Fire Safety Policy
(Non-Hospital based sites)
Document No:
CU/09/FS/P/2.0
Policy Ratified by:
Safety Health and Environment Committee
Date:
October 2013
Area Applicable:
University Campus Sites
(for Hospital based sites please refer to
local Policy and arrangements).
Review Year
2016
Impact Assessed
Yes
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Document History
Author(s)
Date
John Frayling
Fire Safety Group
Revision
Number
2.0
Date
Oct
2013
July 2009
September 2013
Amendment
Full review and up-date
Name
Andy Berry
Approved by
Fire Safety
Group
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Contents
1. Purpose .......................................................................................................................... 4
2. Scope .............................................................................................................................. 4
3. Definitions ...................................................................................................................... 4
4. Responsibilities.............................................................................................................. 5
4.1 Vice Chancellor, Cardiff University ................................................................................. 5
4.2 Chief Operating Officer................................................................................................... 5
4.3 Heads of College............................................................................................................ 5
4.4 Occupational Safety Health and Environment Unit (OSHEU) ......................................... 5
4.5 Fire Safety Group ........................................................................................................... 5
4.6 The Management of Fire Safety ..................................................................................... 6
4.7 Responsibility of all Staff ................................................................................................ 6
4.8 Responsibility of other users, students, visitors, contractors ........................................... 6
5. Arrangements ................................................................................................................. 7
5.1 Fire Risk Assessment..................................................................................................... 7
5.2 Building Design .............................................................................................................. 7
5.3 Installation and maintenance of passive fire safety measures ........................................ 7
5.4 Automatic fire detection and alarm systems ................................................................... 7
5.5 Portable fire extinguishers .............................................................................................. 7
5.6 Fire Suppressant Systems, Dry Risers and Fire Hydrants .............................................. 8
5.7 Emergency Evacuation Procedures ............................................................................... 8
5.8 Evacuation Chairs .......................................................................................................... 8
5.9 Fire Refuge Point ........................................................................................................... 8
5.10 Means of Escape ......................................................................................................... 8
5.11 Emergency and Escape lighting ................................................................................... 9
5.12 Fire Drills ...................................................................................................................... 9
5.13 Fire Safety Training ...................................................................................................... 9
5.14 Fire Reports ................................................................................................................. 9
5.15 Hospital based sites ..................................................................................................... 9
6. Measuring and monitoring ............................................................................................ 9
6.01 Proactive and reactive fire safety measures ................................................................. 9
6.02 Corrective Action Procedures ..................................................................................... 10
7. Legal requirements ...................................................................................................... 10
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1. Purpose
This Fire Safety Policy ensures that Cardiff University fully discharges its duty regarding fire
safety legislation, via robust management and control systems in place to protect its staff,
students and visitors. The potential loss to buildings and infrastructure from fire also poses
significant risk to continuing research and teaching undertaken within the University.
The Fire Safety Policy therefore focuses on the protection of life and physical assets: its
effectiveness dependent upon physical precautions to prevent the occurrence and spread of
fire, and on the co-operation of every member of staff, student and visitor.
Compliance with fire safety is a legal requirement: the Fire Safety Policy reinforces this,
clarifying that all staff have duties and responsibilities in respect of fire safety.
Any related non-conformance is to be addressed as soon as possible, with appropriate
corrective and preventive action taken in line with the University’s safety, health and
environmental management system.
2. Scope
This Policy safeguards all relevant persons affected by fire at a Cardiff University premises,
including its physical assets, staff, students and visitors. Also within scope are:

Eliminating the incidence of fires.

Minimising the potential for fire to disrupt the work of Cardiff University.

Minimising the incidence of unwanted fire alarm signals and false alarms; and

Protecting the environment, and measures to fully comply with current UK law.
3. Definitions
‘The Regulatory (Fire Safety) Reform Order 2005’ covers general fire precautions,
and other fire safety duties necessary to protect relevant persons in case of fire in and
around University premises.
The Order requires appropriate fire precautions where necessary, and to the extent that
it is reasonable and practicable under the circumstances. Responsibility for compliance
rest with the Responsible Person.
‘The Responsible Person’ is the employer, where the workplace is to any extent under
their control; or the person in control of the premises (as occupier or otherwise) in
connection with carrying out their trade, business or undertaking.
In practice University Council have delegated the Vice-Chancellor as the principal
Responsible Person.
Risk means the risk to the safety of persons from fire.
Risk assessment: means a suitable and sufficient assessment of risk to which relevant
persons are exposed, (to identify the general fire precautions necessary).
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4. Responsibilities
4.1 Vice Chancellor, Cardiff University
Ultimate responsibility for this Fire Safety Policy rests with University Council as the
Employer, this being delegated to the Vice-Chancellor as the principal “Responsible Person”.
Council require the Vice-Chancellor to ensure that the Policy is effectively applied. As with
all matters relating to health and safety, the Vice Chancellor, Heads of Colleges and
Professional Services have devolved responsibility for the application of the Policy.
In order to satisfy his duty the Vice-Chancellor must:

Act as the University principal “Responsible Person” by managing, and/or ensuring is
managed, those duties identified in Section 5 to any extent as is under his control;

Appoint adequate numbers of competent persons to assist with the management of
fire safety in the University; and

Ensure that sufficient resources in terms of time, finance and facilities are allocated
to ensure that the management of fire safety of the University is maintained.
4.2 Chief Operating Officer
The Chief Operating Officer has overall responsibility for the strategy and budget allocation
(within the limits of the approved budget), of financial and other resources for the control of
fire safety measures at Cardiff University.
4.3 Heads of College
Through University Council, Heads of College have delegated responsibilities for ensuring,
on behalf of the University, compliance with obligations with regard to health, safety and
welfare at work of staff and other persons in or affected by the College and for the premises,
plant and substances therein.
Regarding fire safety, this requires assurance of systems in place to implement this policy.
4.4 Occupational Safety Health and Environment Unit (OSHEU)
On a regular basis, (twice yearly minimum), OSHEU shall meet with a South Wales Fire and
Rescue Service senior representative, formally raising any relevant University management
concerns, or issues raised by the Fire Safety Group, etc. These meetings shall be recorded,
with copies circulated as appropriate.
4.5 Fire Safety Group
The Fire Safety Group is responsible for:

Advising the Health, Safety & Environment Committee on all matters relating to fire
safety, including the provision and condition of monitoring systems and escape
routes in buildings, and the practical implementation of emergency evacuation and
risk control measures.
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
Submitting to the Health, Safety & Environment Committee for its approval, policies
and action plans to ensure the University fulfils its obligations to staff, students and
others with respect to all aspects of fire safety.

Monitoring compliance with legislative documents, fire safety policies and local fire
safety rules, and to recommend to the Health, Safety & Environment Committee any
action necessary to improve compliance and/or performance.

Promoting co-operation and communication between the University, staff and
students in all matters relating to fire safety.
4.6 The Management of Fire Safety
Each Head of School / Professional Service is responsible for the ongoing management and
maintenance of fire safety arrangements within the buildings that come under their control.
Buildings which are occupied by different Schools and/or management units should establish
a suitable coordinating mechanism for this purpose, (for example via a Building User Group
or similar). This will include:
 Appointing sufficient School / Professional Service Fire Wardens;
 Ensuring that all appointed Fire Wardens are appropriately trained;
 Ensuring that all staff, students, contractors and visitors are made aware of basic fire
safety procedures;
 Ensuring that all means of escape are kept clear of obstructions, and free of
combustible material and any potential sources of ignition;
 Ensuring that good standards of housekeeping are maintained at all times;
 Ensuring that all statutory instructions relating to fire doors are observed;
 Reporting any defects with the fire alarm system, emergency lighting, fire doors,
portable fire extinguishers or fire signs etc. to the appropriate persons; and
 Reporting any incidents of fire.
4.7 Responsibility of all Staff
Managers are responsible for ensuring that the Fire Safety Policy and fire safety procedures
are brought to the attention of their staff and are observed by them at all times.
The effectiveness of the Fire Safety Policy will depend on the full co-operation of every
member of staff, without exception. Co-operation should be encouraged from the highest
level.
Complying with fire safety procedures should be regarded as a basic duty by all staff and an
essential obligation for all Officers with management responsibility.
4.8 Responsibility of other users, students, visitors, contractors
There is a legal responsibility on every authorised user of University premises to co-operate
fully with this Fire Safety Policy.
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5. Arrangements
5.1 Fire Risk Assessment
The Occupational Safety, Health and Environment Unit (OSHEU), take the lead role in
carrying out building fire risk assessments across Cardiff University buildings. OSHEU are
assisted by the Estates Department and any other department as required.
(Note: Line managers and supervisors are responsible for considering the associated risk
from fire in the local risk assessment of activities they are responsible for, including during
emergency conditions).
5.2 Building Design
Estates are responsible for ensuring that building design complies with all relevant fire safety
legislation. OSHEU will advise on building design matters relevant to fire safety, and will be a
member of all Estates Project Design Teams.
5.3 Installation and maintenance of passive fire safety measures
Passive fire protection provides primary protection for University buildings, and ensures the
time necessary for other parts of the fire strategy to operate. Passive measures typically
include: fire compartmentation, structural stability, fire separation, safe means of escape,
emergency / panic doors, fire dampers, etc.
Estates are responsible for ensuring that, (where installed), the above passive fire safety
measures are effective and appropriately maintained.
5.4 Automatic fire detection and alarm systems
Estates are responsible for ensuring that the design of automatic fire detection and alarm
systems comply with all relevant fire safety legislation. OSHEU will assist with the design of
fire alarm systems where required.
Academic buildings: Security is responsible for the weekly testing of fire alarm systems in
academic buildings, (or at an appropriate period based on local fire risk assessment).
Residences: Security and Residences staff are responsible for the weekly testing of all fire
alarm systems in University residential buildings, (or at an appropriate period based on local
fire risk assessment).
Estates are responsible for ensuring the ongoing maintenance of all Cardiff University fire
alarm systems, in academic and residential buildings.
5.5 Portable fire extinguishers
Estates ensure that suitable provision is made for portable fire extinguishers across Cardiff
University buildings, with OSHEU advising on extinguisher type and location.
Estates are responsible for ensuring the annual testing and ongoing maintenance of all fire
extinguishers in academic buildings.
Residences are responsible for ensuring the annual testing and ongoing maintenance of all
fire extinguishers in residential buildings.
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5.6 Fire Suppressant Systems, Dry Risers and Fire Hydrants
Estates are responsible for ensuring that, (where required, and based on local fire risk
assessment), suitable Fire Suppressant Systems, Dry Risers and Fire Hydrants are located
in Cardiff University buildings.
Estates are responsible for ensuring the annual testing and ongoing maintenance of all Fire
Suppressant Systems, Dry Risers and Fire Hydrants in all academic buildings.
Residences will be responsible for ensuring the annual testing and ongoing maintenance of
any Fire Suppressant Systems, Dry Risers and Fire Hydrants in residential buildings.
5.7 Emergency Evacuation Procedures
Each School / Professional Service are responsible for ensuring that they have in place a
suitable ‘Emergency Evacuation Plan’ for the areas they occupy. The Emergency
Evacuation Plan will include the evacuation of disabled persons. If it is determined that a
building is suitable for safe access and egress by disabled persons, (staff or student), then a
Personal Emergency Evacuation Plan (PEEP) must be prepared.
Fire Action Notices detailing the action to be taken in the event of a fire situation are
displayed throughout buildings, and are normally located adjacent to each manual fire alarm
call-point.
Although Emergency Evacuating Procedures are building specific, each requires that all
persons present shall leave a building without delay during an emergency evacuation.
The only exception to immediate evacuation would be for operational reasons, for example a
safety critical role or similar, where nominated individuals would first confirm the legitimacy
of the emergency, before evacuating themselves. Any such delay by individuals to evacuate
must be specifically authorised and noted within the local Emergency Evacuation Procedure.
5.8 Evacuation Chairs
Where a Personal Emergency Evacuation Plan (PEEP) identifies the need for an evacuation
aid, (e.g. ‘Evac Chair or equivalent), and staff have received the necessary training in that
equipment, an appropriate number of evacuation aids will be provided.
5.9 Fire Refuge Point
OSHEU are responsible for identifying, where required, suitable fire refuge points in all
academic buildings.
INSRV are responsible for the installation and maintenance of an Emergency Telephone in
each Fire Refuge Point, with Security responsible for the routine testing of these.
To ensure consistency across the University, a standard for Fire Refuge Points is being
developed and introduced by the Fire Safety Group, (e.g. no local alarm sounders, type of
communication equipment installed, possible local seating, etc).
5.10 Means of Escape
All Cardiff University buildings shall have adequate means of escape in the event of fire.
Estates will be responsible for ensuring that all means of escape routes are clearly signed.
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Schools / Divisions / Professional Services will be responsible for ensuring that all means of
escape routes are kept free of any obstructions, combustible material and any sources of
ignition.
5.11 Emergency and Escape lighting
Estates are responsible for ensuring that suitable emergency lighting and escape lighting are
installed in all University buildings. Estates also ensure the routine testing and on-going
maintenance of all Cardiff University emergency lighting and escape lighting systems, in
both academic and residential buildings.
5.12 Fire Drills
Security is responsible for ensuring that at least one fire evacuation drill per year take place
in every Cardiff University building.
Any fire drill deemed unsatisfactory, (for example having an extended evacuation time or
persons remaining inside a building), will be repeated.
5.13 Fire Safety Training
OSHEU are responsible for facilitating appropriate fire safety training courses, including
training courses for School / Professional Service Fire Wardens.
All staff shall receive basic Fire Safety Awareness training every 3 years. The current
lecture-theatre style approach will be supplemented by on-line or equivalent refresher
material under development.
Similarly OSHEU are responsible for the provision of Fire Warden training, with specific,
targeted training provided for specialist groups as required.
5.14 Fire Reports
Each department are responsible for ensuring that any incidents of fire are immediately
reported to Security and OSHEU.
5.15 Hospital based sites
Cardiff University Schools / Professional Services based on hospital sites are subject to local
fire safety procedures of the relevant University Hospital Board/NHS Trust.
6. Measuring and monitoring
6.01 Proactive and reactive fire safety measures
The University has established procedures for measuring and monitoring its health, safety
and environmental performance on a routine basis, including fire safety.
Measuring and monitoring is conducted at both central University level and at School and
Professional Service level. The approach taken includes:
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
Proactive fire safety such as general workplace inspections, Local Building Group
meetings, Fire Warden checks, Annual Returns and Fire Safety Group meetings.

Reactive measures such as fire related incident investigations, and monitoring in
response to identified issues raised by staff, students or visitors.
6.02 Corrective Action Procedures
Should the above identify any significant deviation from acceptable fire safety measures, (or
a repeated number of similar occurrences), then if the issues are not addressed within an
appropriate given timescale, a formal non-conformance may be issued.
(see ‘Corrective and Preventive Action Procedure for Safety Health and Environment’).
7. Legal requirements
Principal legislation relating to fire safety issues at Cardiff University are:

The Regulatory Reform (Fire Safety) Order 2005

The Management of Health and Safety at Work Regulations 1999, and

The Health and Safety at Work Act 1974.
The principal requirements of the above legislation include:

Fire risk assessment, and fire precautions to minimise the risk of fire

Design of buildings to prevent the spread of fire

Means of detection and giving warning in the event of fire

Provision and maintenance of means of escape, and emergency evacuation
procedures

Means of fighting a fire, and the training of staff in fire safety

The management of fire safety
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