Health and Safety Policy
1.
Aims
The School of Education and Social Work aims to ensure that all staff receive sufficient information, instruction, training and
supervision in order:
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to comply with relevant safety legislation
to respond to emergency situations
to report accidents and assist in investigation.
We also wish to ensure that all staff knows how to respond to emergency situations e.g. fire alarms or accidents, and that any
accident on the premises is reported and investigated. The School of Education and Social Work aims to develop and maintain at a
high level a general culture of safety awareness in liaison with other Schools and building users. This Policy should be read in
conjunction with the University of Sussex Health and Safety Policy, May 2008.
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2.
Responsibilities
2.1 Vice Chancellor
Overall responsibility for the formulation of health and safety policy within the University rests with University Council. The Vice
Chancellor is, in turn, responsible for the Implementation of this policy.
2.1.1 The Head of School
The Vice Chancellor has delegated to the Head of School overall responsibility for the health and safety management of all workbased activities undertaken within the School and as such, the Head of School is accountable for their School’s health & safety
performance.
To achieve these aims, the Head of School will be responsible for ensuring that (s)he:
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is aware of their own role in regard to health & safety management;
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sets and monitors appropriate health & safety objectives for staff;
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adequately resources the provision of appropriate health & safety information, instruction training and supervision for all
staff and others falling under their control;
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implements appropriate consultation and communication procedures;
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develops and maintains a local Health & Safety Management System;
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monitors the effectiveness of the implementation of the Health & Safety Management System;
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allocates adequate resources to fulfil their health and safety responsibilities;
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appoints a suitable and sufficient number of local Health, Safety and Environment Advisors.
In pursuance of their responsibilities, the Head of School has delegated various tasks to senior managers and supervisors within
the school. These roles and responsibilities are described below.
2.1.2 Departmental Heads
All persons with managerial or supervisory responsibility for either staff or students must adequately supervise the work activities to
ensure that safe systems of work are being followed. (This includes members of faculty who supervise students)
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Within centres of teaching and research, members of faculty have responsibilities to their colleagues and a duty of care for all
students (including postgraduates), especially whilst undertaking practical research and fieldwork. Where members of faculty and
ATs, ARs and technicians/demonstrators are involved in shared research and/or teaching work, the member of faculty retains
overall responsibility for health and safety.
However, it is recognised that the technician/demonstrator can act in a supervisory role and in such cases will assume some of the
responsibility for health and safety. This responsibility should be clearly indicated in the local Health & Safety procedures.
2.1.3 Local Health, Safety and Environment Advisor
The School Administrator, or a senior professional services colleague as identified by her, has been appointed, by the Head of
School, as the school’s local Health, Safety and Environment Advisor (HSEA).
The HSEA is responsible for the day-to-day administration of the School’s health, safety and environmental management system.
Their brief is to keep all staff informed of relevant legislation, carry out safety inspections, workplace (but not process) risk
assessments and, from these assessments, identify any training needs and/or preventative/protective measures that will need to be
implemented to reduce risks to a tolerable level.
The HSEA will need to liaise with the relevant parties to ensure that any matters arising out of their duties are adequately
implemented. Where issues are not adequately resolved, the HSEA will be responsible for bringing these issues to the Head of
School for further action.
The HSEA is supported and kept advised of developments, including any changes in legislation, University policies and procedures
etc. by the University’s Health, Safety and Environment Office.
2.1.4 Staff Responsibilities
All employees of the University have a duty to take care of their own health and safety at work and those of "other persons", i.e.
other staff, students and visitors.
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Staff must not interfere with anything provided for their safety, or the safety of others, and must also co-operate with line managers
on health and safety related issues. In addition, staff must report to management any health and safety issues which they consider
a serious and imminent danger to health and safety.
3.
School of Education and Social Work Health and Safety Management System
3.1 Risk Assessment
All School of Education and Social Work activities (see attached guidance notes for examples) that are identified as carrying some
risk must be suitably and sufficiently assessed for risks to health and safety prior to the proposed activity starting. Responsibility for
ensuring that this risk assessment has been carried out is delegated by the Head of School to the manager/supervisor in overall
control of the activity concerned. The actual responsibility for undertaking the risk assessments should then be delegated to suitably
competent persons within the department/unit that have the appropriate knowledge, experience and training in the activity to be
assessed. The risk assessment process should involve, wherever appropriate, consultation with those who will actually undertake
the activity.
A written record of the assessment identifying any significant hazards must be completed and provided to those undertaking the
work. The assessment should describe the preventative and protective measures required to eliminate, avoid, reduce or control the
risks identified to a tolerable level.
The control measures must be implemented and adequately maintained and records kept of any monitoring or maintenance of
equipment undertaken. Records must be kept as long as required by the relevant statutory provision.
Risk assessments must be regularly reviewed annually
requirements for assessment.
3.2
or when any significant changes occur either to the process or the
Information, Instruction, Training and Supervision
3.2.1 Information
Managers and Supervisors must inform staff of the outcome of any risk assessments and provide other health & safety information
as necessary (this includes local inspection reports and minutes of meetings).
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The HSA, in liaison with the University’s Health, Safety and Environment Office will act as a central resource providing information
relating to all University health, safety and environment documentation, e.g.: minutes of meetings, Policies, Local Rules and
Guidance Notes.
The School of Education and Social Work has produced its own Health & Safety Guidance (attached) in which references to
relevant hazards and risks to health & safety are detailed and the procedures for minimising or eliminating those risks are given.
The local Handbook does not repeat the detail of University Policy but does provide sufficient detail on local structure and
organisation.
3.2.2 Instruction and Training
All staff must receive a local induction and local Health & Safety Induction as soon as possible after starting work, but no later than
within three months of starting.
In addition to induction training, Managers and supervisors have a responsibility to identify the training needs of all subordinate
employees. A training needs analysis should be conducted for each job and if this analysis highlights a health and safety training
requirement then appropriate training must be provided within a reasonable time scale. Specialised training is likely to be required
for staff with designated health and safety duties, e.g.: HSAs.
3.3
Emergency procedures
3.3.1 First Aid
First Aiders receive training through the University’s Health, Safety and Environment Office. The Security Office holds the
responsibility for contacting the university emergency response team. The first aid box is located in the old foyer beside the double
doors leading to the main entrance.
3.3.2 Accidents
All accidents or ‘near-misses’ must be reported to clerical assistants/School Administrator who will complete an online report form.
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3.3.3 Fire Precautions
There is a procedure for ensuring safe and speedy evacuation in the event of the fire alarm sounding. Details are in the School’s
Health & Safety Guidance notes (attached).
3.3.4 Personal Emergency Evacuation Plan
A Personal Emergency Evacuation Plan (PEEPS) is required for all members of the university with a permanent or temporary
disability. This should be carried out by the relevant Head of Department or nominee. PEEPs forms are available at:
http://www.sussex.ac.uk/hso/1-2-5.html.
3.4
Consultation with Employees
The School of Education and Social Work has established a local Health and Safety Committee to oversee health and safety
matters within the School and to report to the University’s overall Health and Safety and Committee.
The Committee will meet at least once per academic year and will have a membership drawn from each school department, the
school administration, , the local HSA and, by invitation, a member of the Health and Safety Office. The Committee will be chaired
by the Head of School.
3.5
Safety Information
The HSEA will keep all relevant general safety information, including the School of Education and Social Work’s Health & Safety
Guidance notes duly completed. The HSEA will also provide information on the Safety Notice board in Essex House (at the side of
the main staircase on the ground floor). Human Resources give copies of the University Safety Policy to all new staff. Copies of the
School of Education and Social Work Safety Policy and the Health & Safety Guidance notes are provided by the HSEA.
4.
Policies and documentation
A comprehensive list of documents and policies relating to health and safety can found at: http://www.sussex.ac.uk/hso/1-2.html
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4.1
Health and Safety (Display Screen Equipment) Regulations 1992 (as amended 2002)
These regulations apply to all users of personal computers. New members of staff will be provided with the appropriate web links to
look at the display screen assessment policy and information on working with vdu equipment. A Display Screen Equipment
assessment is required for all members of staff and will be arranged as part of the in-house induction programme within the first few
weeks of commencing employment.
4.2
Electricity at Work Regulations 1989
Compliance with the Electricity at Work Regulations 1989 is the responsibility of the HSEA who arranges regular testing of all
electrical equipment in offices throughout the building. Staff should be aware that electrical equipment, which does not display a
current sticker to show that it has been tested, might be removed by the HSEA. Staff should not bring there own electrical
equipment into work unless arrangements have been made with the HSEA to have this equipment tested prior to first use at the
University.
4.3
Manual Handing Operation Regulations 1992
Supervisors/School Administrator should make risk assessments for tasks involving the movement of heavy items, e.g. stationery,
furniture, etc. Staff of the School of Education and Social Work should not move heavy items, but ask a premises assistant who has
been trained in manual handling to do so.
4.4
Smoking
In line with University policy, smoking is prohibited in all areas of the School of Education and Social Work, including offices.
4.5
Out of Hours working
Persons wishing to gain access to the buildings outside normal working hours must record their presence. This is to ensure their
safety in the event of an emergency.
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If you need to be in the building outside normal working hours (ie before 8am or after 6pm or anytime at weekends or minimum
service days) please notify the university Security Services office on (01273) 678234 and via email at security@sussex.ac.uk. This
is so security staff know to try to find you in the event of an emergency. Please also read the university Lone Working Policy
available at: http://www.sussex.ac.uk/hso/documents/microsoft_word_-_lone_working_policy.
On leaving, please check that the door of the office you were using is locked and all lights are turned off.
5.
Monitoring, Audit and Review of the Health and Safety Management System
Risk assessments have been undertaken on the work activities of staff and students, and recorded. They will be reviewed regularly
and further risk assessments will be carried out if new work practices are introduced.
The reporting of building safety inspections, audits, health and safety concerns, etc will be undertaken by the HSEA at the School’s
Health Safety and Environment Committee.
Mechanisms which are put in place to ensure safety policies and procedures are carried out will be audited and monitored by the
Safety Inspection Team. The Head of School will be responsible for ensuring that the Health and Safety Management System is
audited at least yearly and that a report is prepared and provided via forms available from the Health and Safety Office, to the
University’s Director of Health, Safety and Environment for formal presentation to the University’s Health, Safety and Environment
Committee.
Peter Aggleton
Head of School, Education and Social Work
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Health & Safety Guidance
1. General
This guidance should be read in conjunction with the School of Education Safety Policy.
The Health & Safety noticeboard is in the old Foyer of Essex House near the bottom of the north staircase.
2. First Aid
First Aiders receive training through the University’s Health, Safety and Environment Office. The Security Office holds the
responsibility for contacting First Aiders. The first aid box is located in the old foyer.
The University also has a rescue team for emergencies. You should ring them on (87)3333 as they can arrange for emergency
services to be directed to the correct place – do not dial 999 for ambulances/fire brigade etc, otherwise valuable time can be
wasted for emergency vehicles getting lost on campus.
3. Fire Precautions
If the fire bell sounds, leave what you are doing and exit the building by the quickest safest route. Congregate by Assembly point 28
(indicated by a green sign with the tick) which is at the bottom of the grassed bank on the east of the building. Do not re-enter the
building until permitted to do so. If you have any students or members of the public with you, take them outside as well.
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There are floor wardens appointed for each corridor in the building and they are responsible for ensuring safe and speedy
evacuation whenever the fire alarm rings continuously. They report to the Marshall in charge (nominated member of Estates) at the
assembly point. The floor wardens are listed separately. They have or will be trained in how to evacuate the building quickly and
safely.
4. Accidents
If you have an accident, however minor, or witness a dangerous occurrence report it to either a clerical assistant or the School
Administrator.
5. No Smoking
In line with University policy, smoking is prohibited in all areas of the building.
6. Out of Hours working
If you need to be in the building outside normal working hours (ie before 8am or after 6pm or anytime at weekends or minimum
service days) please notify the university Security Services office on (01273) 678234 and via email at security@sussex.ac.uk . This
is so that security staff know to try to find you in the event of an emergency. Please also read the university Lone Working Policy
http://www.sussex.ac.uk/hso/documents/microsoft_word_-_lone_working_policy
On leaving, check that the door of the office you were using is locked and all lights are turned off.
7. Display Screen Equipment (DSE)
If you use display screen equipment, an assessment will be carried out of your computer equipment, furniture, room etc. If you feel
at any time that you require alterations to be made or need additional equipment (eg a footrest, wristrest or document holder) or
suffer any muscular problems, let the School Administrator know. The Occupational Health Advisor can be requested to undertake
a further assessment.
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8. Manual Handing
Do not try to lift or move heavy objects, stationery, furniture or equipment. Your Line Manager or nominee will make a risk
assessment for tasks involving the movement of heavy items. If you need to move a heavy item, ask a premises assistant to do so
(ext: 2328), who will have been trained in manual handling. If your job involves moving heavy items regularly, you will be trained in
manual handling. A kick-step sthool is available in post room.
9. Risk assessments
Risk assessments have been/will be undertaken by line managers on the work activities of staff and students. A record is kept by
the Head of Department and either the School Administratoror a senior professional services colleague indentified by her, so if you
carry out a risk assessment please ensure a copy is passed on. Risk assessments should be carried out for all activities where
there could be a risk element. Examples are: manual handling, on and off campus events, pregnancy/maternity, activities being
carried out by those with a disability, field trips, school visits, placements, out of hours meetings, travelling for work purposes and
lone working.
Further information and relevant forms can be found here: http://www.sussex.ac.uk/hso/1-2-16.html
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