Procedure
Date of Issue: May 2010
Title: Fire Safety and Fire Risk Management Procedures
Rev:
Issued to: Web
Replaces Issued Dated:
1. Scope and Purpose
1.1 Scope
These Procedures cover all non residential buildings owned, leased or occupied
by The Robert Gordon University.
1.2
Purpose of Procedures
The purpose of these procedures is:
To ensure the safety and well being of all staff, students and other
persons who are on University Grounds if a fire starts
To prevent accidental fires from starting within University Grounds and
the uncontrolled spread of such fires
To ensure compliance with existing fire safety legislation
To minimise damage to University property in the event of fire as far as
possible without endangering lives
Each person’s primary responsibility in the event of a fire alarm being
sounded is to their own safety. No person should deliberately or
recklessly endanger themselves in an attempt to follow these
Procedures or save the lives of others.
2.
Basic Fire Prevention Methods
In order to prevent fire:
All areas should be kept as clean and tidy as possible
Where possible, flammables will be stored in separate buildings out with
main buildings.
Where flammable substances need to be stored in buildings, quantities
should be minimised and they should be kept in locked storage areas.
This storage will preferably be fire resisting.
Action points identified by a Fire Risk Assessment and subsequently
agreed with management must be addressed within an agreed time scale.
All existing health and safety procedures of The Robert Gordon University
and such safe systems of work relating to fire safety must be adhered to.
3.
Fire Risk Assessment
Each building will undergo a Fire Risk Assessment which will be carried out by
the Head of Occupational Health, Safety and Environment or suitably trained
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appointed nominee. A schedule of Risk Assessments will be created by the Head
of Occupational Health, Safety and Environment (HOHSE), agreed by
management as appropriate and published on the RGU Health and Safety Web
Site.
Following each assessment the Assessor will make recommendations for action.
These recommendations will inform a Fire Improvement Action Plan which
should be agreed by the HOHSE and management and budget holders involved
in executing the Plan. This may be in conjunction with a Health and Safety
Action List where appropriate. Progress on executing the Plan will be monitored
by the HOHSE who may then inform the Occupational Health &Safety Forum of
any non-compliance to the Plan.
A copy of each completed Fire Risk Assessment will be retained by the OHS
Manager for at least three years. Copies of completed Fire Risk Assessments
will be distributed to parties deemed appropriate by the HOHSE and will normally
include
The appropriate Facilities Service Supervisor
The appropriate Head(s) of School/Department
It is their responsibility to complete the recommendations of the action plan
within the agreed timescale.
4. Procurement and Maintenance of Fire Fighting, Fire Evacuation and
Fire Detection Equipment
4.1
Fire Extinguishers
Estates and Property Services will appoint a supplier for fire fighting equipment
in accordance with the University’s procurement procedure. This supplier will
annually service all fire extinguishers within the University and will be authorised
to order replacement extinguishers necessary, provided that the fault is
identified and recorded. Staff may report any defects in or missing fire fighting
appliances to the Facilities Service Supervisor.
All new or additional fire extinguisher purchases must be approved by the
Estates and Property services.
4.2
Fire Alarm Testing
Facilities Service Supervisors will ensure that the fire alarm system in the
building(s) under their care is tested weekly and that all alarm points in that
building are used in rotation for the purposes of these tests. Fire Alarm testing
should be conducted at a time when there are few people in the building to avoid
unnecessary evacuation. This will normally be early morning or late evening.
4.3
Swipe Card Door Testing
Site Supervisors will ensure that electronic doors exiting the building (normally
only able to be opened by a swipe card or key fob), under their care
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automatically unlock in the event of a fire alarm. Any faults should be reported
immediately.
4.4
Emergency Light Testing
Emergency lighting will be tested as part of the planned preventative
maintenance regime. This function will be carried out by Estates and Property
Services or a contractor appointed by that Department.
Any defects will be reported to the Maintenance Manager who will ensure that
these are addressed as appropriate.
4.5
Fire Log Book, Maintenance and Testing Records
The following will define what will be recorded in the Fire Log Book (and may be
duplicated where records are required elsewhere for maintenance records.
Escape routes –Incorporating fire doors and electronically powered locking
devices.
Fire Warning systems including testing communication system (Disabled
Refuge) and recording fire drills.
Fire Fighting Equipment.
Evacuation Equipment.
Estates will also receive additional reports of periodic servicing from
contractors of certain tests and forward copies for insertion in appropriate
Fire log book.
Fire Warning System.
Fire Fighting Equipment.
Emergency lighting test records.
Dry/Wet riser inspection and test records.
Estates will ensure that remedial action is taken to rectify any faults identified.
Copies of all reports relating to the testing and maintenance of fire fighting,
detection and evacuation equipment must be retained for a minimum of three
years.
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Fire Alarm Activation and Investigation of Cause
5.1
Activation
The Fire Alarm may be activated should any emergency occur where the
immediate evacuation of the building is required. Any person discovering a fire
should activate the nearest fire alarm call point; call the emergency services,
and then evacuate the building. Once out of the building, this person should
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attempt to make contact with a member of Facilities staff to inform them of the
reason for the activation.
Investigation of single fire detector actuation during time delay period
As some buildings have Fire Alarm systems incorporating a high standard of
automatic fire detection with good management and evacuation procedures
consideration of a pre determined time delay of 3-4 minutes to allow for
investigation of the actuation may be suitable. The following factors have to be
taken into consideration.
Time delays will only be implemented with agreement from all building
managers, Estates and Health and Safety department.
The delay will be programmed at the Fire alarm panel to incorporate
individual building opening hours.
A suitably trained person normally the FSS/FSO can investigate the area
of detector actuation and stop the system progressing to full evacuation
by contacting the Fire Alarm collector station within the designated time
scale if justified i.e Fumes from cooking etc .
Actuation of a second detector head, manual call point or running over the
time delay will automatically instigate a full alarm and building
evacuation.
Accidental Activation
Anyone who has accidentally activated the fire alarm either from a call point or
by undertaking an activity which has resulted in an automatic detection device
(for example, a smoke detector) being activated must inform a member of
Facilities staff immediately.
Malicious Activation
Malicious activation of the fire alarm is defined as deliberately activating or
causing another person to activate the fire alarm without suspecting a fire or
other emergency. This action constitutes a disciplinary offence and should be
dealt with under the Staff Disciplinary Procedure (staff) or Academic Regulation
A3 (students).
All staff and students should be encouraged to report any information they have
in the event of a malicious activation to their Head of School/Department.
Investigation of the Cause of the Alarm after the Incident
Upon notification of a Fire alarm incident one member of staff will investigate
the reason for activation and progress any action to prevent a reoccurrence.
This person will normally be the Facilities Service Supervisor. The FSS will
ensure cover is maintained in his/her absence.
The FSS will instigate an investigation into the cause of the alarm which will
normally take place following consultation with the Red-Care and the local fire
service.
6.0
Evacuation Procedure - General Responsibilities
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Upon hearing the fire alarm, all persons except for nominated evacuation
stewards and staff or personnel on a Personal Emergency Evacuation Plan will
evacuate the building by:
Exiting via the nearest fire exit to themselves
Proceeding in an orderly manner to their designated assembly point, and
remaining until instructed otherwise.
Lifts must not be used in the event of a Fire Alarm.
Where possible, staff and students should take action to ensure that their
immediate environment is left in a safe state before commencing evacuation
procedures (Close windows and doors switch off equipment i.e. Bunsen burners
and gas valves.
6.1
Management Responsibilities
It is the duty of Senior Management to ensure that all persons under their
control are made aware of their individual responsibilities under these
procedures. Senior management will also be responsible for disciplining persons
under their control should they deliberately fail to comply with these Procedures.
6.2
Staff Responsibilities
Staff
members
who
are
teaching
should
ensure
their
class/lecture/laboratory/tutorial group commence building evacuation by the
nearest available exit. They should ensure their own area is clear, close the door
and exit the building.
Any person who refuses/is unable to evacuate should be reported to an
Evacuation Steward.
6.3
Duties OF FSS /FSO
The on duty FSS/FSO will confirm the zone of actuation at the fire panel and
proceed to investigate in the relevant area.
If it is a false alarm or malicious actuation they will exit building and liaise with
FS Co-ordinator and Fire Service as required.
If it is a fire incident ascertain circumstances and if safe to do so
Utilise suitable Fire extinguisher to extinguish Fire
If unable to attempt to extinguish ensure door closed to room.-Then exit
the building and liaise with FS Co-ordinator and Fire Service as required.
Staff will be provided with specific training on procedure and Fire Safety
awareness.
As these duties listed above are not core duties listed in the terms&conditions of
employment staff have the legal right to exit the building if conditions dictate an
immediate evacuation.
6.4 Duties of Reception Staff
Maintain contact with FSO/FSS by radio as they investigate an alarm
actuation.
Monitor disabled communication panel
Monitor Fire Alarm panel
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Liaise with Fire Service as necessary
Facilities staff will be provided with specific training on procedures and
equipment.
As these duties listed above are not core duties listed in the terms&conditions of
employment staff have the legal right to exit the building if conditions dictate an
immediate evacuation
6.5
Duties of Evacuation Stewards
Evacuation Stewards will check (sweep) their designated area of the building
identified on the Zone card including disabled refuges, to ensure that all persons
are evacuating, room doors are closed and rooms are empty and note any
hazards. Any person refusing to evacuate without a valid reason (for example,
injury or specific duty) should be informed by the Evacuation Steward that
failure to evacuate puts others at risk, is in breach of University regulations and
may result in disciplinary action. Once this warning is given, the Evacuation
Steward should finish his sweep and exit the building.
Evacuation Stewards must not proceed into areas of the building where there
are signs of fire or where they feel to do so would place them in immediate
danger. In addition, Evacuation Stewards should aim to have checked their
designated area and be in a fire protected area within 3-4 minutes of the fire
alarm being activated.
Evacuation Stewards should then report to the Fire Safety Co-ordinator, and give
details of their zone, whether it is clear, any hazards observed, any persons
remaining in the building or areas they were unable to check.
6.6
Duties of Assistant Evacuation Stewards
Dependant on the individual building and the emergency action plan additional
stewards will be required to assist in specific areas. These areas may include;
Ensuring people are clear of building.
Control of movement of vehicles to and from the area.(Hi-Viz jackets provided at
reception
Standby at communication panel for disabled refuge.
Monitoring of Fire Alarm panel
Assist Fire Safety Co-ordinator in his/her duties
6.7
Duties of the Fire Safety Co-ordinator
The Fire Safety Co-ordinator (FSC) will collect the fire wallet from their
designated building ,don the Hi-viz jacket and proceed to the relevant assembly
point(s) to liaise with the Evacuation Stewards(.
Fire Safety Co-ordinators will be selected, by the appropriate Line Manager in
accordance with the pre defined role criteria.
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7.
Evacuation Procedure – Out With Normal Working Hours
For the purposes of this procedure, normal working hours are defined as 09.00 –
17.00 hrs Monday to Friday.
Should the fire alarm sound out with normal working hours all persons will
evacuate via their nearest exit and proceed to the designated assembly points.
Lifts must not be used in the event of a Fire Alarm.
Staff members who are teaching when the fire alarm is activated should ensure
their class/lecture/laboratory/tutorial group commence building evacuation by
the nearest available exit. They should ensure their own area is clear, close the
door and exit the building
Students in unsupervised areas must respond immediately to the Fire alarm
signal and exit the building by the nearest available exit.
The on duty FSS/FSO will confirm the zone of actuation at the fire panel and if
safe to do so proceed to investigate the relevant area.
If it is a false alarm or malicious actuation exit building and liaise with Fire
Service.
If it is a fire incident ascertain circumstances they will if possible
Ensure assistance called for via radio through reception to other facilities
staff as required.
Utilise suitable fire extinguisher to extinguish small fire
If unable to attempt to extinguish the fire ensure door closed to room.
Check immediate floor area to ensure clear of staff and students then if
possible with assistance check remaining floors.
FSO or reception staff to liaise with Fire Service as required.
Staff will be provided with specific training on procedure and fire safety
awareness.
Additional fire drills will be scheduled to test the efficiency of the out of hour’s
procedure.
8.
Evacuation During Hours of Building Closure
During the hours of building closure Facilities assistance will not be available. No
person should be in University premises after the hours of building closure
unless they have swipe card/key fob access and have undertaken a lone working
risk assessment.
Any person discovering a fire should activate the fire alarm and proceed to the
nearest fire exit. They should then telephone 999 to summon the Fire Service
Any persons hearing the fire alarm after building closing hours should evacuate
the building by the nearest fire exit.
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9.
Evacuation of People with Disabilities
Generic Personal Emergency Evacuation Plans (PEEP) are in place for the
evacuation of people who have disclosed any disabilities to the University which
may impact on their ability to exit a building unaided.
Procedure
On activation of Fire Alarm
Upon hearing the fire alarm, the individual should make their way to one of the
buildings fire-protected stairways.
Reaching the Refuge
Once within the refuge you are now in a fire protected stairway. If the doors are
closed then you will be protected and safe for at least 30 minutes.
If you are able and confident to progress down the stairs at your own pace, then
please do so and proceed to the assembly point.
If you are unable to proceed unaided down the stairs it is recommended that you
wait in the protected stairwell.
Communication
Located within the refuges is a communication system which will allow you to
communicate with the building receptionist. The instructions for operating the
communication system are located adjacent to the communication panel. The
building receptionist will inform you of the current situation and whether it will
be necessary for you to evacuate the building fully. It is preferred that for your
comfort and safety, evacuation down the stairs will be undertaken only when
absolutely necessary. In the majority of cases the fire alarm will have been
activated accidentally, there will be no requirement for you to evacuate the
building and this can be determined by communicating with the receptionist.
In addition the stairway refuges are checked by evacuation stewards as part of
their procedure.
Final Evacuation
If it is considered necessary to move you from your current location to final
evacuation, the University will provide at least 2 evacuation assistants who will
assist you from the building using the evacuation chairs provided.
Note that the use of the evacuation chair for final evacuation is only undertaken
when considered essential to ensure your health and safety.
Specific PEEP
Should you require a PEEP procedure that due to your condition is outwith the
scope of the generic procedure it should be developed.
Generic and Specific PEEPS should be developed by the relevant School for the
student, with input where necessary from the OHS and Disability/Dyslexia
Service.
Copies of individual Peeps should be forwarded to Facilities Services Supervisor
on completion.
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10.
Evacuation of Children (under 16 years of age)
It is expected that children will not normally be allowed on University premises
unsupervised. In the event of a fire alarm any person supervising children
should lead them to the nearest exit and then to the appropriate assembly point.
Where the child’s parent(s) are on site it must be made clear to the parent(s)
that they are responsible for the supervision of their child (ren) unless other
specific arrangements have been made.
From time to time, children may visit the University as part of an organised
event where close supervision of the children is not possible, for example, the
Open Day. When such an event is being organised, the organiser must inform
the School or Department, who should inform the HOHSE of the details of the
visit and follow any advice given by the HOHSE who must be satisfied of the
arrangements before the event takes place.
11.
Evacuation of Visitors
All visitors must be asked to sign in the Visitors Book upon arrival at a building
and sign out upon leaving. Visitors Books will normally be kept at the main
reception of each building.
Visitors will be informed of the fire evacuation instructions either upon receiving
their Visitors Pass, or by the RGU employee/representative that they are
meeting. Members of Staff who are receiving a visitor are responsible for the
safe conduct of persons in his/her care, and are expected to help the visitor find
the nearest fire exit and appropriate assembly point where applicable.
12.
Evacuation of Contractors
Where Contractors are working on a job for which a Health and Safety Plan has
been created then any emergency evacuation instructions therein will supersede
any University procedure on emergency evacuation.
Where Contractors are working on site on jobs (temporary or permanent) for
which no specific emergency evacuation plan has been created their staff will
follow the procedure set out in the Building Emergency Evacuation Plan. This
procedure will be communicated to the contractor in writing upon the first use of
the contractor and following any amendment to relevant sections of the Building
Emergency Evacuation Plan.
13. Use of Fire Fighting Equipment
Portable firefighting equipment is provided in premises for staff use.
Prompt use of equipment can prevent a small fire developing into a large one.
Do not attempt to fight the fire if you do not think it is safe to do so .(for
example)
The fire is large with a large amount of smoke being produced.
Your escape route may be compromised
You have not received appropriate training
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No person, other than a member of the Fire Service should re-enter the building
specifically to fight a fire.
14.
First Aid Provision and Evacuation of Casualties
Upon activation of the Fire Alarm a First Aider should collect the nearest first aid
kit to them before exiting the building unless:
There is not one in the immediate vicinity
To do so would possibly prohibit the First Aider evacuating the building
within three minutes
To do so would place the First Aider in immediate danger
First Aiders should then evacuate in accordance with Sections 6 and 7 of this
policy. Casualties should not receive first aid treatment inside the building during
a fire alarm unless it is absolutely necessary and it is safe for the First Aider to
give this treatment.
Where possible, casualties who are able to walk can be assisted from the
building, preferably by a First Aider and treated outside the building.
Casualties who are unable to walk should only be evacuated if their life is in
immediate danger, otherwise, they should be left inside the building. Such
casualties may be assisted to a refuge point if possible. There is no obligation
for individual staff members to assist in the evacuation of casualties; however,
anyone may assist where it is safe to do so.
No person should risk their health, safety or wellbeing in an attempt to evacuate
or treat a casualty. In addition, no person should re-enter the building to
attempt to evacuate or treat a casualty. Any person who is aware of a casualty
inside the building should report this to Fire Safety Co-ordinator , giving the
name, location and condition of the casualty where possible.
If the Fire Safety Co-ordinator is aware of any person outside the building
requiring first aid treatment, he/she will direct a First Aider who has evacuated
with a First Aid kit to the casualty(s).
15.
Fire Drills
The Facilities Service Supervisor will arrange for fire drills to be conducted in
buildings under his/her care at the following times.
One daytime (within normal working hours) and one evening or early morning
within the first month of Semester 1
One daytime (within normal working hours) and one evening or early morning in
the first month of Semester 2.
Additionally RGU buildings which are utilised for evening classes and outwith
normal hours should have a drill twice a year for each period in use .
When scheduling these drills, the FSS will consult the appropriate Heads of
School to ensure the drill does not coincide with assessments or other activities
which must not be disturbed (this does not normally include teaching activities).
Once a date and time is confirmed, this will be confirmed by the FSS to all
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regular building users who have Peeps. These people will be asked to not to
disclose the dates and times of fire drills to others.
The FSS will make suitable arrangements to monitor the fire drill in terms of
success of evacuation and performance of appropriate equipment.
The Emergency Evacuation report and if necessary an explanatory E-mail should
be forward electronically to the RGU Fire Adviser for review and they will issue to
the Heads of School to forward to all staff and students.
16.
Control of Site During a Fire Alarm
During a Fire Alarm the Fire Safety Co-ordinator in liaison with Facilities staff will
be in charge of the site. It is the responsibility of the Fire Safety Co-ordinator
to:
Coordinate evacuation activities as described above
To ensure a pathway is kept clear for emergency vehicles
To prevent unauthorised access to the building as far as is possible
To prevent unauthorised access to the site as far as possible (including all
vehicular access except for emergency vehicles and members of staff who
have been called to the scene).
If the Fire Service arrives on the scene the Fire Safety Co-ordinator will hand
over control of the site to the Senior Fire Service Officer in attendance. The Fire
Safety Co-ordinator will liaise with this Officer and follow any instructions given.
Evacuation Stewards should attempt to ensure as far as possible that once
people have reached their assembly points they do not leave the assembly point
unless directed to do so either by the Fire Safety Co-ordinator, a member of
facilities staff or the emergency services.
Where the fire is serious, the Emergency Response Plan will be implemented.
17.
Re-entry to the Building following a Fire Alarm
Once the Fire Safety Co-ordinator has satisfied himself/herself that it is safe for
people to re-enter the building following a fire alarm he/she will sound the “all
clear signal” by sounding a gas horn. No person unless specifically directed by
the Fire Safety Co-ordinator or Fire Service must enter the building until the “all
clear” signal has been sounded.
When the Fire Service is in attendance, the Fire Safety Co-ordinator must not
sound the all clear signal until the Senior Fire Service Officer in attendance is
satisfied that it is safe to do so and has handed back control of the site.
If part of the building has been affected but the fire has been extinguished, the
“all clear” may still be given if suitable arrangements are in place to prevent
unauthorised access to the affected part of the building.
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18.
Alarm Activation Follow Up
Following the activation of a Fire Alarm the Site Supervisor or nominee will
collate any paperwork completed during or following the alarm. This paperwork
should be retained by the Site Supervisor for at least two years.
The Facilities Service Supervisor will then complete an Emergency Evacuation
Report and provide copies of this report to:
The Maintenance Manager
The Health and Safety Department
The Health and Safety Department will retain copies of all Activation of Fire
Alarm Reports for at least three years.
Any actions arising from a Fire Alarm Activation Report will be identified by the
above noted persons and added to the building Fire Action Plan.
Where a fire has occurred, the HOHES will commission an investigation into the
cause of the fire. All members of staff are required to assist in any fire
investigation conducted by the University, Fire Service or other enforcement
authority.
19.
Building Emergency Action Plans (located in Fire Log Book)
Facilities Service Supervisors in liaison with the HOHSE and any other
appropriate parties will create and review a Building Emergency Plan for
buildings under their responsibility. These plans must conform to the above
procedures and be reviewed every two years and/or following a major change to
the structure or layout of the site.
The Building Emergency Plan should identify
A maintenance and testing schedule
Evacuation arrangements (including the location of assembly points)
Duties and responsibilities of specified persons in the event of a fire alarm
Follow up arrangements
20.
Training
All persons with roles and responsibilities indicated on a Building Fire Action
Plan, Fire Log Book or Personal Evacuation Plan will receive suitable and
sufficient training.
All staff will receive information on fire safety on induction and after any
significant changes to the procedures. All students should also receive a fire
safety briefing during their induction.
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