Selwyn College
Risk Management Procedure
Induction for Contractors
January 2014
RMP/12b
Issue: 2
Before you start....
On arrival at Selwyn, all contractors must:
 Report to the Porters’ Lodge, sign the Visitor Book, obtain an identification badge and wear it so
that it is clearly visible to others at all times.
 Advise your College contact of any hazards associated with your work, and implement
appropriate control measures (e.g. warning signs and barriers) to ensure a safe environment for
yourself and others.
 Ensure any sub-contractors reporting to you follow all safety instructions from risk assessments
and method statements.
 DO NOT START WORK UNTIL AUTHORISED TO DO SO BY YOUR COLLEGE
CONTACT.
Parking
The College has limited parking spaces available and you must ensure that your vehicle is parked in
an authorised parking area, and that you park considerately of others. Vehicle registration numbers
must be given to the Duty Porter on arrival. If issued with a parking permit, this must be clearly
displayed in your vehicle windscreen at all times. Parking in the Fellows’ car park at the front of the
College is strictly forbidden.
Lone Working
If working alone or in a restricted admittance area, please ask the Duty Porter to register you under
the College’s Lone Worker scheme.
Asbestos
If your work involves demolishing or drilling into the fabric of any building, you must ensure you
have read the College’s Asbestos Management Policy and sign the Asbestos Register held in the
Porters’ Lodge. STOP WORK IMMEDIATELY if asbestos is discovered (or suspected) and follow
the instructions given on the flow chart provided to you.
Maintain a Safe Working Area
All contractors and sub-contractors must be suitably trained to carry out their work, and must
comply with all current statutory health, safety, and environmental regulation, and any specific
College rules provided by their College contact. Contractors must ensure that all equipment used on
College premises has been tested in accordance with current regulations and is safe to use. Adequate
signage and barriers must be used to highlight work in progress and prevent unauthorised access.
All contractors must adhere to their risk assessments/method statements, and ensure that their
actions do not put others at risk. Any changes to work practices must be agreed with a Head of
Department.
Slips and Trips
Contractors (and any sub contractors) must ensure that spillages are cleaned up immediately.
Electric cables, equipment and materials must be safely stored while you are working to prevent
tripping hazards.
Selwyn College
Risk Management Procedure
Induction for Contractors
January 2014
RMP/12b
Issue: 2
Hazardous Works
Contact your College contact for authorisation and a Permit to Work before starting any work
involving Ground Work, Hot Work, Working in Confined Spaces, Mains Services, or Work at Height
(including roof work).
Security
Take responsibility for any keys issued to you and ensure all doors to areas you access are locked
securely behind you. If you are working in the College for more than one day you must ensure that
all keys issued to you are returned to the Porters’ Lodge at the end of each working day. Please note
that CCTV cameras operate in the College premises.
Access to student rooms
If your work requires access to any student or Fellows’ room, permission must be granted by the
occupant. For routine, non-urgent work, the required notice is 48 hours. Please contact your host to
arrange this.
Housekeeping
Maintain your work area in a tidy and safe condition, especially if left unattended. All rubbish
should be cleared from your work area at the end of your day, unless otherwise agreed. The College
accepts no responsibility for tools and plant left on College property.
Fire
Never block fire escapes or fire exits, or leave tools and equipment in corridors or on stairways. If
your work will generate a large amount of dust, smoke detector covers are available from the
Maintenance Workshop. You must inform the Duty Porter before covering the detector and ensure
that it is removed when your work is completed.
IF YOU DISCOVER A FIRE - Shout FIRE and immediately activate the nearest fire alarm call point.
Leave the building by the nearest exit and make your way to the nearest emergency assembly point
and report to the Duty Porter. The location of all assembly points are provided beside each fire
alarm call point. DO NOT ATTEMPT TO EXTINGUISH THE FIRE YOURSELF.
IF THE FIRE ALARM SOUNDS - If accompanied by a member of staff, leave the building by the
nearest exit and make your way to the designated emergency assembly point. If unaccompanied,
exit the building by the nearest fire exit and report to the Duty Porter (Fire Warden) at the nearest
emergency assembly point. Do not leave an emergency assembly point or re-enter a building until
you are told it is safe to do so.
Emergency Assembly Points
Your emergency assembly point in the event of a fire or other emergency will vary according to your
area of work:
 ASSEMBLY POINT
For these areas:
 Old Court Lawn
Staircases A-G, Chapel, Catering, College Bar
Selwyn College
Risk Management Procedure
Induction for Contractors

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Cripps Court Lawn
Ann’s Court Lawn
Sidgwick Avenue
Outside the front door
January 2014
RMP/12b
Issue: 2
Staircases H-N, Diamond
Staircases O-R, College Offices, JCR, Library
Maintenance and Gardens
All College hostels
Welfare Facilities
Your College contact will advise you of the location of public toilet facilities. Meals, snacks and
drinks are available from the Servery in Old Court during the mornings until 1.30 pm. You must not
use student gyps (kitchens).
Accidents and Emergencies
Any accident, incident or near miss (however minor), must be reported to the Porters’ Lodge, your
College contact, as well as your employer. All accidents must be recorded and your College contact
or the Duty Porter will complete an Accident Report Form. Some work-related accidents, diseases
and dangerous occurrences have to be reported to the HSE and it is the responsibility of contractors
to ensure that all accidents are promptly reported.
First Aid
If you have an accident whilst on College premises and need first aid assistance, please report to the
Porters’ Lodge. Alternatively the contact telephone number for the Porters’ Lodge is (01223) 335846.
All Porters are qualified first aiders.
Smoking
The College operates a No Smoking Policy in all areas of the College, including student hostels.
Smoking is only permitted in the designated Smoking Area in the Kitchen Yard. Smoking in vehicles
parked in the College grounds is not permitted.
College Etiquette
Please remember that students live in the College. Always conduct yourself in a responsible and
orderly manner and be respectful of the College’s environment. Keep noise to a minimum, and
observe the College’s Quiet Periods. (Your College host or the Duty Porter will advise you of the
dates of our Quiet Periods). Do not use radios, CD or MP3 players etc. in any area of the College. Do
not walk on any of the lawns. Please dress appropriately at all times; t-shirts/shirts should never be
removed, even in extremely hot weather.
Health and Safety policy
A copy of the College’s Health and Safety policy is available in all College Departments. A copy of
this policy can be provided on request.
Before you go...
At the end of your working day, you MUST report to the Porters’ Lodge to return your identification
badge and any keys that have been issued to you. Remove all tools, plant and waste products when
your work is complete and leave the area clean and tidy. No Hot Works should be carried out
within one hour of your departure from the College. If you are working in College for more than
Selwyn College
Risk Management Procedure
Induction for Contractors
January 2014
RMP/12b
Issue: 2
one day, ensure your work area is left safe and secure overnight.
TO BE SIGNED BY THE CONTRACTOR:
I understand and will follow the instructions given to me.
Signed:
Date:
Name (Please print):
Mobile Telephone Number:
On behalf of (Company):
TO BE SIGNED BY THE COLLEGE (Head of Department or other Authorised Person):
Signed:
Name (Please print):
Date: