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
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