nearest suitable fire extinguisher. Minor fires

can usually be brought under control by prompt individual action. Know where the

fire extinguishers are and how to use them.

Type Suitable Fires

Water Fires involving wood, paper, textiles, etc.

CO2 Electrical & flammable liquid fires

Powder Flammable liquid & wood, paper, textiles, etc.

• If successful in fighting the fire report to the Fire Marshal at the assembly point.

• If you cannot safely extinguish the fire, leave the building immediately by the nearest

available escape route, closing doors if it is safe to do so.

• Do not stop to collect personal belongings.

• Report to the Fire Marshal at the assembly point.

• Do not re-enter the building until authorised to do so by the Fire Marshal.

IF YOU HEAR THE FIRE ALARM:

• Leave the building quickly and calmly, closing doors as you leave.

• Do not stop to collect personal belongings.

• Report to the fire Assembly Point

• Do not re-enter the building until authorised to do so by the Fire Marshall.

FIRE MARSHAL

The Fire Marshal will supervise the gathering of people at the Assembly Point and his/her

instructions are to be followed. He/she will liaise with the City Fire Office.

Fire Marshal: Mr. I Wright Deputy: Mr. A Hewson

FIRE ASSEMBLY POINTS

After occupants have left their building they should assemble at Le Gros Clark Place.

FIRE ALARM TEST

Fire alarm tests are performed once a week on a Wednesday afternoon.

The test will result in one or more short bursts of the fire alarm bells and you are not required

to leave the building. If the alarm bell continues to ring for an extended period you MUST

evacuate the building as detailed above.

PRACTICE OF FIRE DRILL

Fire drill rehearsals will be conducted once per year.

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Annex D

ELECTRICAL SAFETY POLICY

Distribution System

• The repair, maintenance, modification and extension of the electrical distribution

system are the responsibility of Estates Services. Anyone wishing to modify the

distribution system in any way, or to connect any equipment which needs to be

permanently wired into it, must first contact Mr. A Hewson.

Electrical Safety in Laboratories

• Compliance with safe electrical practices in laboratories is the responsibility of the

person named as being in charge of each laboratory. Such persons are responsible for

ensuring that anyone working in, or visiting, the laboratory observes the electrical

safety policy. If in any doubt, an Electrical Safety Supervisor, or the Facilities

Manager, should be consulted.

Portable Electrical Equipment

• Portable electrical equipment in the Department will be tested by an external

contractor. This will be organised on a regular basis by the Building Facilities

Manager. Testing of any recently repaired items, items found to be out of date, or

privately owned items brought into the Department can be arranged through Mr. S

Wyatt.

Individual Responsibility

• It is the duty of every individual not to use any piece of electrical equipment without a

valid inspection sticker. The user must inform the person responsible for the area in

which the item is found if any equipment does not have a current test or when new

equipment is brought into the area.

• Each individual must visually inspect electrical equipment before use to ensure there

is no damage to insulation, etc.

Non-Portable Equipment

• Non-portable electrically powered equipment is to be visually inspected at least

annually for any signs of potentially hazardous wear in aspects such as cabling,

insulation and safeguarding of live areas. It is the responsibility of the person in

charge of an area to ensure that these inspections are completed. The DSO will

provide any training required.

Electrical Work/Maintenance

• No electrical work of any sort whatsoever (including the fitting of plugs) may be

carried out by a member of the Department other than a person designated as a

competent person or as an Electrical Safety Supervisor.

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Annex E

LIVE ELECTRICAL WORK POLICY

Introduction

The Department of Earth Sciences acknowledges that work on live electrical equipment is

hazardous and it is therefore the Department's intention to reduce the risks as far as is

reasonably practical. Thus, all reasonable steps will be taken to secure the health and safety

of employees and others who may be affected by work undertaken on or so near any live

conductor that danger may arise.

What is Live Working?

For the purposes of this policy live working is defined as any work on equipment where there

are exposed live conductors at voltages greater than 50V, 50Hz A.C. or 120V D.C. or at

lower voltages where there is a risk of burns due to a large current. Live working does not

cover repairs, maintenance or upgrading of computer equipment or other mains powered

units where all mains or higher voltages are double insulated such that it is not possible to

inadvertently come into contact with such voltages.

Arrangements

1. No person shall be engaged in any work activity on or so near any live

conductor that danger may arise unless:

• It is unreasonable in all circumstances for it to be dead; and

• It is reasonable in all circumstances for him/her to be at work on or near it while

it is live; and

• Suitable precautions are taken to prevent injury; and

• A written risk assessment has been completed. A Departmental risk assessment

has been completed for live electrical work. If the work you wish to undertake

cannot fall within the scope of this assessment a separate risk assessment MUST

be completed BEFORE work is undertaken.

2. Suitable precautions to prevent injury whilst live working include, where

appropriate:

• Use of an isolating transformer

• Use of approved insulating tools

• Use of approved test equipment

• Use of insulating rubber mats

• Use of appropriate protective clothing

• Use of appropriate screens/barriers

• Consideration of the need for stand-by lighting.

• The area surrounding live working shall be effectively demarcated and controlled

whilst the work is in progress.

3. Only persons so authorised may work on live equipment. Those persons so

authorised are: Mr. S Wyatt and Dr. N Belshaw.

In addition, a number of experienced workers are considered sufficiently competent to

work on low voltage circuits within main powered units, under the supervision of one

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of the authorized persons named above. The level of supervision is at the discretion of

the authorized person – based on the risks inherent in the work to be undertaken and

their knowledge of the experience and competency concerned. Current ‘competent’

persons are Mr. D Pinchin and Mr. J Long.

4. Lone working whilst working live is not permitted unless a full written risk

assessment is prepared by one of the authorized persons named in section 3, which

must receive the written authorization of the Departmental Safety Officer.

5. Work on the electrical distribution network can only be carried out on the authority of

The University Surveyor (see University Policy Statement S4/10). Requests for

modification should be made to Mr. A Hewson, who will make the necessary

arrangements with the Surveyor's office.

6. Exposure to live conductors shall be for the immediate purpose only and the

minimum necessary to accomplish the task.

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Annex F

MANUAL HANDLING OPERATIONS

At present, over a quarter of all accidents reported nationally each year are associated with

injuries caused during lifting and handling operations at work. More than one third of all

accidents are caused in this way. This policy is intended to reduce the risk of manual

handling injuries and details the measures that should be taken to ensure safe lifting and

carrying in the workplace.

1. The Manual Handling Operations Regulations 1992, place a statutory duty to identify,

assess and control all potentially hazardous manually handling activities.

2. Before starting any manual handling activity you should consider if the task could

cause an accident.

In doing this you should consider:

• the task - how the load is to be moved, over what distance, etc.

• the load – the weight, size and difficulty of handling the load, etc.

• the environment - the amount of space, light, obstructions, etc.

• the individual - consideration of age, weight, strength, etc. of those undertaking the

handling.

If you have any doubts over your ability to complete the task without risk of an accident

you MUST contact the Department Manual Handling Assessor who will carry out a risk

assessment for the process. You must not carry out the task until the assessment has been

completed.

3. The Manual Handling Assessor is Mrs. L. Curson.

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Annex G

DEPARTMENT FIELDWORK AND OVERSEAS TRAVEL SAFETY POLICY

Fieldwork in Earth Sciences involves inherent hazards such as quarries, mountains, rivers,

extreme weather, etc. The safety of students and staff during fieldwork is of over-riding

importance to the Department. To help mitigate the hazards the Department takes great care

to ensure that all fieldwork - either individual research or guided field courses - are conducted

in a safe manner. Furthermore, the risks associated with overseas travel to destinations

considered hazardous by the Foreign and Commonwealth Office (FCO) for non-fieldwork

activities, must also be assessed in advance. For this reason, the Department has instigated a

set of procedures that must be followed before and during any fieldwork or overseas travel to

hazardous destinations.

Additional information is provided on the SharePoint site:

https://sharepoint.nexus.ox.ac.uk/sites/earthsci/research/field_safety/SitePages/Home.aspx

1. Safety Policy on Fieldwork

All those undertaking fieldwork are to follow the Oxford University Policy Statement on

Safety in Fieldwork (UPS S5/07)). Further detailed advice can be found in the NERC

Guidance Note: A Safe System of Fieldwork for work in the UK, or NERC Health and Safety

Procedure 18: Health, Safety And Security When Working Overseas, and the Universities

Safety and Health Association/Universities and Colleges Employers Association Guidance on

Health and Safety in Fieldwork. Any queries should be raised with the Departmental

Fieldwork Supervisor (DFS), Dr. S. Robinson. In summary:

All Fieldwork

• It is Department policy that no fieldtrip may be undertaken unless a thorough, written

risk assessment has been completed before the commencement of the trip. The

completed form will be vetted, and must be approved by the Departmental Fieldwork

Supervisor. This applies to all fieldwork and field trips, including independent staff,

postgraduate and undergraduate fieldwork (including the mapping project), as well as

undergraduate field courses. Postgraduate students must consult their

supervisors/advisors while completing the form and have their approval of the final

document. Participants in fieldwork must NOT attempt, or be required, to undertake

any potentially hazardous activity.

• For undergraduate trips an assessment will be completed by the course leader. For the

2nd year undergraduate mapping projects and fieldwork associated with 4th year

research projects, each student is responsible for the initial completion of the risk

assessment, but should discuss it with their supervisor. For mapping the ‘Independent

Mapping Risk Assessment’ form will be supplied by the Departmental Fieldwork

Supervisor and will be discussed with, and authorised by, the Mapping Project Panel

before the fieldtrip may commence.

Field Trips and Courses

• All participants on formal field courses must attend a talk on safety in the field before

participating on any fieldtrip. Participants will need to sign a safety briefing form to

show that they have attended the lecture and understood the issues raised before

leaving for field. At this talk leaders or coordinators of fieldwork or student field

courses must inform participants of the nature of work and potential hazards, and

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advise on appropriate PPE, clothing, field equipment and conduct. In addition,

leaders must give frequent briefings - preferably daily - during the field course or trip,

reminding and updating participants about relevant safety issues. The course leader is

responsible for ensuring that there are an appropriate number of

demonstrators/assistants with the appropriate training – commensurate with the nature

of the trip/course and the number of students.

Field trip or course leaders should also:

• Ensure first aid training and equipment. At least one member of staff should hold a

HSE approved first aid certificate. In remote areas, two staff should be trained. In all

instances, a Departmental first aid kit will be carried.

• Ensure appropriate provision of training for specialist hazards (e.g. specialist training

for fieldwork involving mountaineering, climbing, scuba diving, caving etc.)

• Make allowance for significant medical disabilities within the field party. All

participants on fieldtrips will be asked to make a declaration as so whether or not they

knowingly suffer from any disability or medical condition that could compromise

their health or safety during the fieldtrip. Examples of such conditions could include

asthma, haemophilia, diabetes, epilepsy, etc. Whilst every effort will be made to

enable those with specified medical conditions, or the disabled, to participate fully in

fieldwork, it may sometimes be necessary, after discussion with the University

Occupational Health Service, to make exclusions.

• Devise a clear and consistent chain of command

• Report any accidents to the Department/University as soon as is practical after the

injured person has received first aid care.

• Do not discuss accidents except with Emergency Services and University officials, or

those assisting with a resolution of safety issues.

2. The law. Organisers are responsible to the Head of Department for ensuring that

adequate safety arrangements exist/are observed. The Head of Department and those

undertaking Departmental safety duties are indemnified from and against all losses,

costs, charges and expenses.

3. Insurance.

• For formal field courses, the department will coordinate University travel insurance,

although individuals will still need to submit applications through the online Travel

Insurance Application and Travel Registration System (TIRS), which will also require

a copy of the Risk Assessment to be uploaded. Be aware of exceptions and limits of

the policy. Students who use a vehicle for fieldwork must complete an insurance

disclaimer form, available from the Administrative Assistant, and must ensure that the

vehicle has additional cover for use on University business.

• For field trips or other field work staff and students should use the University online

Travel Insurance Application and Travel Registration System (TIRS) for their travel

insurance. The completed and authorized Field Safety Risk Assessment will need to

be uploaded as part of this process, and travelers should allow at least one week

before departure..

• When you travel independently to foreign fieldwork locations you are expected to

arrange your own comprehensive insurance cover for the portion of independent

travel.

• Students doing fieldwork in the European Economic Area (EEA) countries and

Switzerland should complete a European Health Insurance Card (EHIC). This will

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cover you for emergency treatment only and must be kept on you. You can apply for

the card online.

4. Foreign Travel Risks. Check advice on possible security/safety risks for those

traveling abroad given by the Foreign and Commonwealth Office (website at

https://www.gov.uk/foreign-travel-advice). Travel to hazardous destinations (i.e. the

FCO advises against all but essential travel or against all travel) will require the

completion of the relevant risk assessment and approval from the Department

Fieldwork Supervisor, the Head of Department and the University Safety Office.

5. Health Risks. Take appropriate precautions against health risks. Carry form EHIC if

within ECA or Switzerland and sterile needles, etc. in risky areas. Check on the

health risks with University Occupational Health Service before traveling abroad.

Those participating on foreign fieldtrips are strongly advised to have a dental check

up before the trip.

6. Transport in the Field

• Except with the express permission, in writing, of the Head of Department all drivers

on undergraduate field trips/courses shall be members of Departmental Faculty or

staff (except where 3rd party professionals are hired, e.g. coach drivers).

• All minibus drivers will have passed the University of Oxford’s course on minibus

driving, or equivalent training.

• It is the responsibility of the fieldtrip’s organizer to ensure that all drivers have the

appropriate driving licence for the type of vehicle they are to use.

• All drivers on Departmental business are to adhere to the Departmental Driving

Policy.

• The departmental safety committee will regularly monitor transport safety through

direct feedback from participants, and will take appropriate action as necessary.

7. Field course personnel

• All leaders of undergraduate student field courses must be members of Faculty,

Senior Research Staff, or have been approved by Teaching Committee and the DFS.

• All Demonstrators must be members of post-doctoral staff or post-graduate students.

• All Demonstrators must have completed the department’s formal training in

demonstrating.

• At least one Leader or Demonstrator must have formal training in first aid.

8. Buddy System. Whilst conducting fieldwork, staff and students should as a

minimum team up in pairs and communicate at a regular time daily, if possible. Lone

working is permitted only after making a thorough risk assessment, and a safe system

of working has been devised. The risk assessment must describe the protocols in place

for regular communication with external contacts (e.g. local authorities, collaborators,

the Department, the supervisors, friends or family) and pathways to action for those

contacts in the event of a scheduled contact time being missed; e.g. who should be

contacted and when.

9. Journey Plan. The details of itineraries, travel plans, flight numbers and dates,

vehicle details, passport details, visa, contact names, and telephone numbers should

be captured on the Field Work Risk Assessment

20

Annex H

WORK OUTSIDE NORMAL WORKING HOURS

It is now University policy that all work outside normal working hours must be controlled by

formal measures. Within the Department of Earth Sciences, the term “normal working

hours” applies to the following periods only: Monday to Friday, 8.00 am to 7.00 pm.

The basic rules for the conduct of work outside normal working hours are as follows:

1. Work in offices, libraries and computing areas.

This may be carried out by people on their own, if required.

2. Work in laboratories (other than the simple use of computers).

This may be undertaken only if authorised by the individual with executive authority

for that laboratory – as listed in section 1 of this document and should be undertaken

with at least two persons present or at least a second person able to be contacted,

preferably by being within earshot. In most cases, authorization will not be required

for each occasion such work is carried out, but a separate authorisation will be

required for each task undertaken. The authorisation will depend on factors such as

the age, experience, qualifications and training of the people involved, the nature of

the work to be undertaken and of any hazards associated with it, and the extent and

nature of safety measures in place at the location.

21

Annex I

RISK ASSESSMENTS – Area and COSHH

There is a legal requirement for Risk Assessments to be carried out in all workplaces. This

procedure advises on how these assessments should be carried out and details who is

responsible for conducting them.

Laboratory/Workshop Assessments

The responsibility for the completion of risk assessments for all departmental laboratories

and workshops lies with the person with executive control of that area (see pages 2-4). The

assessment should be completed on a standard form, copies of which are available from Mr.

S Wyatt or the ASO. Either of these individuals may be approached if help is required in the

completion of the assessment. The basic requirements of the assessment are:

1. Identify the Hazards (A hazard is anything that can cause harm). Only those hazards

that could cause significant harm need be listed. Hazards should be recorded in general

terms, e.g. “toxic chemicals” “working on live electrical equipment” “use of Class 4

lasers”, etc.

2. Consider the severity of each hazard. For example, “death”, “burns”, “cancer

following long exposure” “broken limb or limbs”, “irritation of the nose and throat on

inhalation” etc.

3. Identify those who may be affected by the hazard. This includes all those who

normally work in the area, but also consider categories such as “cleaners”, “visitors”,

“contractors”, etc.

4. Identify existing control measures. List the current measures that have been

introduced to reduce risk levels.

5. Consider the need for further action. Here you should examine the residual risk levels

remaining after implementation of the existing control measures. (A risk is the

likelihood of someone being harmed by the hazard.) This is clearly something of a

subjective judgment, but the application of common sense will go a long way toward

making things simpler. For example:

You must now determine whether everything reasonable is being done to control the risks.

You should consider who is exposed to the risk, as controls that might be perfectly adequate

for a member of staff may not be safe for students unless, for example, “working under

supervision” or “working only when authorised to do so” are added on to existing safeguards.

The age, experience, qualifications, knowledge and awareness of all individuals involved

must be assessed. If any further action is required to reduce the residual risk levels you

should inform Mr. S Wyatt or the ASO as soon as reasonably possible.

Completed risk assessments should be kept in the folder outside the entrance door to the

laboratory/workshop to which they relate.

Risk assessments must be reviewed bi-annually and a record of the date of review is to be

made on the form. In addition, the assessments should be reviewed on the introduction of

any significant new hazards during the year.

22

COSHH Assessments

The Control of Substances Hazardous to Health Regulations 2002 (COSHH Regulations –

see University Policy Statement S6/14), control the use at work of any substance that is

hazardous to health. This embraces any substance listed as dangerous for supply and for

which the nature of the risk is specified as very toxic, toxic, harmful, corrosive, flammable,

oxidising or irritant. This covers materials from cyanides and strong acids to toilet cleaners.

It also encompasses all materials for which the Health and Safety Commission has approved

either a maximum exposure limit or an occupational exposure standard. Micro-organisms

hazardous to health, as well as dust, are also included in the definition. Any work including

biological material is also included.

The whole fabric of the COSHH Regulations is built around the concept of Assessment. This

requires that an employer shall not carry out any work which is liable to expose any employee

(or other person who may be affected) to any substance hazardous to health, unless he has made

a suitable and sufficient assessment of the risks created by that work and of the steps needed to

meet the requirements of these regulations.

COSHH assessments must be undertaken for all activities where substantial hazard exist –

before the work commences. It is the Research Group’s responsibility to carry out such

assessments, and the presumption should be that written assessments are required unless

authorised by Mr S Wyatt. For straightforward operations, assessments may be made using a

pro-forma available from the DSO. For more complicated procedures additional written

protocols will be necessary. Mr S Wyatt, can be approached for advice on the completion of

assessments, but it is the responsibility of the Research Group to complete the assessment.

Copies of all COSHH and risk assessments and protocols must be sent to Mr S Wyatt for his

review and authorisation signature. Copies of the completed assessment must be available

within the relevant laboratories.

The availability of COSHH and risk assessments will be checked in the annual safety

inspection. If suitable assessments have not been made, the work will be halted.

23

Annex J

USE OF HYDROFLUORIC ACID

Hydrofluoric acid (HF) is extremely toxic, as well as corrosive, and can cause severe burns to

the skin and eyes. If it comes into contact with skin you may not feel pain at once. HF is

also highly irritating to the respiratory system and very toxic if swallowed. HF may not be

used within the Department unless the following procedure is followed:

1. A COSHH assessment, approved by Mr. S Wyatt, must be completed and made

available in the laboratory where the work will be undertaken.

2. No person may work with HF unless trained by Steve Wyatt. It is the laboratory

supervisor's responsibility to ensure that all new users (including students, staff or

visitors) of HF are sent to the DSO above for such training before they are allowed to

commence work.

3. No work with HF may be undertaken unless a tube of calcium gluconate gel is

available in the laboratory where the work is to be undertaken and its location is made

known to users. It’s expiry date should be checked regularly and a replacement made

if found out of date.

4. All users of HF must be shown a copy of the green HF card by the laboratory

supervisor. A copy must be kept in each laboratory where HF is used, and users are

instructed to take the card with them if they have to attend hospital as a result of an

HF incident. Copies of the card are available from Mr. S Wyatt.

5. HF may only be used during normal working hours.

6. HF must NOT, in any circumstances, be put in glass containers.

7. All bottles containing HF must be stored in a ventilated cupboard and must be labeled

with ‘toxic’ and ‘corrosive’ stickers.

8. HF may not be used unless the correct personal protective equipment (PPE) is worn.

Details of the PPE required will be given in the appropriate COSHH assessment.

9. A spill kit must be available close by all laboratories where HF is used, which should

include powdered calcium carbonate or hydroxide to neutralise spillages. All those

working with HF must be taken through the spill procedure. Any HF spill should be

treated as per the COSHH emergency procedure and the laboratory supervisor

notified as soon as possible.

24

Annex K

WASTE DISPOSAL

Under the Landfill (England & Wales) Regulations 2002, the University is no longer

permitted to dispose of its hazardous waste other than at a registered hazardous waste site.

Each Department must now segregate their waste at source.

Waste and Unwanted Chemicals

The current regulations do not permit the disposal of any chemicals via sinks. All chemicals

have to be disposed of through the University Safety Office and its licensed Contractor.

Please contact Mr S Wyatt (72005 or Steve.Wyatt@earth.ox.ac.uk) to arrange for delivery to

the departmental chemical store. All bottles and other containers of chemicals MUST be

adequately and clearly labelled. Containers of liquids must have tops or seals that do not

allow the contents to leak. Failure to comply with these two requirements will mean that the

chemicals will not be accepted for disposal.

Empty (Glass) Chemical Bottles University regulations prohibit the disposal of empty glass bottles that have contained

chemicals via the “domestic” waste, i.e. our normal waste bins. Please take all bottles to Mr S

Wyatt in 20.35 who will arrange for their disposal. All bottles must be thoroughly washed out

and their tops removed BEFORE taking them to Mr. Wyatt for disposal (clean bottle tops

may be placed in the normal waste bins).

Empty Plastic Chemical Bottles

Plastic containers that have open necks, e.g. solvent bottles, may be washed out and disposed

of via the non-hazardous waste route (the normal bins). Containers that cannot be washed

out, e.g. hydrofluoric acid bottles MUST be treated as hazardous waste and disposed of via

Mr S Wyatt. Containers that remain stubbornly dirty or contaminated must also be disposed

of as hazardous waste.

Waste Oils

Waste oil is collected by Mr. J Long (Workshop) for delivery to the University collection

points. Paper towels, matting and absorption granules that have been heavily contaminated

with oil are to be disposed of as hazardous waste (i.e. via Mr S Wyatt).

Aerosol Cannisters

All aerosol containers, irrespective of their original contents, must be disposed of through the

University’s hazardous waste procedures. Consequently, all unwanted aerosol canisters must be

taken to Mr S Wyatt in 20.35.

Sharps Bins Sharps bins are available from Mr S Wyatt (20.35) and should only be used for:

• Syringe needles (as well as the syringe body)

• Razor blades

• Scalpel blades

• Sharps that are contaminated with biological waste

25

Once full, sharps bins should be taken to Mr S Wyatt who will arrange for their disposal

through the University Safety Office.

Glass Waste 1. Empty 2.5l glass and plastic chemical bottles are returned to the supplier. Please

take to Mr S Wyatt (20.35) after thoroughly washing them out.

2. Laboratory glass (i.e. borosilicate ‘Pyrex’) Cardboard boxes for the disposal of

glass waste, for example, broken laboratory glassware etc are kept in several

locations around the department. All laboratory glass must be clean or cleaned

prior to being placed in the boxes. When the boxes are ready for disposal, they

should be sealed (with tape), clearly marked as containing broken glass, and then

placed in the ordinary waste bins situated outside our buildings. If the waste

material is broken, or otherwise has sharp or jagged edges, it is YOUR

responsibility to ensure that it is packaged safely. If you require help with the

disposal of these boxes please contact Mr. A Hewson.

3. Other normal glass waste should be thoroughly washed and put in the building

glass recycling bins.

4. Contaminated glass should be considered as hazardous waste. There should be

very little of it, because end users must clean out all glassware or bottles if

practicable. In exceptional circumstances, where contaminated glass cannot be

cleaned and disposed via the general waste stream, contact Mr. S Wyatt for

advice. Please note that if the waste material is broken or otherwise has sharp or

jagged edges, it is your responsibility to ensure that it is packaged safely and

labelled with full details of what is contained within the packaging and what the

contaminant is. Inappropriately packaged or labelled contaminated glass will not

be accepted for disposal.

Batteries

ALL (including conventional zinc/carbon) batteries are must now be disposed of via the

hazardous waste system. Terminals of lead acid and lithium batteries must be covered with

tape prior to disposal to prevent possible short circuits. Batteries should be placed in the

collection box by the Reception photocopier. Larger batteries should be taken to Mr S Wyatt.

Electrical Equipment

Some electrical equipment contains hazardous material, for example, rechargeable batteries

and must be disposed of correctly. Should you have any piece of electrical/electronic

equipment to get rid of that you believe may contain hazardous materials please consult Mr S

Wyatt prior to disposal.

Computers and Monitors

All computers and monitors should be disposed of via the IT section. Contact Mr. S Usher

(82110 or stephen.usher@earth.ox.ac.uk).

Cathode Ray Tubes

All types of cathode ray tubes have to be disposed of via the hazardous waste system. Contact

Mr S Usher ((82110 or stephen.usher@earth.ox.ac.uk)) for further details. Same as above

Refrigerators and Freezers

All refrigerators and freezers must be disposed of through the University Safety Office.

Please contact Mr A Hewson (72054) for further details.

26

SUMMARY OF WASTE DISPOSAL INSTRUCTIONS

Item Disposal route

Chemicals and aerosols Please contact Steve Wyatt (72005 or

Steve.Wyatt@earth.ox.ac.uk) to arrange for delivery to the

departmental chemical store

Batteries of all types Place in collection box by the Finance Office.

Domestic chemical

containers with orange

hazard sign e.g. bleach,

toilet cleaner etc

If at all possible, wash out container with water and place

in non-hazardous waste stream (ordinary bins). Unwashed

containers or waste products via Steve Wyatt (72005 or

Steve.Wyatt@earth.ox.ac.uk)

Solvent based paints

and varnishes and

“empty” tins

Please contact Steve Wyatt (72005 or

Steve.Wyatt@earth.ox.ac.uk) to arrange for delivery to the

departmental chemical store

Oily and paint

impregnated rags

Please contact Steve Wyatt (72005 or

Steve.Wyatt@earth.ox.ac.uk) to arrange for delivery to the

departmental chemical store

Waste oil Please contact Jamie Long (72060 or

Jamie.long@earth.ox.ac.uk

Fluorescent tubes Please contact Jamie Long (72060 or

Jamie.long@earth.ox.ac.uk

Glass AND empty glass

reagent bottles

MUST be washed, cleaned and tops removed, and then via

Steve Wyatt (72005 or Steve.Wyatt@earth.ox.ac.uk)

Empty plastic chemical

containers

Must be washed prior to placing in non-hazardous waste

stream (unless unsafe to do so).

Fridges & freezers Please contact Ashleigh Hewson (72054 or

ashleigh.hewson@earth.ox.ac.uk)

Computers and

monitors

Please contact Stephen Usher (82110 or

stephen.usher@earth.ox.ac.uk)

Electrical equipment

containing hazardous

substances (e.g.

rechargeable batteries,

pcbs, etc).

Please contact Steve Wyatt (72005 or

Steve.Wyatt@earth.ox.ac.uk) for further advice.

Components containing

mercury (eg light bulbs

& electrical switches)

Please contact Steve Wyatt (72005 or

Steve.Wyatt@earth.ox.ac.uk) for further advice.

Toner cartridges Please take to Reception.

Sharps Bins Please contact Steve Wyatt (72005 or

Steve.Wyatt@earth.ox.ac.uk) to arrange for delivery to the

University Safety office.

Equipment containing

hazardous material e.g.

refrigerant, asbestos,

and oils

Please contact Steve Wyatt (72005 or

Steve.Wyatt@earth.ox.ac.uk)

27

Annex L

BIOLOGICAL SAFETY AND GOOD MICROBIOLOGICAL PRACTICE

Under the Management of Health and Safety at Work Regulations 1999, the University has a

duty of care to ensure that departments undertaking biological research, or using certain

biological agents, comply with legislation affecting their activities. To help accomplish this

we are required to notify the University Safety Office of any biological work we undertake.

It is therefore mandatory Departmental Policy that anybody wishing to bring biological

samples into the Department or undertaking work of a biological nature notifies the

Departmental Biological Safety Officer (BSO), Dr. J Snow, before starting such work.

It is also mandatory that all new members of the Dept of Earth Sciences starting biological

work, or those starting such work for the first time, attend a Biological Safety and Genetic

Modification safety course1 within the first term the work commences. This course is offered

by the University Safety Office at least once a term.

All biological work must also be covered by an appropriate risk and COSHH

assessments2.

Research utilising micro-organisms, cell lines or other biological agents involves the use of

both good biological practice and containment. Often these terms are misused and

misunderstood. The simplest way of describing them is as follows:

• Good biological practice is used to keep organisms or cell cultures being handled in

the "test tube" and without any other organisms getting in and contaminating the

work.

• Containment is used to ensure that if any biological agents get out of the "test tube"

(either by accident or when the work is finished) they are unlikely to present a danger

to laboratory workers and they do not get out of the laboratory (the laboratory is

acting as a container).

The principles of good biological practice and containment are set out below. Since research

with biological agents in the Dept of Earth Sciences has mainly been with micro-organisms,

greater emphasis in the following sections will be placed on good microbiological practice.

However, the points made are equally valid when dealing with related biological material,

e.g. cell/tissue culture.

GOOD MICROBIOLOGICAL PRACTICE

Good microbiological practice should be applied to all types of work involving micro-

organisms (including genetic modification work), and irrespective of containment level.

An important aspect of good microbiological practice that often gets over-looked by the non-

specialist is that experienced microbiologists handle all micro-organisms and cultures as if

they are pathogenic (even if they are working with Hazard Group 1 organisms) by routine

1 Bookings are made through the Oxford University Safety Office -

http://www.admin.ox.ac.uk/safety/oxonly/biosafe/biotrain/ 2 See Risk Assessments – Area and COSHH section for further details

28

use of aseptic techniques and other good microbiological practices. Whilst they may be

intending to grow a particular (non-pathogenic) organism the possibility of unintentionally

culturing a (pathogenic) contaminant should always be acknowledged. Furthermore, whilst it

is unlikely that organisms in Hazard Group 1 will cause disease, many have the potential to

cause opportunistic infections and pathogenic potential may well be altered under laboratory

growth conditions.

Aseptic techniques and other good microbiological practices achieves two very important

objectives that are mutually exclusive. These are:

• the prevention of contamination of the laboratory by the organisms being handled;

and

• the prevention of contamination of the work with organisms from the environment.

The first is of prime importance as it covers the safety of those working in the laboratory,

whereas the second is a key consideration in relation to the quality of the research. The

incentive to apply these principles should therefore be high.

Aseptic technique is based on creating a clean micro-environment in which to grow and keep

the micro-organism of interest. The explicit purpose of the aseptic technique is to ensure the

purity of the micro-organism by preventing unintentional contamination with other micro-

organisms. The micro-environment is usually some sort of culture or holding vessel such as

a flask, bottle (bijou, McCartney, universal etc) or petri dish, and the organisms can either be

on a solid agar medium or be suspended in a broth, diluent or other fluid medium.

The principles of aseptic technique are:

i. ensuring the work surfaces are clean and washed with sterilising solution (e.g. 70%

Ethanol solution or 1% Virkon solution) prior to beginning any work, and always

wear protective hand and eye-wear.

ii. all items required to complete the task must be within reach and all components of the

system (the inside of the vessel, the medium and any objects used in the manipulative

processes) must be sterile;

iii. in the inoculation, incubation and processing steps particular care must be taken to

avoid cross-contamination. This involves:

• keeping the vessel closed except for the minimum time required to introduce or

remove materials;

• working with a Bunsen burner and flaming the opening of the vessel (passing it

quickly through the Bunsen flame) whenever tops are removed. The upwards

current of hot air created by the bunsen prevents contaminated air or particles

entering the culture vessel when the lid is open;

29

• using manipulation techniques that minimise any possibility of cross

contamination eg: opening lids with the little finger so that tops are not put down

on the benches; and

• ensuring that all of the objects that may come into contact with the culture, such

as loops and pipette tips, are sterile before use, are not contaminated by casual

contact with the bench, fingers or the outside of the bottle etc during handling, and

are decontaminated or disposed of in a safe manner immediate after use.

In addition to aseptic technique good microbiological practice encompasses a wide range of

other working methods that minimise the cross-contamination of work and workplace. These

include for example:

i) Using manipulation techniques that minimise the possibility of producing aerosols:

• mix by gentle rolling and swirling rather than vigorous shaking (to avoid

frothing);

• pipette by putting the tip into a liquid or onto a surface prior to gently ejecting the

pipette contents (to avoid bubbling and splashing);

• have vessels in very close proximity when transferring liquids between them (to

avoid falling drops splashing)

• use loops only after they have cooled down after flaming (to avoid spitting)

• do not over-fill centrifuge pots (to avoid leakage into centrifuge) and

• always carry and store cultures etc (bottle and plates) in racks or other containers

(to avoid accidental dropping and smashing).

ii) Keeping the laboratory clean and tidy:

• only have on the bench those items necessary for the task in progress (to avoid

unnecessary clutter which would increase the likelihood of things getting knocked

over and also to minimise the problems of cleaning up in the event of a spill);

• plan and lay out work so that everything needed for an experiment is ready at

hand (this should allow the worker to sit at the bench and work comfortably);

• Implement a visual system for the laboratory to designate areas for storage, work

and waste disposal. Such a system includes a visual system for identifying

equipment and consumable that are sterile (e.g. autoclave tape) or contaminated

(e.g. biosafety signs on waste disposal bins);

• at the beginning and end of each experiment tidy and clean the bench (e.g. 70%

Ethanol solution, 0.5% bleach, or 1% Virkon solution) and always wash hands, in

the event of spillage etc. always clean it up immediately and wash hands;

30

• avoid putting anything on the floor (to avoid tripping hazards and minimise the

problems of cleaning up in the event of a spill);

• clean out water baths regularly (to minimise microbial contamination in the

water);

• clean down open shelving, benching, window-sills etc and items on them

regularly (to prevent build up of dust and debris, store infrequently used items in

cupboards and drawer);

• clean floors regularly (to prevent build up of dust and debris, particularly in areas

that are difficult to get to);

• sort through items stored in fridges and freezers, on shelves and benches etc.

regularly and throw away unwanted items; and

• keep sinks clean (hand wash basins and taps should be cleaned daily).

CONTAINMENT

Work with micro-organisms, cell lines and related biological agents is undertaken in

containment laboratories. There are 4 different levels of containment and the level of

containment under which a particular micro-organism should be handled is indicated by the

corresponding Hazard Group3 of the organism.

The principles of containment are applied in both the basic design and facilities in the

laboratory and the working practices of all the people in the laboratory. The purpose of

containment is not only to prevent the micro-organisms getting out of the laboratory but also

to ensure that the workers are safe in the laboratory. The latter is achieved by blocking

infection routes.

The working practices that are fundamental to containment, and the reason for these, are

described below. The additional constraints that apply for Containment Level 3 are not

included here as specialised training in safe working practices must be given to all workers in

these types of laboratories.

i) Restrict access - only let those people into the laboratory who have good reason for

entry:

• keep the laboratory door closed (the sign restricting access is then clearly

visible and people are less likely to wander in); and

• limit access to the laboratory to laboratory staff and other authorised persons

only so as to minimise the number of people likely to come into contact with

(and spread) any contamination.

3 Health and Safety Executive - The Approved List of biological agents (updated 2013)

http://www.hse.gov.uk/pubns/misc208.pdf

31

ii) Wear protective clothing - any contamination should be left in the laboratory and

not taken to other areas in the building or home at the end of the day

Laboratory coats must be worn in all Containment Laboratories. It is therefore

permissible to wear shorts or skirts underneath. However, sensible shoes must

also be worn to prevent exposure to splashing or falling objects. Open toed

sandals, beach shoes, etc. are not permitted in wet laboratories at any time.

Where there is significant risk of exposure to larger volumes of biological

agents (e.g. using bioreactors, fermenters, large holding facilities for animals)

consideration should be given to providing underclothing or theatre scrub type

clothing as well as appropriate footwear such as clogs or Wellington boots.

• Laboratory coats should be kept or stored separately in the laboratory suite so

that any contamination is not transferred to personal belongings by close

contact. Laboratory coats should be removed when leaving the laboratory.

• Protective gloves must be worn at all times during microbiological, tissue

culture or molecular procedures, but must be removed and disposed of in

biohazard waste when leaving the laboratory suite. On no account should

protective gloves be worn when moving between laboratories.

• Protective gloves must be removed when touching any common work area in

the laboratory suite to prevent contamination of that area e.g. fridge handle.

Hands must be washed upon removing gloves and prior to either working in

common areas or leaving the laboratory.

• Protective eyewear must be worn when working in Containment Laboratories,

or other overt “wet” biological laboratories or support rooms (e.g. autoclave

facilities). This eyewear may take the form of safety spectacles or “normal”

prescription spectacles where these will provide sufficient protection to the

eye from inadvertent splashing or exposure to low impact debris (e.g. bone

fragments when undertaking dissection). More robust eye protection, such as

prescription safety spectacles, protective over-glasses, goggles or face shield,

must be used where this is identified by risk assessment as being required. It

is recommended that all laboratory workers are provided with their own

personal pair of safety spectacles and all departments are obliged to provide

employees with prescription eye protection where this is required.

iii) Block routes of infection by the consistent application of simple precautions:

• Ingestion route - never ever put anything in the mouth

o Eating, chewing, drinking, smoking, storing of food and applying cosmetics

in the laboratory are all prohibited.

o Mouth pipetting, licking labels, chewing pens and finger nails, biting to cut

or tear things instead of using scissors, holding things between the teeth,

32

licking fingers or spitting to wet things, etc. all must not take place in the

laboratory.

o Hands must be disinfected or washed immediately when contamination is

suspected, after handling infective materials and also before leaving the

laboratory (contamination on hands commonly gets transferred to mouth by

everyday activities).

• Percutaneous route - avoid likelihood of puncture wounds and always keep

breaks in skin covered:

o Avoid using sharps wherever possible. If this is not feasible then handling

procedures should be designed to minimise the likelihood of puncture

wounds. Wherever possible glass items (including glass pipettes) should be

replaced with plastic alternatives.

o Used sharps should be placed directly into a sharps bin. Equipment should

not be put down and transferred later as this increases the risk. Unless safe

means have been introduced, needles should not be resheathed. Sharps bins

should not be overfilled, used sharps protruding from bins are very

dangerous for those who have to handle them.

o The term sharp should be taken to refer to any item that is sharp and not be

restricted to needles and scalpels. Commonly used items that could easily

cause damage to the skin include all glass items (including microscope

slides and cover slips), ampoules, pointed nose forceps, dissection

instruments, scissors, wire loops that are not closed circles and gauze grids

used in electron microscopy work. This list is not exhaustive and all items

should be assessed for sharp edges. Cracked and chipped glassware should

always be discarded immediately.

o All workers in the laboratory should cover cuts and abrasions with

waterproof dressings.

o To prevent workers from spreading contamination that can be picked up

from various sources by all staff in the laboratory, good basic hygiene

practices, including regular handwashing, must be practiced at all times; at

the end of each working session (or day) benches and equipment should be

routinely cleaned and disinfected.

o Eye protection (goggles or safety glasses) and a plastic overall should be

worn if splashing is likely to occur.

o Wearing of gloves gives additional protection if the micro-organism being

handled infects via the percutaneous route. If gloves are worn for this

reason then it is recommended that two pairs of disposable gloves be worn

when handling samples (minor damage to thin gloves often goes undetected

until skin contamination is noticed). If during use the outer glove becomes

33

punctured or grossly contaminated it should also be disposed of and hands

should be washed and clean gloves put on.

o On completion of work gloves should be removed and discarded, and hands

should be washed. Disposable gloves should not be re-used as

contamination is likely to be transferred when these are put back on.

• Inhalation route - care must be taken to minimise the production of aerosols:

o Good microbiological practice must be used to prevent aerosols being

produced.

o For manipulations such as vigorous shaking or mixing and ultrasonic

disruption etc, a microbiological safety cabinet or equipment which is

designed to contain the aerosol must be used.

o A microbiological safety cabinet must be used for all procedures involving

a micro-organism that is infectious via the respiratory tract.

o Microbiological safety cabinets only protect against airborne hazards.

Good microbiological practice should always be used when working in a

cabinet as no protection is afforded against skin contamination and

infections may therefore result by percutaneous and ingestion routes as

described above.

iv) Use disinfection procedures to prevent spread of any contamination:

• effective disinfectants must be available for routine disinfection and immediate

use in the event of spillage;

• bench tops should be routinely disinfected after use;

• all surfaces should be disinfected immediately following any spillage;

• all surfaces should be disinfected before any maintenance or cleaning staff are

permitted to work in the area; and

• all specimen containers, glassware and used equipment should be immersed in a

suitable disinfectant before cleaning or disposal. Used laboratory glassware and

other materials awaiting sterilisation must be stored in a safe manner. Pipettes, if

placed in disinfectant, must be totally immersed.

v) Use of waste disposal procedures that ensure that all contaminated materials are

disposed of safely:

• all waste materials must be made safe by autoclaving or disinfection before

disposal;

• every member of the Dept of Earth Sciences, or visiting researcher, is solely

responsible for the biological waste they generate and will dispose of the waste in

a timely and safe manner;

• all researchers generating biological waste that needs to be autoclaved must

acquire autoclave training from the Dept of Earth Sciences BSO, ASO (Linda

Curson), or their deputised assistant(s);

34

• material for autoclaving must be transported by laboratory members to the

autoclave in robust containers without spillage. Once autoclaved, the biological

waste must be removed from the autoclave, allowed to cool to ambient room

temperature and then disposed of in the waste bins outside the support lab for final

disposal by the departmental cleaners. To mark autoclaved bags for disposal, the

cooled autoclave bags must sealed, placed into a black bag, before being disposed

of in the bins outside the support lab.

vi) All accidents should be reported so that appropriate action can be taken to

minimise the likelihood of illness developing (and minimise the risk of passing

this on to family, friends and others outside the laboratory);

• all accidents and incidents must be immediately reported to and recorded by the

person responsible for the work;

• a full accident record should be prepared and forwarded to the Safety Office. In

the event of potential exposure the Occupational Health Service should be

informed immediately;

• in the event of an accident resulting in a wound, it should be encouraged to bleed

and the area washed with soap and water but without scrubbing. The wound

should be covered with a waterproof dressing. Any contaminated skin,

conjunctivae or mucous membranes should be washed immediately;

• particular care should be taken to ensure that others in the laboratory do not help

with the clear up of accidental spillage (especially where there has been an

accident that involves broken glass) if they are not aware of the potential risks and

trained in safe working practices; and

• where an accident results in a release of contaminated material the clear up

procedures must be carefully assessed for risk and safe working practices adopted.

vii) Staff must be trained and proficient in safe working practices and techniques

for the safety of themselves and other persons in the laboratory:

• Workers must be able to recognise how exposure can occur and how it can be

prevented.

It is important to emphasise that gloves and microbiological safety cabinets are used as

additional control measures for some Containment Level 2 work depending on the route of

infection of the micro-organism being handled. They do not need to be used for all Hazard

Group 2 pathogens. The use of gloves and cabinets for work protection (such as tissue

culture work) should not be confused with their use for worker protection although in some

instances cabinets will have the dual functions of providing both work and worker protection.

35

Annex M

BIOLOGICAL LABORATORY DISINFECTION POLICY

• General laboratory disinfection: Wash down benches, centrifuges, microbiological

safety cabinets etc. with freshly prepared 1% Virkon using tissue, cloth, or spray.

Take care treating centrifuge buckets or rotors - ensure compatibility. Metal surfaces

should be wiped after 10 minutes to remove excess solution.

• Experimental material: Make unwanted phage, viral, bacterial, yeast, or cell cultures

to 1% Virkon (final concentration) using freshly prepared stock Virkon solution or by

adding Virkon powder directly. Treat for 1 hour. Material can then be discarded to

the drains.

• Agar plate cultures: Cultures from Hazard Group 1 organisms should be autoclaved

prior to disposal through the domestic waste. Disposal of plates from Hazard Group 2

and 3 organisms should be in accordance with Departmental Policy and clearly stated

in individual risk assessments - consult the Biological or Area Safety Officer.

• Contaminated disposable plasticware: This should be either autoclaved or

disinfected with 1% Virkon and put in domestic waste.

• Sharps and syringes: These both should be disposed of (used and unused) in a sharps

box which when full must be sealed and sent for incineration. The plastic body of a

syringe should not be disposed of through the regular waste stream and instead should

always be placed in a sharps box.

• Gloves: All hand protective-wear must be disposed of in a biohazard bag and

autoclaved.

• Blood: Make blood from low risk populations to 2% Virkon (final concentration) and

treat for at least 1 hour. Material can then be discarded to the drains. Large quantities

of blood and blood from risk groups should be discarded via the clinical waste system

- consult the Biological Safety Officer for advice.

• Hazard Group 2 and 3 organisms: Work with such material should have

disinfection procedures clearly specified in the risk assessment and posted in the

laboratory. Virkon may be appropriate for most work but is not necessarily effective

against all micro-organisms and an appropriate disinfectant must be used for each

pathogen. Stock disinfectants without colour activity indicators MUST have the

concentration and a use by date clearly marked and users must be aware of the contact

time required to ensure disinfection. Advice on the efficacy of various types of

disinfectant can be found in University Policy Statement S5/09.

• Spills and splashes: Sprinkle Virkon powder onto spillage area and leave for 10

minutes before sweeping up and disposing via sink. Splashes on skin should be

wiped off with 1% Virkon.

• Microbiological safety cabinets, cell culture items: Wipe down before and after

use with 70% ethanol using tissue, cloth, or spray. Unless there are compelling

reasons, flaming should not be used for disinfecting items in a cabinet as this can

compromise the airflow. NEVER MIX FLAME AND ETHANOL IN A

CABINET. Cabinets should be deep cleaned weekly using Virkon as for general

disinfection

36

All laboratories should use Virkon as the disinfectant of choice for most applications. Virkon

has a broad spectrum bactericidal and virucidal activity, is of low hazard to human health, has

good cleaning properties, has a colour activity indicator, and shows reduced metal tarnishing.

Stock solutions (2 -5%) should be labelled with the actual concentration and date made up.

Virkon solution has a seven day shelf life approximately. It should not be used if it is old and

has lost (or is too dilute to see) its pink activity indicator colour. Alternatives, and dependent

on experiment and apparatus, is 70% Ethanol or 0.5% bleach.

Virkon Risk Assessment:

Virkon is an irritant but is of low human toxicity and is bio-degradable. Virkon should be

handled using Good Laboratory Practice: Wear eye protection when making up or dispensing

stock solutions and wear a particle face mask if handling larger quantities of powder (>100g)

outside a fume cupboard. 1% Virkon solution is deemed non-irritant, wash off splashes to

skin or eyes with water. Please consult material safety data sheet for further information.

37

Annex N

ACTION IN THE EVENT OF A SPILL

For spills involving radioactive substances follow the local radiation safety rules.

For chemical and biological substances, assess size of spill and hazard posed to personnel

and fabric. Do not attempt to clear up a large hazardous spill if working alone.

Is it possible to clear up spill without compromising safety of you or your colleagues?

NO:

• For hazardous chemical open windows or switch on fume cupboard to allow

circulation of air if safe to do so. For hazardous biological spills vacate area

immediately to allow any aerosol to settle.

• Warn and evacuate all other personnel in vicinity.

• Seal access to area, and inform supervisor and/or appropriate safety officer as soon as

possible. If out of hours inform Security Services, Tel: 89999.

YES:

Chemical spill (e.g. low conc. acids; solvents; buffer solns.):

• Use ECOSPILL spillage kit (located in laboratory wing corridors) to contain medium

to large spillages.

• Wear appropriate personal protective equipment; gloves resistant to spilt material,

safety spectacles or goggles, lab coat, sturdy footwear.

• Contain spill with absorbent sock (if you have them) and soak up spill with absorbent

pads. Put sock and pads in a plastic bag, label, and dispose of through University

hazardous waste system.

• Follow COSHH emergency procedures using the spill kits located on all laboratory

corridors. If the task is deemed too great, evacuate the area and report to Mr. S Wyatt,

Mr. A Hewson or call the fire brigade.

• Inform Departmental Safety Officer of items used from spill cupboard or ensure

laboratory spill kit is replenished.

Biological spill (e.g. bacterial or tissue culture suspension; non-infectious blood):

• Sprinkle Virkon powder liberally over spill. Do not add Virkon in solution as this

will increase the size of the spill.

• Cordon off area and leave for at least thirty minutes for all fluid to be absorbed by

Virkon and for disinfection to occur.

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• Sweep up spill

• If spill involves Class 2 genetically modified micro-organisms or other hazardous

micro-organisms place in autoclave bag and send to be autoclaved.

• If spill involves blood place in bag and put in clinical waste (yellow bag) system at

appropriate point.

• For all other biological spills place in sink and run to drains.

Enter details of all potentially hazardous incidents in Departmental Accident book.

39

Annex O

CHILDREN VISITING THE DEPARTMENT

Although the University undertakes, as far as is reasonably practicable, to ensure that its

premises are low risk to children, many University buildings, due to their age or the work

being done within them, are simply not designed with the needs of children in mind. General

risks regarded as trivial for mature visitors may be more significant for children and in

general the University does not have the facilities to contain children safely, other than in

those specific locations or circumstances where formal arrangements have been put in place

to manage them.

If alternative arrangements cannot be made and it is absolutely necessary to bring children to

work, permission should be sought, in advance if at all possible, and certainly as soon as the

children are brought on-site, from the Head of Department or Administrator, so that

appropriate safety management arrangements can be made to accommodate them.

In particular a risk assessment should be produced accounting for the following factors:

(a) The age of the child(ren)

(b) High risk areas of the department - access is absolutely prohibited in:

• workshops

• laboratories

• plant rooms and roof tops

• kitchens and food preparation areas

• departmental supply and waste stores, or goods receiving areas

• any other areas designated as ‘authorised access only’

unless this is a planned event, such as for work experience training or open days and

even then they must be accompanied by a responsible staff member at all times.

General areas If there is no alternative to bringing children to work, and the Head of Department or the

Administrator has agreed this, then the children should be restricted to general areas, such as

common rooms and offices. Even in low risk areas special consideration should be given to

the potential for slips trips and falls, especially from stairs and landings. Windows which may

be accessible to children should be of restricted opening and any low level glazing protected

against breakage, or resist breakage.

Supervision Children must always be accompanied while on University premises and on no account

should they be permitted unsupervised access even to low risk areas. Parents cannot delegate

this responsibility.

Emergency procedures Planning should take account of the limited mobility of young children and the possible need

for parents to receive assistance in the event of an emergency situation arising.

40

Annex P

LASER SAFETY

All lasers entering the department, even if on loan, must be registered with the Departmental

Laser Supervisor (DLS), Nick Belshaw. The only exceptions are for inherently safe Class 1

lasers (e.g. laser printers, CD players, etc) and laser pointers below class 3. You must register

Class 1 by design products that have embedded Class 3 or 4 lasers where beams might be

exposed during routine servicing or maintenance. This requires completion of the Laser

registration form, LS1. This form is available on the Safety Office web site – as detailed at

the bottom of this policy.

Before first use of the laser the supervisor must consult with the DLS with regards to how the

laser is to be used and what measures are to be put in place to control any associated hazards.

The DLO will advise if further assessment and/or record keeping is required (which depends

on the class of laser being used and its set-up). If any change in use, including withdrawal

from operation should take place the DLS should be notified.

It is the supervisors responsibility to ensure that the University Safety Policy on Lasers is

complied with for Class 1 (with class 3 and 4 embedded), Class 3 and Class 4 lasers when

they are serviced by staff or visiting engineers. Users who may be responsible for Class 3 and

Class 4 Lasers are reminded of the importance of attending the University Laser Safety

Lectures.

Further detail is provided within the University Safety Office policy document which is

available at: http://www.admin.ox.ac.uk/safety/policy-statements/s2-09/.

41

Annex Q

RADIATION SAFETY

Ionising Radiation

No work with ionising radiation may take place without the approval of the Radiation

Protection Supervisor (RPS); Prof. Gideon Henderson. No such approval shall be given

unless:

That work can be justified by the fact that the scientific benefits offset any associated

risks;

Suitable risk assessment and the associated control measures reduces radiation

exposure as low as reasonably practicable and below all legal limits;

The quantities of radioactive materials in use and waste, are minimised;

All relevant legislation and University Safety Policy is demonstrably met.

All individuals must:

Recognise where they are likely to encounter sources of ionising radiation during

their work;

Be familiar with basic safety precautions relating to ionising radiation;

Recognise that they should not continue in any situation where they feel exposed to

an inadequately controlled risk;

Complete any training required;

Comply with any local rules, written arrangements or operating procedures relating to

work with ionising radiation;

Report any accidents or incidents, including near misses, to their supervisor and the

RPS;

Be aware of the importance of notifying their supervisor as soon as possible if they

are pregnant or breastfeeding.

Information about the allowed use of ionising radiation in the department is displayed in the

ground-floor atrium.

Non-Ionising Radiation

Although there are many sources of non-ionising radiation in the department (e.g. lighting,

microwave ovens, task lighting, etc) very few will pose a significant risk. Sources that do

pose a significant risk are generally associated with research projects or only pose a risk

during maintenance activities when existing controls are removed.

Where there is a potential risk from non-ionising radiation a written risk assessment must be

completed by the relevant supervisor and sent to the ASO for review.

Non-ionising radiation is subdivided into Optical Sources and Electro-Magnetic Fields.

a) Optical Sources

Examples of potentially hazardous sources are:

42

UV transilluminators;

Any risk group 3 lamp or lamp system (including LEDs). As defined in British

Standard BS EN 62471.

Class 3R, 3B and 4 lasers (see appendix P)

b) Electro-Magnetic Fields (EMF)

Examples of potentially hazardous sources are:

Dielectric heating and welding;

Induction heating;

RF plasma devices and vacuum depositing and sputtering

Further information and guidance, on both ionising and non-ionising radiation, is available

from the University Safety Policies:

Non-Ionising Radiation at: http://www.admin.ox.ac.uk/safety/policy-statements/upss411/

Management of Work with ionising radiation at:

https://www1.admin.ox.ac.uk/safety/oxonly/upss0112/.

43

Annex R

METAL FREE LABORATORIES (MFL)

The MFL bears particular safety issues due to the nature of the work undertaken in this area.

To control the hazards associated with the chemical work in this area an MFL Laboratory

Manual has been written with which all users must comply. Copies are available from Dr.

Jane Barling.

Whilst the safe conduct of all personnel within the MFL remains the responsibility of those

PIs who have executive authority for each MFL lab; Dr. Jane Barling has been given day to

day authority over the safe control of the entire suite and has the Head of Department’s

authority to direct others.

All new MFL users must familiarize themselves with the MFL Lab Manual and must have

received suitable training and instruction from their supervisor. No individual may

commence work without the formal approval of Dr. Barling, who will train them in the rules

and procedures of the MFL before such approval will be given.

No work involving the use of a hazardous chemical may start before a COSHH assessment

has been completed and signed off by the DSO (Steve Wyatt). All COSHH assessments for

the MFL must contain information on the cabinet type and the cabinet settings to ensure

adequate safety is maintained.

Further information about the safe running of the MFL is available in the MFL Safety

Manual.