University Services
(Estates and Buildings)
Safety Policy Statement 2008/2009
In recognition of the responsibilities placed upon employers by the Health and Safety at Work Act 1974, the
Management of Health and Safety at Work Regulations (and all other relevant legislation), Estates and
Buildings is committed to its legal and moral obligations of meeting all statutory requirements relating to
health and safety and to apply the appropriate standards to ensure the health, safety and welfare of all
employees, students, visitors, employed contractors and members of the public who are, or may be, affected
by our activities.
This Safety Policy Statement is designed to promote, through active management of Estates and Buildings
hazards and activities, the safety, health and welfare of all University employees, students, visitors,
contractors and members of the public on University of Glasgow premises and to protect them elsewhere
from any adverse effect on their health and safety arising from the activities of the Department. The policy
should be read in conjunction with the Estates and Buildings Health and Safety Manual and the relevant
University Health and Safety policies and procedures.
It is the responsibility of the Director of Estates, accountable to the Estates Committee of Court, with the
support of the Estates and Buildings Directorate Team and all employees of the Estates and Buildings
Department to ensure that this policy is fully implemented, regularly reviewed and communicated within the
Department.
All employees have a legal responsibility under Section 7 of the Health & Safety at Work Act 1974 to take
reasonable care of themselves and all others who may be affected by their acts and emissions and to cooperate with the Department with regard to discharging their obligations to statues, codes of practice and all
related policies and procedures. They must immediately report hazards, dangerous activities and failures in
safety arrangements to the appropriate managers. They are expected to contribute to a culture which leads
to good health and safety standards; to act in a manner that does not endanger themselves or others and to
comply with the requirements of this policy. Employees are expected to take all reasonable steps to ensure
that statutory responsibilities are met, whilst undertaking to ensure that activities, work equipment,
procedures and systems of work are safe.
All persons on University premises have a duty under Section 8 of the Act not to interfere with, or to misuse,
anything provided by the University in the interests of health and safety.
All employed contractors and visitors associated with Estates and Buildings shall be required to co-operate
fully in achieving a safe and healthy working environment by committing to and complying with University
and Estates and Buildings Health and Safety policies.
Jim McConnell CFM BIFM (Qual)
Director
Estates and Buildings
Emergency Procedures
Fire Wardens/Area Fire Officers
Area Fire Officers are responsible or managing and maintaining fire detection and alarm systems in buildings.
Fire Risk Assessments
A Fire Risk Assessment is produced for each building.
Fire Drills
Fire drills will take place at least twice per annum
Fire Evacuation
Instructions concerning procedures in the case of fire are prominently displayed at strategic points around the
Department. Staff should familiarise themselves with these procedures and also with the escape routes in all other areas
of the University which they visit. During a fire alarm, the Fire Warden/Area Fire Officer will direct you to the nearest exit.
The Fire Warden is in charge of implementing the University’s emergency evacuation procedures and may issue
instructions to and request assistance from other members of staff.
Accidents, First Aid and Health
Accidents/Incidents
All accidents or incidents (and near misses) must be reported promptly using an accident report form which, when
completed, should be sent to Safety and Environmental Protection Services (SEPS). Any person may report an
accident/incident. In the case of serious accident or illness, an ambulance should be summoned by telephone
immediately.
First Aid
Lists of Qualified First Aiders and First Aid boxes are kept within the Estates and Buildings General Office and are
displayed on main notice boards within the department.
Staff Health
Staff are entitled to make use of the medical services provided by the University Health Service.
Staff who suffer from epilepsy, diabetes, or any other condition likely to require urgent attention, are advised, in their own
interest, to inform their Head of Section, in order that assistance may be rendered promptly if necessary.
Common Hazards and Risks associated with Estates and Buildings activities
Housekeeping
All areas of the Estates and Buildings department are to be kept clean and tidy at all times. It is important to ensure that
hazardous working conditions are not allowed to develop. Furniture or other large items must not be placed in corridors,
in circulation areas, or on stairways where they may hamper means of escape.
Falls on the Level
Report any damaged flooring/stairways. If you spill anything on the floor or discover a spillage, ensure that it is cleared
up immediately. Always wear ‘sensible’ shoes to work.
Office Equipment
Office equipment and furniture can be heavy. Care should be taken when moving it to avoid undue strain. Request help
with very heavy objects. Do not stand on revolving chairs and stools.
Use of Stepladders
Stepladders and stepstools must always be used to access materials on high shelves. Furniture should never be used as
a substitute. Only 'Trade' rated ladders and stepladders must be purchased and used. 'Domestic' rated ladders and
stepladders are never to be used in a working environment. All ladders and stepladders should be marked with an
identity number, and be inspected as part of the annual safety audit.
Do not use a makeshift stepladder.
Do not overreach from a stepladder - always move it.
Do not place the stepladder where it may be struck by doors - lock the doors and put up an appropriate sign or position a
colleague outside in order that the steps are not struck by opening doors.
When working in circulation areas or outside where the steps might be struck by vehicles or passers-by barriers must be
erected and doors secured.
Do take steps out of service and report defects if noticed.
Do wear sound footwear.
Do return the stepladder to its storage place after use.
Do leave one hand free when ascending and descending. Health and Safety Executive guidance (GS31) on the safe use
of ladders, step-ladders and trestles is available from ????.
Do always ensure that stepladders are placed on a level and stable surface.
Do have a colleague steady the bottom of tall sets of stepladders to ensure stability.
Room Heaters
Because of the associated fire-risk, such equipment should never be operational within an unattended area.
Electrical Equipment
When using electrical equipment do not remove any screwed down covers. Where access is provided (e.g. photocopiers)
to clear jams etc, turn the power off if this does not happen automatically. Turn the power off before cleaning.
Ensure that all electrical cables are placed so as to avoid creating a tripping hazard.
Before leaving work switch off all electrical appliances (except those required to work through non-working hours).
Do not carry out any work on electrical equipment or installations unless you are competent and have been specifically
authorised and trained to do so.
Electrical Safety
All mains powered electrical equipment must be inspected for safety according to PAT regulations. Any item not formally
checked for electrical safety (look for a green sticker with a date on it) must be reported to a supervisor who should
arrange for the item to be tested. Any item suspected of being defective because of age, appearance or damage must
be taken out of service and the item reported as described above.
Lifting and Handling
The Manual Handling Operations Regulations 1992 define manual handling as meaning, any transporting, supporting,
lifting, putting own, pushing, pulling, carrying or moving of a load by hand or bodily force. All staff whose work involves an
element of manual handling will be required to attend a session on risk assessment and safe lifting.
Asbestos
Asbestos and asbestos-containing products encapsulated or paint-sealed and left undisturbed and undamaged presents
no hazard. The mineral becomes a health hazard only when its fibres become airborne and are ingested. Since positive
identification of asbestos requires expert microscopy, the advice of the Director of Estates should be sought before
attempting work on any material suspected of containing the mineral. It is most important that broken tiles, damaged
lagging, or any exposed surfaces suspected of containing asbestos should not be disturbed but should be reported to the
Director of Estates immediately.
Risk Assessments
Estates and Buildings is committed to ensuring that risk assessments are carried out as required by the Management of
Health and Safety at Work Regulations 1999 and other regulations applicable to its work activities. These assessments
will be made by the staff responsible for supervision of the work, set out in writing and signed by the person with
responsibility for supervision of the relevant work. No work is permitted to start unless it is covered by a suitable and
sufficient assessment of the risks involved in the work, without which Estates and Buildings cannot be considered to
have taken reasonably practicable steps to manage the risks of its work activities.
Competency and Training
Estates and Buildings is committed to ensuring that all work activities are carried out by persons competent to perform
them. By assessing capabilities and providing appropriate training, we will ensure that all employees are competent to
carry out their work without risk to themselves or others, and that those employees who manage or supervise others are
aware of relevant legislation and good practices, in order to manage health and safety effectively.
To this end, the Estates and Buildings Directorate shall ensure that all employees receive such training and instruction as
required for them to be able to discharge their tasks and duties in a competent manner. All staff will also be inducted into
the department upon appointment. Such induction will always include first aid and fire evacuation procedures and
precaution.
Supervision of Trainees
Supervisors of trainees have a special responsibility to ensure that fully adequate instructions, even those perhaps
seemingly obvious or elementary, are given to their charges to protect them from danger. It is not sufficient for a
supervisor to assume that an act or manoeuvre is so manifestly dangerous that no-one would attempt it. In return
trainees must observe all instruction given and to take reasonable care to ensure that their acts or omissions do not
result in injury to themselves or others.
Monitoring and Review
The Estates and Buildings Directorate recognises the role of employees in formulating and reviewing the policy and
encourages them to comment and make representation regarding the policy through existing communication links with
their Head of Section or their Trade Union Safety Representative.
The Health and Safety aspects of work activities will be monitored regularly by managers and supervisors at all levels to
help effect compliance with the requirements of the University and Estates and Buildings Health and Safety Policies. We
will monitor the operation of all systems and procedures for safety management and review them in the light of
experience and in accordance with University of Glasgow corporate direction.
Each year, by the start of the new academic session, a management health and safety inspection of each section, in
collaboration with trades union nominees will be carried out and a report on the inspection submitted to the Estates
Management Committee.
This Safety Policy Statement and any associated codes of practice will be updated annually or more often if necessary.
Performance Measurement and Continuous Improvement
Estates and Buildings is committed to continual improvement of its occupational health and safety systems through
processes of measurement and review in order to achieve or maintain best practice. We will plan and set objectives for
the management of safety, commensurate with the nature and level of the risk created by work activities, and fully
implement those measures deemed necessary.
Objectives 2007/2008
















Interpret and adhere to the requirements of the Health and Safety at Work etc Act 1974, other health and safety
legislation and other relevant Codes of Best Practice.
Establish and develop systems for joint consultation on health and safety comprising representatives of
management and trade unions with the function of keeping under review the measures taken to ensure the health
and safety of all persons and premises.
Establish, develop and maintain systems for the dissemination of health and safety information to all employees.
Provide adequate and competent supervision of all activities with regard to health and safety.
Seek expert advice to determine health and safety risks in relation to the working environment, whether practices or
conditions, wherever appropriate.
Formulate annual plans to achieve tangible and progressive results to improve health and safety performance.
Prepare and implement a training programme for all employees based on safe working methods and relevant
statutory requirements.
Provide and maintain appropriate emergency plans and procedures.
Take account of identified risks when planning new developments, processes or systems of work and when
purchasing new plant or equipment.
Investigate all reported accidents and incidents to establish the cause or causes and implement appropriate action
to prevent recurrence.
Establish and maintain records of accidents, incidents, injuries and known exposures to health risks at work.
Audit and review performance at Departmental level in accordance with planned programme.
Review and, where necessary, revise the policy, organisation and arrangements and when such revisions are made,
bring them to the attention of all employees and other persons as necessary.
Promote safety awareness and safe working.
Identify hazards and assess the risks to the health and safety of employees and other persons, whether practices or
conditions, and implement appropriate measures to eliminate or control such risks.
Report all accidents and incidents to establish the cause or causes and implement appropriate action to prevent
recurrence.