MOLECULAR MEDICAL SCIENCES
SCHOOL HANDBOOK – Administrative staff
To be read and used in conjunction with University Safety Office Guidance
and local divisional policies.
1
Please sign a hard-copy of this page and return it to
your local safety representative, School Safety Officer
Julie Stanley or the School Manager, Diane Mitchell
Name:
Position:
Department:
I have read all the information in the MOL School
safety manual and agree to adhere to the policy and
guidance within it.
Signature: …………………………………………………………………
2
Index
Introduction................................................................................ 4
General Policy Statement of Health and Safety ................................ 5
Arrangements for ……………………………………………………………….……….…………6
Organisational …………………………………………………………..………………….……….8
Health and safety induction questionnaire ..................................... 10
Emergency Telephone Numbers and Divisional Contacts .................. 13
General Office Safety & Lone Working ........................................... 14
Display Screen Equipment (DSE) Safety……………………………………………..14
Electrical safety testing…………………………………………………………………………16
Guidance for IT staff servicing PC`s in MOL labs. ............................ 17
Fire Regulations ......................................................................... 18
Fire Lectures: ............................................................................ 18
Queens Medical Centre ................................................................ 18
West, South, East & the new ENT Block......................................... 19
Medical School ........................................................................... 20
Clinical Sciences Building ............................................................. 22
First Aid and Serious Injury ......................................................... 23
Accident and Incident Reporting ......... Error! Bookmark not defined.
Manual Handling Operations ........................................................ 23
School Safety Audit .................................................................... 23
Children, young persons and adult companions on University Premises,
assisting in University Work. ........................................................ 24
Certificate of Decontamination..……………………………………………………..…..25
New and Expectant Mothers ......................................................... 27
New and Expectant Mothers at Work ............................................. 27
Published Guidance..................................................................... 30
Appendix 1 ................................................................................ 31
Summary of known hazards which may affect the health and safety of
new or expectant mothers ........................................................... 31
Appendix 2 ................................................................................ 32
Risk assessment for new and expectant mothers
- see safety office
web pages. ................................................................................ 32
3
Introduction
The School of Molecular Medical Sciences has staff and students in divisions
throughout QMC, City Hospital and University Park.
The School Safety Committee directs overall safety policy and comprises Mrs. Julie
Stanley, the School Safety Officer, and Divisional Representatives who oversee
Safety within the City Hospital and the wider groups in QMC, and report to the
School Executive Committee.
All school divisions have locally organised safety committees and local safety
representatives. You should be aware of who your local safety representative is and
report to them issues and concerns about safety.
This document contains procedures that exist in the school and is intended to act as
the main safety document with additional supplements at divisional levels.
All staff and students who work within the school must assume responsibility for their
own safety and that of any others – this duty extends to all areas of the University,
and any other company or institution where they may represent the University.
Academic and supervisory staff should conduct the activities over which they have
control in a safe manner and in accordance with University policies and procedures
and are required to co-operate with the Safety Committee so that their
responsibilities can be discharged satisfactorily.
Unsafe working practices, including poor levels of housekeeping in work areas, will
not be condoned, and all work carried out must be fully assessed for all risk prior to
the practice being undertaken. Significant risks associated with any working
procedure must be fully documented, along with any risk reduction measures which
must be taken to allow the work to proceed safely.
Any training undertaken by a member of staff or student in the use of a particular
technique or piece of equipment must be recorded and documented by use of the
Induction and training record available on the MOL safety web pages. Where it is
appropriate further training may be required for any member of staff or student to
demonstrate competency in a particular procedure. New-workers, visiting workers
and students are subject to an induction procedure familiarising them with the labs
and administrative areas and procedures and will be asked to complete a
questionnaire to demonstrate that they have undertaken the induction and
understood the safety policies of the area in which they work. Supervisors or other
relevant staff members must inform the School and local safety officers of newworkers and projects. Work must not start without authorisation from the relevant
safety committee if appropriate ie for work with radioisotopes and genetic
manipulation. All staff and students will be required to attend some mandatory safety
course run by the Safety Office and attend others that are deemed relevant to their
work and environment. The responsibility of ensuring attendance and completion of a
signed training log lies with the Academic Supervisor or Principal Investigator.
4
Statement of Health and Safety Policy
The School of Molecular Medical sciences recognises the role of those working within
it to achieve the highest standards of teaching and research and its role in
supporting staff and students to achieve this. An important part of this support is to
provide and maintain a safe and healthy work environment for all staff, students and
visitors to the School.
The Head of School assumes the responsibility for ensuring the effective provision of
a safe working environment and in fulfilling this commitment ensures the following:
1. Health and safety will be deemed to be an integral part of school
management and function
2. Appropriate resources will be made available to achieve the Schools Health
and Safety Policy
3. Effective communication within the school to all staff, students and visitors
4. To include health and safety in the annual school plan
5. Monitor performance to ensure continuous improvement
6. Commit to review and develop the School safety policy
7. Provide adequate and appropriate training as required.
The Head of School is assisted in these duties by nominated staff including the school
safety officer, biological safety officer and locally appointed safety representatives.
The implementation within specific areas is the responsibility of Academic staff and
Principal investigators in line with their managerial duties.
All staff and students are required to assume responsibility for their own safety and
for that of all other personnel that may be affected by their work activities.
Work carried out within the school and in certain activities within other parts of the
University must be risk assessed prior to work commencing and appropriate
documentation completed in accordance with school and university policy and any
significant risks addressed by procedural change or effective safety measures.
All personnel are required to maintain good levels of housekeeping within all areas
and unsafe practices will be dealt with as appropriate.
This statement of intent is supported by the contents of this document and other
University polices of which all personnel must read and implement. All staff, students
and visitors must be fully aware of all procedures and polices that relate to their
work.
Signed Head of School
Date September 2010
Date to be reviewed January 2012
5
Arrangements for Health and Safety
Head of School and Management Group.
The Head of School and MOL Management Group has overall responsibility for Health
and Safety for all personnel within the school. The main duties are:
●To receive and act upon the minutes received from the School Safety
Committee
●To receive a quarterly report from the school safety officer
●To communicate any recommendations to the appropriate personnel
●To ensure provision of appropriate and sufficient resources for the overall
maintenance and development of health and safety.
MOL Safety Committee.
The role of the committee is to oversee the day to day management and
provisions for health and safety throughout the school. The main duties are:
●To report to the Head of School and Management Group regarding the
management of health and safety in MOL
●Review safety polices, arrangements and documentation on a regular basis
●Outline appropriate proposals for improving and maintaining safety
performance
●Review audits and inspections to determine that agreed expectations are
being met
●Review accident and near miss reports and make recommendations on
remedial action
●Ensure that current legislation and polices are complied with and included in
relevant school documents
●Consider any new research proposals that may have any implications for
health and safety including space requirements and the purchase of new
equipment
School Safety Officer
The School Safety Officer is responsible for the coordination of Health and
Safety within MOL, reporting to the Head of School and the School
Management Committee. The SSO chairs the MOL Safety Committee and
attends the Faculty of Medicine Safety Committee and the Trust Pathology
Health and Safety Group.
6
Raising Health and Safety Issues
If you have any concerns or issues with any aspect of Health and Safety
within MOL or in any area in which you are required to work, you should raise
them in the first instance with your immediate line manager. If further
assistance is required contacts are as below:
The School Safety Officer Julie Stanley on 31858 or email
Julie.stanley@nottingham.ac.uk
Deputy School Safety Officer Patrick McClure 30750 or email
Patrick.mcclure@nottingham,ac,uk
or the appropriate representative on the MOL Safety Committee.
The University Safety Office is always available for advice at all times on
13401 or by email safety-office-enquires@nottingham.ac.uk
Induction Training and competency testing
All new members of staff, students and working visitors are required to
undertake appropriate induction safety training as outlined in the MOL Safety
Manual. In addition most individual research groups will carry out training
relevant to the procedures and operation of equipment in a particular area.
Forms to be used to record training and/or competency tests for new or
experienced research staff can be found at the end of this document. It is
essential that training must be accompanied by a competence test for new
staff which must be documented on the training record. Forms must only be
signed by the person delivering the training and assessing competency.
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8
9
All new staff, students and visiting workers must undergo an induction in their work
area and complete the induction form below. A signed copy must be kept with
Divisional Safety Officers and/ or Academic Supervisors. In addition a safety
induction checklist is also available on the MOL safety web page and includes items
that must be covered as part of this process, with the ability to include specific items
relevant to the area.
Molecular Medical Sciences
Health and safety induction questionnaire
Name......... ......... ......... .........
Position........ ......... ......... .........
Start date......... ......... .........
Location………………………………..
This questionnaire is designed to ensure that you have understood all the basic
safety rules and procedures in the area in which you work. You may be required to
undertake more than one induction. You should be able to complete all sections.
I have attended a safety induction session on…………………………
I have received the school safety handbook and understood the contents
I am familiar with the local fire evacuation and other emergency procedures
I attended a QMC fire talk session on.................................
A. Fire
A1. What action should you take if you discover a fire?
......... ......... ......... ......... ......... ......... ......... ......... ......... ......... .........
A2. What action should you take on hearing an intermittent high-pitched alarm?
......... ......... ......... ......... ......... ......... ......... ......... ......... ......... .........
A3. What action should you take on hearing a constant high-pitched alarm
......... ......... ......... ......... ......... ......... ......... ......... ......... ......... .........
A4. Where is your nearest means of raising the fire alarm?
......... ......... ......... ......... ......... ......... ......... ......... ......... ......... .........
A5. When should you evacuate QMC/City or the CBS building ( delete as applicable)
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......... ......... ......... ......... ......... ......... ......... ......... ......... ......... .........
A6. What is your fire escape route and assembly point?
......... ......... ......... ......... ......... ......... ......... ......... ......... ......... .........
A7. Why should fire doors be kept closed?
......... ......... ......... ......... ......... ......... ......... ......... ......... ......... .........
B. Accidents / First Aid
B1. Where is your nearest first aid box?
......... ......... ......... ......... ......... ......... ......... ......... ......... ......... .........
B2. Who is your first-aider and how would you contact them?
......... ......... ......... ......... ......... ......... ......... ......... ......... ......... .........
B3. What is the procedure for reporting accidents in your area?
......... ......... ......... ......... ......... ......... ......... ......... ......... ......... .........
B4. What is the internal emergency telephone number from your area?
......... ......... ......... ......... ......... ......... ......... ......... ......... ......... .........
B5. What information would you give if you telephoned the above number?
......... ......... ......... ......... ......... ......... ......... ......... ......... ......... .........
C. Safety Responsibility / Procedures
C1. Who is the School Safety Officer and how would you contact them?
......... ......... ......... ......... ......... ......... ......... ......... ......... ......... .........
C2. Who are the divisional Safety Reps and how would you contact them?
......... ......... ......... ......... ......... ......... ......... ......... ......... ......... .........
C4. Where would you find out more information about health and safety issues?
......... ......... ......... ......... ......... ......... ......... ......... ......... ......... .........
D. Your work and safety
D1. The table below gives 15 hazards which are common in the School. Tick those
which you might encounter in your line of work?
Biological hazards.....
Clinical waste .....
Lasers .....
Chemical hazards.....
Chemical waste .....
Noise .....
Radiation .....
Lab equipment.....
Waste Disposal .....
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Flammables .....
Display screen equipment .....
Manual handling .....
Sharps .....
Electrical equipment .....
Work at height .....
D2. State any other hazards specific to your work?
......... ......... ......... ......... ......... ......... ......... ......... ......... ......... .........
......... ......... ......... ......... ......... ......... ......... ......... ......... ......... .........
D3. Describe the procedure for reporting of hazards or faults which you discover at
work?
......... ......... ......... ......... ......... ......... ......... ......... ......... ......... .........
E. Miscellaneous
E1. Give reasons for maintaining a clean and unobstructed workplace?
......... ......... ......... ......... ......... ......... ......... ......... ......... ......... .........
E2. What checks should you make before using any work equipment?
......... ......... ......... ......... ......... ......... ......... ......... ......... ......... .........
E4. If you bring in electrical equipment from outside, what action should you take
before using it?
......... ......... ......... ......... ......... ......... ......... ......... ......... ......... .........
E5. Will your work involve much lifting and carrying? If YES, have you attended or
intend to attend the handling and lifting training course?
......... ......... ......... ......... ......... ......... ......... ......... ......... ......... .........
Signed
Dated
Name of supervisor
12
Emergency Telephone Numbers and Divisional Contacts
Most of the numbers below can be dialed from a university phone,
some have a prefix.
QMC
CHN
Adult A&E
63671,-75,76
NA
Eye Accident and Emergency
62882
62882
Adult Cardiac Arrest
2222
2222
Paediatric Cardiac Arrest
2222
2222
Security
63335
University security
13013
Fire Officer
62399
Fire Alarm
2222
2222
University Safety Office
13401
13401
External Emergency Services
9-999
9-999
University Radiation Protection Officer 13402
13402
Health and Safety Executive
9-9470712
9-9470712
Occupational Health
14329
14329
Cripps Health Centre
13475
13475
Julie Stanley - Oncology
E mail
74-56221
13013
31858
Julie.stanley
Patrick McClure - Microbiology
30750
Neil Oldfield - Microbiology
30742
Sue Bainbridge - Immunology
30726
Sue.bainbridge
Darryl Jackson - Pathology
30080
Darryl.jackson
Di Mitchell – School Manager
67950
Diane.mitchell
Tamar Guetta-Baranes, Clinical
Chemistry
Andy Green - Pathology
Patrick.mcclure
Tamar.guettabaranes
30786
13
Andy.green
General Office Safety
In offices, trips and falls are a common source of accidents. Therefore, you should
keep all floor areas free from goods, litter and trailing cables. Step stools or ladders
must be made available for access to high level storage.
Care must be taken with all office equipment e.g. fax machines, photocopiers and
guillotines to avoid unnecessary accidents. Follow instructions given in the equipment
operating manuals.
Lone working in office environments
The main administrative offices for MOL are located on A Floor, West Block,QMC.
Some staff are located in the CBS and the City Hospital. All areas or buildings have
restricted access to card holders only and are therefore mainly not readily accessible
to members of the public. Risks whilst working alone in an office environment are
likely to be minimal and are more likely to be related to the location of the office ie
no other personnel in nearby offices to call on for assistance etc. Risk assessments
must be carried out to cover such work and any necessary arrangements made to
ensure any individual is not exposed to greater risks than normal when working
alone.
Detailed information and risk assessment advice can be found on the Safety office
web site under Guides and Publications> Lone Working. The link below shows a risk
assessment from for lone office workers.
www.nottingham.ac.uk/safety/docs/lone-working-app1-office-ra.xls
If you are unsure and require advice you can contact Di Mitchell or Julie Stanley.
Display Screen Equipment (DSE) Safety
The School implements the University policy concerning DSE in order to provide a
safe environment for staff whose work is highly dependent on the use of DSE.
Guidelines are updated on the University Safety Web pages. The following guide will
help you decide if you are a DSE “user” under the current guidelines.
The Guidelines used by the University are:
User
 Anyone whose work involves using a computer more than 10 hours per
week.
 Anyone whose work involves using a computer between 5 and 10 hours
NonUser


a week where sessions can last 90+ minutes or where the work is very
intensive.
Anyone whose work involves using a computer less than 5 hours a week.
Anyone whose work involves using a computer between 5 and 10 hours a
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week where the sessions last less than 90 minutes or the work is not
intensive.
If you are a DSE User, what should you do now?
Go to the University Safety Office website as soon as possible and read the
Guidance at:
http://www.nottingham.ac.uk/safety/publications/circulars/dse-safeuse.htm

Then, either complete the on-line training available (suitable for most Users)
from the Safety Office Guidance or attend the training course in Safe Use of DSE
provided by the Safety Office (recommended for intensive Users). If you have
previously had DSE training, you need only do this if you feel that you need a
refresher course.

Complete the Self-assessment Workstation Checklist which can be downloaded
from the on-line Safety Office Guidance and send it to Sue Bainbridge,
Immunology
The URL is:http://www.nottingham.ac.uk/safety/forms/dse-checklist6-04.doc
If the need for further action is identified, a meeting will take place to agree the best
course of action.
15
Electrical Safety
The School will comply with the University Code of Practice for Electrical Safety. This
is accessible
at:http://www.nottingham.ac.uk/safety/publications/circulars/#Electrical
All items of portable electrical equipment need to be inspected/tested in accordance
with the guidance in this document.
You must not ‘import’ electrical items into your area unless they are to be tested. Do
not use them until they have been tested. D.I.Y. Repairs of electric equipment ARE
PROHIBITED. Return items for repair if bare contacts or wires are exposed, or if the
cable is frayed, if the fuse blows seek assistance and get the equipment checked.
An inventory of equipment must be maintained by divisions. Any new items of
electrical equipment, including any brought from home, must be added to the
inventory and inspected or tested. Equipment taken from storage, equipment
repaired and equipment loaned to (or by) the School must be tested.
Electrical testing is only to be carried out by competent suitably trained staff and the
records of the testing must be held at divisional level.
The categories and frequencies of testing are as follows
Annual testing
Portable office equipment, laboratory equipment that is
frequently moved, power tools, and other workshop equipment,
personal mains powered electrical devices (stirrer’s hotplates,
pumps, fans, heaters kettles, etc)
Biannual testing
Non-portable laboratory equipment
centrifuges, refrigerators etc)
4 yearly testing
IT equipment including computers; office equipment, laboratory
equipment containing microprocessors.
(e.g.
Ovens,
large
The term visual testing is taken to mean a formal inspection of the wiring, plug, fuse,
and external surfaces of the item. Visual testing should be performed every time a
piece of equipment is moved and annually for all equipment in addition to the testing
schedule.
Any three-phase equipment must be installed and tested by the University's
electricians or nominated contractors which must be organised via the Estates
Department.
16
Guidance for IT staff servicing PC`s in MOL labs.
Before you go into laboratory areas you need to know, what PC needs servicing (and
what’s the problem), where is it and when is a convenient time to do it. This is best
achieved by talking to the individual requesting the job. This sounds obvious and
isn’t essentially a Health and Safety concern; but it does allow you to make decisions
about how best to control the situation and minimise risk.
The first question to ask from a H&S point of view is, “can this PC be worked on back
in the IT suite, or do you need to work on it in the lab? Asking this in advance allows
the equipment and area it is in to be made safe before you turn up to do your work.
Taking equipment out of the labs
Before removing equipment from the labs it must be decontaminated. For MOL this
means cleaning to remove potential Biological and Chemical contamination. This
requires decumentation using a “Certificate of Decontamination” and you should ask
for this; and ask for clarification of what the associated hazard was and how it was
dealt with if you are unfamiliar with the hazard.
Ideally you should only take the “tower”. As well as probably being the only piece
you need to look at, this is the easiest bit to clean. Monitors, keyboards and mice
aren’t as serviceable and you will have spares back at your desk.
Ask for the PC and the paperwork to be made ready and removed from the lab ready
for you to collect.
Working in the lab
Even though the equipment is in the lab it needs decontaminating before you are
asked to work on it. Again ask for a “Certificate of Decontamination” and ask for it to
be explained to you.
You should also be given a “Hazardous Work Permit” detailing hazards associated
with the room, control measures to be employed where you are working and
indicating what PPE you need to be provided with.
Returning equipment to the lab
When you have serviced the PC you may need to test it on the lab apparatus it
controls. If so there is a need to contact the person requesting the work. They need
to make the area safe, provide you with a “Hazardous Work Permit”, provide PPE and
control that area whilst you are working.
Communication
The key to controlling work in hazardous areas is communication.
The lab staff need to tell outside workers what needs doing and the hazards
associated. The outside workers need to ask for clarification of anything they do not
understand.
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Fire Regulations
REPORT ALL SUSPICIONS OF FIRE IMMEDIATELY - DO NOT DELAY RAISING THE
ALARM. LIVES COULD DEPEND ON IT.
All members of the school must ensure they know the positions of the nearest fire
alarms, telephones, fire extinguishers and exit routes.
These differ within the School but the general rules apply. See relevant area.
Get to know the location and identity of the different fire appliances available to you.
Do not allow an accumulation of flammable materials (paper, solvents) in
uncontrolled areas and ensure that storage of such items is safe and tidy.
If asked to evacuate the Building:
1. Do not use lifts or stop to collect personal belongings.
2. Report to the assembly point.
3. Do no re-enter the building until instructed that it is safe to do so.
Fire extinguishers:
All new fire extinguishers in the EU are painted in signal red and the important colour
coding is on their labels. You may find older ones which are solid colours rather than
red and whilst these are still legal they will need to be replaced at the end of their
useful life.
The correct extinguisher to use:
Carbon
Dioxide
(black)
Type of fire
Water (Red)
Foam (Cream)
Powder (Blue)
Carbonaceous Solids (Wood, paper
etc).
Yes
Yes
Yes
No
Liquids or liquifiable solids
No
Yes
Yes
Yes
Gases (butane, propane, natural
etc.)
No
No
Yes
No
Electrical hazards
No
No
Yes
Yes
Fire Lectures:
All members of staff are required to attend a fire lecture every year. Local lectures
will be posted in each department and an attendance list kept. Any school member of
staff must attend a fire lecture at QMC if they use or visit the QMC site and a record
of attendance is maintained by the MOL Teaching Facility.
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Queens Medical Centre
The Estates Office tests the fire alarm system each week on Thursday mornings.
There are electronic alarm sounders installed in QMC. There are two types of alarm
signal within QMC, these are the "two tone" (continuous) alarm signal and the "single
tone" (intermittent) alarm signal.
A Fire Information Panel is located within each fire zone. This shows the main access
corridors and staircases as well as fire zones for that floor. A number and a red light
identify each zone. Should one or more of these light up then a fire or smoke
detector has been triggered in that area. The exact location of the detector that has
been triggered will be given in the digital display at the top of the panel
West, South, East & the new ENT Block
On discovering a fire:
1. Activate the Fire Alarm by operating the nearest break glass alarm call point.
2. Dial 2222 via the nearest telephone and state location of fire, this is to give
further information only and will not set off the alarms.
3. Evacuate the area into the next fire zone, closing the fire doors behind you.
4. Use appropriate fire extinguishers if safe to do so and if your escape route is clear.
On hearing the fire alarm:
"Two tone" (continuous) alarm:
1. Fire alarm triggered on your floor.
2. Check the fire information panel for the location of the fire. If it is in your area
then carry out procedure above.
3. If not located, do not go through the fire doors.
4. Wait for alarm to stop or Fire Officer's instructions to evacuate the area.
"Single tone" (intermittent) alarm:
1. Fire in your block above or below your floor.
2. Do not move between floors however movement laterally between blocks is
permitted.
If you trigger the fire alarm in error:
If you know that the fire alarm has been triggered in your area in error (burning
toast, dust created by contractors etc):
1. Ring 2222 immediately and inform the switchboard what has happened. Do not
wait for the fire team/brigade to attend to inform them.
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Medical School
The Estates Office tests the fire alarm system each week on Thursday mornings.
On discovering a fire:
1. Activate the Fire Alarm by operating the nearest break-glass alarm call point.
2. Dial 2222 via the nearest telephone and state location of fire, this is to give
further information only and will not set off the alarms.
3. Evacuate the area into the next fire zone, closing the doors behind you.
4. Use appropriate fire extinguishers if safe to do so and if your escape route is clear.
On hearing the fire alarm:
"Two tone" (continuous) alarm:
1. Fire alarm triggered on your floor.
2. Check the fire information panel for the location of the fire. If it is in your area
then carry out procedure above.
3. Collect red token for checked clear area and take down and hang on its
predetermined position on the fire token board, which is situated in the A floor foyer
next to the main front stairs.
4. If not located, do not go through the fire doors.
5. Wait for alarm to stop or Fire Officers' instructions to evacuate the area.
"Single tone" (intermittent) alarm:
1. Fire in your block or below your floor.
2. Do not move between floor however movement laterally between blocks is
permitted.
If you trigger the fire alarm in error:
If you know that the fire alarm has been triggered in your area in error (burning
toast, dust created by contractors etc):
1. Ring 2222 immediately and inform the switchboard what has happened. Do not
wait for the fire team/brigade to attend to inform them.
On hearing the fire alarm in the lecture theatres during a class:
If a single tone sounds, no action is required.
In the case of a two tone continuous alarm, the lecturer should evacuate the room.
For LT1 this should be via the doors into the foyer and then out into car park 1.
For LT3 & 4 this should be via the back doors and to the outside via the School of
Nursing exit or the goods yard exit.
On hearing the fire alarm in the teaching labs when a class is in progress:
If a single tone sounds, no action is required.
In the case of a two tone continuous alarm sounding the lecturer should tell the
students to remain in the room, the lecturer or other member of staff, searches the
area and if no fire is found, should take the token for that area down and hang it on
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its predetermined position on the fire token board, which is situated in the A floor
foyer next to the main front stairs.
Staff Procedures
When the alarm sounds there is a standard response procedure within the medical
school.
During the working day
1.
2.
3.
4.
5.
6.
The fire brigade are called automatically via the QMC switchboard.
The medical school engineers will respond.
The QMC fire officer will respond.
The QMC duty nurse manager will respond.
A safety or fire officer from the medical school will respond.
QMC security will respond.
Out of hours
1.
2.
3.
4.
The fire brigade are called automatically via the QMC switch board.
The QMC estates shift technician will respond.
The QMC duty nurses manager will respond.
QMC security will respond.
Centre for Biomolecular Sciences
On discovering a fire:
1. Raise the alarm using one of the fire alarm points. If practicable dial 8888 on the
nearest internal phone and inform security.
2. Close the door and evacuate the area.
3. Use the appropriate fire extinguisher if it is safe to do so and your escape route is
clear.
On hearing a continuous alarm
1.Fire wardens will pick up the appropriate fire token and check areas listed on it.
2. Assemble at the assembly point in front of the Boots Building point located in the
car parking area.
3. Await instructions before re-entering the building.
City Hospital Nottingham
On discovering a fire:
1. Raise the alarm using one of the break glass points or ring switchboard on 2222
and inform them of the location of the fire.
2. Close the door and evacuate the area.
3. Use appropriate fire extinguishers if safe to do so and you have been trained and
if your escape route is clear.
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Clinical Sciences Building
On discovering a fire:
1. Smoke or heat detectors trigger alarm automatically.
2. Close the door and evacuate the area.
3. Use appropriate fire extinguishers if safe to do so and if your escape route is clear.
On hearing the fire alarm:
Continuous siren:
1. Pick up fire token and check areas listed on it.
2. Take token to Safety Officer at the fire assembly point located at the front of the
Clinical Sciences Building, next to the barrier to the rear car park.
3. Await instructions before re-entering the building.
22
First Aid and Serious Injury
First Aid assistance should be summoned by calling for a departmental First Aider if
available, or contacting Accident and Emergency.
In Cases of Serious Injury
Take person to Accident and Emergency or in the case of Cardiac Arrest use
appropriate number to call the resuscitation team.
First Aid Boxes
First Aid boxes are kept within the divisions and you should familiarise yourself with
these within your own unit. The First Aiders maintain any supplies and any use
should be reported to them.
Accident and Incident Reporting
All injuries, accidents and dangerous occurrences must be reported to divisional
safety officers (or in the event of their absence to the School Safety Officer directly)
who will report the incident using the University on-line reporting system which can
be accessed via the safety office web site.
The University Safety Office must be contacted immediately following major injuries
and certain dangerous occurrences. This is carried out through the School Safety
Officer or divisional reps if appropriate.
Manual Handling Operations
Under the Manual Handling Operations Regulations 1992, you should avoid
hazardous manual handling operations if possible. If this is not possible then a
suitable assessment should be made of the operation and the risk of injury from that
operation should be reduced so far as is reasonably practicable. The School Safety
Officer can arrange training on manual handling procedures from the Occupational
Health Unit.
School Safety Audit
To ensure that the School’s policies and procedures are being correctly implemented,
the School Safety Officer and the local divisional Safety Officer will carry out
inspections annually. The frequency of monitoring will depend, to some extent on the
issues involved. Issues arising from inspections will be reported to the Safety
Committee and appropriate remedial action instigated.
Any member of the School should report any defects, faults and other safety hazards
to the Divisional Safety Officer or directly to the School Safety Officer as soon as
possible.
The school safety manual will be regularly reviewed and the on-line copy amended
accordingly.
23
Children, young persons and adult companions on University Premises,
assisting in University Work.
The School will comply with the guidelines set out in by the University. These are
summarised in the University Safety HandBook.
Maintenance workers and company representatives
Labs are hazardous areas and must be made safe for workers entering them in
accordance with the University policy:
Policy on maintenance workers and company representatives
University estates workers, external contract workers and company technical
specialists and representatives often need access to Mol labs to install, repair or
maintain equipment and facilities.
All such visitors should sign any visitors book held locally indicating name, company,
contact staff member, location and nature of work and arrival time.
The member of staff arranging for such visits should be available to meet the visitor
and nominate a deputy to be available in their absence.
Labs are hazardous areas and should be made safe for workers entering them in
accordance with the University policy on entry into laboratories, workshops and other
hazardous areas:
www.nottingham.ac.uk/safety/publications/circulars/HazAreaEntry.doc.
“The Permit to Carry Out Maintenance Work in a Hazardous Area” should be
completed indicating to the worker that the area has been made safe and identifying
the requirement to stop work in that area, and provide PPE and supervision.
Equipment should be decontaminated before service personnel can begin work on it.
This is documented using the “Certificate of Decontamination” (see below), a copy of
which should be given to the maintenance operative.
Work performed which may interfere with the fire-alarm system will require that local
sensors be deactivated, this should be arranged in advance with Estates and a “Hotwork permit” completed.
All such forms are held with the local Safety officer, to whom a copy should be
returned.
24
Equipment should be decontaminated before service personnel begin work. This is
documented by use of the “Certificate of Decontamination” Laboratory Equipment
Used with Hazardous Substances
Certificate of Decontamination
This form is to certify that equipment that might have been contaminated with hazardous substances
has been decontaminated before repair or disposal.
You must know all of the substances that have been used and produced in the equipment before you
complete this form, which must accompany the equipment for repair/removal
Section 1: Equipment
Equipment model number
Serial Number
Plant Number
Usual Location
Section 2: Substances In Contact With The Equipment
Are any of the substances used or produced in the equipment:





Biologically Active
Dangerous to human health or safety
 Radioactive
N.B If the item is potentially
radioactively contaminated,
proof of decontamination must
be supplied.
Section 3: List of Substances In Contact With The
Equipment
Substance name or type
Associated Hazards
Section 4: Method of Decontamination
25
Section 5: Declaration
Date of Decontamination
Carried out By ( Print Name)
Job Title
Contact Details
Signed
Date
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New and Expectant Mothers
If you become pregnant during your employment you must inform your line manager
and safety officer.
Information will be provided to new or expectant mothers in relation to work
activities and processes that could adversely affect them or their unborn child. The
risks may be physical (e.g. manual handling, ionising radiation), biological (e.g.
contact with blood and body fluids, micro-organisms, or chemical (e.g. carcinogenic
substances).
The following is taken from the Safety Office Policy P2/99A and is in line with current
European Directive.
New and Expectant Mothers at Work
The Management of Health and Safety at Work Regulations include the duty upon
employers to protect the health, safety and welfare at work of any new and
expectant mothers in their employment. This information below describes the
University’s arrangements for compliance with these regulations and is relevant to
both employees and students. The guidance is in line with the European Directive on
Pregnant Workers and refers to other sources of information.
1. Definitions:
New or expectant mother - a worker who is pregnant, who has given
birth within the previous six months or who is breastfeeding.
Given birth - delivered a living child or, after 24 weeks of pregnancy, a
stillborn child.
2. Responsibility of the Head of School (or equivalent)
It is the responsibility of the Head of School to ensure that there are
arrangements in place for the identification of those activities and processes
that could present a risk to new and expectant mothers at work and for
providing appropriate information to female workers of child-bearing age.
A general statement that identifies generic processes and activities and
describes the procedure to be followed in the event of a pregnancy should be
published in the School Safety Policy.
3. Responsibility of the Individual Notification of Pregnancy
Where the nature of the work area or work activities may present a risk to a
new or expectant mother it is the responsibility of that person to notify the
School at the earliest opportunity in order that appropriate action to remove
or adequately control the risk may be taken. The Head of School may at that
stage require written confirmation from her medical adviser. In all
circumstances it is the responsibility of the individual to notify the Personnel
Office of pregnancy in accordance with the University's Maternity Leave
Regulations, ie receipt of a 'Mat B' Certificate 13 weeks before the expected
date of confinement.
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4. Risk Assessment
A summary of known hazards that may affect the health and safety of
new or expectant mothers is given in Appendix 1 ( see below )
Once an individual declares herself pregnant her manager must ensure that a
more detailed assessment of the risks from the work activity is carried out.
Refer to Appendix 1. This assessment must also consider the activities of
other workers in the same area since these may also affect the health of the
mother or foetus.
Any risk must be reduced to an acceptable level. It is preferable to remove
the risk and if this is not possible, the risk must be controlled. Within
individual work areas, information should be provided on those processes
which could present a specific risk to new or expectant mothers.
If unacceptable risks to the safety of the new or expectant mother at work
remain, steps must be taken by the School to remove the worker from the
risk. The following options may be available and should be discussed in liaison
with the Personnel Office and Occupational Health:
o Temporarily adjust the working condition and/or hours of work of the
worker
o Offer the worker suitable alternative work if any is available, if not
o Suspend her from work (on the full normal rate of remuneration) for
as long as necessary to protect her safety or health or that of her
child. (This option will not affect the individual's maternity rights,
pension rights or length of service.)
If there are concerns regarding the medical aspects of pregnancy or the risks
involved, advice may be sought from Occupational Health or the Safety Office.
In exceptional circumstances, Occupational Health will liaise with the
individual's general practitioner or obstetrician.
The risk assessment should be recorded in the same way as any other risk
assessment in the School. Alternatively a model form is provided in Appendix
2.
5. Other considerations
Aspects of pregnancy that might affect work
In addition to risks presented by the work activity itself, there are aspects of
pregnancy that may impact on the way the individual is able to work. Such
aspects including sickness, backache, increasing size, frequent visits to toilet,
tiredness, dexterity, agility, balance and comfort. Managers must give
consideration to these aspects as circumstances dictate. Changes of work activity
or the way in which an activity is carried out may be required.
1. Rest at Work
Pregnant workers may, at times, suffer from fatigue and other effects,
28
especially during the latter months of the pregnancy. If an expectant
mother is in need of rest during the working day, she should be
permitted to sit in a suitable and quiet area of the building, e.g. office,
vacant meeting room, café, library, etc. Where the need for regular
rest periods has a significant impact on work, the Head of School,
through Personnel, may request an assessment by Occupational
Health. This could include whether sickness leave or statutory
maternity leave should commence. Further information concerning
absence or sickness related to the pregnancy is contained in the
University's Personnel Policy relating to Maternity Leave.
2. Breastfeeding
There is no fixed time span for breastfeeding and it may vary
considerably. During breastfeeding, the worker must not be exposed to
risks that could adversely affect her health or that of the baby. The
worker should inform their manager that they are breastfeeding and
advice may be sought from Occupational Health. More information on
the risk to breastfeeding mothers is given in the publications listed
below.
3. Nightwork
Consideration should be given to new and expectant mothers who
work at night. Specialists are not aware of any risk to pregnant or
breastfeeding workers or their children from working at night per se.
However, the individual's medical adviser may decide that working at
night is to be avoided on the grounds that they consider the worker’s
health or safety would be adversely affected. In the event that
nightwork is considered a risk (medical certificate required), the
worker should be offered suitable alternative daytime work or
suspended on full pay for the pregnancy term.
6. Summary of actions required:
1. Incorporate arrangements for this issue in the School Safety Policy
2. Follow School risk assessment procedure to include specific risks to
new and expectant mothers
3. Implement measures for control of risk where necessary
4. Provide appropriate information to women of child-bearing age
5. Upon being notified of pregnancy, carry out specific risk assessment to
identify any additional risks
6. Implement any further control measures required or remove worker
from risk
7. Ensure that worker is not at risk if breastfeeding on return to work
8. Review arrangements periodically to ensure valid
29
Published Guidance
The following publications are available in the University Safety Office:
Management of Health and Safety at Work Regulations 1999
New and Expectant Mothers at Work - A Guide for Employers, HSG 122
(2002)
A Guide for New and Expectant Mothers Who Work - HSE, INDG 373 - For
employees. (http://www.hse.gov.uk/pubns/indg373.pdf)
Infection risks to new and expectant mothers in the workplace - A Guide for
employers (HSE Advisory Committee on Dangerous Pathogens 1997)
Hazards for Pregnant Nurses: An A-Z Guide (Royal College of Nursing, 1995)
New and Expectant Mothers at Work - a Guide for Health Professionals (HSE,
March 2003) (http://www.hse.gov.uk/pubns/indg373hp.pdf)
COSHH Regulations 1994
Workplace (Health, Safety and Welfare) Regulations 1992
[The School of Nursing and Midwifery has a procedure applying to student nurses
who become pregnant and are due to go out on placement.]
30
Appendix 1
Summary of known hazards which may affect the health and safety of new
or expectant mothers
Physical
e.g. Shocks, Vibration or Movement
Manual Handling
Noise
Ionising Radiation (specific dose limits for abdomen)
Non-ionising electromagnetic radiation
Extremes of heat or cold
Movements and postures (travelling, standing for
prolonged periods, mental & physical fatigue)
Work in hyperbaric atmospheres
Biological
Agents
Contact with:
Human blood & body fluids
Infected animals
Laboratory cultures
Water or food contaminated by human/animal faeces
Bacteria e.g. Brucella, Chlamydia psittaci, Listeria
monocytogenes
Viruses e.g. Human immunodeficiency, Rubella, Varicellazoster, Parvovirus, Hepatitis A, Hepatitis B
Protozoa e.g. Toxoplasma gondii
Chemical
Agents
e.g. Substances labelled R40, R45, R46 R61, R63,
R64
Mercury and Mercury derivatives
Cytotoxic (antimiotic) drugs
Chemical agents of known and dangerous
percutaneous absorption (may be absorbed through
the skin)
Carbon monoxide, lead and lead derivatives
Working
Conditions
Facilities: Access to resting facilities,
hygiene facilities and storage facilities (for
expressing and storing breast milk)
Hours: Long working hours, shift work and
night work may lead to mental and physical
fatigue.
Occupational stress: Stress may become a problem
for various reasons:
Hormonal/physiological and psychological changes.
Financial, emotional and job insecurity.
Difficulties in organising work and private life.
31
Anxiety about the pregnancy or its outcome.
Passive smoking: Cigarette smoke is
carcinogenic and mutagenic. The University
Policy on no smoking should ensure that
new and expectant mothers are not exposed
to passive smoking whilst at work.
Extremes of temperature: Heat stress,
sudden changes in temperature, heat
dehydration may impair breastfeeding.
Display screen equipment: HSE and
National Radiological Protection Board
advise that levels of electromagnetic
radiation generated by DSE do not pose
significant risks to the health of mother or
baby.
Working alone: Pregnant women are more
likely to need urgent medical attention,
particularly in later stages of pregnancy.
More detailed information on the above factors is contained in the second and third
publications listed on the previous page.
Work with Display Screen Equipment (VDUs)
This activity is not specifically listed in the Pregnant Workers Directive. However, in
the past, there has been concern about radiation emissions from display screen
equipment and possible effects on pregnant women. Research by the National
Radiological Protection Board has shown that these concerns are unfounded and no
special protective measures are needed to protect workers.
To avoid problems which may be caused by stress and anxiety on this issue, Schools
should give women who are pregnant or planning children the opportunity to discuss
their concerns with Occupational Health.
Appendix 2
Risk assessment for new and expectant mothers
pages.
March 2009
Review March 2010
32
- see safety office web
33