Queen Mary, University of London Students’ Union/QMSU Services Limited
Health and Safety Policy
Clause
no
Page
no
1.
Abbreviations used
2
2.
The Health and Safety Context at QMUL
2
3.
Statement of General Policy
3
4.
Responsibilities
3
4.1
overall responsibility
4.2
day to day responsibility
4.3
specific responsibilities
4.4
specialist advice and guidance
5.
Duties of Staff
3
6.
Duties of Students, Visitors and Others
4
7.
Reporting Health and Safety Concerns
4
8.
First Aid, Accidents and Work-related ill health
4
9.
8.1
First Aid
8.2
Accident and Work-related ill health
Fire Safety and Emergency Evacuation Procedures
9.1
Fire Safety Equipment
9.2
Escape Routes
9.3
Fire Risk Assessment
9.4
Fire Marshalls
5
10.
Risk Assessment
5
11.
Safe Plant, Machinery and Equipment and Safe Systems of Work Etc
6
11.1
Plant, Machinery and Equipment
11.2
Safe Systems of Work etc
12.
Induction and Training
6
13.
Occupational Health
6
14.
Engagement and Consultation
6
15.
Health and Safety Audit and Review
7
16.
Further information
7
Contact
Details
8
1
revised H&S policy @ 01/07/13
approved by the Board of Directors of QMSU Services Limited on 09/07/13
approved by the Union’s Board of Trustees on 10/07/13
1. Abbreviations used
In this Policy, the following abbreviations are used:QMSU
Queen Mary, University of London Students’ Union
QMSU Services
QMSU Services Limited, QMSU’s wholly-owned trading subsidiary
QMUL
Queen Mary University of London
staff
those working for QMSU or QMSU Services, whether under a contract of
employment with QMUL, and/or QMSU and/or QMSU Services, or under a
contract for services
Union Premises
QMUL premises occupied by QMUS and/or
arrangement with QMUL
collaborative
arrangements with
QMUL
arrangements agreed between QMUL, QMSU and QMSU Services relating
to responsibilities for preventive and protective measures required to be
taken by employers and others under health and safety law
Facilities Manager
the QMSU and QMSU Services Facilities Manager (see Contact Details)
QMSU
Services
by
The following departments of QMSU/QMSU Services
Departments
Commercial Services
Sports
Student Development
Communications and Marketing
Volunteering
Facilities and Administration
Departmental
Managers
The heads/lead managers of the Departments (see Contact Details)
Contact Details
The contact details page at the end of this Policy
2. The Health and Safety Context at QMUL
2.1
QMSU and QMSU Services are separate legal entities from QMUL and each has
responsibilities under health and safety law to staff, students and others who may affected
by their activities.
2.2
In some cases these responsibilities are carried out by means of collaborative
arrangements with QMUL, as they relate to QMUL premises and/or affect staff who are
QMUL employees. In these cases, QMSU and QMSU Services and their respective staff
are required to comply with relevant QMUL health and safety procedures, in addition to
adhering to all QMSU/QMSU Services health and safety arrangements referred to in this
Policy.
2
revised H&S policy @ 01/07/13
approved by the Board of Directors of QMSU Services Limited on 09/07/13
approved by the Union’s Board of Trustees on 10/07/13
3. Statement of General Policy
QMSU and QMSU Services are each fully committed to:




preventing accidents and causes of work related ill health and providing adequate control of
health and safety risks arising from work activities or the work environment;
providing adequate training to ensure staff are competent to do their work and are aware of
health and safety and emergency procedures;
engaging and consulting with staff on day to day health and safety conditions and providing
adequate supervision on occupational health;
implementing emergency procedures for evacuation in case of fire or other significant
incident;
maintaining safe and healthy working conditions, including ensuring the maintenance of
plant, machinery and equipment and ensuring safe storage and use of substances.
4. Responsibilities
4.1
Overall and final responsibility for health and safety is:

4.2
in the case of QMSU, that of the Board of Trustees of QMSU; and
in the case of QMSU Services, that of the Board of Directors of QMSU Services.
Day to day responsibility for ensuring this Policy is put into practice is delegated:-


4.3
in the case of QMSU, to the Chief Executive; and
in the case of QMSU Services, to the Managing Director.
Specific responsibilities
To ensure health and safety standards are maintained and improved as necessary, specific
responsibilities for putting health and safety arrangements into practice are as set out below.
4.4
Specialist advice and guidance
An independent Health and Safety Consultant, appointed by QMSU/QMSU Services, provides
specialist advice and guidance to QMSU and to QMSU Services. Such consultant is a competent
person for the purposes of regulation 7 of the Management of Health and Safety at Work
Regulations 1999.
5. Duties of Staff
5.1
All staff, when at work, are required to:




co-operate with relevant supervisors and managers on health and safety matters;
not interfere with anything provided to safeguard their health and safety;
take reasonable care for their own health and safety;
take reasonable care in their work for the health and safety of others; and
report all health and safety concerns to an appropriate person as referred to in this
Policy
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revised H&S policy @ 01/07/13
approved by the Board of Directors of QMSU Services Limited on 09/07/13
approved by the Union’s Board of Trustees on 10/07/13
5.2
In addition, certain staff have additional responsibilities for specific aspects of health and
safety as indicated in this Policy. Such staff are required to ensure that such responsibilities
are duly fulfilled.
6. Duties of Students, Visitors and others
6.1
All students, visitors and others, when on Union Premises or otherwise involved in any way
with the activities of QMSU and/or QMSU Services, are required to:



6.2
co-operate with relevant supervisors and managers on health and safety matters;
not interfere with anything provided to safeguard their health and safety;
take reasonable care for their own health and safety; and
take reasonable care in their work for the health and safety of others.
All students, visitors and others, when on Union Premises or otherwise involved in any way
with the activities of QMSU and/or QMSU Services, are also asked to report any health and
safety concerns to an appropriate person as referred to in this Policy.
7. Reporting Health and Safety Concerns
If anyone has any concern relating to health and safety, in relation Union Premises or any activities
of QMSU and/or QMSU Services, they should report their concern in the first instance with the
Facilities Manager, see Contact Details.
8. First Aid, Accidents, and Work-related ill-health
8.1
First Aid




8.2
Each Department has at least one First Aid Box at each location from which it operates]
and each Department has at least one First Aider at each such location (and a deputy to act
in their absence).
Departmental Managers are responsible for ensuring First Aid Boxes are kept fully stocked
and accessible in a known location and that First Aiders (and their deputies) are
appropriately identified.
Departmental Managers are responsible for ensuring that First Aid treatments are recorded
and reported as appropriate.
The Facilities Manager is responsible for ensuring an appropriate number of First Aiders
are appointed and suitably trained
Accident and work-related ill health recording/reporting



Each Department Manager is responsible for reporting all accidents and cases of workrelated ill health of which they are made aware to the Facilities Manager.
The Facilities Manager is responsible for recording all accidents and cases of work-related
ill health, by whomever reported, in the QMSU/QMSU Services Accident Book and for
keeping such Accident Book secure.
Under collaborative arrangements with QMUL, the Facilities Manager is responsible for
reporting all accidents and cases of work-related ill health to QMUL.
4
revised H&S policy @ 01/07/13
approved by the Board of Directors of QMSU Services Limited on 09/07/13
approved by the Union’s Board of Trustees on 10/07/13

Under collaborative arrangements with QMUL, QMUL reports relevant RIDDOR reportable
accidents, diseases and dangerous occurrences affecting employees of QMUL to the HSE.
The Facilities Manager is responsible for reporting all other relevant accidents, diseases
and dangerous occurrences to the relevant enforcing authority.
9. Fire Safety and Emergency Evacuation Procedures
9.1
Fire Safety Equipment



9.2
All fixed equipment for detecting, warning of, controlling and fighting fire on Union Premises
is maintained under collaborative arrangements with QMUL.
Fire alarms are tested by QMUL at appropriate interval intervals in accordance with QMUL
fire safety procedures.
QMSU and QMSU Services provide and maintain in good working order fire extinguishers
as appropriate to their activities.
Escape Routes



9.3
Emergency routes and exits from Union Premises are maintained in good working order
with appropriate signage and lighting, under collaborative arrangements with QMUL.
The Facilities Manager is responsible for checking that emergency routes and exits are in
working order and kept free from obstruction.
Fire and other emergency evacuation procedures are tested by QMUL at appropriate
intervals in accordance with QMUL health and safety and fire safety procedures.
Fire Risk Assessment


9.4
Fire risk assessments for Union Premises are undertaken and implemented by the QMUL
Fire Officer, under collaborative arrangements with QMUL.
Fire risk assessments relating specifically to the activities of QMSU and QMSU Services
are undertaken and implemented as referred to in Clause 10 below.
Fire Marshalls


Each Department has at least one Fire Marshal at each location from which it operates (and
a deputy to act in their absence). Departmental Managers are responsible for ensuring that
Fire Marshalls (and their deputies) are appropriately identified.
The Facilities Manager is responsible for ensuring an appropriate number of Fire Marshals
are appointed and suitably trained.
10. Risk Assessment


Each Department carries out risk assessments as appropriate in respect of the
Department’s activities.
Departmental Managers are responsible for ensuring all appropriate risk assessments for
all their department’s activities are carried out, recorded and reported on, that measures for
risk elimination or control are identified, approved, implemented, and checked for
effectiveness, that the risks and their control measures are communicated to relevant staff,
and that risk assessments are reviewed as necessary.
5
revised H&S policy @ 01/07/13
approved by the Board of Directors of QMSU Services Limited on 09/07/13
approved by the Union’s Board of Trustees on 10/07/13
11. Safe Plant, Machinery and Equipment and Safe Systems of Work
11.1
Plant, Machinery and Equipment



11.2
All fixed plant, machinery and equipment on Union Premises is maintained under
collaborative arrangements with QMUL.
All other machinery and equipment is maintained in safe working order by
QMSU/QMSU Services.
Each Departmental Manager is responsible for ensuring that appropriate action is taken
on all faults or other problems with any departmental machinery and equipment.
Safe Systems of Work etc



All Departmental Managers are responsible for ensuring appropriate safe systems of
work (SSOW), standard operating procedures (SOPs) and emergency operating
procedures (EOPs) taking into account all appropriate health and safety considerations
are in place in relation to the Department’s activities and are reviewed as necessary.
SSOW, SOPs and EOPs are drawn up following appropriate staff consultation with staff
and with the guidance of the QMSU/QMSU Services Health and Safety Consultant.
SSOW, SOPs and EOPs are communicated to relevant staff and staff are instructed
how to implement them
12. Induction and Training
12.1 Induction of new staff on health and safety matters is carried out by is carried out by the
QMSU/QMSU Services Health and Safety Consultant. The Facilities Manager is responsible
for keeping a record of induction delivered.
12.2 Departmental Managers are responsible for identifying ongoing staff training needs and for
making arrangements for provision of training as appropriate. The Facilities Manager is
responsible for maintaining up to date records of training scheduled and attended.
13. Occupational Health
Occupational health services, including screening, are provided to QMSU and to QMSU Services by
the QMUL’s Occupational Health and Services Directorate under collaborative arrangements with
QMUL.
14. Engagement and Consultation
14.1 Under the collaborative arrangements with QMUL, the QMSU Chief Executive and the
President of the Union are members of the QMUL Health and Safety Advisory Group,
responsible for oversight and implementation of health and safety strategy, policy, planning
and performance at QMUL.
14.2 The QMSU/QMSU Services Health and Safety Committee, comprising the Facilities
Manager, the QMSU/QMSU Services Health and Safety Consultant and staff representatives
meets on a two-monthly basis to consider and report as appropriate on any health and safety
issues arising in relation to Union Premises and/or the activities of QMSU and QMSU
Services.
6
revised H&S policy @ 01/07/13
approved by the Board of Directors of QMSU Services Limited on 09/07/13
approved by the Union’s Board of Trustees on 10/07/13
15. Health and Safety Audit
15.1
Spot audits are carried out in relation to QMSU/QMSU Services activities by the
QMSU/QMSU Services Health and Safety Consultant and the Facilities Manager. Such
audits are recorded by the Facilities Manager and reported on as appropriate.
15.2
The QMSU/QMSU Services Health and Safety Consultant reports in writing to the Board of
Trustees of QMSU (or such Committee of the Board as may be required) and to the Board
of Directors to QMSU Services on all aspects of QMSU/QMSU Services health and safety
planning, implementation and performance, as often as required and in any event at least
once in every academic year.
15.3
The Board of Trustees of QMSU and the Board of Directors of QMSU Services are each
responsible for reviewing this Policy in relation to their respective activities as often as
necessary and in any event at least once in every academic year.
16. Further Information

Health and Safety Information Leaflets and Pocket Guides are issued by and available
from the Facilities Manager

Relevant contact details in relation to health and safety matters are set out on the attached
Contacts Details

For further information on QMUL health and safety procedures, see
http://www.arcs.qmul.ac.uk/policy_zone/health_safety/occupational_health_safety_and_wel
l-being_policy_and_framework.pdf
7
revised H&S policy @ 01/07/13
approved by the Board of Directors of QMSU Services Limited on 09/07/13
approved by the Union’s Board of Trustees on 10/07/13
Queen Mary, University of London Students’ Union (QMSU)
QMSU Services Limited (QMSU Services)
Health and Safety Contact Details
(as at June 2014)
Facilities Manager
Tanya Choudhury
Facilities and Administration Manager, Queen Mary, University of
London Students’ Union
m.choudhury@qmul.ac.uk
020 7882 8456
Commercial Services
Departmental Manager
John Bell
Director of Operations and Services, QMSU Services Limited
j.w.bell@qmul.ac.uk
020 7882 8034
Sports
Departmental Manager
Charlotte Kendrick
Head of Sports and Fitness, Queen Mary, University of London
Students’ Union
c.kendrick@qmul.ac.uk
020 7882 8457
Student Engagement
Departmental Manager
Phil Gilks
Head of Student Engagement,Queen Mary, University of London
Students’ Union
p.gilks@qmul.ac.uk
020 7882 2231
Communications and
Marketing
Departmental Manager
Volunteering
Departmental Manager
Facilities and
Administration
Departmental Manager
Tom Sutton
Communications and Marketing Manager, Queen Mary, University of
London Students’ Union
t.sutton@qmul.ac.uk
020 7882 2061
Sarah Gifford
Volunteer Manager, Queen Mary, University of London Students’ Union
s.gifford@qmul.ac.uk
0207 882 5763
See Facilities Manager above
H&S Policy contact details as at June 2014
8