UCL Fire Safety Technical Note - TN077
This check sheet may be used as an Fire Risk Assessment review Aide Memoire & record
Fire Safety
Technical Guide
GUIDE TO PERIODIC DEPARTMENTAL FIRE
SAFETY REVIEW & HOUSEKEEPING CHECK
1.0. Heads of Department’s Responsibilities
1.1.
Heads of Department1 are required to undertake simple (local) fire safety
reviews in their areas of responsibility, at least, annually but possibly more
frequently if significantly hazardous activities are undertaken within the
Department, premises or areas under your control. This simple fire safety
review serves as an interim review of the fire risk assessment.
1.2.
Fire Risk Assessments (FRA) - have you read and familiarised yourself with the
Fire Risk Assessment and Emergency Evacuation Plan for the building(s) where
you
have
departmental
space
and
responsibilities?
See
www.ucl.ac.uk/fire/risk-assessments.
1.3.
Staff Training:
1.4.

Do you have arrangements in place to ensure that all new staff2 and visitors
(where necessary) are provided with a fire safety induction and local
building familiarisation, and that this is recorded? (UCL Fire Tech Note
TN086)

Do you have arrangements in place to ensure that all staff refresh their fire
safety briefing and local familiarisation in accordance with the risk
category of their building and that this is recorded? (UCL Fire Tech Note
TN086)

Do you have arrangements in place to ensure that any staff changing work
locations (or where hazardous materials or processes have been
introduced) have received a relevant fire safety brief, local familiarisation is
undertaken and recorded? (UCL Fire Tech Note TN086)
Fire Evacuation Marshals (FEM)

Have you appointed a Senior Fire Evacuation Marshal(s) (SFEM) and deputy
for the premises or space in each building that your department occupies?

Do you have adequate FEMs appointed to provide sufficient coverage for
the published operating hours of the department (e.g. FEMS required for
early or late working, such as evening seminars or functions etc) and to
cover leave, sickness and lunch periods etc?
1.
Heads of Departments - this term includes Heads of Academic Departments, Institutes, Centres, Schools etc and the Heads of Corporate /
Professional Support Services Divisions, Dean of Students, Deans of Faculties and Director of Student Residences.
2 ‘Staff’ - means any person employed on a temporary or permanent contract by UCL, whether full or part time (regardless of their hours worked),
postgraduate research students and others (such as contractors) employed directly or indirectly by departments.
__________________________________________________________________________________________________________________________
Date Last Amended: Apr 16
1.
Issued by the – Fire Safety Manager, UCL Estates, Gower Street, London, WC1E 6BT - This guide is to be regarded as a general statement of
requirements and is in addition to relevant British Standards or any other instructions received from the Local Fire or Building Control Authorities.
UCL Fire Safety Technical Note - TN077
This check sheet may be used as an Fire Risk Assessment review Aide Memoire & record

1.5.
Do you have arrangements in place to ensure that there is cooperation
and liaison between other departments or the Landlord (where
appropriate) in the buildings, your department occupies?
Disabled Staff Students & Visitors

Do you have arrangements in place to assess and provide Personal
Emergency Evacuation Plan (PEEP) for staff, students and regular visitors
who work, study or use your facilities that may have a disability? (UCL Fire
Tech Note TN008)
2.0. General Fire Precautions
2.1.
Fire equipment and escape routes need to be checked on a regular basis.
The frequency of these checks may vary from building to building depending
on use, numbers of visitors / students etc. The suggested minimum frequencies
for these checks are provided against the items identified below:

Escape Routes - have arrangements been put in place to check regularly3
fire escape routes (including stair enclosures) and fire exits; and that
findings are recorded?
o Check at least weekly but more frequently (Daily) for example where
building works are being undertaken within the vicinity of the
premises or where other changing circumstances apply;

Fire Equipment - what arrangements are in place to check the condition of
fire extinguishers, fire doors and other emergency equipment in your
department? (UCL Fire Tech Note TN014, TN015 & TN026)
o Check at least monthly but more frequently (weekly) where students
use the premises regularly and particularly in waiting areas and
common rooms;

Electrical Testing - what arrangements are in place to carry out Portable
Appliance Testing (PAT) of electrical equipment in your department? (UCL
Fire Tech Note TN019)
o Follow guidance provided - check more frequently used items, such
as vacuum cleaners, floor cleaners, extension cables, power tools
e.g. daily or weekly;

Hazardous Materials & Process - do you have arrangements in place
related to the presence of dangerous substances to either eliminate or
reduce them by replacing the dangerous substance to eliminate or reduce
the risk? (Fire Safety Order 2005 Article 12 - see TN073)
o Check at least annually but more frequently where changing
circumstances dictate, particularly where there are regular changes
of process, products or user staff;
‘Regularly’ - means the frequency may need to be between hourly, daily (such as contractors working in escape routes or events in progress
etc.), but at least weekly depending on circumstances.
3
__________________________________________________________________________________________________________________________
Date Last Amended: Apr 16
2.
Issued by the – Fire Safety Manager, UCL Estates, Gower Street, London, WC1E 6BT - This guide is to be regarded as a general statement of
requirements and is in addition to relevant British Standards or any other instructions received from the Local Fire or Building Control Authorities.
UCL Fire Safety Technical Note - TN077
This check sheet may be used as an Fire Risk Assessment review Aide Memoire & record

Hazardous Materials & Process - do you have arrangements in place
related to the presence of dangerous substances, where the risk cannot be
eliminated, to control the risk and mitigate the detrimental effects of a fire
by having appropriate procedures in the event of serious and imminent
danger? (Fire Safety Order 2005 Article 15 - see TN073)
o Check at least annually but more frequently where changing
circumstances dictate, particularly where there are regular changes
of process, products or user staff;

Hazardous Materials & Process - have you nominated competent persons
to implement those procedures arising at the time of an accident, incident
or emergency? (Fire Safety Order 2005 Article 16 - see TN073)
o Check at least annually but more frequently where changing
circumstances dictate;

Flammable & Toxic Gases - do you have arrangements related to the
presence of flammable / toxic gases to either eliminate escape of gases,
reduce the risk of fire or explosion by reducing the quantity, having
appropriate storage arrangements equipment and monitoring facilities?
(Fire Safety Order 2005 Article 12 - see TN073)
o Check at least Quarterly but more frequently where changing
circumstances dictate, particularly where there are regular changes
of process, products or user staff;
2.2.
Recording Activities - see check form below to use as a record of your
department’s arrangements in each building or location your department
occupies:
__________________________________________________________________________________________________________________________
Date Last Amended: Apr 16
3.
Issued by the – Fire Safety Manager, UCL Estates, Gower Street, London, WC1E 6BT - This guide is to be regarded as a general statement of
requirements and is in addition to relevant British Standards or any other instructions received from the Local Fire or Building Control Authorities.
UCL Fire Safety Technical Note - TN077
This check sheet may be used as an Fire Risk Assessment review Aide Memoire & record
Bldg Name: __________________________ Department: ______________________________
Specific Location (where appropriate):____________________________________________
Auditor Name: _______________________
Dept’ Position: ___________________ Date: ____________
TN000 = see UCL Fire Safety Technical Note for background information & guidance at www.ucl.ac.uk/fire/documents
ITEMS TO CHECK
Action
Yes
No
WHAT ARE YOUR ARRANGEMENTS?
(& what action taken - where answer is ‘NO’?)
Escape Routes:
Do you have arrangements to ensure
doorways, passageways, stair enclosures
forming part of any fire escape route are clear
of any physical obstructions that may or
potentially block the route [See TN077]?
Do you have arrangements to ensure
doorways, passageways, stair enclosures
forming part of any fire escape routes are
clear of rubbish combustible materials and
storage of any kind [See TN077]?
Do you have arrangements to regularly check
doors on the escape can be opened without
the use of a key & thumb turns, push bars work
correctly and break glass hammers are
provided where required [See TN002]?
Do you have arrangements to ensure fire
doors are kept closed unless fitted with ‘Hold
Open’ device connected to fire alarm or a
Dorgard where fitted and are they working
correctly [See TN016 / TN017]?
Do you have arrangements to ensure fire
doors & fire exits are in good condition, open
easily, that door handles are not loose,
damaged & in good working order [See TN002
/ TN014]?
Do you have arrangements to ensure signs
indicating escape routes can be see clearly,
not missing or damaged. Electronic Cardex
Green box signed correctly [See TN004 /
TN090 - Missing or unsure of type, location of
signs contact the UCL fire safety manager *DO
NOT REPLACE YOURSELF*]
Fire Extinguishers:
Do you have arrangements to ensure that fire
extinguishers are regularly checked for tags
missing, have any been discharged, located
correctly [See TN026]?
__________________________________________________________________________________________________________________________
Date Last Amended: Apr 16
4.
Issued by the – Fire Safety Manager, UCL Estates, Gower Street, London, WC1E 6BT - This guide is to be regarded as a general statement of
requirements and is in addition to relevant British Standards or any other instructions received from the Local Fire or Building Control Authorities.
UCL Fire Safety Technical Note - TN077
This check sheet may be used as an Fire Risk Assessment review Aide Memoire & record
ITEMS TO CHECK
Action
Yes
No
WHAT ARE YOUR ARRANGEMENTS?
(& what action taken where answer is ‘NO’)
Dangerous Substances:
Flammable
Liquids
do
you
have
arrangements to review use, quantities and
storage arrangements for flammable liquids,
were kept inside they area in suitably
designed bins or cabinets [See TN097]?
Liquid Petroleum Gasoline (LPG) - review use,
quantities and storage arrangements for LPG,
should be kept inside in suitably designed
cabinets, maximum holding is 15Kg inside Labs
and workshops but not to be stored in
basement and that suitable warning signage
is provide.
Flammable & Toxic Gases - review use,
quantities and storage arrangements for these
gases, should be kept inside suitably designed
fire rated ventilated cabinets & suitable
warning signs provide [Seek advice from BOC
UCL Customer Manager ucl@boc.com.
Review - hazard safety signage provided on
Department Laboratories, workshops and
Hazard Storage areas [See TN095].
General Housekeeping
Check that combustible materials are being
kept clear of hot surfaces, electrical
equipment, naked flames or other sources of
ignition [See TN077].
Check if cuboid electrical adaptors are being
used instead of block type with short cable.
Those adaptors are not overloaded with more
than 13 amps being drawn from any one
socket [See TN077].
Lockers In Corridors (1) is the corridor
sufficiently wide enough for lockers & escape;
are lockers all on one side of the corridor and
not forming a chicane.
That no storage
whatsoever is permitted on locker tops (which
could fall onto occupants and or cause an
obstruction on the escape route in a fire
situation).
(2) that the lockers are of
construction for their contents,
doors or shutters and do not hold
hazardous or dangerous materials
[See TN074 / TN077].
a suitable
fitted with
flammable,
within them
__________________________________________________________________________________________________________________________
Date Last Amended: Apr 16
5.
Issued by the – Fire Safety Manager, UCL Estates, Gower Street, London, WC1E 6BT - This guide is to be regarded as a general statement of
requirements and is in addition to relevant British Standards or any other instructions received from the Local Fire or Building Control Authorities.
UCL Fire Safety Technical Note - TN077
This check sheet may be used as an Fire Risk Assessment review Aide Memoire & record
ITEMS TO CHECK
Action
Yes
No
WHAT ARE YOUR ARRANGEMENTS?
(& what action taken where answer is ‘NO’)
General Housekeeping
Smoking - is there any evidence that smokers
are using secluded areas to smoke? Check
on external smoking locations and controls /
deposal of waste butts around the building i.e.
falling into basement light well areas where
rubbish leaves can accumulate etc. [See
TN077]
__________________________________________________________________________________________________________________________
Date Last Amended: Apr 16
6.
Issued by the – Fire Safety Manager, UCL Estates, Gower Street, London, WC1E 6BT - This guide is to be regarded as a general statement of
requirements and is in addition to relevant British Standards or any other instructions received from the Local Fire or Building Control Authorities.