FIRE
SAFETY
POLICY
MAY 2007
PUBLISHED BY
NEWCASTLE UNIVERSITY SAFETY OFFICE
Contents
Statement of University Fire Safety Policy
Organisation and Responsibilities
Vice Chancellor (Responsible Person)
Estates Support Service (ESS)
Head of School
School Safety Officer
Senior Fire Marshal
Fire Marshal
Fire Warden
Student Fire Safety Ambassador
Staff and Students
University Fire Safety Officer
Tyne and Wear Fire and Rescue Service (Fire Brigade)
Arrangements
Fire Risk Assessment
Fire Training
Basic Fire
Fire Warden
Evac Chair
Specialist training
School level training
Information and Guidance
Emergency incident boxes
School safety policy
University No Smoking Policy
Safety arrangements posters/fire notices
Safety Office website
Fire Reports Forms
Documentation/Record Keeping
Faculty Safety Committees
Personal emergency evacuation plan (PEEP) guidance
Fire Prevention (PAT testing)
Means of Escape (Fire exits, fire doors, corridors, stairs, fire signs)
Fire Fighting Systems (Fire Detectors, Fire Warning Devices and Emergency Lighting Units)
Fire Fighting Equipment (Extinguishers, hose reels etc.)
Emergency Procedures
Local incident plan
Fire drills
Fire assembly points
Estates Fire Safety Issues
Building design
Capital, Improvements and Maintenance
Hot work permits
Managing fire risks during construction work
Briefing contractors on fire safety
Monitoring & Review
Fire statistics
Incident follow up
University Safety Committee
Annual report
FIRE SAFETY POLICY STATEMENT
There have been a number of large scale fires in other Universities in the past couple of years
(Southampton 2005 and Northumbria’s private student accommodation April 2007) amounting
to millions of pounds of property damage and severe disruption to the both Universities. These
incidents demonstrate the importance of managing fire safety and embedding fire procedures
into school management procedures.
This fire policy document has been designed by the University Safety Office to assist Schools
to comply with current fire safety legislation. The Regulatory Reform (Fire Safety) Order and
the Management of Health and Safety at Work Regulations are the main legislative documents.
It is the policy of Newcastle University to ensure that all employees, students, contractors and
visitors are protected from the risk of fire. With this aim, appropriate fire safety precautions
shall be undertaken. Also, appropriate evacuation procedures shall be developed, implemented
and periodically tested. All staff and students should be provided with sufficient fire awareness
training and instruction. The main campus and satellite sites comply with relevant fire safety
legislation and recognised good practice.
The policy gives advice on emergency procedures and how the workplace must be managed to
comply with the above legislation. Fire safety is only one of many safety issues that
management must address to minimise the risk of injury or death to staff and students. Unlike
most of the other safety concerns, fire has the potential to injure or kill large numbers of people
very quickly.
Newcastle University requires all Schools, Student Accommodation, controlled sites and
premises to have plans and procedures for dealing with emergency fire situations. The plans
and procedures should be based on identified hazards and risk assessments and include
provision for visitors, guests, contractors and the public to be informed of fire precautions and
emergency procedures.
The policy will be reviewed alongside the University safety policy.
ORGANISATION AND RESPONSIBILITIES
This section is designed to explain the responsibilities of the various role holders in relation to
fire safety at Newcastle University.
Responsible Person (Vice Chancellor)
Responsibility for complying with the Fire Safety Order rests with the Responsible Person.
This is a specific role holder/job title that is defined in the recent fire safety legislation and
basically means the person with overall responsibility/accountability for the fire safety
management for a particular business/company. For the University of Newcastle, this is the
Vice Chancellor. To assist him, the Pro-Vice Chancellor for Safety has the delegated
responsibility for all safety matters, which includes fire safety. To keep him informed there are
termly fire safety updates via the University Safety Committee and an annual safety report.
Estates Support Service (ESS)
A key role holder in terms of fire safety is the Estates Support Services. ESS have input into
the fire safety management system in relation to both capital (new builds and refurbishments)
and maintenance works.
New builds and refurbishments take account of fire regulations and building regulations in
relation to fire safety. ESS hold a monthly Capital Works planning meeting where fire issues
relating to ongoing and planned works can be discussed. The Fire Safety Officer/University
Safety Office also comments on building designs/plans from Stage C onwards. On the larger
jobs members of the Safety Team are often involved in the regular progress meetings. Fire
safety issues/standards are included in the standard specification for Estates jobs.
ESS also respond to and any additional work which is flagged up by the fire safety risk
assessments and the fire defect reports.
ESS also maintain and test the following:
 Fire warning systems (fire alarms, smoke detectors, heat detectors) – In accordance with
current British Standards
 Fire extinguishers and hose reels – Annually
 Fixed protection systems – sprinklers, smoke control – In accordance with current
British Standards
 Emergency lighting – In accordance with current British Standards
 External fire escape stairs – Annually
 Fire Doors - Annually
 Dry risers – Every two years
 Evac chairs - annually
ESS also have a contractors procedure which ensures that all contractors working on the
university estate comply with all relevant fire precautions. Further details can be found later in
this document.
Heads of Schools
Heads of Schools are responsible for all aspects of fire safety related to any hazardous
substance, work process or activity in their school. In practice the Head of School tends to
delegate the day to day fire management to the School Safety Officer/Fire Marshal/Fire
Wardens who feeds back to them as necessary.
School Safety Officer (SSO)
The following is taken from the School Safety Officer (SSO) roles document
SSO’s should ensure that the precautions against fire in their areas are adequate and that those
working in that area are well rehearsed in the action to be taken in case of fire. In particular,
SSO’s should conduct fire drills and appoint fire marshals and wardens as appropriate, as set
out in the University Safety Policy. Where buildings are shared by a number of Schools, the
following arrangements for fire drills shall apply, unless the Heads of Schools concerned
specify otherwise. SSO’s in the building shall meet once a year to discuss issues of common
concern, and appoint one of their number to co-ordinate the drill during that year. This
function should rotate among all the SSO’s concerned, thereby ensuring that the experience is
spread across the group.
Senior Fire Marshals
Some University buildings are so large (Med School), it would be difficult for one person to
co-ordinate. In such cases, a Senior Fire Marshal should be appointed; the role is principally
one of communication with the other Fire Marshals and with the Emergency Services. It is
strongly advisable to consult with the University Fire Officer before establishing or considering
such a post.
Fire Marshal
The main role of the Fire Marshal is to conduct all operations until a safe conclusion is reached
or until the arrival of the Fire Brigade. Basically, they are the person in charge and their role
consists of liaising directly with all the building Fire Wardens to ensure:
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Everyone in the building is accounted for
Investigating the cause of the incident
Ensuring the Emergency Services and University Security are informed
Directing Fire Wardens to assist in the situation
Liaising with the Emergency Services on their arrival
Coordinating contingency planning if the situation warrants it
Ensuring the building is safe before anyone is allowed to re-enter
Compiling a Fire Related Incident Report.
Schools must appoint sufficient deputies to cover periods of leave, sickness etc.
To ensure Fire Marshals are competent in carrying out all their duties, it is important that they
attend the Fire Warden & Marshal training course.
Fire Warden
In larger buildings, or those in which a roll call after evacuation is ineffective due the
continuous movement of people in and out of the building, designated Fire Wardens should be
appointed for each area of the building. In some cases, due to the complexity of the building, it
may be necessary to have more than one Fire Warden. In the event of a fire, the Fire Wardens
are responsible for ensuring that their areas are evacuated; on completion of this task the Fire
Warden reports that their area is clear to the Fire Marshal who is overall in-charge and
positioned at the Fire Assembly Point.
It should be stressed that no one in the building should delay their evacuation pending
instructions from a Fire Warden. The absence of Fire Wardens should have no effect on the
evacuation, but could affect the reliability of information that is passed on to the Fire Brigade
when they arrive at the incident.
To be effective Fire Wardens must react immediately and be authoritative when getting people
to leave. A systematic sweep of the building must include all areas that are open and accessible
to occupants, which includes toilets. When carrying out the sweep, doors and windows should
be closed - this is to prevent the spread of fire throughout the building and aid fire fighters who
may have to enter and deal with the fire. Persons encountered with mobility problems may need
assistance and it is advisable that all Fire Wardens and Marshals are trained in using Evac
chairs. Above all, Fire Wardens must remain vigilant at all times and on no account place
themselves in any danger; if a fire is discovered and it is too big to deal with using the correct
fire extinguisher then the building must be evacuated and the findings reported to the Fire
Marshal.
All University buildings have fire protection measures installed, these include fire doors, fire
extinguishers, fire alarms and emergency lighting. These day to day fire protection measures
must be maintained at all times and it is the responsibility of the Fire Warden to ensure they
remain in good working order and are not tampered with i.e. doors propped open, extinguishers
removed and that fire alarms are sounding properly. If the fire protection measures are found
defective, then it must be reported immediately using the online Fire Defect Report Form.
Schools must appoint sufficient deputies to cover periods of leave, sickness etc.
To ensure Fire Wardens are competent in carrying out all their duties, it is important that they
attend the Fire Warden & Marshal training course.
Staff, Students and Others Working in or Visiting the University
All people are required to familiarise themselves with the fire and emergency instructions, fire
precautions and action and to take on discovering a fire. In all cases this involves them taking
part in any practise evacuations that are organised and attend fire training.
Staff and students involved in non-work related activities (e.g. in their residential
accommodation), visitors and others in university controlled premises are required to comply
with emergency procedures and instructions.
Student Fire Safety Ambassador
The University has a student acting as a Fire Safety Ambassador. Their role is to promote fire
safety awareness to other students living predominantly in private residence accommodation.
In the past this has included inviting the Fire Brigade in to do a chip pan fire demonstration
outside the Union building and displaying safety posters.
University Fire Safety Officer
The University employs a full time Fire Safety Officer who works in the University Safety
Office. The post holder advises all parts of the University on fire safety issues as well as
undertaking fire risk assessments, delivering fire safety training and liaising with the Fire
Brigade.
Tyne and Wear Fire and Rescue Service (Fire Brigade)
The Fire Brigade are responsible for fighting fires, enforcing fire safety legislation but also
providing fire safety advice. As a result they may come onto campus to undertake routine
familiarisation visits of buildings, respond to emergency situations and look into fire safety
issues. Where possible the Fire Brigade will be accompanied by the Fire Safety Officer or
another member of the Safety Team when they are on site.
Every year the local Community Fire Safety Officer provides talks for all students living in
University Accommodation at the beginning of each academic year. In the past they have
organised lectures, videos, chip-pan fire demonstrations and attended fresher’s week to
promote good fire safety.
ARRANGEMENTS
FIRE RISK ASSESSMENT
It is now a legal requirement to undertake fire risk assessments. At Newcastle University, the
Fire Safety Officer (accompanied by the relevant building occupier as required) carries out a
cyclical programme of fire risk assessments which is prioritised on a risk basis. As sleeping
accommodation is the biggest life threat this has been addressed first, followed by buildings
housing high risk activities such work involving significant quantities of chemicals and gases.
The visit may result in various recommendations such as replacing gas bottles with piped gases.
Following each visit, the building (as opposed to school) is issued with a Fire Safety Audit
Manual which includes the fire risk assessment and a number of checklists. This is kept and
maintained by the School Safety Officer/Fire Marshal. It should be noted however, that Estates
also keep maintenance records relating to fire safety management.
Estates are also given a copy of the fire risk assessment and will undertake a programme to
incorporate Estates related recommendations into planned maintenance and refurbishments,
giving due regard to the urgency of the recommendation in each case.
In addition, as part of the fire risk assessment process, the Estates Support Service has paid a
consultant to produce a report on occupancy numbers in all buildings. This report has provided
detailed recommendations for fire safety improvements, such as up-grading fire alarms,
improving fire safety signage and improving escape routes.
FIRE TRAINING
The current fire regulations require that all staff is trained in fire prevention, control and
evacuation procedures.
The University Fire Officer delivers fire training every Wednesday and bookings can be made
by contacting: lynne.collins@ncl.ac.uk in the Safety Office
It may be possible to arrange for fire safety training to be delivered within the School, where a
large number of staff requires training. A suitable training room equipped with video and
monitor will be required and an area outside will be necessary so that 'Hot-Fire' training can be
carried out safely.
There are two main fire safety courses run by the University Safety Office. These are the Basic
Fire Safety and the Fire Marshal and Warden course. The Safety Office also provides Evac
chair training and arranges specific training such as how to work individual alarm panels.
Basic Fire Training Course
The course lasts one and a half hours and is held most weeks. The aim of the course is for
participants to gain the knowledge and understanding of what to do in the event of a fire. The
course is provided free of charge to University staff, Postgraduate students and staff of
University Spin-Out Companies. Arrangements can be made to conduct training in individual
buildings.
The course includes sessions on:
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Understand the Means of Escape
The general fire precautions to be taken while at work
What actions to take in the event of a fire
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What actions to take on hearing the fire alarm
How to select and operate the appropriate fire extinguisher
Fire Warden and Marshal Training
The course lasts two hours and is aimed at University Staff who are responsible for carrying out
fire warden/marshal duties.
The course includes session on:
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The responsibilities of a Fire Warden
How to recognize active fire protection measures of a building and the method of fault
reporting
The responsibilities of a Fire Marshal
Understanding Means of Escape
The general fire precautions to be taken while at work
What actions to take in the event of a fire
The Wardens/Marshals role on hearing the alarm
How to select and operate the appropriate fire extinguishers
Evac Chair Training
The course is hands on and lasts about one hour. The course may not be appropriate for
delegates with existing health conditions such as bad backs.
By the end of the course the delegates will be able to demonstrate that they can use the Evac
chair as follows:
 On the flat - Open the chair, secure the person in the chair and then show the balance
position and learn to move the chair without taking any weight.
 On the stairs- Transfer from wheels to skids smoothly and bump free and transfer from
skids to wheels on the landings.
 In general - Demonstrate a safe and cautious approach to using the chair
Specialist Training
The Fire Officer and Estates will arrange for the porters and other nominated individuals to be
shown how each buildings fire alarm system operates. On site training on how to conduct a fire
drill also occurs.
School Level Training
It is vitally important that all new members of staff receive fire training on their first working
day. This should be carried out by a nominated person (School Safety Officer/Fire Warden) and
should cover the actions to take if a fire is discovered, how to raise the alarm, what to do when
the fire alarm sounds, familiarisation of all escape routes, the location of fire fighting
equipment and fire alarms and the location of the fire assembly point. Records of training
should be established and maintained.
The University Safety Office and University Police have produced a short staff induction DVD
covering fire and security issues. Students also need to be made aware of the relevant fire
procedures; this is normally done via the induction route at the start of the first term.
Lecturers Responsibilities
It is vital that all lecturers brief their students at the start of each lecture in the first term,
explaining what actions to take if the fire alarm sounds. Lecturers must familiarise themselves
with all fire escapes and the location of the building Fire Assembly Point. In the event of an
evacuation, lecturers must report to the Fire Marshal located at the assembly point to confirm
that their students have evacuated the building.
INFORMATION AND GUIDANCE
Emergency Incident Boxes
Each building has an Emergency Incident Box, which is usually located next to the fire alarm
panel/near the entrance to the building. The information contained in this box should be
brought to the attention of the Fire Brigade. Each box contains plan drawings of the building
and highlights any potentially problematic areas such as where gas cylinders, explosive,
flammable or hazardous materials are located. The plans also show the location of isolation
valves, the position of control panels installed for fire protection systems and show the access
routes for fire fighters. The boxes also contain equipment to assist the Fire Marshal in ensuring
a safe evacuation of the building. Where possible, the boxes have been located so that they are
covered by CCTV.
School Safety Policy
Local fire arrangements need to be included in the school safety policy. This should include the
names of the role holders, cover the actions to take if a fire is discovered, how to raise the
alarm, what to do when the fire alarm sounds, familiarisation of all escape routes, the location
of fire fighting equipment and fire alarms and the location of the fire assembly point. It should
also say when fire alarms tests are to take place.
These arrangements also need to cover changes of use affecting the fire risk assessment.
Examples of this might be Halls of Residence providing accommodation and catering for a
large conference out of term time. There should also be arrangements for out of hours work.
Fire risks associated with their teaching, research and other activities need to be included in the
risk assessments carried out on the activity. Those engaged in some workshop and similar
processes (for example, welding, grinding, cooking and heating substances in laboratories) also
need to be instructed and demonstrably competent as a result. Records of training must be
established and maintained. They may also need to be supervised to achieve an acceptable
level of safety.
Housekeeping needs to be mentioned in the school safety policy. Fire risks can and do arise as
a consequence of poor housekeeping, which leads to an accumulation of combustible materials
or fire accelerants (flammable liquids and gases) or the unsafe storage of these, creating an
increased risk of fire or fire load in that part of the building. There is a checklist in the Fire
Safety Manual to record the weekly inspection/check by the school that housekeeping standards
are maintained and that escape routes are clear etc.
University No Smoking Policy
The University has a no smoking policy. This basically states that there is to be no smoking on
University grounds or in University buildings. The only exception to this is some designated
areas located in student accommodation sites. Further details can be found on the HR website.
Safety Arrangements Posters/Fire Notices
Posters displaying the action to take in the event of a fire should be displayed in prominent
locations in all schools; this is usually located at each fire alarm break glass call point.
Safety Office Website
There is a fire safety section on the Safety Office website.
http://www.safety.ncl.ac.uk/Home.aspx?tabindex=4&tabid=85
Fire Report Forms
There are two fire report forms on the Safety Office website:
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Fire Incident Report Form
Fire Related Defect Report Form.
It is important that these forms are completed in relation to any fire incident or defect as this
allows follow up action to prevent recurrence.
The fire alarm incident report form should be used whenever the fire alarm goes off – whether
this is intentional or unintentional; this form is also used to record fire drills carried out.
Schools need to designate someone to compile and submit the report.
The fire related defect report form, once submitted, goes to Estates and the Safety Office. It
should be used to report defects such as damaged fire doors, spent fire extinguishers,
unserviceable fire alarms and emergency lighting units.
Documentation/Record Keeping
Record keeping is essential. Various documents need to be kept by different Schools, Services
in the University. These should be made available to the Safety Office and/or the Fire Brigade
on request.
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Fire risk assessment manual – kept by the school
Fire Defect Reports – kept by the school, Estates and Safety Office
Fire Incident Reports – kept by the school and Safety Office
Weekly fire alarm test records – kept by Estates/Building Services (porters)
All other fire alarm tests – carried out by NEL/records kept by Estates
Fire extinguishers checks – carried out by Safe & Sure/records kept by Estates
Dry riser checks – carried out by Safe & Sure/records kept by Estates
Emergency lighting checks – carried out by NEL/records kept by Estates
Fire Door Checks – carried out and records kept by Estates
External Escape Stairs - carried out by a suitable contractor/records kept by Estates
Staff (fire) Training records can be accessed via SAPTem.
Faculty Safety Committee
The Fire Safety Officer and/or Safety Officer attend the Faculty Safety Committees. This gives
schools the opportunity to share good practice and learning points on fire issues.
Personal Emergency Evacuation Plan (PEEP) Forms and Guidance
The PEEP is one part of the reasonable adjustment arrangements made by the University to
include disabled staff and students in all aspects of working or studying at the University
(where this is reasonably practicable). This includes emergency egress during out of hours
working as well as normal hours. The PEEP is designed for schools/services to manage the
safe egress of individual staff and students who cannot get themselves out of a building unaided
in an emergency. The PEEP is appropriate for people with various disabilities and those with
temporary health problems such as a broken leg. Whilst it is the School/Service’s
responsibility to manage the welfare of the staff/student, the University employs a number of
specialist advisers who will assist the school/service to make informed decisions. This will be
achieved by using a case conference approach where the disabled person and all interested
parties will discuss the needs of the individual and agree an action plan. The arrangements
made will then be recorded on the PEEP which should be regularly reviewed. If anyone is
notified that a disabled member of staff needs assistance then Human Resources should be
contacted in the first instance to co-ordinate the approach. In the case of students the Disability
Support Service should be contacted. The PEEP guidance and forms are available on the
Safety Office website under policy.
FIRE PREVENTION
Portable Appliance Testing
To help ensure that electrical equipment is not the source of ignition for a fire, schools need to
ensure that Portable Appliance Testing (PAT) takes place. Whatever testing interval is decided
it should be recorded in the school safety policy. Schools can nominate someone to attend the
PAT assessor’s course and then borrow one of the PAT testers from the Safety Office and carry
out the tests themselves or they can pay a contractor to undertake the tests. Further details can
be found on the Safety Office website. Records of tests must be established and maintained.
MEANS OF ESCAPE
Means of escape include fire exits, fire doors, corridors and stairs.
Fire Exits
Fire Exits must be operable without the use of a key and should open in the direction of escape.
They must be unobstructed and available for use at all times when the buildings are occupied.
The external area outside the fire exit should also be clear of any obstruction such as overgrown
vegetation.
Fire doors
All fire doors, leading on to a Means of Escape and fitted with Self-Closing Devices should be
kept closed when not in use and they are not to be wedged open. Where doors have two leaves
they should both be capable of being used and should not be in the locked position. All doors
fitted with electrically operated door release mechanisms should release openable in the event
of a power failure, and released in the event of a fire alarm activating. They should also be
fitted with a break glass release point on the side from which an escape is required. Clear
instructions on how to release the door for example: “In Emergency Break Glass in Green Box
to Release Door” should be provided.
Corridors/Stairways
Items, which pose a potential fire hazard and those, which could cause an obstruction should
not be installed or stored in corridors and stairway enclosures. There may be some exceptional
circumstances to this general rule and the Fire Safety Officer needs to be consulted.
Fire Signs
Estates will ensure that fire instructions notices, fire assembly points, fire escape routes, final
exits etc are appropriately marked in the current standard (in the form of pictogram/running
man and words) and maintained so that occupants are properly directed to exits and fire
assembly points. This will also be looked at as part of the fire risk assessment programme.
FIRE SAFETY SYSTEMS
The provision of adequate warning of fire, and equipment to detect a fire and sound the alarm,
is a requirement of Article 13 of the Regulatory Reform (Fire Safety) Order.
Fire safety systems such as fire detectors, fire warning devices and emergency lighting units
must be maintained in effective working order and available for use at all times.
Smoke Detectors
Many buildings are fitted with automatic smoke detectors, which work on the principle of light
scatter – the effect of smoke is to scatter the light from the transmitter to the receiver. Smoke
detectors are quite sensitive, which means they are faster in response than heat detectors. They
are tested and maintained, in accordance with current British Standards, by Estates using an
appropriate contractor.
In some cases (such as building work) it may be necessary to disabled/cover up the smoke
detector to prevent false activations. This must be arranged via Estates.
Heat Detectors
Heat detectors may be divided into two categories: fixed temperature and rate of rise.
They may be used for general property protection and will normally be much slower to operate
than smoke detectors. Heat detectors are usually sited in areas in which dust, fumes may
preclude the use of smoke detectors e.g. kitchens. They are tested and maintained, in
accordance with current British Standards, by Estates using an appropriate contractor.
Fire Alarm Maintenance and Testing
Estates will maintain building fire alarm systems using specialist alarm engineers, so that they
are capable to go into alarm and alert occupants when required. In circumstances where the
installed fire alarm system is unserviceable, Estates will provide temporary arrangements to
occupants for the manual raising of the fire alarm until such time as the fire alarm system can
be repaired.
Estates will arrange for a competent engineer to maintain all fire alarm systems, which will
include Automatic Fire Detectors.
Schools and Security staff will interrogate and report faults to Estates using the Fire Defect
Report Form.
The porters will carry out a test of the sounders every week by activating a call-point. A
different call point will be tested each week; more than one call point may have to be tested so
that all the call points in the building are tested within a 13 week period. The purpose of this
test is to ensure that all call points work and that fire alarm sounders are working and ringing
loud enough to alert all occupants. The test requires the bells or klaxons to be run in short
bursts (approximately 3-5 seconds). Any defects (no sound, low sound) are to be reported via
the fire defect form.
Devices Interfaced with Fire Alarm Systems
All devices that are interfaced with a building’s fire alarm system should be switched to a safe
condition whenever the alarm system is activated. This refers to devices such as automatic
doors, access control systems, magnetic door locks, magnetic hold-back devices, gas cut-off for
heating boilers or other plant and equipment. Devices should be checked a competent fire alarm
engineer during their test/inspection programme to ensure that they function effectively for the
purposes of safety or fail to a safe state or condition in the event of a mains electrical power or
other systems failure.
In each case, the aim should be to ensure that all devices that are connected to a building fire
alarm system will respond to an activation reliably or fail safely.
Emergency Lighting and Signage
Article 14(2) of the Regulatory Reform (Fire Safety) Order requires that: emergency routes and
exits must be indicated by signs; and emergency routes and exits requiring illumination must be
provided with emergency lighting of adequate intensity in the case of failure of their normal
lighting.
Estates check/inspect emergency lighting in accordance with current British Standards. If
school staff notice that the emergency lighting is not working this should be reported via the
fire defect report form.
Estates will maintain the back-up batteries for the emergency lighting in every building to
ensure that they will work if there is a power failure.
FIRE FIGHTING EQUIPMENT
All fire fighting equipment is to be maintained in good working order and available for
immediate use at all times. Firefighting equipment can reduce the risk of a small fire
developing into a large one. The safe use of an appropriate extinguisher to control a fire in its
early stages can also significantly reduce the risk to other people in the premises.
Estates will employ a competent engineer to check and maintain all fire fighting equipment,
extinguishers, fire hoses and blankets. Selection will be appropriate for the types of fire that
can be anticipated in each area of a building. Advice on selection will be obtained from the
University Fire Officer. Maintenance and checking will include identifying and re-charging
discharged extinguishers. School Safety Officers, Fire Marshals and Wardens should also
complete monthly checks and report any defects to Estates via the Defect report Form.
Fire Extinguishers
The Regulatory Reform (Fire Safety) Order requires, in Article 13, that the premises are
equipped with appropriate fire fighting equipment, which must be easily accessible and simple
to use. All buildings, occupied by university staff, whether owned or leased will be provided,
by Estates, with the appropriate type and quantity of fire fighting equipment as recommended
by the University Fire Officer.
The University Estates Office supplies fire extinguishers of various types to all the campus
buildings. If you think you do not have the correct type of extinguishers available to you for the
type of experimental work that you are undertaking please inform the University Safety Office
so that your needs can be assessed and the correct type of equipment arranged.
There are several types of extinguisher available and they work in different ways. Basically
they all interrupt the fire process by either removing heat from the fire (as in the case of a water
extinguisher) or removing oxygen from the fire (as in the case of CO2), or both (as in the case
of foam). They each have different advantages and problems.
Never attempt to tackle a fire unless you are confident that you can do so safely, for example :
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You have already raised the alarm.
That you have a clear unobstructed route away from the fire in case it grows larger.
That you are confident of your ability to operate the extinguisher.
That you have the correct type of extinguisher.
The University Safety Office organises training course for staff who wish to learn how to
operate a fire extinguisher correctly. Please contact the Safety Office or go to the training
pages on the website for further information.
Types of Extinguisher
The following type of fire fighting equipment can be found at the university:
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Water
Foam
CO2
Dry Powder
Hose Reels
Fire Blankets
There are additional specialist extinguishers available but these require specific training and are
not available for general use.
The extinguishers will conform to one of two colour coding systems. If they are new they will
be ‘full-bodied’ red with coloured handles or a coloured 'shoulder' or band on the cylinder. If
they are older the whole cylinder will be coloured with the indicator colour.
Where agreed with the Safety Office, hose reels shall be replaced with agreed portable fire
fighting equipment. Hose reels still exist in buildings and staff must be made aware of their
location and how to operate them in an emergency.
Fire Blankets are made of fire resistant material. The are particularly useful for smothering
small flammable liquid fires which could occur in laboratories, they are also located in kitchens
where cooking processes are carried out.
EMERGENCY PROCEDURES
Local Incident Plans
Should a fire occur then each school should have a local incident plan to deal with the
emergency itself and also contingency/business continuity plans for any longer term
consequences of a fire. The plans also include procedures for dealing with spills, explosions,
emissions and other likely emergencies. Further details on local incident plans can be found on
the guidance section of the Safety Office website.
Local incident plans should also take account of non routine fire safety situations. For example
if another Fire Brigade strike were to take place then the University Safety Office would issue
additional guidance. Similarly, schools may wish to train additional fire wardens in case of
large scale sickness absence such as in a flu pandemic situation.
Fire Drills
All schools will need to organise a fire drill in the first term. The Fire Officer or someone from
the Safety Office can be present if requested. The Fire Marshal will initiate the alarm after
informing the University Operator and Security that a drill is about to take place. Once the
alarm has been triggered, all people in the building will be expected to leave quickly in an
orderly manner, using the nearest available fire exit. Fire wardens will sweep the areas which
they are responsible for to make sure the areas are clear and report their findings to the fire
marshal. Fire wardens/marshals are provided with hi-vis jackets/armbands and a megaphone
so they can be easily identified and heard. No-one should re-enter the building until the fire
marshal gives the all clear. The University Operator and Security are to be contacted again
when the drill is over.
Fire drills are intended to:
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Test local management arrangements to effect a swift and effective evacuation of the
occupants in each building, including disabled identification and evacuation, to avoid
any loss of life in a fire.
To test the function of the fire alarm system, in particular to test the ability of the
sounders to alert occupants to the fire wherever they may find themselves in the
building;
To look for any defects in the operation of the building’s fire precautions, or in the
arrangements for evacuation, so that they can be rectified.
To test that all devices that interface with the fire alarm system operate as intended or
fail to a safe condition. Fire door hold-back devices, relays to passenger lift controls,
galaxy communications turnstiles, ventilation controls, etc. should be inspected where
feasible as part of the drill to confirm that they work as intended.
During a fire drill, the alarm should be activated using a manual break glass call point rather
than simply operating the bell-test button on the fire panel. This is to ensure that all interfaced
systems are activated (the bell-test button simply tests the function of the sounder circuits, and
is sufficient for sounder tests only). Devices that are interfaced with the fire alarm system
should be identified for each building so that their operation can be monitored during drills and
other activations.
It should be the aim of evacuation during fire drills that the building can be cleared of people in
3-4 minutes (slightly longer in the largest teaching buildings). Staff who are supervising
students should lead them to safety via the nearest escape route.
On completion of the drill, the fire marshal should complete the Fire Incident Report Form
providing as much detail as possible and indicate on the form that a ‘Drill’ has taken place.
Fire Assembly Points
A number of fire assembly points have been strategically sited around the University, these are
at the following locations:
FIRE ASSEMBLY
POINTS
A
LOCATION
Medical School – Front Entrance
B
Medical School – Lovers Lane (Wolfson Unit)
C
Medical School – Boiler House (Leazes Wing)
D
Medical School – Between Clinical Research & Dental School
E
Lovers Lane, between Childs Play and Ridley Building
F
Between Stephenson Building and Cassie Building
G
Grass area – Kensington Terrace/Drummond Building
H
Quadrangle
I
Claremont Quadrangle
J
Paved area between Claremont Bridge/Cassie Building
K
Paved area outside Agriculture Building – St Thomas’s Street
L
Car Park between Nanotechnology and Kings Road Centre
M
Grassed area between Union Society and Theatre
N
Visitor’s Car Park at Barras Bridge
O
Paved area in front of Herschel
P
Grassed are adjacent to Library/Jesmond Road
Q
Grassed area off Windsor Terrace
Emergency Incident Boxes
As details above, each building has an emergency box which contains information for the
emergency services and School Safety Officers.
ESTATES FIRE SAFETY ISSUES
Building Design
Estates will ensure all building design work that affects a building’s existing fire precautions or
introduces new hazards for which these precautions are not relevant conforms to good practice
and relevant industry standards, including (for example):
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Approved Document B ‘Fire Safety’ Building Regulations 2000 (revised edition 2006);
Institute of Electrical Engineers (IEE) Wiring Regulations (16th Edition);
British and European Standards on building fire safety;
Regulatory Reform (Fire Safety) Order 2005.
Proposed changes to the design of the building’s fabric or services should be integrated
sympathetically with its existing fire precautions as described in its fire risk assessment. The
changes on occupancy levels, which affect building capacities, flow-rates on escape routes, etc
must also be taken into account when conducting any material changes to the building.
Estates will therefore ensure that any person undertaking design work is competent. No
University service or school (e.g. IT Services, Telecoms) should engage designers or
contractors for the purpose of altering a building’s fabric or services without referring the
matter to the Estates Support Service.
Fire Compartmentation
The most effective way of controlling fire spread once a fire has started is by subdividing the
building into the smallest practicable compartments of fire resisting construction. By limiting
the growth of a fire, compartmentation provides time for occupants to escape and may enable
the attending fire and rescue services to limit the damage caused. It is dependant, however, on
the integrity and fire resistance of penetrations, such as doors and openings for services.
Estates will monitor any ongoing construction and maintenance work so that breaches in fire
compartment floors or walls are made good (that is repaired so that they are resistant to smoke
and fire). Before commencement of work, other university services (e.g. Telecoms, IT
Services, etc) must agree with Estates on the method and scope of installation and alteration
work to the telecoms and IT network infrastructure to ensure that any damage to fire
compartment walls or floors are made good. Estates will undertake surveys from time to time
to assess the integrity of buildings fire compartments and whether they will perform
satisfactorily in a fire. Where there is reason to expect fire compartments to fail early, Estates
will take remedial action, paying particular attention to ceiling voids above fire doors, service
risers, ventilation ducting, services, cable-routes and pipe work.
Fire Doors
Fire-resisting door assemblies are one of the most important, yet least understood, of all the
passive fire protection measures. Where Fire Doors are required, ideally they should be
purchased in the form of a third-party certificated doorset, whereby a door has been tested
complete with the frame and associated hardware. Certification schemes are operated by, for
example, Certifire, the loss Prevention Certification Board, FIRAS and BM Trada Q Mark.
A regular programme of inspection and maintenance is vital to ensure that the fire doors
continue to provide protection to life and property throughout their service life. Estates will
therefore maintain all fire doors so that they meet the requirements of BS 476 and offer an
effective barrier to fire and smoke so as to allow evacuation and resist fire spread throughout
the building. Estates will specify that contractors use FIRAS or equivalent rated tradespersons
for installation or other work on fire doors and will monitor that this work is completed
satisfactorily.
Dry Risers
Some University buildings are fitted with Dry Risers; these are there to assist firefighters in
carrying out their duties to extinguish a fire. In very high buildings it would be time consuming
and difficult to run a hose from a hydrant/appliance in the street below to the higher floor of the
building. A dry riser comprises of an inlet, located externally to which the fire brigade can
connect a line of hose, and outlets, known as landing valves on each floor of the building.
Where a building has a dry riser, Estates will ensure a suitable contractor will carry out a yearly
inspection and maintain the system in good working order; a test of the riser will be carried out
once every two years.
Capital, Improvements and Maintenance
Estates will manage fire risks associated with construction and maintenance works so as to
avoid fires. Estates will engage contractors who can demonstrate suitable knowledge,
qualifications and experience to carry out any works to the building’s fabric or services that
materially affect existing fire precautions or relies on correct installation of new precautionary
measures. To these ends, Estates will:
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supervise all such work
monitor contractors’ control of fire risks arising from all demolition & construction
work
direct CDM co-ordinators to identify fire risks anticipated in the scope of the works,
particularly hot-works and other high risk activities and include these in the information
pack to prospective contractors and designers (where CDM Regulations apply)
Estates will direct designers to consider fire risks associated with the designs they
choose and mitigate those risks if necessary
Client Schools and Departments will remove or reduce any of their materials and other
hazards that introduce or increase the risk of fire during any construction or
maintenance works prior to their starting
Estates officers will monitor the contractors’ management of fire risks during
construction and maintenance works, intervening where these risks are not being
controlled adequately to prevent fires occurring
At the end of each shift of such construction and maintenance works the contractor will
ensure that any ‘bagged’ automatic fire detectors (AFDs) are cleared of obstructions and
serviceable, and that all fire alarm zones are returned to the fire alarm system after
isolation. At the completion of works, the contractor will ensure that any breaches in
the building’s fire compartmentation (walls, fire breaks, risers, etc.) are reinstated to
give protection against fire spread. The Estates project co-ordinator will tour the site
periodically with the contractor to ensure that these actions are being done.
Hot Work
Hot work, including welding, thermal or oxygen cutting or heating and other related flame, heat
or spark producing operations, are not to take place in any building area without a hot work
permit. The Estates Representative will issue hot work permits; the contractor will comply
with permit requirements. The Contractor is required to notify the Estates Representative of
the commencement and safe completion of such work in compliance with the issued permit; hot
work must cease at least two hours before the end of the working day.
Managing Fire Risks in Construction Work
Estates will ensure that contractors comply with the standards in HSE’s Construction
Information Sheet 51 ‘Construction fire safety’
Briefing Contractors on Fire Safety
All contractors need to be told about the University’s fire safety procedures, and ask the
contractor to demonstrate that this is disseminated to all staff who work on campus. Estates
have a document called “Contractor health and safety requirements” which includes a section
on fire safety.
MONITORING AND REVIEW
Fire Statistics
Many fires are the result of human failings, such as carelessness, malicious intent or simple
incompetence in management. Even in the case of a fire started by faulty electrical wiring,
greater attention to maintenance and safety might have prevented an incident occurring. This
rather philosophical approach does little, however, to reduce the incidence of fire; it is therefore
necessary to analyse statistics concerning sources of ignition in order to obtain information on
which fire prevention may be based. With detailed fire incident reports, the Safety Office can
assist building management with regular feedback about their performance during fire incidents
and drills. The University Safety Committee can also be provided with statistics on the number
of incidents, the type and reports on the evacuation performance of building and, where this is
inadequate, ask the managers in that building for proposals to rectify poor performance.
Incident Follow Up
All incidents (whether false alarms or real fires) will be followed up with a view to learning
from the incident and putting measures in place to prevent recurrence. Where possible the Fire
Safety Officer or someone from the Safety Office will attend if there is a fire alarm activation.
The purpose of this is to maintain good relations with the emergency services, to learn first
hand the situation and cause of any problems and if necessary, to help manage the immediate
situation.
University Safety Committee
There is a mechanism in place where fire safety issues are raised as part of the Head of Safety’s
report to University Safety Committee. This committee meets three times a year and reports to
Executive Board and then Council.
Annual Safety Report
Fire issues are also reported on in the annual report which goes to Executive Board and
Council.