SMSU Health and Safety Policy

Introduction

SMSU is a separate charitable organisation from St Mary’s University. The Management of

Health and Safety Regulations (1992) require organisations sharing premises to co-operate

with each other with regard to arrangements for safety. SMSU complies with the safety

policies and arrangements which St Mary’s University, the institution and controller of the

premises, has in place. Accordingly, this document should be read in conjunction with the St

Mary’s University Health and Safety Policy.

This document is intended for the guidance of all management and employees working

within SMSU.

Legal Responsibilities of Staff: All employees have a legal responsibility under Section 7 of

the Health & Safety at Work Act 1974 to take reasonable care of themselves and all others

who may be affected by their acts and omissions and to co-operate with the University with

regard to health & safety. All persons on University premises have a duty under Section 8 of

the above Act not to interfere with or to misuse anything provided by the University in the

interests of health and safety.

The CEO of SMSU is responsible for the promotion of safety awareness, maintenance of

safe working and the instruction and training of staff. The CEO acts as Safety Coordinator

for the section. All matters concerning health & safety should be directed to the Safety

Coordinator in the first instance.

SMSU is in partnership with St Mary’s University in controlling and monitoring Health and

Safety risk onsite. SMSU has representatives on all committees of the University concerned

with Health and Safety including:

Health and Safety Operational Sub-Committee

Health and Safety Group 8

Accident and First Aid

In the case of serious accident or illness, the Security team should be notified and an

ambulance should be summoned by telephone immediately. The SMSU qualified First Aider

is Zander Lavall and first Aid boxes are kept within the SU Hub (first floor) and behind the

bar (ground floor).

All accidents or incidents and near misses must be reported promptly using an accident

report form available at: http://staffnet/services-departments/HealthandSafety/Documents/A-

to-Z-Directory/Accident-Report-form.pdf. The completed form should be sent to the SU

CEO and the University Health & Safety Officer. Any person may report an accident/incident.

SMSU Health and Safety Policy

Staff who suffer from epilepsy, diabetes, or any other condition likely to require urgent

attention, are advised, in their own interest, to inform the CEO in order that assistance may

be rendered promptly if necessary.

Control of Substances Hazardous to Health (COSHH)

All substances hazardous to health within SMSU areas have been assessed for risk and

adequate controls put in place. Personal protective equipment will be provided where

necessary. Guidance and training on the COSHH Regulations is available from the Health

and Safety Officer or http://staffnet/services-

departments/HealthandSafety/Pages/COSHH.aspx.

Fire Safety

Instructions concerning procedure in the case of fire are prominently displayed at strategic

points around the areas of the University and J Block. Staff should familiarise themselves

with these procedures and also with the escape routes in all other areas of the University

that they visit. On hearing the fire alarm staff will direct any students and visitors to the

nearest exits. The CEO is a trained Fire Warden and is also in charge of implementing the

University emergency evacuation procedures and may issue instructions to and request

assistance from other members of staff.

All staff are required to check that fire doors are closed throughout the day and no hazards

are left in offices/corridors at the end of the day which may pose a fire risk. All staff are

required to complete online fire training issued by the University Health and Safety Officer

and undertake in house fire risk perception exercises at least once per academic year.

Health Monitoring

When returning from sick leave, staff are interviewed in order to establish any possible risk

to returning to work. If staff have been ill due to a gastric infection or virus they are required

to stay off work for 48 hours to ensure the virus has passed before returning to work.

Health Service: Staff and students of the University may be entitled to make use of the

campus medical facilities.

Induction of New staff

All new staff must have attended the University staff induction including the staff safety

session. The CEO is responsible for showing new staff escape routes, initiating DSE

assessments and liaising with Occupational Health (if necessary). Induction should include a

thorough questioning by the CEO to discover where there might be gaps in the safety

knowledge of new employees with regard to the range of duties they will be expected to

undertake. Arrangements must be made to provide safety training where a need is identified.

SMSU Health and Safety Policy

All new employees should attend a general safety induction session with the University

Health and Safety Officer.

Lifting and Moving Loads

The Manual Handling Operations Regulations 1992 define manual handling as meaning, any

transporting, supporting, lifting, putting own, pushing, pulling, carrying or moving of a load by

hand or bodily force. All staff whose work involves an element of manual handling will be

required to attend a session on safe lifting delivered by the University Health and Safety

Officer.

Lifting Guidance: No person must attempt to handle on their own a load which is

excessively heavy or bulky. The same applies to items having awkward dimensions and to

sheet and long rolls. It must always be possible to see the way ahead. Any mechanical

handling equipment provided should be used unless the load is well within the person's

capacity.

Remember when lifting to always:

1) Face the load squarely (except when lifting wide boards which are best carried on the

back).

2) Bend the legs to get down to the load being lifted. Avoid stooping.

3) Keep the back as straight as possible.

4) Grip the load firmly and straighten the legs to lift the load.

5) Never over-reach or twist the body when picking up or setting down a load.

If more than one person is lifting or carrying a load, it must be clear who is ‘the leader’ giving

instructions. Confused instructions lead to accidents.

When moving loads with trolleys always:

1) Do not overload. You should be able to manage loads comfortably and be able to

manoeuvre easily and see where you are going.

2) Do not push trolleys/vehicles fast. They have no brakes and may run away from you,

especially on slopes, and cause damage and/or injury. Fast movement trolleys make

excessive noise in corridors and could result in breakages.

3) Do not ride on trolleys/vehicles.

4) Report all defects promptly.

Use of Stepladders

Stepladders and stepstools must always be used to access materials on high shelves.

Furniture should never be used as a substitute. Only 'Trade' rated ladders and stepladders

SMSU Health and Safety Policy

must be purchased and used. 'Domestic' rated ladders and stepladders are never to be used

in a working environment. All staff using step ladders must have attended training with the

University Health and Safety Officer.

Do and don'ts advice for stepladder users

Do not use a makeshift stepladder.

Do not overreach from a stepladder - always move it.

When working inside a room - Do not place the stepladder where it may be struck by

doors - lock the doors and put up an appropriate sign or position a colleague outside

in order that the steps are not struck by opening doors.

When working in circulation areas or outside where the steps might be struck by

vehicles or passers-by - Barriers must be erected and doors secured.

Do take steps out of service and report defects if noticed.

Do wear sound footwear.

Do return the stepladder to its storage place after use.

Do leave one hand free when ascending and descending.

Do always ensure that stepladders are placed on a level and stable surface.

Do have a colleague steady the bottom of tall sets of stepladders to ensure stability.

Electrical Safety

Should staff suspect any item of mains powered electrical equipment of being defective

because of age, appearance or damage it must be taken out of service and reported to the

University Health and Safety Officer and/or Facilities who will arrange for the item to be

visually inspected and electrically tested as necessary.

Record keeping

Where necessary, safety inspection reports, risk assessments etc. are kept in the SMSU

CEOs Office and/or on the shared drive (electronic).

Risk Assessment

All SMSU activities outside of normal office working are required to be covered by a Health

and Safety Risk Assessment and all major events require a full Safety Plan. This includes

trips away such as the annual Ski Trip and Sports events and tournaments.

Violence

Any aggression towards staff is to be reported to the University Security and Health and

Safety Officer who monitors such incidents for the Institution. Cash takings from the shop are

SMSU Health and Safety Policy

to be kept in the safe until banked. Movement of cash to the bank is to be undertaken by 2

members of staff.

Visitors, Minors and Animals

Visitors are expected to conduct themselves in a reasonable manner and to comply with the

instructions given by a member of staff and/or by posted regulation. University buildings are

not designed for children and there are many hazards for them. An adult must accompany

children and should ensure that the children are safe, but also prevent them from doing

anything that might endanger others.

The University operates a ‘No Animals on Campus’ policy. Only a registered guide dog, in

exceptional circumstances, and as a recognised aid to a disability, will be allowed to enter

the premises. The owner will take full responsibility for the animal’s behaviour and will be

asked to remove it from the premises if the animal becomes hazardous to health and safety.

Lone Working

From time to time, SMSU staff may find themselves working alone, especially before 9am and after 6pm. As an open campus, it is important that staff understand the risks associated

with lone working and have read and understood the University Lone Working policy: HSPG

24.

Document Record

Document title: SMSU Health and Safety Policy

Version 2

Department responsible Students’ Union

Authors SU CEO

Document date 23 April 2014

Date last amended August 2015

Effective from 20 September 2014

Review date 01 May 2017

Impact Assessment Date 13 August 2014

History (where discussed / who

circulated to / committees

considered

SMSU Trustee Board: 09/09/2014

Health and Safety Committee:

SMSU Health and Safety Policy