FACULTY OF PERFORMANCE,
VISUAL ARTS AND
COMMUNICATIONS
HEALTH AND SAFETY
STATEMENT
SCHOOL OF DESIGN
2013
Postgraduate students please print and sign a copy of the certificate of compliance form
located on page 19 of this document, when you have read all of our rule and policies. This
must be returned to the general office before you commence any work.
November2013
1
SCHOOL OF DESIGN
DEPARTMENTAL HEALTH AND SAFETY
POLICY STATEMENT
1
INTRODUCTION AND MISSION STATEMENT
2
GENERAL POLICY
3
HEALTH AND SAFETY RESPONSIBILITIES
3.1 KEY POSTHOLDERS AND RESPONSIBILITIES
3.2 HEAD OF DEPARTMENT
3.3 DEPARTMENTAL SAFETY SUPERVISOR
3.4 STAFF
3.5 STUDENTS
4
STANDARDS AND PROCEDURES
APPENDIX 1:
APPENDIX 2:
APPENDIX 3:
APPENDIX 4:
APPENDIX 5:
APPENDIX 6:
APPENDIX 7:
APPENDIX 8:
APPENDIX 9:
APPENDIX 10:
APPENDIX 11:
APPENDIX 12:
APPENDIX 13:
APPENDIX 14:
APPENDIX 15:
APPENDIX 16:
APPENDIX 17:
DEPARTMENTAL INFORMATION ON KEY
POSTHOLDERS AND RESPONSIBILITIES
SAFETY STANDARDS AND POLICIES SPECIFIC
TO THE SCHOOL OF DESIGN
SAMPLE CERTIFICATES OF COMPLIANCE FOR
STUDENTS
PEOPLE MATTERS
FIRE SAFETY
ELECTRICAL SAFETY
RISK ASSESSMENTS
CHEMICAL SAFETY AND COSHH REQUIREMENTS
MANUAL HANDLING
WORKING AT HEIGHT
SLPIS AND TRIPS
WASTE MANAGEMENT
STUDENT FIELD TRIPS
STAFF AND STUDENT MOTOR INSURANCE
COMPLIANCE FORMS
ABSENCE FROM WORK, HOLIDAYS AND WORKING
FROM HOME
CONTACT TELEPHONE NUMBERS
RECORDS OF AMENDMENTS/UPDATES TO SAFETY
POLICY
November 2013
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HEALTH AND SAFETY POLICY STATEMENT
SCHOOL OF DESIGN
1. MISSION STATEMENT
The School of Design endeavours to achieve a safe working environment
recognising the demands of the multi-disciplinary activities within the School. Our aim
is to provide a place of work where risks are eliminated/properly controlled for the
benefit of the health and safety of all its students, staff and visitors. This safe
environment will be achieved by monitoring and assessing equipment and facilities,
working practices, and developments in Health and Safety legislation.
2.
GENERAL POLICY
This statement recognises the department’s obligations under the Health and Safety
at Work Act 1974 Etc. and the department will so far as is reasonably practicable:
 Set standards that comply with all relevant statutory requirements so that the
health and safety of staff, students, visitors and the general public are not
adversely affected by the activities of the department.
 Provide and maintain equipment and a working environment that are, so far as is
reasonably practicable, without risks to health and safety.
 Train all staff to be aware of their own responsibilities for and to provide
information, instruction and training on, the particular hazards and risks which
exists within the department.
 Ensure that these objectives are being fulfilled through the department’s
monitoring procedures. These include
♦ Issues (i.e. Hazards) raised by staff on ad-hoc basis
♦ Routine safety inspection of the department (at least once per year) and
♦ Raising of safety issues at regular internal meetings of the health and safety
committee, and
♦ Review of existing arrangements for safety at these meetings.
♦ Annual review of post holders and 4 yearly review of whole policy.
♦ Ensure that health and safety training offered to staff is in line with the
requirements of the department and current best practice.
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3. HEALTH AND SAFETY RESPONSIBILITIES
3.1 For Key Post holders and Responsibilities see Appendix 1.
3.2 HEAD OF DEPARTMENT
Overall responsibility for safety in the department lies with the Head of Department.
The Head of Department is responsible for:
 Ensuring that the safety policy is effectively communicated to all staff; that the
implementation of the policy is monitored; and reviewed on an annual basis.
 Ensuring that buildings/premises where the activities are under the direct control
of the department are inspected at least annually.
 Safeguarding the health, safety and welfare of all persons working or visiting the
department both with regard to safe condition of premises and with regard to
provision of equipment which is mechanically and electrically safe.
 Ensuring that there are sufficient resources allocated to deal with health and
safety issues in the department and that staff receive such instruction, information
and training as is required to enable them to carry out their duties without undue
risks to their health and safety.
 There is also a need to ensure that all information on health and safety hazards is
provided to visiting researchers, contractors and maintenance engineers etc., who
undertake work in the department.
 Where appropriate, training should be extended to include students.
 Ensuring that procedures are in place for the testing of all portable electrical
equipment in the department whether owned by the individual, the department or
another organisation (if on loan), and that records of these tests are kept.
 Ensuring that all accidents are reported on the University Sentinel online system
and those incidents of any significance, even where no injury occurs, are suitably
investigated. Records of these are also kept on an accident report form. For on
line accident reporting please report the incident to Les Johnson or Azim Abadi.
 Ensuring that statutorily required assessments e.g. for Visual Display Units, for
Manual Handling, or general risk assessments are carried out, kept under review,
and that records of these are kept available for inspection.
 Referring matters of general concern with regard to health and safety not only to
the Head of Faculty, Head of School etc., but also to the Pro Vice Chancellor who
chairs the Management Committee for the Safety Services, via the University
Safety Adviser.
In practice certain of these duties may be delegated to other staff such as the
Departmental Safety Supervisors, Fire Wardens, and First Aider's, who then have the
full authority to act on behalf of the Head of Department in specific capacities.
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A list of staff with specific health and safety responsibilities is given at Appendix 1.
Of these positions the departmental safety supervisor has an important co-ordinating
role and a fuller list of the duties of this post are outlined below.
3.3 DEPARTMENT SAFETY SUPERVISOR
Specific duties have been delegated to Departmental Safety Supervisor and these
are as follows:
To advise and assist the Head of Department in fulfilling the health and safety
responsibilities of the department and in ensuring that guidance on health and
safety issued by the department or issued by the University Safety Service is
adhered to, and distributed to staff/students as appropriate.

To act as a focal point for day-to-day issues e.g. providing advice to deal with
problems, queries, accident reporting and investigation, training, assessments.

To organise and conduct relevant departmental safety inspections with other
staff. To maintain a record of such inspections on University Inspection Report
Forms (Report Form and risk assessment procedure for prioritising remedial
action included in Office Safety Manual).

To ensure that all portable electrical equipment in the department, whether
owned by the individual, the department or another organisation (if on loan) is
subjected to electrical safety checks at appropriate intervals.

To ensure that appropriate safety training is undertaken by staff.

To provide new members of staff with information and/or induction training
outlining local safety policy; accident and incident reporting procedures;
information on means of escape in event of fire; fire evacuation procedures; first
aid facilities; and names of staff with specific responsibilities for safety etc.

To advise students re the items referred to in induction training above.

To arrange for the prompt reporting of accidents, incidents and cases of
occupational ill health in accordance with University procedures. To investigate
these to identify appropriate remedial action.

To ensure that first aid boxes in the department are checked regularly by a
suitable member of staff and that any deficiencies are reported and made good;
and similarly to ensure that fire extinguishers and means of escape are inspected
on a monthly basis and deficiencies dealt with.

In matters of urgency to act with the delegated authority of the Head of
Department and where appropriate to liaise with University Safety Adviser on
these.
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
To refer promptly to the Head of Department or University Safety Adviser any
health and safety problems where there is uncertainty as to the standards to
apply or which cannot be resolved in a timescale appropriate to the risk. Items of
general concern re resources, policies etc. can also be referred to the
Management Committee for the Safety Services via the Head of Department.
♦ To periodically review health and safety policy, health and safety procedures in
department.
(A log for updates/amendments to the Safety Policy is given in Annex 2).
3.4 STAFF
School staffs are responsible for:

Observing all safety rules, procedures and instructions and relevant codes of
practice.

Making proper use of all work items, and equipment, provided.

Not intentionally or recklessly interfering with or misusing anything provided in the
interests of health and safety.

Reporting to their immediate supervisor/line manager any observed defects or
damage to property or equipment.

Reporting to their immediate supervisor/line manager any hazards that come to
their attention.

Discussing any concerns over health and safety with their supervisor/line
manager.

Referring any important issues to the Health and Safety Committee, or their
Supervisor/line manager.

Co-operating with any departmental and/or University safety rules.

Discussing their safety training needs with their supervisor/line manager.
3.5 STUDENTS
3.51 Undergraduate Health and Safety Statement
Undergraduate students in the Department of Design are required to share the
responsibility for achieving a safe working environment. All students must follow
Health and Safety procedures, and understand the implications of these procedures
on all activities within their programme of study. The following points should be
considered at all times:
 Observe all safety rules, procedures and instructions and relevant codes of
practice.
 Use facilities and equipment only for their intended purpose.
 Do not to interfere with, or misuse, anything provided in the interests of Health
and Safety. (Goggles, masks, guards etc.)
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6
 Discuss any concerns over health and safety with a member of staff or the
Module Manager.
 Do not work in studios, laboratories or workshops on your own.
 Do not work in studios, laboratories or workshops outside normal teaching hours.
(9am-5pm Monday to Friday during teaching weeks.)
Where appropriate, at the commencement of a module, Module Managers will bring
relevant Health and Safety issues to the attention of students and obtain student
signatures that they are aware of the risks.
Certificates of Compliance must be signed and returned to the Module Manger
before any student is allowed to commence practical work using University facilities.
See Appendix 3 for sample Certificates of Compliance.
POSTGRADUATES
3.52 Post Graduate Health and Safety Statement
Post Graduate students in the Department of Design are required to take an active
and responsible role in achieving a safe working environment. All students must
follow Health and Safety procedures, and understand the implications of these
procedures on all activities within their programme of study and research. The
following points should be considered at all times:
 Apply the departmental policies and procedures detailed in the Health and Safety
Handbook.
 Be fully conversant with all safety rules, procedures and codes of practice
relevant to your specialism.
 Use facilities and equipment only for their intended purpose.
 Do not to interfere with, or misuse, anything provided in the interests of health and
safety. (Goggles, masks, guards etc.)
 Bring any concerns over health and safety to the attention of your project
supervisor or the departmental health and safety supervisor.
 Do not work in studios, laboratories or workshops on your own, or without means
of attracting attention, in case you are involved in an incident.
 Be an advocate for best practice in health and safety within your chosen field of
study.
 Make sure all samples are labelled stating clearly what the contents are, dated
and displaying all correct hazard symbols.
November2013
7
• Make sure all work in progress, i.e. any chemicals and solutions that are stored in
bottles, flasks, containers etc are labelled stating clearly what the contents are,
dated and displaying all correct hazard symbols.
At the beginning of a project the student must explore, with your supervisor(s) all
health and safety issues. Risk Assessments must be discussed with your supervisor
and written before any work commences. All suitable precautions and control
measures must be put in to practice before any work commences. The risk
assessments written for your work must be continually updated and reviewed as your
project develops and new equipment, materials, chemicals and processes are used.
You might find that a generic risk assessment and also a safe operating procedure
has been written for the equipment you want to use, if so use the information
contained in these to undertake your specific risk assP.ssm<>nt Again consult with
your supervisor(s).
COSHH assessments must be carried out, where appropriate, when chemicals are
used or purchased, this must be done before any work commences.
Certificates of Compliance must be signed and returned to the Department Office
before any student is allowed to commence practical work using University facilities.
See Appendix 3 for sample Certificates of Compliance.
4. STANDARDS AND PROCEDURES
Specific advice on the standards to be achieved and the procedures for carrying out
the various risk assessments required by law are given in the appropriate section of
the Office Safety Manual.
The University of Leeds Health and Safety Policy can be consulted on:
www.leeds.ac.uk/safety
The organisation and arrangements for dealing with departmental safety issues including the details of individuals with specific responsibilities - are given in
Appendices.
Signed
Dated
24/11/13
Professor Chris Carr
Head of School of Design
November2013
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8
SCHOOL SAFETY MANUAL
APPENDICES TO THE HEALTH AND SAFETY POLICY STATEMENT
APPENDIX 1:
APPENDIX 2:
APPENDIX 3:
APPENDIX 4:
APPENDIX 5:
APPENDIX 6:
APPENDIX 7:
APPENDIX 8:
APPENDIX 9:
APPENDIX 10:
APPENDIX 11:
APPENDIX 12:
APPENDIX 13:
APPENDIX 14:
APPENDIX 15:
APPENDIX 16:
APPENDIX 17:
November2013
DEPARTMENTAL INFORMATION ON KEY
POSTHOLDERS AND RESPONSIBILITIES
SAFETY STANDARDS AND POLICIES SPECIFIC
TO THE SCHOOL OF DESIGN
SAMPLE CERTIFICATES OF COMPLIANCE FOR
STUDENTS
PEOPLE MATTERS
FIRE SAFETY
ELECTRICAL SAFETY
RISK ASSESSMENTS
CHEMICAL SAFETY AND COSHH REQUIREMENTS
MANUAL HANDLING
WORKING AT HEIGHT
SLPIS AND TRIPS
WASTE MANAGEMENT
STUDENT FIELD TRIPS
STAFF AND STUDENT MOTOR INSURANCE
COMPLIANCE FORMS
ABSENCE FROM WORK, HOLIDAYS AND WORKING
FROM HOME
CONTACT TELEPHONE NUMBERS
RECORDS OF AMENDMENTS/UPDATES TO SAFETY
POLICY
9
APPENDIX 1
DEPARTMENTAL INFORMATION ON ORGANISATION AND
ARRANGEMENTS FOR DEALING WITH SAFETY ISSUES
HEAD OF SCHOOL
Professor Chris Carr
SCHOOL SAFETY SUPERVISOR
Mr Les Johnson
DEPUTY SAFETY SUPERVISOR
Mr Azim Abadi
SAFETY COMMITTEE ORGANISATIONAL STRUCTURE
Head of School and chair of
committee
Safety Supervisor
Pressure Systems,
Extraction Systems safety,
Technical Staff Rep
School Manager and
Deputy Safety Supervisor
Electrical, Mechanical,
Office safety
Security
Chemical Safety
Fire Safety
Fashion Safety
Graphics Safety
Studio Safety
Structured Textiles Safety
Printed Textiles Safety
Non-woven Safety
Testing and Analysis Safety
First Aid
Senior Academic
VDU
Safety manual
Online accident reporting
CAP
Professor Chris Carr c.carr@leeds.ac.uk
Mr L Johnson
l.johnson@leeds.ac.uk
Mr A Abadi
a.abadi@leeds.ac.uk
Mr M Brookes
Dr R S Blackburn
Mr M Anderson
Ms E Evans
Mr M Anderson
Ms L Clements
Dr B Carnie
Ms L Clements, Ms
J Anderson
Mr M Rathod
Mr M Brookes
Dr Vien Cheung
Professor Chris Carr
Dr Vien Cheung
Mr L Johnson
Mr L Johnson, Mr A
Abadi
Professor K Hay
m.a.brookes@leeds.ac.uk
r.s.blackburn@leeds.ac.uk
m.anderson@leeds.ac.uk
e.l.glover@leeds.ac.uk
m.anderson@leeds.ac.uk
l.m.clements@leeds.ac.uk
b.w.carnie@leeds.ac.uk
texlmc@leeds.ac.uk
m.k.rathod@leeds.ac.uk
texmab@leeds.ac.uk
t.l.v.cheung@leeds.ac.uk
c.carr@leeds.ac.uk
t.l.v.cheung@leeds.ac.uk
l.johnson@leeds.ac.uk
fin6kgh@leeds.ac.uk
School of Design FIRST AIDER(S)
November2013
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Michael Brookes, Azim Abadi, Gareth Griffiths, Elaine Evans, and Lynda
Howarth.
Health and Safety flow chart
Vice Chancellor
Prof Michael Arthur
Health and Safety Services
Dean of Faculty
Prof David Cooper
Health and Safety Services
Faculty Manager
PVAC Faculty, Health And
Safety Meetings
Head of School of Design
Prof Chris Carr
School of Design, Health
And Safety Meetings
School Safety Supervisor
Mr Les Johnson
Deputy Safety Supervisor
Mr Azim Abadi
Fire safety
Mr Mike Anderson
First Aid Officer
Mr Terry Smith
Fire Wardens
First Aider's
Electrical Safety
Mr Azim Abadi
Chemical Safety
Dr Richard Blackburn
APPENDIX 2
November2013
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SPECIFIC ISSUES RELATING TO THE SCHOOL OF DESIGN
Safety Inspections
The School undertakes planned and unplanned safety inspections on a regular
basis. The inspection team will consist of the head of School or senior member of
staff, School safety supervisor, School manager and a senior member from the
area being inspected. Where appropriate, members of the trades unions along
with the faculty health and safety supervisor will be invited to join the inspection
team.
One way to monitor the standard of work and safety in which the Health and
Safety Committee monitors’ standards in the School of Design is by formal risk
assessments on an annual basis. These will be carried out by a trained member
of the Health and Safety Committee and a senior member of staff for each area.
The results will be brought to the attention of the Health and Safety Committee
and appropriate action will be taken.
Safety inspections will be carried out by the School Safety Supervisor or by other
designated staff who have been appropriately trained, so as to cover all sections
of the school over a one year period.
Action in Case of an Accident
The School Safety Supervisor or his deputies must be informed of all accidents,
not just those that cause personal injury. It must be stressed that the reporting of
a near miss is just as important as reporting an accident. All such accidents must
be recorded on the universities online Sentinel accident reporting system. The
school has two trained members of staff who have access to the reporting
system, Azim Abadi and Les Johnson.
Ensure that you know the location of the FIRST AID BOXES. A list of First Aid
boxes is given in the beginning of this booklet. Obtain advice and help from one
of the members of staff trained in First Aid.
Absence from work, due to accident, for more than three days or from certain
specified major injuries, diseases or poisoning, must also be notified to the local
Inspector of the Health and Safety Executive, via the University Safety Adviser.
Working Outside of Normal Hours
It is essential that you enter your name in the log book provided, if you are in the
school on weekends, holidays or weekdays after 6.30pm. This is located by the
disabled doors in the Clothworkers South building. You should also sign out
before leaving the building. In general, machinery must only be operated
between 09.00 and 17.00. Experiments that require running overnight are not
normally permitted. On the rare occasion when this cannot be avoided,
permission must be sought from the School Safety Supervisor (the Academic
Supervisor in the case of P/G Students) and notices are required to be posted
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both at the location of the experiment and at the door of the room containing the
experiment. Appropriate forms for this are available from the Safety Supervisor.
Declaration of
instruments
disabilities
affecting
working
with
equipment
and
All new staff and students should make a declaration of any disability that may
affect their own or others safety in the laboratories and the workshop, e.g.
epilepsy, diabetes. This can be made to their line manager, Safety Supervisor or
Head of School. Any information received will be treated confidentially.
They should also be aware that they will not be allowed to operate equipment or
instruments if they are rendered unfit to work due to illness / effects of medication
or other drugs / consumption of intoxicating liquor.
Workshop
Only qualified workshop staff are allowed to operate machinery in the
Workshop. Under no circumstances will anyone else be allowed access to
this machinery. Requests by students for work to be carried out in the
Workshop should be approved by their supervisor. Requests by research
workers for work to be carried out in the Workshop should be approved by
research grant holders.
Dr Bandara has been given special dispensation to operate certain machinery in
the workshop.
Fire Extinguishers
If any fire extinguisher has been used, or you note that one of the plastic tags
has been broken report this to the School Safety Supervisor, or the School Fire
officer. Do not use a water extinguisher (red) on any electrical fire, burning
liquids/chemicals (including petrol) or burning metals.
When using a CO2 (black) extinguisher, do not hold the horn, as this becomes
very cold in operation and could impart low temperature burns. The Fire
Wardens will check all fire extinguishers once a month on a rota basis. Any use
of, or damage to, a fire extinguisher must be reported to the School Safety
Supervisor. It is School policy to periodically carry out evacuation drills.
Everyone should make themselves aware of the safe routes out of the School. In
the event of a fire or fire alarm sounding, do not use a lift.
Hose Reels
Where provided, all staff should be shown how to operate the hose reels. The
hose should be pulled from the reel and the appropriate valves operated.
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Lasers
Contact the School Laser Supervisor if the use of lasers is planned. Almost all
lasers require safety rules to be observed. The only laser systems that do not
require approval for use are those which are totally enclosed and where the laser
beam is permanently inaccessible, e.g. laser printer.
Compressed Air
Compressed air supplies in workshops and laboratories should be treated with
respect. It is supplied from a compressor in the plant room at a pressure of up to
7bar.
Warning: never direct a jet of compressed air against another person (or
yourself). Practical jokes with compressed air have caused horrific injuries and
death.
Always follow “Good Laboratory Practice”
♦ Work should be carried out in a clean and orderly manner and work areas
should be kept clean.
♦ Broken glass must be placed in special containers provided, never in any
other waste bin.
♦ Experiments which could compromise safety in the School, or experiments
which use running water which could cause flooding and subsequent damage
within the School, must not be left unattended, and they must not be allowed
to continue overnight.
♦ Communal work areas such as fume cupboards and balance areas must be
kept clean. Any substance that is spilled must be correctly cleaned up and
disposed of following to procedures documented by the COSHH assessment
using the information in the MSDS.
♦ The importance of eye protection should not be underestimated. Safety
glasses must be worn in laboratories at all times.
♦ All samples/bottles should be labelled with the contents name and not just it’s
formula, user’s name and date in bold. Appropriate hazard warning symbols
must be attached.
♦ In the event of an accident resulting in flood or spillage, it is the responsibility
of the research student in question to clean up the mess. Mops and buckets
can be obtained from the Laboratory staff.
Protective Clothing
Appropriate protective clothing must be worn in laboratories and workshops.
Dirty or contaminated overalls and coats should not be used. Laboratory coats
should be worn buttoned up; unbuttoned coats are ineffective and could be
dangerous. Eye protection should be worn when there is danger of splashing by
chemicals, or glass apparatus is used under pressure.
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Fume cupboards
Anyone intending to use fume cupboards must be instructed by the Pressure
Systems Officer in the operational procedure. Fume cupboards are controlled by
adjacent stop/start buttons. Where separately controlled fans are fitted in
laboratories, it is the user’s responsibility to switch them off when not required.
Where an extractor fan from a fume cupboard is interlocked electrically with other
fume cupboards, the following procedure must be used in order to have control
over your fume cupboard: Users should check the operation of fume
cupboards weekly. Fume cupboards should be kept clean and not used as
a store for equipment or Chemicals. Any spillages must be cleaned
immediately so the fume cupboard is left safe for others to use.
Breathing equipment
The school is equipped with two SAVER SETS – compressed air breathing
apparatus. These sets are extremely easy to use and provide approximately ten
minutes of air, sufficient to deal with an emergency. The cylinder should be
slung from the shoulder by means of the orange strap and the mask drawn over
the face. As soon as the mask is on the face, the normal action of breathing
draws air into the mask from the demand valve. There are no valves to operate.
A small pressure gauge is incorporated into the cylinder head. SAVER SETS
should not be used when tackling a fire. Users are required to attend a course in
the use of breathing equipment, and each set should have two designated users.
Current designated users are listed in the section on Organisational Details of
this Manual. SAVER SETS are positioned in the corridor outside Lab 2.09
Use of Vacuum equipment
When using vacuum equipment, always wear eye protection. Check that any
glassware to be used is of the correct type and free from any cracks or
scratches. Use a trap between the vacuum pump and the vessel to condense
any volatiles.
Gas Cylinders
All gas cylinders must be securely clamped. They must never be left freestanding. Cylinders are stored behind the workshop in locked cages. The key is
obtainable from the General Office. For instructions on fitting a pressure
regulator, see the Pressure Systems Officer. Notices must be exhibited outside
rooms containing pressurised gas cylinders, stating the type of gas contained.
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Water Supply to Apparatus
The water supply pressure increases when there is less use of water (i.e.
evenings, overnight). This can lead to burst tubing and flooding which could do
damage to very expensive equipment situated on lower floors.
It is essential therefore to ensure that no equipment uses running water
overnight, or is left unattended during the day.
Asbestos Safety Policy
The University has published a policy for departments on ‘Asbestos in the
Building Environment’. A copy of the University’s policy and may also be viewed
on the web www.leeds.ac.uk/safety.
The Introductory Sections build upon a variety of issues connected with asbestos
in the building environment, but in addition you attention is drawn to:
♦ Appendix 1, which reproduces the PVC’s letter regarding prior
authorisation for minor building work, and
♦ Appendix 2, which contains the pro-forma to be used when seeking
authorisation for minor building work.
Staff should therefore ensure that any minor work is first discussed with Les
Johnson who will liaise with estates.
Completion of Research Work, and Before Leaving the School
All research workers are responsible for clearing up their effects (in consultation,
where appropriate, with their supervisors) so that unidentifiable chemicals and
equipment are not left behind, creating a potential hazard.
♦ Glassware must be left in a clean, safe state by the research worker.
♦ Capital equipment, borrowed from whatever source, should be returned in
good working order by the research worker.
♦ Samples prepared in the course of research, which are to be retained, should
be sealed in tubes or bottles. Each bottle must be labelled with the full name
of the contents, name of researcher, date and the correct hazard labels.
These must be given to the supervisor. Samples no longer required must be
either destroyed (see COSHH or MSDS) or sent for disposal as a waste
chemical.
♦ All unused chemical reagents should be returned to school safety supervisor
for disposal.
♦ All keys must be returned to the General Office.
♦ A forwarding address should be left with the General Office.
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APPENDIX 3
School of Design
Health and Safety Policy
Under Graduate Certificate of Compliance
Module No:
Page
of
Training given by:
By signing this certificate I agree that:




I have attended the health and safety introduction and read any documents
provided by the module manager. I understand the risks and safety issues
relevant to this module.
I will share the responsibility for the health and safety of myself, other students
and members of staff by working in a responsible manner.
I agree to wear and use any safety apparatus as directed by a member of staff.
I agree to comply with all health and safety procedures detailed as part of this
module and the Under Graduate Health and Safety Statement in the Programme
Handbook.
Student No.
November2013
Student Name
Signature
Date
17
Health and Safety Policy
Under Graduate Certificate of Compliance
Notes to Staff
Students should sign a Certificate of Compliance when taking a module where a
Health and Safety Audit has indicated that training should be provided before
equipment is used or processes undertaken. This certificate is documentary
evidence that the appropriate training has been given to each student on a
module.
Certificates should be prepared in advance of any training or introduction:
♦ One copy of this certificate must be used for every 15th student make sure
the rubric appears at the head of each signatory page so the student can
clearly see what they are agreeing to.
♦ You may copy and paste the name and student number into the table from
‘Web for Faculty’– this will give you a clear indication of who should have
attended your safety introduction, and who has not.
♦ Make sure the module number and the name of the member of staff giving
the training is filled in, along with the page number (e.g. Page 1 of 3).
♦ Pass the certificate around the group after your talk, giving them sufficient
time to read any additional health and safety documents provided (for longer
documents, talk through the content.)
♦ Lodge a copy of the certificate with the Department Office.
♦ Make a note of anyone who missed your briefing and make him or her aware
of the health and safety issues at the next session. Ask them to sign the
Health and Safety Certificate in the Department Office before they use any
equipment.
November2013
18
School of Design
Health and Safety Policy
Post Graduate Certificate of Compliance
Student’s Name:
Programme of Study / Research:
Project Description:
To Cover the Period:
- to -
Supervisor:
By signing this certificate I agree that:





I agree to comply with all health and safety procedures detailed as part of this project and
in the Post Graduate Statement in the Department Health and Safety Handbook.
I have assessed the potential risks presented by the project I am to undertake
I will share the responsibility for the health and safety of myself, other students and
members of staff by working in a responsible manner.
I agree that it is my responsibility to wear and use any safety apparatus in line with the
risk to bystanders and myself. Additionally, I agree to wear and use any safety apparatus
as directed by a member of staff.
I understand that this procedure must be on going as my project develops and new
equipment, materials, chemicals* and processes are used: new Risk Assessments must
be undertaken, COSHH certificates obtained and Post Graduate Certificates of
Compliance renewed.
Signed:
Date:
Note:
It is the Post Graduate Student’s responsibility to lodge a copy of this Certificate with the Department Office. Lack of a
current Certificate of Compliance will result in the student’s permission to use University facilities being withdrawn.
*This certificate does not replace COSHH risk assessment forms; these must be completed for each chemical used.
For office Use Only
Comment:
November2013
Received:
19
APPENDIX 4
People Matters
Stress at work
The Department will promote a well-managed work environment that will protect
staff from undue stress arising from the conditions in their workplace. The
Department will seek to prevent work-related stress, and where this is not
realistic, policies and practices should be implemented to mitigate the
consequences of stress that remains.
The Department will increase awareness of the causes and symptoms of stress
and implement support, training and monitoring in line with University of Leeds
Policy on Stress at Work.
(http://www.leeds.ac.uk/hr/policy/documents/I(28).DOC)
Counselling Services include:
University Staff Counsellor – John Adams 0113 237 0309
The staff counselling service is open all year round except weekends and Bank
Holidays. Your concerns do not have to be work related as advice and support
can be provided on any personal, emotional, physiological or work related issue.
Manager's/Supervisor's Advice-line - 8am and 9pm - 0800 085 3805
The Managerial Advice-line takes calls from any staff member who has
managerial or supervisory responsibilities for others. It provides an opportunity to
explore complex and challenging work situations and to devise strategies for
managing them.
Counselling in Companies - 0800 917 8452
In addition the University offers access to a 24hour Employee Advice line
administered by Counselling in Companies. This provides a wide range of
confidential advice and support to members of Staff and their immediate families
who may be having difficulty balancing problems at work or home.
Student Counselling Service – 0113 3434107
Nightline – 0113 3801381 (listening) 0113 3801380 (information)
The Student Counselling Service is available through the Student Support
Network.
Advice may also be sought from the University Chaplaincy and Trade Unions.
Occupational Health
The University Occupational Health Service - 0113-233-2997
November2013
20
The Department will implement procedures and best practice as recommended
by the University Occupational Health Service. This includes surveillance,
assessment and prevention initiatives in relation to:
♦ Protecting health at work
♦ Promoting healthy working conditions
♦ Helping recovery and return to work after illness or injury
♦ Improving health and fitness
The range of services offered by the Occupational Health includes advice on
maternity provision, staff counselling, advice on resettling and rehabilitation for
people with disabilities, accident prevention and first-aid training and advice on
personal health issues such as stopping smoking and leading a healthier
lifestyle.
Sport and Fitness
University Sports Facilities – www. leeds.ac.uk/sport/index.html
To promote the basic health and fitness, members of the Department are
encouraged to make use of the University Sports Facilities. A range of sports
and gym facilities are provided on campus with organised classes taking place
every day during term time. Student and Staff membership runs from October 1st
each year, though facilities can be used by payment on an ad-hoc basis.
VDU Safety policy
ASSESSMENT
EYE AND
EYESIGHT TEST
November2013
 HOD to arrange for suitable and sufficient assessments of
 EQUIPMENT and ENVIRONMENTAL factors. To be carried out
using pro-forma supplied by Health and Safety Services.
 Assessments can be
 organised by a co-coordinator (Dr Vien Cheung)
 done by individuals and forwarded to co-ordinator
 Overview sheet to be forwarded to HOD when significant action items
from assessment.
 HOD to address issues found to be below standard or with
recommendation for improvements (resource implications etc).
 Assessments to be stored centrally. (Office, Safety Supervisor or
Health and Safety Services)
 Assessments to be reviewed when
 workstation relocated or substantially reorganised
 at regular intervals (say every 3/4 years).
 To carry out preliminary screening by requesting software package
from Health and Safety Services.
 Applications for this to be made to Health and Safety Services by
departmental co-ordinator.
 Departmental co-ordinator is to verify that application
21
 involves an employee
 one who uses VDU for 2½ hours per day
 to forward VDU assessment and eye test application form to Health
and Safety Services will
 issue voucher to individual for eye test at Vision (Appendix 3 refers)
 return assessment to individual
 be invoiced for cost of eye test and if appropriate for a contribution
to the cost of VDU glasses, but not for glasses required for other
use.
DEPARTMENTAL
INFORMATION
November2013
Dr Vien Cheung – t.l.v.cheung@leeds.ac.uk or Phone: 38082
22
APPENDIX 5
Fire Safety
Action in the case of Fire or Explosion
On Hearing the Alarm:
♦ Evacuate the building by the shortest possible route. Do not use any lifts and
report to the assembly point.
♦ Assembly Point for School of Design: The grass by Education- Opposite the
Union Building.
♦ Fire wardens: When leaving the building check your area is clear and report
to the fire officer or safety supervisor at the assembly point. They will then
assign fire wardens to the school exits to stop re-entry.
♦ Any return to the building is prohibited until the Chief Fire Officer, School
Safety Supervisor or Security Staff declares it safe to do so.
If a fire is discovered:
Common sense and discretion should be used on the discovery of a fire:
♦ If a fire is very small and one is confident that it can be easily extinguished,
the nearest appropriate fire extinguisher should be used.
♦ Do not attempt to attack the fire if it is dangerous to do so, e.g. the risk of
explosion; difficulty in breathing, your escape route is cut off, etc.
♦
If this action has no immediate effect on the fire, raise the nearest fire alarm.
♦ Activation of the alarm will contact security who will then contact the fire
brigade. After activation of the alarm, security should then be called on
32222 with details of the fire.
This information should include:
a) The exact location of the fire
b) The location of any trapped persons
c) The type of fire- i.e. the fuel involved
d) Report any hazardous substance that may be involved.
November2013
23
Fire Wardens
School of Design
Azim
Mike
Abadi
Anderson
Palitha
Bandara
Richard
Elaine
Blackburn
Evans
Les
Catherine
Johnson
Malkin
Stephen
Russell
November2013
a.abadi@leeds.ac.uk
m.anderson@leeds.ac.uk
MMF 1.12
Wool Division
1.75
m.p.u.bandara@leeds.ac.uk Link Building 133
r.s.blackburn@leeds.ac.uk
MMF 2.10
texelg@leeds.ac.uk
Wool Division
G.75
l.johnson@leeds.ac.uk
MMF 2.07
c.malkin@leeds.ac.uk
Wool Division
G.75
s.j.russell@leeds.ac.uk
Wool Division
G.78g
24
APPENDIX 6
Electrical safety
3 pin plugged items
All electrical equipment, including any items of personal equipment, or new
equipment introduced to the school, either ‘new’ or ‘used’, must be
examined and cleared for use by the School Electrical Safety Supervisor,
Mr A Abadi. Details of every new electrical item must be passed on to Azim
Abadi when they arrive in the School.
The School Electrical Safety Officer must approve all existing portable electrical
appliances, including items such as kettles and computers, for use. Appliances
approved for use are recognised by the label ‘Tested for Electrical Safety’ affixed
by the School Electrical Safety Officer.
3 Phase Equipment
Do not attempt to install three-phase equipment yourself. Installation has to be
arranged through Estates Services contact Richard Creaser. Only certified and
approved electricians are allowed access to the 3-phase electrical supply and
hardwired machine isolators. Advice must be sought from the School Electrical
Safety Officer on procedures to be followed when three-phase equipment is
involved.
Use of Equipment and Test Instruments
Do not attempt to repair or disengage a jammed instrument. Research students should
inform the Mechanical Safety Officer in cases of difficulty. Certain testing instruments
may also need booking, while others can only be operated if a second person is present
at all times. You should therefore, in the first instance, contact the Mechanical Safety
Officer, to clarify whether the machines can be operated on its own.
Experimental Rigs
All experimental rigs must be cleared for use by the Mechanical Safety
Officer to ensure that the rig has proper safety guards and if appropriate
safety interlocks. The Experimental Rig Safety Approval Form must be
completed and displayed on or near the experimental machine. Permission
must also be sought for any changes that may be required to mechanical
guards or electrical connections.
After any electrical changes, rewiring, refit etc the item must be tested for
electrical safety and passed as safe to use.
November2013
25
APPENDIX 7
Risk Assessments
The risk assessment is a tool that when used correctly allows you to identify
hazards and risks in tasks and then shows how to reduce these hazards and risk
by applying control measures. A continual review (normally every year) of each
risk assessment shows if the control measures incorporated are sufficient or not.
Definitions
Hazard means “anything that can, or has a potential to cause harm” (e.g.
chemicals, electricity, machinery, workplace environment, etc)
Risk is the chance that someone will be harmed by the hazard.
Who has responsibility for writing risk assessments?
It is yours, your supervisor’s or your managers responsibility to make sure that
risk assessments are carried out on all specific tasks that have a risk or possess
a hazard that you are involved in.
As a School it is our duty to have in place risk assessments of all machinery,
workplace, environment, chemical and fire safety. The chemical safety is mainly
covered in the COSHH regulations but this needs to be referred to in risk
assessments. The fire safety is also covered in a separate fire risk assessment
carried out by the School ever year but this needs to be referred to in risk
assessments.
Risk assessments need to take in to account the following sets of regulations,
1. Management of Health and Safety at Work Regulations
2. Manual Handling Operations Regulations.
3. Personal Protective Equipment at Works Regulations.
4. Workplace (Health, Safety and Welfare) Regulations.
5. Provision on Use of Work Equipment Regulations.
These must be incorporated where ever possible, especially the manual handling
regulations, in to the risk assessments.
November2013
26
Help with undertaking risk assessments
Health and Safety Services run training courses on how to do risk assessment
and on their web site they also have written guidelines on how to do this.
http://www.leeds.ac.uk/safety/riskassess/introduction.htm
The Health and Safety Executive also publish guidelines and this link below
takes you to theirs.
http://www.hse.gov.uk/pubns/indg163.pdf
The pdf file can be printed out.
Finally if you still have problems please see the School’s safety supervisor.
November2013
27
SAFETY POLICY STATEMENT
Appendix 8
Chemical safety and COSHH requirements
No work can be carried out with any substance that it governed by the
COSHH regulations until an assessment has been written and signed by one
of the School’s approved personnel.
Use of Chemicals
Members of the School are advised that regulations concerning ‘Control of
Substances Hazardous to Health Regulations’ (COSHH) are now in force.
The effects of these regulations, on work in the School, are very widereaching. Safety assessments for laboratory work must also be
discussed with research AND PROJECT STUDENTS before work
commences and recorded on School forms. Standard Risk Assessment
forms for all chemicals used must be completed by all UG and PG students
and signed by the Chemical Safety Officer before any practical work with
those substances is allowed to commence. Further advice may be sought
from the School Safety Supervisor. The COSHH regulations also relate to
such matters as assessment of risk and safe working. For example, use of
fume cupboards and use of personal protective equipment, particularly gloves
when handling dyestuffs (or the building blocks of dyestuffs). Disposal
procedures for toxic chemicals should be followed, and appropriate recordkeeping maintained. For more details, see the University Safety Handbook,
Section 9
Information regarding the potential hazards of chemicals may be found, for
example, in the BDH Hazard Data Sheet Book (copies available from the
Chemical Safety Officer), or the Aldrich Chemical Catalogue.
Carcinogens can be normally identified as R45 in the ‘Risk and Safety’
phases in the chemical catalogues. A regulation governing the use of
suspected carcinogens is given in the University Safety Handbook, Section
7.4 to 7.9. It may be necessary in some instances to tailor the advice therein
to the particular activity being undertaken. In the first instance, students
should contact the Chemical Safety Officer regarding their use. No work with
carcinogens is to be undertaken without the formal, written permission from
the School Safety Supervisor.
Solvents
Never leave bottles of flammable solvents or waste solvent on the bench or
open shelves. They must always be kept properly sealed in the approved
`University’ solvent cupboard. Keep the door closed. Make sure all bottles are
correctly labelled.
Winchester bottles must only be transported in proper Winchester carriers;
they must never be picked up by their necks. Carriers are available in the
Research Laboratory.
November 2013
28
SAFETY POLICY STATEMENT
Waste Solvents
Strict control is required for the disposal of solid toxic chemicals or other
noxious materials, since these substances must never be disposed of through
the drains. Arrangements for their removal from the premises may be made
by contacting the Chemical Safety Officer. Methods of waste disposal must be
decided before work commences.
 Waste solvents must not be disposed of down the drains, but put in
the appropriate waste solvent bottle (available from the Chemical Safety
Officer).
 Make sure the waste solvents are compatible with each other before
mixing. Never mix non compatible waste. This is dangerous. For non
compatible waste solvent use a separate waste solvent bottle and label it
appropriately.
 Waste containing chlorinated or any other halogenated solvent must
be kept in a separate bottle labelled chlorinated waste solvent.
 The contents and approximate quantities of each component should be
listed on the label of all bottles. The bottles should be kept in solvent
cupboards and, when full, returned to the Chemical Safety Officer. Do not
overfill the bottle.
 Acids, alkalis or aqueous solutions should not be put into the waste bottles
except when it is unavoidable (i.e. already mixed with the solvent).
 All waste solvents should be neutralised before being placed in waste
solvent bottles, this reduces the potential for gas formation.
 Chemicals or solvents handed in for disposal must be in a safe condition,
i.e. not leaking or liable to build up pressure by the slow evolution of gas.
 All bottles containing waste materials must be correctly and fully labelled.
All original labelling must be removed from the bottle so there is no
confusion regarding the contents.
November 2013
29
SAFETY POLICY STATEMENT
APPENDIX 9
Manual Handling
What is meant by the term manual handling?
According to the Manual Handling Operations Regulations (as amended)
1992 (MHOR) manual handling is defined as “...any transporting or
supporting of a load (including the lifting, putting down, pushing, pulling,
carrying or moving thereof) by hand or bodily force”
Training courses for manual handling available from SAS
The School of Design actively encourages its entire staff to attend manual
handling training courses provided by Safety Advisory Services. They run 2
manual handling types of courses, an office and a technical based course.
Further details of when these courses are run can be obtained from Les
Johnson. These courses can be beneficial to you also in your life outside the
university.
Injuries that can be caused from manual handling
Musculoskeletal Disorders (MSDs) and other injuries from manual handling
affect more than 1 million people every year.
Here is a brief list of possible injuries:- death, fractures, dislocations,
prolapsed disk, slipped disk, strains, pulled muscles cuts, excessive wear and
tear to the body.
General information on manual handling
There are ways to eliminate or reduce the manual handling operations, so
when faced with a manual handling task stop and think. Can we eliminate it, if
not then we need to risk assess the task, can we reduce the risk of injury e.g.
by splitting the load or purchasing the goods in small sized containers, take in
to account all relevant information e.g. how much does it weigh, monitor and
review all manual handling tasks.
Learn how to lift correctly, all the necessary information on how to lift correctly
can be obtained either on the training courses or from the HSE website. They
have produced a manual handling tool called MAC, manual handling
assessment chart, which takes you through how to lift correctly and finally has
a section which allows you to produce a risk assessment on a particular task.
The link to it is
http://www.hse.gov.uk/pubns/indg383.pdf
Copies of the MAC tool can also be obtained from the safety folder in
reception and the link to HSE can also be found on the School of Design’s
Health and Safety web site.
November 2013
30
SAFETY POLICY STATEMENT
Manual handling tips
Get help;
do not try to lift on your own.
Split loads;
possible.
making the load more manageable when
Make sure the load is safe;
not slide
for example with filing cabinet the draws will
out.
Check the surroundings;
make sure there are no trip hazards when
moving objects and that the floor is not
slippery.
Use appropriate footwear; flat heels or PPE footwear where necessary.
People who are especially at risk from manual handling
Workers who are especially at risk from manual handling include new or
expectant worker, anyone below 18 years of age people with health problems
and people who already have manual handling injuries. Any of these groups
of people need to be individually risk assessed if they have to carry out any
manual handling duties according to their circumstance.
Use of manual handling aids
The School of Design has provided manual handling aids for its staff. These
can only be used by staff after they had read the risk assessment and safe
operating procedure written about the manual handling aids. Copies of these
should be either fixed on the tools or made available in the area they are
stored in.
CHECK LIST
Below is a brief manual handling checklist form, which needs to be filled in by
everyone involved in manual handling. Any major issues highlighted in this will
have to have a full risk assessment carried out on it.
November 2013
31
SAFETY POLICY STATEMENT
MANUAL HANDLING OF LOADS: ASSESSMENT CHECKLIST
Section A - Preliminary
Job description:
* Circle as appropriate
Is an assessment needed?
(I.e. is there a potential risk for injury and are the
factors beyond the limits of the guidelines?)
Factors beyond the limits of the guidelines?
Yes/No*
If "Yes" continue. If "No", the assessment need go no further.
Operations covered by this assessment (detailed description):
Locations:
Diagrams (other information):
Personnel involved:
Date of assessment:
Section B - see overleaf for detailed analysis
Section C - overall assessment of the risk of injury? Low/Med/High*
Section D - remedial action to be taken:
Remedial steps that should be taken, in order of priority:
1
2
3
4
5
6
7
8
Date by which action should be taken:
Date for re-assessment:
Assessor’s name: Signature:
TAKE ACTION --- AND CHECK THAT IT HAS THE DESIRED EFFECT
November 2013
32
SAFETY POLICY STATEMENT
Section B - More detailed
assessment, where necessary:
Section C
Questions to consider:
If yes tick the
appropriate level of
risk
Low Med
The tasks - do they involve:
• holding loads away from the trunk?
• twisting?
• stooping?
• reaching upwards?
• Large vertical movement?
• Long carrying distances?
• Strenuous pushing or pulling?
• Unpredictable movement of loads?
• Repetitive handling?
• Insufficient rest or recovery?
• a work rate imposed by a process?
The loads - are they:
• Heavy?
• Bulky/unwieldy?
• Difficult to grasp?
• Unstable/unpredictable?
• Intrinsically harmful (e.g. sharp/hot)?
The working environment - are there:
• Constraints on posture?
• Poor floors?
• Variations in levels?
• Hot/cold/humid conditions?
• Strong air movements?
• Poor lighting conditions?
Individual capability - does the job:
• require unusual capability?
• hazard those with a health problem?
• hazard those who are pregnant?
• call for special information training?
Other factors:
Is movement or posture hindered by
clothing or personal protective equipment?
Section D
Problems occurring from the task. (Make rough notes in this column in
preparation for the possible remedial action to be taken).
High
Yes/No
November 2013
33
Possible remedial action. (Possible changes to be made to system/task load,
workplace/space, environment. Communication that is needed).
SAFETY POLICY STATEMENT
APPENDIX 10
Working at height
It is now university policy that any staff needing to work at height must
have attended a safe use of ladders course.
It has been decided that students who occasionally use step ladders to
access yarn bins for example, can be trained by a staff member, who
has attended the safe use of ladders course, using the tool box power
point presentation provided by Health and Safety Services.
General rules for working at height
The definition of “working at height” is that a place is at height if a
person could be injured falling from it.
Please remember that chairs, stools, tables, desks, bookcases etc are
not designed for you to stand on them.
Only the staff and students who have attended the safe use of ladders
and steps training course and have a certificate to prove this can use
ladders or steps in the School of Design.
General tips for the people who are trained to use ladders
Do you need to work at height? Can we eliminate the need to work at height
by a reorganisation of the work space or by using some sort of tool to
eliminate it?
Always think about your own personal safety. Take a moment to assess the
risks involved in you working at height.
If you feel that the equipment you are using is poorly maintained or not correct
for the work required, please report this fact to the Safety Supervisor.
University Estate Services employees can bring their own ladders/step
ladders in to our School to use. It is their responsibility to make sure that any
“working at height” has been fully assessed and that all members of staffs
who need it is fully trained in the use of ladder/step ladders. On no account
must a member of staff or student use their ladders.
External contractor must comply with the health and safety regulation. It is
their responsibility to make sure that any “working at height” has been fully
assessed and that they are fully trained in this. On no account must a
member of staff or student use their ladders.
The School must set up an annual inspection routine of all step ladders. This
must include the numbering each set of step ladders we use, doing a yearly
inspection of these against a set of standard checks and then certificating
November 2013
34
SAFETY POLICY STATEMENT
each set for use for the following year. Records of these inspections dated
and signed must be kept by the School. Staff or students must not use any
step ladders that have not been inspected.
Guidelines for the use of step-ladders
The guidelines below just refer to the use of step ladders only in the School
of Design.
Do a daily check of the step ladders.
Ensure that there is space to open them full and that they are fully open in
use.
Always use any locking devices that are available.
Get some one else to hold the step ladders if possible when you climb them.
The floor should be clean not slippery, firm and level.
Do not carry any weights of over 10kg up step ladders.
Use for short periods of time only, no longer than 30 minutes at any one time.
If you have to, use the top step as a hand hold.
When using the steps do not stand above the top 2 steps unless you have a
safe hand hold.
Keep both feet on the same steps when working, do not over reach.
Do not work “side on” to the steps.
Do not jump from the step ladders.
Do not slide down the edge of the step ladders.
Do not have one foot on the steps and one foot on another surface.
Do don’t wear loose or slippery footwear when using the step ladders.
A simple guideline of the use of step ladders must be presented to all students
who you allow to or expect to use them.
Student use of step ladders
Staff must do a risk assessment on “the use of step ladders in their area”,
looking in particular to restricting their use when possible.
Staff must give full training in the use of step ladders to all students prior to
the step ladders being used. This can be written or verbal but must include the
above points. A warning sign should be attached to or next to the step ladders
referring to this.
Make sure the students carefully listen to the safety advice given and get
them to sign a certificate of compliance to that effect. Keep this record in case
of accidents.
November 2013
35
SAFETY POLICY STATEMENT
APPENDIX 11
Slips and trips
Over a third of all major injuries reported each year are caused as a result of a
slip or trip (the single most common cause of injuries at work).
This is area of health and safety that is quite often overlooked and is of
concern to the Health and Safety executive as well as the university and
School of Design. The School of Design requests that all staff and students
are vigilant when going about their business around the School. If you see
any problem, report it. Report it to the lecturer, supervisor, general office in the
wool division room 1-63, Head of School of Design etc, by phone or email.
It is most important that if you see a problem you report it rather than
assuming some one else has already done so.
What to look out for with regards to slips and trips*
Spillage of wet and dry substances: Clean spills up immediately, if a liquid
is greasy, make sure a suitable cleaning agent is used. If the spill is chemical
check your spillage control on your COSHH assessment and clean it up. After
cleaning the floor can be wet for some time; dry it where possible. Use
appropriate barriers to tell people the floor is still wet and arrange alternative
bypass routes. Put up warning signs for mopped floor after a spill e.g. caution
wet floor.
Trailing cables: Position equipment to avoid cables crossing pedestrian
routes, use cable covers to securely fix to surfaces, restrict access to prevent
contact. Remember that contractors will also need to be managed. If you see
a problem, resolve or report it.
Miscellaneous rubbish, e.g. plastic bags: Keep areas clear, remove
rubbish on a continual basis and do not allow it to build up. Do not obstruct
corridors of fire exits.
Rugs/mats: Ensure mats are securely fixed and do not have curling edges.
Ensure the mats are doing the job they were laid down for i.e. that they are
not worn or breaking up. If rain water is being brought in from outside then the
mat is not working correctly in absorbing it from shoes. Report this!
Poor lighting: Report any areas that you think have poor lighting.
Slippery surfaces: Assess the cause and treat accordingly, for example
always keep them dry if wet causes the problem.
Change from wet to dry floor surface: Provide suitable footwear, warn of
risks by using signs and locate doormats where these changes are likely.
November 2013
36
SAFETY POLICY STATEMENT
Changes of level: Try to avoid. If you can’t, improve lighting, add high visible
edgings to the step.
Slopes: Improve visibility, provide hand rails, and use floor markings.
Smoke/steam obscuring view: Eliminate or control it by redirecting it away
from risk areas; improve ventilation and warn of it.
Unsuitable footwear: Ensure you choose suitable footwear, particularly with
the correct type of sole. If the type of work requires special protective
footwear, the employer is required by law to provide it free of charge.
* Preventing slips and trips at work. Health and Safety Executive (indg225.pdf)
November 2013
37
SAFETY POLICY STATEMENT
APPENDIX 12
Waste Management
As a School we have taken on board the Universities scheme for recycling
items. Around the School specific bins can be found to take paper, plastic
bottles and tin cans for recycling organizing this is the PVAC faculty
environmental coordinator, Mr. Michael Brooks.
The latest information from the university regarding general and specific waste
can be found by following this link. If anyone has any difficulty in accessing
this site please contact Mr. Michael Brooks and he will be able to provide a
paper copy for you.
http://www.leeds.ac.uk/safety/waste/wstindex.htm
In particular please read this section
../../My Pictures
http://www.leeds.ac.uk/safety/waste/general/office.htm
This lists the separate classes of waste and how to dispose of them. Please
note now any electrical item with or without a plug (including simple printed
circuit boards) should where possible be disposed of through this route.
Contact details can be found here.
Hazardous waste
If you or your staff/students are producers any hazardous waste, think about
what types of waste you are going to produce before you start on any work.
Plan how you are going to handle the different classes of waste. Use the
correct processes to handle the waste in a safe manner. Always refer to your
COSHH assessment you have carried out on it and any MSDS that are
available. Pack it appropriately, label the package with all the necessary
hazard symbols and then arrange for its disposal through Mr Les Johnson.
We have to pay to have the hazardous waste removed from the School.
Chemicals and unknown materials
If you find any chemicals or unknown materials also please contact the
Schools safety supervisor who can then arrange for its disposal.
We have to pay for the disposal of any unknown materials found in the
school.
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SAFETY POLICY STATEMENT
Ordering chemicals
Please think about waste disposal before placing an order. Only order what is
required, therefore reducing the disposal needs. This helps both the safety
and storage issues. It is better to have as small an amount of hazardous
material as possible in the School at any one time. The chemical companies
Fisher, Aldrich etc are very prompt with deliveries and in some cases they will
deliver the next day if the substance is in stock. Chemicals have to be stored.
They can be stored either on the shelves in laboratory 2-09, in flammable
solvent cupboards, acid cupboard and toxic cupboard or in the outside
flammable solvent store. In any case there is a finite amount of space
available for the storage.
We have to pay for the disposal of any unused chemicals or chemicals
that are past their safe use by date from the school.
Free samples
The same philosophy needs to be applied to acquisition of so called “free
samples”. The School has recently spent more on the disposal of these free
samples than any other waste. Check with the company supplying you with
the free sample and advise them of the quantity you need. If you do not tell
them they sometimes find it easier to send out a standard commercial
package that they have in stock which might be 25kg for example when you
only need 50g of a sample.
We have to pay for the disposal of any unused chemicals or chemicals
that are past their safe use by date from the school.
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SAFETY POLICY STATEMENT
APPENDIX 13
Student field trips, visit to another institution
Risk assessments for field trips need to be carried out by the team leader.
This means any member of staff who instructs a student or students to work
off campus has the responsibility of filling out a risk assessment.
For example working off campus can be an organized visit to an institution,
factory or any other site. This can be with organized transport or with them
making their own way there. It can be for a few minutes, hours or days.
As discussed in a PVAC Faculty Health and Safety Committee meeting the
definition of working off campus would even apply if you give direction to a
student to gather information for a project. An example of this would be if
lecturer A tells student B that there is a very interesting tree at Hyde Park
Moor and it would be useful for student B to sketch or photograph it for their
course work then the lecturer is directing the student. Therefore a risk
assessment is needed. If the student, without being give any direction, said
look at this sketch of a tree I saw the other day I will use it for my work, then
obviously this can not be risk assessed. But it would be appropriate to give a
general warning to students who you know are inspired to work in this way.
Field trip risk assessments can be written as a separate exercise or you can
use the University tick box types. Links to the files for the different types of
field trips are below,
Visit to Institutions
http://www.leeds.ac.uk/safety/ul_only/fieldw/visitpf.doc
Visit to Rural sites
http://www.leeds.ac.uk/safety/ul_only/fieldw/ruralpf.doc
Visit to Urban sites
http://www.leeds.ac.uk/safety/ul_only/fieldw/urbanpf.doc
Forms are also available from the Schools safety supervisor.
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SAFETY POLICY STATEMENT
APPENDIX 14
Use of private cars for Leeds University business
Staff,
Please be aware that when you use your own vehicle for university business it is your
responsibility to inform your insurance company of the fact. The mileage allowance received
from the university takes this in to account.
Advice for students.
It is the student’s responsibility for arranging that the appropriate motor insurance when using
private transport for University business. Please print out and fill in the form below.
Confirmation of Adequate Motor Insurance
To be completed when using private transport for University of Leeds
business, including travel to and from coursework assignments. This form has
to be filled in at the start of each semester. The department must be informed
of any changes in details which may affect your insurance.
Name of driver ………………………………………………………………..
Course…………………………………………………………………………
Contact number………………………………………………………………..
Type of licence held……………………………………………………………
Car details
Make…………………………. Model………………… Reg………………..
Policy details
Insurance company………………………………………………………………….
Type of cover (comprehensive, Third party/Fire/Theft etc)………………………
Policy
number…………………………………………………………………………
Name of policy
holder…………………………………………………………………
Declaration
I confirm that I have checked with my Insurance Company to ensure that I
have sufficient cover, especially with regards to travel on University
assignments, which some companies deem as business use. I confirm
that any passengers are covered also under this policy. I further declare
that I am licensed to drive the above vehicle and it satisfies Road
Tax/MOT requirements. I also confirm that I will inform the department if
any of my details change.
I have read and understood this statement and accept all liabilities.
Signed (student)
Date
Details checked by (supervisor)
Date
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SAFETY POLICY STATEMENT
APPENDIX 15
Absence from work, holidays and working from home
Here are the procedure for reporting absence from work due to sickness,
booking holidays and working from home/off campus. It is essential that
everyone observes these for health and safety, insurance purposes and for
the school to be aware of the staff where about during working days.
Regrettably, due to the above reasons the school manager will have no option
but to report any unreported or unauthorised absence to HR.
Absence from Work due to Sickness
Members of staff should notify the School Office (tele: 0113 3433700 ) of any
sickness absences before 10am, indicating when the illness began (including
Saturdays and Sundays) the nature of illness and the probable date of return.
Members of Staff should then contact their Line Manager or their Supervisor
to ensure that they are aware of the absence.
Members of staff who have lectures pending during their absence must ask
staff in the School Office to post appropriate notes for the cancellation of
lectures/tutorials etc. Any long term absence must also be brought to the
attention of the Director of Learning and Teaching in order that alternative
teaching arrangements may be considered.
If the absence exceeds your estimated return date you must notify the School
Office and your Line Manager or Supervisor as soon as possible.
If the absence from work exceeds 7 days the member of staff should send a
doctor’s sick note (to cover the whole period of absence) to Mrs. Jean Mitchell
at the earliest opportunity.
Please note that if you have been signed off sick by a doctor you must not
return to work earlier than the date specified on the sick note. If you recover
earlier than expected you need to go back to your doctor and obtain a return
to work note so that the University is insured.
Members of Staff will need to complete a ‘Personal Sickness Notification’ form
on the day they return to work. It is essential that this form is completed
following any period of absence, even if it only lasts for one day. It is also
essential that this form is completed on the first day back at work following a
period of absence. Failure to complete the form on your first day back at work
may affect the payment of your salary.
If Mrs. Jean Mitchell is not available please report your absence/return to work
to Azim Abadi (0113 343 3712).
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SAFETY POLICY STATEMENT
Procedures for booking holidays



Ensure you have someone to cover your role for the period of absence
Complete the blue holiday book (a copy of this book resides in HR files,
please see/email Mrs. Jean Mitchell about this)
Request will be authorised by Line Manager and Head of School
Annual leave entitlement will not normally be carried forward to succeeding
years, but, subject to a discussion with the Head of Department, in individual
cases the equivalent of one week’s annual leave entitlement may be carried
forward, provided that it is taken by 31st March (Support staff) / 31st December
(Academic and related staff).
If you book a holiday and then find your circumstances have changed and the
holiday is not going to be taken you must then cancel what you have booked
to ensure that the holiday days are carried over. Failure to do so will result in
HR assuming that this holiday has been taken.
Staffs are requested to try to use up any annual leave if they have handed in
their notice. In the event that there is some annual leave left over when
leaving the University, this will be paid in the final salary. Mrs. Jean Mitchell
will confirm the number of days left and then notify Payroll so that the payment
can be processed.
Where the termination arises on the expiry of a fixed-term appointment or on
retirement, however, all due leave should be taken before the termination
date.
Working from Home/Off Campus
Academic staff planning to work from home/off campus should contact Mrs.
Jean Mitchell or the School office in advance and confirm the best way to
contact them if the School needs to do so. If staff cannot be located, and they
have not booked holidays or are absent from work due to sickness Jean /
Azim will contact them.
Health and Safety whilst working at home
Human resources have produced guidelines for staff that need to work at
home, here is the link
http://www.leeds.ac.uk/hr/policy/documents/I(30).doc
It contains essential information on risk assessments, electrical and other
equipment workplace safety, first aid, stress, hazardous substances, vdu
equipment at home and how to help your self.
If anyone can not get access to this document see the School’s safety
supervisor for a copy.
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SAFETY POLICY STATEMENT
APPENDIX 16
Contact telephone numbers
For any emergency
Security
32222
Non emergencies
Security control
35494
Health and Safety
Safety Advisory Services 34201
Health matters
Occupational Health
32997
Staff Matters
Human Resources
34146
University Staff Counsellor John Adams
0113 237 0309
Student Counselling Service
0113 3434107
Nightline
(listening)
0113 3801381
Nightline
for information
0113 3801380
School of Design
Head
Prof Chris Carr
33094
Safety Supervisor
Mr Les Johnson
33702
School Manager
Mr Azim Abadi
33712
Fire Officer
Mr Mike Anderson
36335
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SAFETY POLICY STATEMENT
APPENDIX 17
HEALTH AND SAFETY POLICY STATEMENT
AMENDMENT RECORD
Date
Issue
Amended By
March 2003
2
Miss K Ledgerwood, Miss E
Glover, Miss C Malkin, Mr D
Bromilow
September
2006
3
Mr Les Johnson
September
2007
4
Mr Les Johnson
October
5
Mr Les Johnson
6
Mr Les Johnson
Comments/Details
2010
November
2013
Acknowledgements
This manual was originally complied with the assistance of a number of
colleagues, in particular Mr Les Johnson, Mrs Sandra Hassell, Dr Margaret
Wilkinson and Mr John Pattinson.
We would also like to thank the Department of Biochemistry & Molecular
Biology, the School of Chemistry, and the Department of Electronic &
Electrical Engineering, who’s Safety Manuals, form the basis of certain
sections of this Manual. Also we would also like to thank to the Department of
Food Science for the section on declaration of disability.
This document was amended in March 2003 by Miss K Ledgerwood, Miss E
Glover, Miss C Malkin and Mr D Bromilow.
November 2013
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