Division of Psychology, School of Life Sciences
Division of Psychology, School of Life Sciences
Health & Safety Manual
Dr. Cynthia McVey
Head of Division
Prof. Kevan Gartland
Dean
Written and edited by David Bell, Senior Technician
Health & Safety Policy (2009)
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Division of Psychology, School of Life Sciences
Contents:
1.
2.
3.
4.
Introduction
Health & Safety Policy statement
Organisation of Health & Safety within the Division
Arrangements for Health & Safety within the Division
a) Risk Assessment
i.
Responsible Persons
ii.
Conducting Risk Assessments
iii.
Assessment Review
b) Safety Monitoring
i.
Roles and Responsibilities
ii.
Activities for Inclusion
c) Fire Safety
i. General action in the event of a fire
d) Electrical
i.
General rules of good practice
ii.
Common defects and things to look out for in a
regular visual inspection
e) Manual Handling
i.
Risk Assessment
ii.
Hierarchy of controls
iii.
Further information and guidance
f) Entry, exit and security to include disabled students and personnel
g) Lone working
i.
Definition of Lone Workers
ii.
Risk Assessments
iii.
Action following Risk Assessment
h) Violence
i.
Definition of Violence
ii.
Actions to be taken
iii.
General Guidance
iv.
Further Advice
i) Housekeeping and Storage
i.
Housekeeping responsibilities
ii.
Risk Assessments
iii.
Storage
j) Display screen equipment
i.
DSE Users
ii.
Risk Assessments
iii.
User Training
iv.
Good Practice for Users
a. Posture
b. Workstation Arrangement
c. Breaks and Activity Changes
d. Working with Laptops
e. Further Advice & Contacts
k) Equipment Maintenance
i.
Assessment of Equipment prior to maintenance
ii.
Maintenance Provision
iii.
Maintenance Records
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Division of Psychology, School of Life Sciences
l) Off Campus Trips and Foreign Visits
i.
Risk Assessments
ii.
Emergency Protocol and Accident Reporting
iii.
Contact Numbers
m) Student Project Data Collection
i.
Divisional Arrangements
ii.
General Requirements
n) Training
i.
New Staff
ii.
On-going Training for Existing Staff
iii.
Staff with Health & Safety Responsibilities
iv.
Further Advice and Guidance
o) Health & Safety information for new students
i.
Further Guidance
p) First Aid
i.
Location of Divisional ‘First Aid’ Box
ii.
Appointed Person Responsible
iii.
Location of Accident book
iv.
Accessing First Aid
v.
Divisional First Aider
vi.
Central First Aid Rooms
vii.
Occupational Health Service Contact Details
q) Accident and incident reporting
i.
General Accident & Incident Reporting
ii.
Location of the Divisional Accident Book
iii.
Responsible Persons
iv.
Divisional Responsible Persons
v.
University Safety Advisor
r) Emergencies
i.
Contact Information in the Event of an Emergency
s) Divisional safety files
i.
Location of Divisional Safety File
ii.
File Maintained by
iii.
File Inclusions
t) Hazardous substances
i.
Risk Assessment
ii.
Records
iii.
Controls
iv.
Health Surveillance
u) Stress and Ill Health
i.
Definition of Stress
ii.
Prevention
iii.
Support
iv.
Review and Monitor
v.
Further Assistance and Guidance
v) Notes
Appendix – School of Life Sciences Health & Safety Policy
Appendix 2 – Biological & Biomedical Sciences Out-of-Hours
and Lone Working Policy
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Division of Psychology, School of Life Sciences
1.
Introduction:
In line with Caledonian University’s Health & Safety Policy1 , this document is a statement of the
Division of Psychology towards health & safety as it affects the staff, students, contractors and
others and a set of guidelines for safe working practices within the division. With this in mind,
the document explains the organisation and arrangements established within the division to put
this into effect.
The division accepts that a high level of commitment to health and safety is a legal requirement
which has benefits to all and makes sound business sense. Included in this policy is a statement
on the occupational health of divisional staff. The division accepts that health & safety is one of
its core functions and, as such, must evolve and adapt to changes. With this in mind, the division
approached health & safety through the implementation and maintenance of an integrated
management system.
The division regards health & safety as a responsibility of everyone but recognises that senior
staff have specific duties and responsibilities in complying with the various statutes. As an
academic institution, we seek to promote the involvement of our students and their
representatives in ensuring that all actions are in accordance with the law and the spirit of this
policy.
The division seeks to allocate appropriate resources to the support of health & safety while a
positive culture is encouraged through ongoing contact with staff and students in the decision
making process.
The division seeks to pursue adequate monitoring and review of health & safety implementation
with the aim of informing best practice.
1
http://www.gcal.ac.uk/healthandsafety/policies/index.html
Health & Safety Policy (2009)
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Division of Psychology, School of Life Sciences
2.
Health & Safety Policy Statement:
With this in mind the division commits itself, within reason and as far as is reasonably practical,
to achieving the following:
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To look at the health & safety risks within the division, assess these risks and take
appropriate action to remove or control these. This assessment will be done in an
efficient and systematic manner.
To consult with staff and students on matters affecting their health & safety.
To provide an environment and methods of working that are safe and minimised risk to
the health of all persons working within the division.
To put arrangements in place for the safe use of plant and equipment and provision of
suitable storage facilities and manual handling training.
The provision of necessary health & safety information, instruction and training to all
staff to ensure competence with respect to health & safety and to regularly assess
performance in these matters.
To minimise accidents and cases or work related ill health.
To liaise with all interested parties to ensure adequate arrangements are in place for the
health & safety of staff, students and visitors. These systems will include the provision of
a healthy and safe working environment, appropriate welfare facilities and emergency
access to all within the GCU policy.
The implementation and maintenance of a monitoring system to ensure that all Statutes,
Regulations and Codes of Practice are adhered to and to take any remedial action
thought necessary.
Ensure that appropriate arrangements are in place to facilitate the effective review and
revision of this policy at regular intervals.
Signed: ……………………………………………. Date: ………………………………..
Dr. Cynthia McVey
Head, Division of Psychology
GLASGOW CALEDONIAN UNIVERSITY
Health & Safety Policy (2009)
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Division of Psychology, School of Life Sciences
3.
Organisation of Health & Safety within the Division
This policy section outlines the roles and responsibilities of all members of the division. The role
of the Technician Liaison Committee to whom the health & safety remit has been delegated is
also explained.
The Dean of the School
In the legislation, the University Court has the ultimate legal responsibility for University health
& safety. This is delegated to the Dean of the School for staff, students and visitors within the
Division.
Specifically, the Dean will:
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Ensure that the Head of Division designates a Safety Co-ordinator to assist in the
discharge of health & safety duties.
Define performance standards, establish monitoring procedures for implementation and
take remedial action where necessary.
Maintain an up to date local organisational chart dealing with the management structure,
health & safety arrangements and responsibilities where appropriate to include job
descriptions.
Head of Division of Psychology
The Head of Division is responsible for ensuring that the health & safety standards are complied
with within their area of control and that staff and students are kept fully informed of health &
safety issues.
Health & Safety / Technical Liaison Committee
Terms of Reference
The function of the above is to consider the points laid out below on behalf of the Head of
Division and to advise as appropriate.
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The health & safety policies, organisation and measures felt to be appropriate to the
circumstances of the Division.
Compliance with the University’s health & safety policies and compliance with the legal
process as required.
The effectiveness of the Division’s health & safety arrangements involving periodic
review and evaluation as well as recommending actions where appropriate.
Review accident reports and recommend action.
Consult with the Head of division on the resources required to meet the Division’s
obligations with respect to health & safety.
Provision of a discussion forum on health & safety matters of interest to the Division.
Note:
1.
2.
3.
Health & safety issues that cannot be resolved by the committee should be referred to the School Health
& Safety Committee.
The committee should have four meetings per session.
The minutes of the meeting should be submitted to the School Management Team.
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Division of Psychology, School of Life Sciences
Composition of the Divisional committee
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A chairperson appointed by the Head of Division.
The members of the Technician Liaison Committee
Divisional Health & Safety Co-ordinator to include an academic nominee.
Representatives of appropriate interest groups within the Division.
Staff, students, visitors and others.
Staff, students, visitors and others have a duty of care to others within the Division and cooperate with the University and School in complying with health & safety arrangements in force.
In addition, they must not interfere with or misuse equipment or premises that are provided in
the interests of health & safety. They also have a duty to abide by current Statutes, Regulations
and Codes of Practice.
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Division of Psychology, School of Life Sciences
4.
Arrangements for Health & Safety within the Division
a) Risk Assessments:
The Division of Psychology acknowledges its duty under the Management of Health and
Safety at Work Regulations 1999 to ensure a suitable system in place through the
provision of facilities, resources and procedures. The division recognises that, as a first
step in ensuring a safe environment, regular risk assessments of the activities of
employees, students and visitors within Psychology will be carried out. This should be
done in accordance with the University’s Risk Assessment Procedures of 1998.
i.
Responsible Persons:
Persons responsible for the conduct of risk assessments within the division are
designated by the Head of Division. The names of such persons will be communicated to
all members of the division. In this context, it should be clear that Principal Investigators
are responsible for their assessments; that supervisors are responsible for theses and
dissertations and modules leaders for teaching assessments.
It is the responsibility of the Division to ensure that such designated persons have
received suitable and sufficient training through the Risk Assessor training course.
Supplementary to this, specialist training courses such as Display Screen Equipment and
Manual Handling Assessment workshops are made available. It is the responsibility of
the division to ensure that there is a sufficient number of staff conducting risk
assessments.
ii.
Conducting risk assessments:
Recorded details and findings of all risk assessments should be kept within the divisional
safety file. Where possible the University proformas should be used as a generic
framework but, on occasions where activity is out of the ordinary, specific risk
assessments will be completed. Assessors will rate the risks in accordance with BS8800
with the results aiding identification of risks requiring remedial action before progress
can be made. In cases where assessed risks require guidance contact can be made with
the Health & Safety Department on extension 8214. This should also occur when
assessed risks are complex, high profile or unfamiliar.
iii.
Assessment review:
Periodic reviews of risk assessments will be undertaken. This review will make reference
to the current assessment paperwork, the divisional accident book, inspection of
accommodation and consultation with relevant parties having health & safety issues they
wish to be brought to the attention of the division. Consultation with staff will be
achieved by ensuring that staff are aware that the Head of Division or designated person
should be informed of health & safety issues and that this can be done by email, a
meeting to discuss the matter or an agenda item at the Divisional Forum. In the event
that deficits are identified in current policies and procedures remedial action will be taken
at the earliest opportunity. Details of such actions will be recorded in the risk assessment
as amended for future reference. Revision of the risk assessment document will also take
place following;
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Any change in the activity
Accident
Near miss
Cases of ill health as a result of work activities
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Division of Psychology, School of Life Sciences
b) Safety Monitoring
The Division of Psychology is aware that, in order to ensure a healthy and safe working
environment, system monitoring must take place. Without a systematic check on policies,
procedures and any subsequent accidents progress cannot be made. Monitoring will take
place in conjunction with all interested parties.
i.
Roles and responsibilities
As roles and responsibilities should tie in with divisional risk assessments, it is good
practice that those involved in the assessment process are also involved in monitoring
thus ensuring continuity of information and action. To this effect, health & safety will be
the remit of the Technician Liaison Committee.
Responsible person’s contact details:
David Bell
Ext. 3954
Barbara Duncan
Ext. 3907
Senior Technician
Lecturer
ii. Activities for inclusion.
Systems of safety monitoring within the division must include both active and reactive
monitoring. Active monitoring should be achieved through regular feedback on health &
safety performance. This may come from informal meetings with staff, physical
inspection of offices and laboratories or collection of information by means of
questionnaires. Progress towards targets and the division’s adherence to current decisions
and legislation should also be revised. Reactive monitoring must also involve gathering
information on accidents and incidents that may have occurred. Where an accident has
occurred the circumstances and causes should be investigated with a view to action
preventing it happening again.
For advice and assistance on investigating an accident, please contact the Health &
Safety Department – Ext. 8214.
It is to be hoped that, from a review of this information, trends and statistics may
identify areas for improvement. In addition, review of the risk assessment processes, the
training and competency of those conducting assessments can me enhanced. Through an
improved process, a consistently high level of health & safety management can be
achieved.
This message must be communicated to all staff by means of this document and the
Technician Liaison Committee in order to ensure a good health & safety culture
throughout the division.
Records of all reports and findings should be kept within the divisional safety file and
made available to all members of staff as required.
c) Fire Safety
The Division of Psychology recognises the need to implement procedures to ensure that
all reasonably practical precautions are taken to ensure that the possibility of fire is kept
to an absolute minimum. The division believes that the best measure that can be taken is
Health & Safety Policy (2009)
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Division of Psychology, School of Life Sciences
ensuring that all staff, students, visitors and contractors understand and follow the
University’s central procedures for fire safety in order to maintain continuity of effort.
To that end, all groups should refer to University document H&S No12/00/FM
detailing procedures for fire safety as their main source of procedures and information.
This document has detailed guidance on actions that must be taken in the event of a fire
and for emergency controls in the event of a fire outside normal hours.
General action in the event of a fire:
On the discovery of a fire, any member of staff or other person should set off the nearest
fire alarm. Following this action the individual should exit the building by means of the
nearest available fire exit route to ensure their own safety and immediately call the
Emergency Helpdesk on extension 2222 (0141 331 3000 if using a landline or
mobile).
Following the alarm activation, staff and students should evacuate the building
immediately by means of the nearest fire escapes. The building should be checked by fire
wardens to ensure that all individuals have left. Under no circumstance should lifts be
used and no member of staff should extinguish the fire. This should be left to the fire
service. The building should not be re-entered until authorised by the fire convener.
d) Electricity
The Division of Psychology is committed to ensuring that a regular review and
maintenance of all electrical equipments and outlets within its area takes place in pursuit
of a safe and healthy working environment. Arrangements for the achievement of this
will adhere to the Electricity at Work regulations 1989 and the British Standard (BS7671)
Requirements for electrical installations – IEE wiring regulations as applied by Facilities
Management.
General rules of good practice:
The following rules of good practice must be followed by all members of staff within the
division with the aim of reducing the likelihood of damaged or faulty equipment causing
harm. For further guidance on matters relating to electrical safety contact the Facilities
Management Dept. on ext. 3999.
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Equipment is switched off before, cleaning, maintenance or making adjustments
Tools, equipment and power sockets are switched off before plugging in or
unplugging equipment
Checks are made that all equipment has been turned off or unplugged before leaving
the environment. Equipment that may cause harm must never be left unattended
whilst still ‘live’ (this would not include PCs)
The use of multi-plug adapters should be avoided however it is recognised that, in
some instances, this is necessary. In these cases, all attempts must be made to ensure
that the adapters are not overloaded and that the number of plugs attached is kept to
a minimum
Electrical equipment that may get hot must not be covered thus reducing the
possibility of overheating
In no circumstances should flammable material be stored near electrical equipment
which has the possibility of becoming hot
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Division of Psychology, School of Life Sciences
In addition to the general rules of good practice mentioned previously it is the responsibility of
the division to appoint a responsible person or persons to undertake supplementary actions to
further reduce the likelihood of harm occurring from electrical faults. The primary function of
the responsible individuals is to conduct periodic risk assessments of electrical equipment.
While the risks generated through the use of electrical equipment should be included within
general risk assessments conducted by the division it should be noted that additional regular
checks ought to be made with reference to its use, maintenance and testing of all electrical
equipment. Records of all findings should be kept in the divisional safety file.
Equipment testing may only be undertaken by trained and competent individuals provided by
FMD, it remains the responsibility of all staff to report any suspected faults or defects to
Facilities Management and/or their responsible person(s) in the division. In these instances, it is
likely that those individuals using the electrical equipment will highlight identification and
prevention through regular visual inspection.
Common defects and things to look out for in a regular visual inspection:
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Cuts or abrasions to the cable covering
Overheating burns or stain marks on cables or plugs
Damage to the plug i.e. broken casing
Insulated colour coded wires visible due to sheath not be properly gripped by the
plug
Damage to or parts missing from the outer cover of equipment i.e. screws loose or
missing guard
The use of privately owned electrical equipment should be avoided. If used, it must be tested and
accepted by Facilities Management. Such equipment will also be subject to follow up checks and
review.
For assistance, advice and the reporting of faulty electrical equipment contact the Facilities
Management Helpdesk on ext. 3999.
For assistance, advice and the reporting of faulty audiovisual equipment contact the AVS
Helpdesk on ext. 1234.
Further guidance required should be sought through Facilities Management or by referring to
the following HSE leaflets available on their website http://www.hse.gov.uk.
 ‘Electrical Safety and You’.
 ‘Monitoring electrical equipment in offices and other low risk environments’.
In the event of someone receiving an electrical shock only a trained first aider should administer
treatment. In no circumstance should an individual touch someone who has been shocked until
it is certain that the electricity has been switched off or that the victim is no longer in contact
with the power supply. First Aid assistance should be obtained by phoning extension 2222.
Further details regarding first Aid can be found in the University First Aid Policy document OH
No3 which can be found on the Occupational Health website.
http://www.gcal.ac.uk/occhealth/policies.html
Health & Safety Policy (2009)
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Division of Psychology, School of Life Sciences
e)
Manual Handling
The Division of Psychology recognises the need for suitable and sufficient measures to be
implemented to ensure that risks arising from manual handling operations are maintained at a
low level in accordance with requirements set out in the Manual Handling Operations
Regulations 1992 (amended 2002). This is to be achieved through a system of assessments,
procedures and training following guidance set out in the university’s Health & Safety policy and
guidance document H&S No6/03.
Risk Assessment:
Staff should aim to avoid manual handling operations where possible. This can be achieved
through arrangements for Facilities Management to undertake such handling as they have
received specialist training in correct procedures for handling loads. Where it is not possible to
avoid such risk, a manual handling risk assessment should be carried out. It should also be noted
that manual handling should also be considered in any generic risk assessment being carried out.
Following this assessment suitable and sufficient control measures should be introduced
following the controls hierarchy set out by the HSE.
Hierarchy of controls:
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Where possible staff should use a handling aide such as a trolley. It should be noted
however that assessments of the aide must be made to ensure that further risks are
not incurred in its use. Such aides are available in the technician workshop.
Where possible staff should aim to split the load into smaller weight categories
making the load more manageable. Guideline weights shown in the diagram below
give an indication of the safe levels of weights that can be lifted dependent on
positioning and gender
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Division of Psychology, School of Life Sciences
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By re-organising the work environment so that heavier loads are stored at waist
height thus lowering the risk of injury. Staff should also consider a collective lift
involving a colleague. Particular care should however be taken using this method.
As a last resort, staff should be trained in safe lifting techniques. Examples of
relevant techniques and procedures are given below:
Plan the lift by considering where it is going to be placed. How far will you have to
travel? Do you need help lifting the load? Rock the load gently to get some idea of
the overall weight removing obstructions such as waster materials.
Adopt a stable position. Feet should be placed apart at other side of the load with
one slightly forward to maintain balance. Avoid the use of tight clothing and
unsuitable footwear which make increase the difficulty in lifting the load.
Knees and hips should be bent slightly to avoid putting pressure on the back.
Keep the load as close to the waist as possible with the heaviest side closest to the
body. Shoulders should be level and facing in the same direction as the hips with the
chin up and outwards.
Carry out the lifting movement slowly, do not jerk or snatch the load. Avoid
straightening the legs before standing upright as this will put pressure on the back
through causing it to bend. The movement upwards of the legs and back should
occur at the same time.
Do not twist the trunk; instead turn by moving the feet not the hips and back.
The load should be put down the adjusted when positioning. This may involve
sliding the load into its desired position.
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Division of Psychology, School of Life Sciences
Further information and guidance.
Further guidance may be sought through contacting a member of the Technical Liaison
Committee, referring to the university policy (document reference H&S No6/O3) Manual
Handling Operations Regulations 1992 (as amended 2002) and the HSE leaflet ‘Getting to Grips
with Manual Handling’, a copy of which may be found on the HSE website and should be
maintained in the divisional safety file.
Further specialist training in reducing manual handling risk and risk assessment are available
through courses run by Organisational Development. Please see the OD website for further
details. http://www.gcal.ac.uk/odonline/index.html
f)
Entry and Exit.
The Division of Psychology acknowledges its responsibility, so far as is reasonably practical, to
ensure the safe access to, and egress from, the workplace and for the security of staff, students
and the public while they are within the division. However, it is not the sole responsibility of the
division to ensure this occurs as all staff should assist in making sure that they take precautions
to ensure their own and colleagues safety by following good practice in maintaining safe entry
and exit.
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Division of Psychology, School of Life Sciences
Access and Egress:
The primary role of staff in ensuring safe access and egress to the Division of Psychology
revolves around good housekeeping practices such as described in the appropriate section of
these arrangements.
In addition:
•
Staff should report any obstruction, hazards or building defects, especially where this
affects access, egress or security, to the Estates Department.
•
Any faults in lighting should also be reported to the Estates Department.
•
At no time should points of access and in particular egress be blocked or obstructed.
Further guidance is given in the Housekeeping and Storage Arrangements for the Division of
Psychology.
g)
Lone Working
It is the policy of this University to fully implement the general requirements of the Health &
Safety at Work Act 1974 and The Management of Health & Safety at Work Regulations 1999 in
so far as lone working is concerned. It is the aim of Division to ensure that an unreasonable
level of additional risk is not placed upon staff who undertake periods of lone working. The
division recognises the need for measures to be put in place to protect lone workers as a general
requirement under the above and as a measure of good working practice.
Definition of lone workers:
For the purposes of these arrangements lone workers within Psychology include:
•
Those working without interaction with other staff or supervision.
•
Home Workers
•
Staff working out with normal working hours on their own, i.e. evenings and
weekends
Risk Assessments:
Lone working should be considered within general risk assessments carried out by the division.
If the associated risk in any activity is perceived to be above a reasonable level it may be
beneficial to undertake an assessment specific to the person working alone.
The risk assessments should identify all persons who undertake lone working, the location they
will be working in and the tasks being undertaken. Further issues to consider include whether the
equipment, substances etc. being used can be safely handled by one person, whether the
workplace presents a particular risk to lone working i.e.is there a risk of violence for those
working in buildings on or off campus and whether there is a safe means of entry and exit for
one person.
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Division of Psychology, School of Life Sciences
It is important that lone workers are considered for known medical conditions which may make
them unsuitable for working alone. This aspect of the assessment is conducted through
Occupational Health. For those deemed to be especially at risk e.g. young workers and pregnant
women, an assessment should be carried out in conjunction with Occupational Health.
Action following risk assessment:
Through conducting risk assessments the division should become aware of the level of risk
associated with lone working. This should enable the relevant people to make an informed
judgement of the whether it is safe for an individual to work alone and the appropriate controls
that should be implemented to ensure the worker’s safety. Controls may include designating safe
areas to work, arranging supervision or periodic checks to be undertaken either through visual
checks or by telephone, issuing panic alarms and training staff to ensure that they are aware of
the risks faced through lone working and what they themselves can do to reduce any risks. In
areas of high risk or low security the division may consider, in consultation with Facilities
Management, the installation of additional measures such as intercom activated doors etc.
The following guidance is given by Facilities Management and should be communicated to any
member of staff identified as a lone worker. For efficiency this should be conducted by the TLC
health and safety working group as this should tie in with the results of the risk assessments.
The receptionists can be contacted at the following numbers:
George Moore
x3785
Mbeki (Health Building)
x8004
Hamish Wood
x3786
Campus Security
x3787 OR x8071
Britannia Building
x3298
In the event of an emergency call extension 2222.
Security Officers can also be contacted by paging. From any telephone in the University you can
call X 8998 and follow the instructions on how to send a message.
The division may ascertain from the findings of their risk assessment that maintaining a record
of all lone working is beneficial. This may include the dates, times, locations and the individuals
involved in lone working. A record should also be kept of any instance where a lone worker is
put especially at risk, is subject to a security issue, suffers injury, ill health or a dangerous
occurrence. For these issues the University accident and incident reporting procedures must be
followed. Information regarding this procedure may be found in the accident reporting and
investigation arrangements or the University incident reporting policy H&S No10/00/0048
copies of which can be found on the Health & Safety Department website.
Further guidance can be found in the Health & Safety Executive’s leaflets ‘Working Alone in
Safety’ and ‘Controlling the Risks of Solitary Work’ copies of which can be downloaded free
from their website and should be maintained in the divisional safety file. Campus Security and
the Health & Safety Department offer further advice on the topic.
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h)
Violence
The Division of Psychology acknowledges the need for measures that are reasonably practicable
to be implemented to ensure that the risk of acts of violence2 against members of staff is
removed completely or managed effectively. Under no circumstances will behaviour deemed
abusive or threatening, whether this be physical or verbal, be condoned. It is the aim of the
division to ensure the health, safety and welfare of its employees through the provision of a
comprehensive safety management system in its adherence to the Health and Safety at Work etc
Act 1974 and the Management of Health and Safety at Work Regulations 1999
2
Definition of Violence:
For the purposes of this document acts of work related violence will include any incident in
which an employee is subject to abuse, threats or physical assault in circumstances relating to
their work.
Actions to be taken:
Under compliance with the requirements of the Management of Health and Safety at Work
Regulations 1999, risk assessments of the threat of violence should be conducted. This should be
addressed within the generic risk assessments conducted periodically. However for projects
whose generic risk assessment findings suggest a significant level of risk, separate assessments
must be conducted and used in conjunction to ensure that all suitable and sufficient action is
taken. Records of all findings and actions taken must be maintained and communicated to all
members of staff.
All acts of violence must be investigated and reported to the Head of Division. Where violence
results in a death or major injury or an incapacity for three or more working days, the University
Health and Safety Department must be contacted. It is then the responsibility of the Health &
Safety Department to report the incident to the Health and Safety Executive in compliance with
the requirements set out in the Reporting of Injuries, Diseases and Dangerous Occurrences
Regulations 1995 (RIDDOR).
General Guidance:
The division should ensure that staff are made aware of the procedures detailed above and given
general guidance on how best to protect themselves from the risk of violence. Points that should
be covered within the guidance include:
•
•
•
•
Information on the increased risk of lone working and the procedures for tackling
that risk.
Lines of communication for reporting that risk.
Procedures for conducting meetings etc. with individuals who may become a threat.
Contact information for relevant university services e.g. the HR department and
Campus Security.
The list given above is not exhaustive and should only be used as general guidance on what
should be included.
Health & Safety Policy (2009)
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Division of Psychology, School of Life Sciences
Further Advice:
Further sources of information can be sought from Health & Safety Co-ordinator, the TLC, the
Health & Safety Department and the relevant arrangement documents. This includes Accident
and Incident Reporting, First Aid and Lone Working.
University Safety Advisor: extension 8859
University Safety Officer: extension 8255
Free leaflets available on HSE Website - http://www.hse.gov.uk
Emergency helpdesk: extension 2222 (0141 331 3000 if using a mobile or landline)
i)
Housekeeping and Storage
The Division of Psychology recognises the need for effective housekeeping and the availability
of storage facilities in its aim to adhere to regulation 9 of the Workplace (Health, Safety and
Welfare) Regulations 1992 thus minimising the likelihood of slips, trips and falls and the blocking
of means of access and egress. As such primary responsibility for the cleaning of offices, labs,
classrooms and public areas is that of Facilities Management staff. Further guidance may be
found in the University’s Workplace Policy and Guidance document H&S No8.
Housekeeping responsibilities:
As stated previously housekeeping is primarily the responsibility of Facilities Management staff
however all staff within Psychology must ensure that their own area / office is maintained at a
reasonable level of cleanliness, order and free from obstructions which could cause harm. This
includes making sure that no objects (such as paper, folders etc) are stored on the floor unless
strictly necessary and that redundant material is not accumulated.
By ensuring that the workplace is kept clean and free from obstructions the likelihood of fire
exits becoming blocked or individuals receiving injury due to slips and trips should be greatly
reduced. Furthermore, through maintaining high levels of workplace hygiene the risk of infection
and illness should also be lowered.
Risk Assessments:
Levels of housekeeping and cleanliness within offices etc. should be addressed within the annual
risk assessments carried out by members of the division.
In cases of a consistently poor standard the Safety Co-ordinator should alert the Head of
Division of the issue.
Storage:
All staff should aim to ensure that materials are stored safely at all times. As mentioned
previously, unnecessary materials should not be stored on the floor or left to accumulate where
possible.
The manual handling implications created by improper storage must be considered at all times.
As such, staff should aim to avoid manual handling operations as far as is reasonably practicable.
Where this is not possible, heavy materials must always be stored at lower levels to reduce the
Health & Safety Policy (2009)
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Division of Psychology, School of Life Sciences
risks associated with retrieving objects above your natural reach. Where this does occur a suitable
step ladder should be used to reach the object and under no circumstances should a chair etc. be
used.
In cases where storage is becoming a problem the Senior Technician must be advised of the
problem so that alternative arrangements can be made.
Additional reference should be made to the University Workplace Document Reference H&S
No.8. This may be obtained from the Health & Safety Department. A copy should also be kept
within the divisional safety file. Further guidance may be sought in the division’s manual
handling arrangements.
j)
Display Screen Equipment
The Division of Psychology recognises the need for policies and procedures to be implemented
in order to address the risks faced by a substantial number of staff due to the high level of
Display Screen Equipment (DSE) use within the division. Measures taken will be carried out in
accordance with the University’s Policy and Guidance on Display Screen Equipment OH No7
and the Health and Safety (Display Screen Equipment) Regulations 1992 as amended by the
Health and Safety (Miscellaneous Amendments) Regulations 2002.
DSE Users:
Prior to conducting risk assessments for display screen equipment the division must identify
which staff may be considered users. In general, an individual may be classified as a user if:
•
•
•
their work consists of a period of an hour or more of near continuous DSE use
if such activities occur more or less daily
if such work is a necessary component of their employment.
However, when conducting a risk assessment, assessors should use their own judgement in
including those who may not fit the above criteria but who they believe to be users. It is likely
that, within the Psychology Division, DSE users will predominantly be research active or
administration staff. Periodically, staff will be given a DSE checklist for the purposes of self
assessment.
Risk Assessments.
Following identification of all DSE users the division must ensure that an assessment of each
user’s workstation is completed by a trained and competent person(s) as appointed by the Head
of Division. It is recommended that the division has more than one individual trained as a DSE
assessor. Such training would be provided through Organisational Development.
Records of all assessments should be maintained within the divisional safety file. Follow up
assessments should be conducted following:
•
•
•
any changes
on a periodic basis
at the request of a member of staff
Follow up assessments may not involve re-assessing the whole workstation if it is suitable and
sufficient only to look only at the area or section of concern. Should the findings of the
assessment show that changes must be made, sufficient measures must be implemented to
remove or reduce the risks with actions taken recorded. Assessors should use the University’s
Health & Safety Policy (2009)
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Division of Psychology, School of Life Sciences
pro-forma for Display Screen Equipment Assessment when conducting their assessments.
Copies of this document may be found in the University’s policy with blank copies maintained in
the divisional safety folder.
DSE assessments within the division will be conducted by:
Initially by means of a self-administered checklist
David Bell
Ext. 3954
Senior Technician
User Training:
Where possible, staff should be trained in correct DSE use procedures prior to their becoming a
user. However it is recognised that, in the majority of cases, this will not be feasible and, as such,
training should be provided at the first available occasion. Included within this training should be
information about the risks associated with display screen equipment and workstations, the
importance of taking regular breaks, activity changing and the findings of the risk assessment of
their workstation. Staff should also be made aware of the provision of free eye tests available on
request from the University’s Eye Clinic in accordance with requirements of the applicable
regulations. Staff should be made aware of the University’s policy regarding its position and
actions to be taken should a problem applicable only to display screen equipment be found. This
includes the provision of corrective appliances (i.e. spectacles).
Staff should also be made aware of the Health and Safety Executive (HSE) leaflet entitled
‘Working with VDUs’ a copy of which should be maintained within the divisional safety file and
is available free from the HSE website.
Good Practice for Users.
Staff should aim to ensure that they themselves take all reasonable precautions to ensure their
own health and safety when using display screen equipment. This includes following university
procedures and advice from those trained as assessors within the respective department. The
following information may be used as guidance.
•
Posture: The diagram below shows the correct posture for working with DSE.
Chairs should be adjusted to the most comfortable position; back posture should
ideally remain straight and upright with lumbar support from the chair back. Users
should avoid slouching backwards or towards the screen as this may lead to back
pain. Forearms should be approximately horizontal with room in front of the
keyboard for wrist support. There should be enough space underneath the desk to
allow leg movement with seat height adjusted to ensure that feet are rested flatly on
the floor to avoid excess pressure on the backs of the legs from the seat edge.
Health & Safety Policy (2009)
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Division of Psychology, School of Life Sciences
•
•
•
Workstation arrangement: Workstations should be arranged to ensure that the
DSE is positioned to avoid glare or reflection on the screen. This may be achieved
through ensuring that neither you nor the screen faces bright lights or windows. The
keyboard, mouse, documents and other items in regular use should be positioned
within suitable reach to avoid the risks associated with stretching such as upper limb
disorders including repetitive strain injury.
Breaks and Activity Changes: To minimise the risks associated with long periods
of DSE use staff should try to ensure that they incorporate regular work activity
changes into their work, e.g. photocopying or filing. Such activities provide natural
breaks. In addition to this it is recommended that staff take regular short breaks of 5
to 10 minutes every hour which holds greater benefits than taking longer breaks over
longer periods of time.
Working with laptops: Working with laptops can aggravate problems normally
associated with working with display screen equipment. The guidance given
previously must be followed closely when positioning the laptop for use. This
includes raising its height to eye level (this does not have to built in, it can be
achieved simply through placing the laptop on a stable material of suitable height i.e.
a phone directory) Furthermore laptops do not meet regulatory requirements due to
the positioning of the keyboard. Staff should ensure that when using a laptop as the
primary method of display screen equipment use that a separate keyboard is attached
Health & Safety Policy (2009)
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Division of Psychology, School of Life Sciences
and used instead of that incorporated into the laptop.
Further advice and contact:
Further reference should be sought from the University’s Policy Manual for Display Screen
Equipment OH No.7 and the HSE leaflet ‘Working with VDUs’. For advice staff should consult
the divisional DSE assessor, the Health & Safety or Occupational Health Departments who can
be contacted on extensions 3954, 8214 or 8228 respectively.
k)
Equipment maintenance:
The Division of Psychology aims to adhere to the requirements of the Provision and Use of
Work Equipment Regulations 1998. This is to be achieved through risk assessment, regular
maintenance and inspection of relevant work equipment and includes equipment which may
cause harm as a direct result of its operations or through a fault or defect). Only those fully
trained and competent should be involved in maintenance. Through utilising the guidelines set
out in the University Policy and Guidance on Work Equipment (H&S No 9/00) the division will
ensure that all staff aim to achieve the complete safety of all who may be harmed by the
equipment.
Assessment of equipment prior to maintenance:
Risk assessments of high risk work equipment must be carried out periodically to ensure
suitability and to set a base line from which future maintenance reviews can be measured against.
These assessments should involve three aspects:



The internal integrity of the equipment (is it safe for use in terms of its construction)
Its place of use (e.g. electrical equipment placed in wet or flammable environments)
The purpose for which it will be used.
Following risk assessments, it should be possible to judge the frequency of maintenance
inspections. However, maintenance should not be limited to predetermined review periods.
Maintenance ought to occur as a measure of planned preventative intervals where adjusting or
replacing of parts is necessary. Condition based maintenance, which should be used for the
regular review of safety-critical parts such as guards or breakdown maintenance. All three types
of maintenance must be used in conjunction to ensure continuous maintenance, safe operation
and quick response to issues.
Complex powered equipment is highly likely to come with a manufacturer’s manual detailing
health and safety procedures and the recommended frequency of maintenance. This must be
used to ensure adherence to the guidelines and provide guidance above that produced by the risk
assessment.
Maintenance Provision:
It is the responsibility of the Senior Technician to maintain equipment in a working condition
(general safe working of the equipment), in efficient working order(everything working as it
should) and in good repair (repairs and maintenance have been undertaken to correct any
defects).
All staff should be made aware that maintenance should only be carried out by a trained
Health & Safety Policy (2009)
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Division of Psychology, School of Life Sciences
professional.
There may be individuals within the division responsible for the maintenance of certain
equipment due to their level of training. In these instances each member of staff using the
equipment should be made aware of these responsibilities.
Maintenance records.
Where necessary a record of all maintenance carried out must be kept within the divisional safety
file. Contained within this should be the date of maintenance, who carried it out, what was done
and any amendments made to the dates of predetermined future inspections. Forms provided in
the University policy and guidance document on work equipment H&S No9/00 should be used
a standard method of recording maintenance, a copy of this should be kept in the divisional
safety file and is available from the policies section of the Health and Safety departmental
website.
Facilities Department:
Douglas Little or nominated person
Responsible persons and their duties:
David Bell
l)
Ext. 3954
Senior Technician
Off-campus Trips and Foreign Visits (Overseas Medical Travel Policy):
https://www.gcal.ac.uk/occhealth/policies.html
The Division of Psychology is committed to ensuring the health & safety of staff and students
both on and off campus. This includes instances where individuals are engaged in work off
campus and on foreign trips. Whilst the division recognises its duties under the Health & Safety
at Work Act 1974 and the Management of Health & Safety at Work Regulations 1999 may not
apply to activities carried out on foreign visits it believes that continuing to follow such
requirements demonstrates its commitment to good working practices and the promotion of a
positive and comprehensive health & safety culture within the division. In addition to this, the
health & safety policies of the visited authorities will be consulted and followed to a reasonably
practicable level.
The staff member organising the field trip or foreign visit will hold primary operational
responsibility throughout the process. This individual will be considered the supervisor. It may
be practical to appoint a deputy to act on their behalf however it remains the responsibility of
the supervisor to ensure that this person is suitable. The supervising member of staff is
responsible to the Head of Division.
Records should be maintained detailing the persons responsible (those acting as supervisors) for
each field trip or foreign visit. A copy of these may be held within the divisional safety file or the
division’s own recording system.
Risk Assessments:
Health & Safety Policy (2009)
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Division of Psychology, School of Life Sciences
The division must ensure that risk assessments are carried out for all field trips and foreign visits
and that this activity is conducted during the planning stage to identify all significant foreseeable
hazards and measure the level of risk. This should be the responsibility of the supervisor.
However Head of Division should ensure that such individuals have suitable and sufficient
experience and / or training to be able to conduct such risk assessments to a reasonable standard
and they should be able to access assistance from a divisional Risk Assessor. Staff conducting
risk assessments may find it helpful to consult the generic risk assessment proforma (a copy of
which should be maintained within the divisional safety file) to use as a framework for
conducting a field trip or foreign visit risk assessment. Factors to be considered when
conducting the risk assessment include:









The nature of the tasks to be conducted
Transport arrangements
The location and the environment in which the tasks are to be carried out
The experience and training of participants
The level of supervision needed (staff: student ratios) to be provided
The nature of any substances, machinery or equipment to be encountered and the
associated risks of each
The duration of the exercise or visit
Arrangements for communication on health and safety matters with the host
The contingency plans in place to deal with any foreseeable emergencies.
Only when risk assessments are complete, the level of risk deemed acceptable and, following
approval from the Head of Division or their nominee, should the division proceed with a field
trip or foreign visit. A record of the risk assessment findings should be maintained in the
divisional safety file.
Emergency Protocol and Accident Reporting:
It is the responsibility of the supervisor to ensure that correct and immediate action is taken in
the event of an unforeseen emergency. This includes instructing the members of the group on
what action to take following an incident. This may involve providing basic information on how
to access assistance and general emergency procedures. However, all individuals should be made
aware of their responsibility to report any accident or incident to the supervising person(s)
immediately.
Following notification of an incident, supervisors must ensure that necessary assistance is
obtained, contact is made with relevant personnel or aid authorities and ensure that the wellbeing
of the rest of the group is maintained. The responsible person(s) must also ensure that a copy of
the University incident report form is completed in line with guidance given in the Accident and
Incident Reporting arrangements.
During the planning stages of the field trip or foreign visit organisers should consider strategies
for dealing with emergencies. This should include emergency contact numbers so immediate
contact can be made with the University in an emergency.
Health & Safety Policy (2009)
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Division of Psychology, School of Life Sciences
Contact numbers:
During normal business hours (Divisional contact):
Divisional Office
Ext. 3119.
Outside normal business hours (Divisional contact):
tba
Out with normal business hours: 0141 331 3785/3786 (Caledonian Court 24 hour security)
Staff engaging in foreign trips in connection with University business must ensure that they
consider the health and safety implications of their visit and take all reasonable precautions. This
may include addressing such issues as:
•
Immunisations (advice on this may be sought from Occupational Health .
•
Personal Security Issues
•
Lone working/travelling arrangements
•
Emergency procedures( and contacts)
Further advice may be sought from the TLC and the relevant divisional arrangements such as
accident and incident reporting.
m)
Student Project Data Collection:
The Division of Psychology recognises its legal obligation to ensure to a reasonably practicable
level the health, safety and welfare of any student undertaking a work off-campus as a
requirement of his / her course. This will be conducted in compliance with the University’s duty
of care towards all employees and non-employees i.e. students, visitors and contractors in
accordance with the Health & Safety at Work Act 1974 and the Management of Health & Safety
at Work Regulations 1999.
Divisional Arrangements:
The division recognises the variations in how students carry out data collection. Therefore, it is
assumed that the most practicable means of ensuring that the University’s duty of care is
maintained would be to provide a general guidance framework from which supervisors and
students can adapt for their particular situation.
Hence the division should ensure the health, safety and welfare of the student on these occasions
with arrangements created by the division.
Academic Interest Groups should ensure that they are familiar with the Universities and Colleges
Employers Association (UCEA) guidance booklet ‘Health and safety guidance for the placement
of HE students.’
Health & Safety Policy (2009)
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Division of Psychology, School of Life Sciences
General Requirements:
Whilst the division should create and maintain their own local arrangements a general framework
should be followed to ensure a continuity of efforts. Supervisors should ensure that
arrangements address the need for:
•
Communication between the division and the student, the student and their
supervisor and the division and the supervisor. This should be formal and records
should be kept of all contact.
•
If the student is going to other premises e.g. school, agency etc, prior to the student
starting their data collection, suitable and sufficient checks of the location’s health
and safety procedures should occur. This must involve gaining assurance that the
occupants have a health and safety policy and that this would be provided to the
student. Students should not commence collection until such requirements are met.
•
The division should provide guidance and general information to the student
regarding health and safety prior to the collection starting. This involves ensuring the
student is aware of the information that should be included from the external source
along with contact details/communication channels for the student to use in the
event of a health and safety problem.
•
Prior to the student data collection period, it may be necessary for a responsible
member of staff to make a visit to the placement provider to ensure that no issues
need to be raised and to carry out a general visual inspection to guarantee that the
student is not subject to any obvious danger to their health and safety. Visits should
be in to the level of risk associated with the work being carried out and the duration
of collection.
•
It may be useful to involve students in the feedback process: this should involve
information being received by the division from the student regarding what
information they were given or told was available. Checklists such as those provided
in the UCEA guidance booklet should be used to make this more consistent and
effective. A record of all feedback should be maintained.
•
If the student has chosen an alternative location e.g. someone’s home, it is
imperative that, in conjunction with their supervisor, they think carefully about their
personal and psychological health & safety and consider the problems that may be
incurred in doing so. This would include geographical location, travel arrangements
along with an entry, participant contact and exit strategy. Every attempt should be
made by the student to have an external contact to be informed of start and
completion of the collection. The divisional health & safety co-ordinator may also be
contacted for advice and, where ambiguity or the level of risk is seen as problematic,
the Health & Safety Department may be contacted.
The above guidelines are not exhaustive and should used as pointers for creating suitable
arrangements for the individual students’ health and welfare. However, while they are only a
framework, it is vital that the division ensures that local arrangements do involve a system of
checks prior to the data collection starting, a system of communication between all parties and
document reporting.
Health & Safety Policy (2009)
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Division of Psychology, School of Life Sciences
n)
Training
The Division of Psychology recognises the importance of staff training in maintaining a holistic
approach to managing health and safety. Further recognition is given to the use of on-going
training to ensure that not only are staff fully aware of University health and safety issues and
policies but also so that staff are involved in creating a safe and healthy working environment
through interaction, increased knowledge and the development of a positive safety culture.
New staff:
The division must recognise and address the increased level of risk that new members of staff
may be exposed to due to unfamiliarity with the University and its health and safety policies. The
University provides a ‘core staff induction training session on the first Thursday of every month,
included within in this induction is information regarding the University health and safety
policies and general risks that are present. Whilst the importance of attending this should be
emphasised to new staff by the Head of Division it should not be used as the sole method of
induction. The division must conduct a local induction to supplement the information given in
the central induction training.
The division should encourage the new member of staff to meet with the divisional health &
safety co-ordinator within their first week of employment. Guidance given by the HSWG should
include:
•
A brief synopsis of the health and safety arrangements with focus on those which
may apply to division specific risks and emergency procedures.
•
Generic emergency procedures such as accident and incident reporting, fire safety
and first aid.
•
Significant findings of risk assessments should iincludes alerting them to any hazards
that they may become exposed to and the precautions to take.
•
Encouragement to express concerns and seek advice on health and safety matters
that they feel uncertain about.
•
The identities of key health and safety personnel within the division i.e. fire wardens
and members of the TLC should be provided.
On-going training for existing staff:
Staff should be made aware of the opportunities for increased health & safety training provided
by Organisational Development which can be done after communication with the relevant line
manager. Line Managers should ensure that all staff receive suitable and sufficient training to be
able to undertake their work in a safe manner. This should involve:
•
training regarding how to use equipment correctly,
•
emergency procedures,
•
correct display screen equipment use
•
general housekeeping guidance
Health & Safety Policy (2009)
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Division of Psychology, School of Life Sciences
This is not an exhaustive list and academic groupings with high risk exposures should include
other topics within the training.
Staff training should be updated to ensure compliance with new regulations or in response to the
emergence of new risks.
Staff with health and safety responsibilities:
Members of staff with specific health and safety responsibilities within an academic grouping
must have received suitable and sufficient training to a level which enables them to carry out
their duties.
This includes:
•
Head of Division
•
Members of the TLC
•
Fire wardens
•
First Aiders (where applicable)
•
Risk assessors (this includes persons conducting risk specific assessments such as
display screen equipment, manual handling etc)
Records should be kept of all health and safety training received to ensure that all staff have
undertaken the appropriate training to conduct their duties. Through discussions with members
of the TLC and academic group leaders, staff should be encouraged to attend extra training as
and where appropriate.
Further advice and guidance:
For further information on the training course provided staff should contact Organisational
Development: HROD@gcal.ac.uk
If staff have any concerns over health and safety issues that they have not been trained in they
should in the first instance speak to the Health & Safety Co-ordinator or Head of Division. If
this is not applicable the University Health & Safety Department may be a useful contact.
o)
Health & Safety information for new students:
The Division of Psychology recognises the importance of informing students about basic health
& safety procedures as part of a comprehensive health & safety management system. While
students are provided with an overall view of health and safety issues and procedures as part of
their University induction and in programme handbooks, it is the belief of the division that
students may benefit from additional guidance which adds to that given centrally.
It is the responsibility of the division to create arrangements for the topics to be covered in the
Health & Safety Policy (2009)
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Division of Psychology, School of Life Sciences
additional guidance. This should address central health and safety issues but also those specific to
the subject or location (i.e. the lecture hall, laboratory etc).
Guidance should be delivered by lecturers or appointed persons at the beginning of each
semester to introduce students to the health and safety issues and procedures concerning their
new surroundings. This may involve lecturers spending five minutes during induction lectures
informing students of the issues and procedures within their the specific lecture hall, classroom
or building. General items to be covered should include:
•
The role of the supervisors regarding to health and safety.(i.e. the lecturer should be
the main point of contact whilst within the lecture hall)
•
The location of the nearest emergency exits.
•
What to do in the event of the fire alarm giving a general idea of what the fire alarm
sounds like.
•
Security procedures if working in the building outside normal working hours.
The above list is not exhaustive and should only be used as a brief framework.
Further Guidance:
Further guidance should be sought form the Head of Division, Health & Safety Co-ordinator,
the TLC and the Health and Safety Department, if required.
p)
First Aid
Under the Health and Safety (First Aid) Regulations 1981 the Division of Psychology, through
the University, is committed to providing suitable and sufficient first aid resources to address the
health and safety of those who require assistance. Arrangements to ensure this service will be
carried out in conjunction with the School of Life Sciences continued support of the University’s
network of First Aiders.
Within the working environment of Psychology ‘first aid’ means:
•
•
Treatment of minor injuries that do not require treatment from or otherwise receive
treatment from a medical practitioner or nurse
Cases where and individual requires help from a medical practitioner or nurse with
treatment for the purpose of preserving life and the minimising of consequences
until such help arrives.
Health & Safety Policy (2009)
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Division of Psychology, School of Life Sciences
Location of the divisional ‘first aid’ box:
Divisional Office
M445
Divisional Technical Workshop
M419
Appointed person responsible for the divisional ‘first aid’ box:
David Bell
Ext. 3954
Location of Accident Book:
Senior Technician Office
M419
Accessing first aid.
Should a situation arise where first aid assistance is required the procedures outlined below
should be followed in accordance with guidance given in the University First Aid Policy.
To call a first aider in an emergency, please telephone extension 2222. The staff on the
switchboard will then page the first aider on duty. When their pagers are activated, the first aider
will contact the switchboard for details of location and nature of the emergency. The first aider
will make their way to the casualty and administer first aid treatment.
For further information and guidance pertaining to first aid within the University reference
should be made to the First Aid Policy Document OH No3. Copies of this may be obtained
from the Human Resources Department. Divisions may also consider the inclusion of this
document in their safety files.
Whilst the use of central first aiders is likely to be sufficient for most divisions, some may find
that, following their risk assessments, it would be beneficial for the division to maintain its own
first aider(s). These appointed responsible person(s) should receive suitable and sufficient
training and have the cooperation of all members of staff within the division. Divisional first
aiders should be used in conjunction with the University’s central first aid services. Contact
information for the Divisional first aider should be communicated to all staff within the division;
this may be achieved through, for example, an email alerting staff to the appointment.
Divisional First Aider (where applicable):
The division does not have dedicated first aiders – phone 2222
Central First Aid Rooms
It should be noted that First Aid rooms are locked as a matter of security. Keys are held by the
First Aiders on rota and on an on-call basis. Campus Security does likewise. Some Divisional
First Aiders may be key holders achieved through application to Occupational Health and should
be at the discretion of the division based on the findings of a first aid risk assessment.
The division will ensure the contents are suitable and sufficient in accordance with the findings
of their risk assessments.
Health & Safety Policy (2009)
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Division of Psychology, School of Life Sciences
However it is recommended that, within the divisional first aid box, all that should be required is
a sufficient supply of plasters and minimal wound dressings. Under no circumstances will
divisional first aid box contain any medication; this includes paracetamol, aspirin and antiseptics.
The divisional first aid kit should only be used for minimal injuries such as small cuts that require
dressing with a plaster. If this is insufficient the University central first aiders must be notified.
All injuries must be recorded in the divisional accident book by the injured party or the
individual assisting them.
It is the responsibility of the appointed person (or HSWG) to ensure the stocking of the first aid
box. To order supplies the appointed person will complete the first aid box/kits check form
which will then be sent to Occupational Health Services who will arrange for the requested items
to be delivered.
Occupational Health Service contact details:
Amanda Lindsay
Occupational Health Advisor
Email: Amanda.Lindsay@gcal.ac.uk
Telephone: 0141 331 8228
q)
Accident and Incident Reporting
Whilst the prevention of accidents and incidents is of the utmost importance to the, it is
recognised that arrangements must be made to ensure that, should an incident occur, suitable
and sufficient reporting procedures are in place to aid in any investigation and feed into the risk
assessment process with the aim of maintaining a proactive approach to health and safety
management.
The following procedures should be implemented following any accident, near miss or
dangerous occurrence.
General accident and incident reporting:
All staff should ensure that, unrelated to the perceived level of severity and whether or not a
‘first aider’ was required, all accidents taking place in the division be reported in the divisional
Accident Book. This must be done with the aim of adherence to the legal responsibility arising
from the Social Security (Claims and Payments) Regulations 1979. All divisional staff should be
made aware of the location of the divisional accident book by the Head of Division or the
responsible nominated person.
Location of the divisional Accident Book:
Senior Technician’s Office
M419
All accidents which result in injury to members of staff, near misses, dangerous occurrences and
instances of work related ill health must be reported using the University’s Incident/Near Miss
Reporting form S1 (Copies of which are maintained in the divisional Safety File). This should be
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Division of Psychology, School of Life Sciences
signed off by the Head of Division following completion and remedial action taken if required.
A copy must be kept within the divisional Safety File.
Responsible persons:
A ‘responsible person’ (as designated by the Head of Division), their deputy or a member of the
TLC must be informed by staff of any near miss or dangerous occurrence. It is the responsibility
of the designated individual(s) to collect incident information, complete relevant paperwork and
communicate with the University Safety Advisor. This should be completed within three days
following every accident requiring first aid and within seven days following a near miss or
dangerous occurrence.
In the event of a fatality or major incident (i.e. if immediate hospital treatment is required or as
soon as it becomes apparent that the employee will be off work for more than three days, the
first Aider, the responsible person or Head of Division should inform the Health & Safety
Adviser immediately. It is the responsibility of the University Safety Advisor to report any major
incident to The Health and Safety Executive (HSE) under compliance with the Reporting of
Injuries, Diseases and Dangerous Occurrences Regulations 1995. The University Safety Advisor
will also act as a point of contact between the HSE and the University should they wish to
investigate an incident.
Following any incident divisional risk assessments must be reviewed and updated if required. If
seen as necessary, remedial action will have to be taken and recorded to prevent a recurrence of
such incidents. This again will be the responsibility of the designated ‘responsible person’ or a
member of the TLC.
Divisional responsible persons (name, contact information and responsibility)
•
Those relevant to incident and accident reporting, such as members of the TLC or
those designated by the Head of Division.
Names of persons to be confirmed
In cases of difficulty, contact:
David Bell
Ext. 3954
Barbara Duncan
Ext. 3907
University Safety Advisor:
Robert Curtis (ext. 8859)
University Safety Officer:
to be announced
Reference should be made to the Universities Incident Reporting and Investigation Policy H&S
No 10/00/00.48 for further guidance, definitions and information about the Reporting of
Injuries, Diseases and Dangerous Occurrences Regulations 1995.
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Division of Psychology, School of Life Sciences
r) Emergencies
Whilst the Division of Psychology aims to ensure that all foreseeable events are identified,
analysed and managed with the aim of maintaining a high standard of health and safety, the
division recognises that procedures must be in place to cope with an emergency should it occur.
Potential emergencies should be identified within their risk assessments.
Possible examples are:
•
•
•
•
•
Explosions
Fire
Bomb Threats
Gas leaks
Flood
The University’s Contingency Plan covers the strategic elements of such emergencies.
Staff should ensure that they evacuate the building upon first hearing of any alarm, gather at the
nearest fire evacuation assembly point, assist any disabled or injured person to evacuate and not
to undertake any emergency action for which they have not been trained.
All staff should familiarise themselves with University protocol for specific emergencies such as
the University’s fire emergency procedures.
Contact information in the event of an emergency:
University helpdesk: extension 2222 (0141 331 3000 if using a landline or mobile).
This contact should be used upon identification of an emergency situation i.e. the discovery of a
fire.
s)
Divisional Safety File
The Division of Psychology is committed to transparency in communication and management
on all issues relating to health, safety and welfare of its employees, students and visitors. In
pursuit of this commitment the division recognises the benefits of maintaining and storing
records of all relevant paperwork and findings. This will be achieved through the use of
divisional safety files.
Location of Divisional Safety File:
Divisional Office
M445
File maintained by:
David Bell
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Division of Psychology, School of Life Sciences
The division must construct and maintain a safety file readily available to all members of staff for
reference at any time. Staff must ensure that any items removed for consultation are replaced
within a reasonable time frame.
The divisional safety file should include the following items:
•
•
•
•
•
•
•
•
t)
A copy of the Division of Psychology Health and Safety Arrangements.
All group risk assessments (detailing any remedial actions taken).
All additional assessments (i.e.: DSE, manual handling etc).
Blank copies of risk assessment forms.
Copies of incident reports.
Blank incident/ near miss forms.
Copies of all University Health and Safety Policies and Procedures documents.
A record of all maintenance work carried out. This should include information such
as what was done, by whom and at what date was it carried out.
Hazardous Substances
Whilst the presence of hazardous substances within Division of Psychology are likely to be
minimal it is recognised that arrangements need to be in place to cope with the possibility of the
exposure of staff, students and visitors to substances which may be hazardous to their health
such as chemicals, micro-organisms and biological agents. The division aims to ensure that
arrangements meet the requirements set out in all relevant regulations, the most pertinent being
the Control of Substances Hazardous to Health Regulations (COSHH) 2002.
Risk Assessment:
The division should ensure that they have a suitably trained person to be able to undertake
COSHH assessments. The University’s COSHH assessment checklist should be used to assist in
the conduction of risk assessments. The division should assess how often risk assessments
should be viewed dependent on their level of exposure.
Records:
As with generic risk assessments all findings should be recorded and amendments made where
required. All findings must be communicated to members of staff within the division and
training given in ensuring their safe use. This may be done through staff inductions, staff training
or through meetings of the Divisional Forum.
An inventory of all hazardous substances used, stored or produced within the division should be
maintained in line with guidance given in the COSHH Regulations 2002.
Controls:
The division should ensure that, following identification of the presence of hazardous
substances, suitable and sufficient control measures and precautions are implemented. This
includes removing the need for the substance to be present where possible. If this is not possible
then further measures must be taken to lower the possibility of exposure. General actions which
should be in place:
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Division of Psychology, School of Life Sciences
•
Correct labelling and recording of all hazardous substances.
•
Provision of training for those exposed to the substance(s)
•
Suitable and sufficient personal protective equipment.
•
Appropriate first aid measures, i.e. a divisional first aider, suitable first aid
equipment, provision of chemical wash facilities.
Health Surveillance:
The identification of possible staff, students or visitors being exposed to hazardous substances
should ensure that they have a system of health surveillance in place to monitor any individual
who has an identifiable disease or ill health effect following exposure. Guidance given within the
University’s COSHH document H&S No3/03 should be consulted as a reference to the
requirements for health surveillance. The Occupational Health Department should be notified of
any cases of exposure. Records must created and maintained detailing information about the
exposure.
Risk assessment findings suggesting the possibility of staff, student or visitors being exposed to a
hazardous substance should ensure that they have suitable divisional procedures in place to
manage the risk to a reasonably practicable level following the guidance given in the University’s
COSHH policy (available on the H&S Department web page maintaining a copy within the
divisional safety file). Further guidance is provided in the HSE leaflet ‘COSHH a brief guide to
the regulations’.
u)
Stress and ill health
The Division of Psychology is committed to ensuring a comprehensive approach is taken in
implementing appropriate measures to lower the risk of work related stress within the division.
Contained within this approach will be a number of stages to ensure that the risk is prevented as
much as is reasonably practicable and managed effectively if occurring. The division recognises
and acknowledges its responsibility to control the risk of stress as the aim of creating a safe and
healthy working environment in accordance with the Health & Safety at Work Act 1974 and the
Management of Health & Safety at Work regulations 1999.
Definition of stress:
For the purposes of the division, stress will be defined as ‘the adverse reaction people have to
excessive pressure or other types of demand placed on them’.
Prevention:
Stress Management and Employee Assistance Programme:
The University recognises that employees may at times feel under pressure therefore, in
association with BUPA Wellness, provides all employees with access to a counselling service.
This is a confidential advice line, manned by professional counsellors and accessed over the
phone. However, when required, a face-to-face meeting can be arranged via Occupational Health
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Division of Psychology, School of Life Sciences
and takes place off-campus at a location suitable to you and is confidential.
Normally used for work issues, it can be used for domestic issues which may be impacting on
work.
The freephone number is 0800 269 616.
For further information on stress please visit the attached link.
http://hcd2.bupa.co.uk/fact_sheets/html/stress.html
The Division should follow the guidance given by the Health and Safety Executive (HSE) and by
the University’s Occupational Health department on managing stress as their primary source of
information and guidance.
These can be found at:
•
•
http://www.hse.gov.uk/stress/index.htm
http://www.gcal.ac.uk/occhealth/policies.html
To view the GCU Stress Policy and other related guidance, please see the following links.





Stress Policy and Guidance
General Employment Policies: Human Resources
Dignity at Work & Study
Equality & Diversity
Harassment Advisers
The process of effectively controlling the risk of work related stress should include:
•
•
•
•
•
•
•
The inclusion of stress within generic risk assessments
Undertaking stress audits on a regular basis.
Reviewing stress audit / risk assessment findings
Ensuring responsible members of academic subject areas have attended the stress
management training provided by Human Resources.
Developing and implementing work life balance policies
Enabling staff to raise health issues by informing all staff of the role of Occupational
Health, ARC, Human Resources and Employee Counselling Services.
Ensuring recognition of the value of staff members through use of the Staff
Development Performance Review Framework.
Support:
Academic subject areas should support all members of staff prior to the onset of stress, however
this should be emphasised to a greater extent for those suffering from stress. This should involve
discussion with the individual; referral to the relevant services i.e. Human Resources, Employee
Counselling or an independent outside body etc. and identification of the individual’s needs.
Leaders of subject groups must take a vital role in showing their support and ensuring that staff
are given divisional assistance.
Heads of subject areas should ensure that a back to work strategy is created in each case and
tailored specifically to the needs of the individual. Advice and guidance on this process can be
obtained from the Human Resources and Occupational Health Departments.
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Division of Psychology, School of Life Sciences
Review and monitor:
As stated previously the findings of all stress risk assessments must be reviewed periodicallv with
amendments made where applicable. In conjunction with this process, individual cases of work
related stress must be monitored and reviewed to ensure that the individual in question receives
the continuing support and assistance from senior members of the division. The Head of
Division must take a central role in ensuring that this is conducted to a high standard.
Further assistance and guidance:
Academic subject areas should ensure that senior members of management i.e. the Divisional
Management Group are aware of the HSE guidance on stress. This should be used as the
primary source of information as to the required actions that each academic subject area must
conduct.
Supplements to this advice can be sought from a number of university departments and outside
bodies such as:
•
•
•
•
•
•
Human Resources
The ARC:
The Stress Working Group:
Employee Counselling Services: 0800 435 768 (free phone)
Occupational Health
Health and Safety Department
Outside advice can obtained from:
The Glasgow Association for Mental Health: 0141 552 5592
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NOTES:
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NOTES:
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NOTES:
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