1 Revised 01.02.2013

NORTHUMBRIA UNIVERSITY
SAFE SYSTEM OF WORK POLICY
1.0 INTRODUCTION
Campus Services manage and deliver a wide range of activities, accommodation, catering, maintenance of University grounds, the security, maintenance and cleaning of all buildings and event management, conferencing and sports provision (the construction and alteration of new or existing buildings).
As the landlord of premises, the Director of Campus Services has a statutory and social duty to ensure, so far as is reasonably practicable, the health, safety and welfare of all employees whilst at work; this duty extends to ensuring that activities undertaken by or on behalf of the
Department do not endanger others. The University and Campus Services Health and
Safety Policies recognise these duties and provide for specific arrangements to be made to deal with specific risks.
The purpose of this document is to assist staff and contractors to work safely on University sites and abide by University requirements and should be read in conjunction with Campus
Services Health & Safety Policy and the University’s Construction (Design & Management)
Policy. The policy has 9 procedures for high risk work which should be consulted and the appropriate approvals obtained prior to work commencing.
2.0 DEFINITIONS
2.1 Contractor
Any organisation(s)/consultant(s)/person(s), etc that Campus Services engages to undertake work who is not an employee of the University; (this includes work of a non ‘construction’ or
‘building’ nature). Work undertaken by a contractor includes but is not limited to:

 design and related services; repair, clean, service or maintain equipment or structures
(e.g. boiler plant, vending machines, sports equipment)







 commission or decommission equipment or plant install, inspect or test equipment or plant construction, alteration or redecoration of structures dismantling or demolition of structures utility related work road works, civil engineering gardening and grounds maintenance pest control
NOTE : this does not apply to those who supply goods only.
2.2 Construction work
The carrying out of any building, civil engineering or engineering construction work and includes but is not limited to:
 the construction, alteration, conversion, fitting out, commissioning, renovation, repair, upkeep, redecoration, maintenance (including cleaning involving the use of water/abrasive at high-pressure or corrosive/toxic substances), decommissioning, demolition or dismantling of a structure;
2 Revised 01.02.2013

 preparation, site clearance, exploration, investigation (but not site survey), excavation and foundation work;
 installation, commissioning, maintenance, repair or removal of mechanical, electrical, gas, compressed-air, hydraulic, telecommunications, computer or similar services which are normally fixed within or to a structure;
 assembly or disassembly of prefabricated units forming a structure;
 removal of structures or parts of structures or waste resulting from demolition, dismantling or disassembly of structures or parts of structures.
2.3 Campus Services Representative
The person for whom a project (construction or non construction) is carried out, or who manages any of the works identified above whether it is carried out by a contractor or inhouse staff.
3.0 ROLES & RESPONSIBILITIES
Responsibility for safe working cannot be left entirely to contractors or subcontractors.
Campus Services Representatives have a duty to ensure, so far as is reasonably practicable, that contractors have safe working procedures and adhere to them.
The Campus Services Representative is responsible for:
 appointing competent contractors (those with adequate resources, training, experience and knowledge for the work for which they will be employed);
 selecting contractors who are compliant with The Contractors Health and Safety
Assessment Scheme (CHAS) or equivalent;
 ensuring that contractors provide appropriate site/job specific health and safety information; contractors not listed on CHAS or equivalent will also be required to provide general health and safety management information prior to each project;
 providing access to relevant University/Campus Services health and safety information pertaining to the work area to allow the contractors to take adequate measures to protect his employees, and others who may be affected;
 carrying out contractor induction when necessary;

All contractors must be informed of the signing in/out procedures prior to commencement
 ensuring that any necessary permits to work are issued;
 monitoring the performance and re porting any shortcomings of the contractor’s activities while executing the work;
 ensuring that any areas in which contractor employees are expected to work are maintained safe and free from hazards which may be caused by University staff or operations;
 liaising with University staff or representative who may be affected by the works, or by any change in conditions caused by the works;
 informing Faculties or Service Departments of intended works by issuing the
Contractors on site notification.
NOTE: Full details of CHAS can be found at www.chas.gov.uk
4.0 PROCEDURE
4.1 Management
Due to the nature of the University estate and the activities carried out by Schools and
Service Departments, there are a number of high risk areas that fall under the management of Campus Services.
3 Revised 01.02.2013

4.2 Identifying Hazards
It is important that all staff consider these particular hazards and make themselves aware of the associated policies and how the University controls the risks arising from these hazards.
It is also necessary to consider how these hazards may affect Contractors on site and therefore all relevant information must be passed to contractors working in these areas to allow them to plan their work as safely as possible.
4.3 Construction (Design & Management) Policy
The Construction (Design and Management) Regulations 2007 (the CDM Regulations) focus attention on the planning and management of construction projects and are intended to reduce risks to those who build, use and maintain buildings. They replaced all previous construction legislation and they impose duties on virtually everyone involved in any construction work. The University Policy summarizes those duties and defines how the
University will comply with the legislation.
Follow this link to the policy http://www.northumbria.ac.uk/sd/central/campus/hse/healthandsafety/hs_pol/cdm_pol/
4.4 Asbestos Management Policy
Asbestos poses a risk to human health if fibres are released into the air and breathed in.
Due to this risk the University manages exposure to working with asbestos containing materials (ACMs) and has developed a comprehensive management policy for controlling exposure to asbestos.
Anyone, employee or contractor working on University Buildings who could disturb ACMs in the building fabric must (prior to any work) consult the Asbestos Management Policy which can be found at the link below. http://www.northumbria.ac.uk/sd/central/campus/hse/healthandsafety/hs_pol/asb/?view=Sta ndard
Campus Services have committed to a comprehensive rolling programme of training for all staff who may come into contact with Asbestos Containing Materials.
4.5 Legionella Policy
Legionella bacteria can be found in water systems such as cooling towers, hot and cold water services and where water may lay dormant and be subject to heat. Legionella bacteria can survive low temperatures and thrive at temperatures between 20C to 45C particularly where there is a presence of nutrients such as scale and rust. The University has a legal obligation to control the risks from legionella and you should co-operate with efforts to actively identify, assess and control sources of risk. The Deputy Director (Operations) is the
Responsible Person for the maintenance and management of all water systems including the swimming pool. The Legionella policy can be accessed at the link below: http://www.northumbria.ac.uk/sd/central/campus/hse/healthandsafety/guides/legionella/
4.6 Electrical Safety Policy
The Electrical Safety Policy has been developed for the protection of those persons, whose employment involves them in using or carrying out work on Northumbria University’s electrical systems and equipment and any person, who may be affected by the activity.
4 Revised 01.02.2013

This policy is in accordance with the requirement of: -
The Health and Safety at Work etc. Act 1974 and,
The Electricity at Work Regulations 1989.
Electricity Supply Regulations 1988.
RIDDOR 1995.
Workplace (Health, Safety and Welfare) Regulations 1992.
BS7671-2008 17 th Ed IEE Wiring Regulations http://www.northumbria.ac.uk/sd/central/campus/hse/healthandsafety/hs_pol/elecpolicy
4.7 Gas Safety Policy
The Gas Safety (Installation and Use) Regulations 1998 require all engineers involved in the installation, inspection, servicing, maintenance and repair of domestic gas appliances to be registered under a Health and Safety Executive (HSE) approved scheme.
Campus Services staff must ensure that any contractor engaged to work on gas fittings is
Gas Safe registered, and appropriately qualified for the work to be done. http://www.northumbria.ac.uk/sd/central/campus/hse/healthandsafety/hs_pol/gassafety?view
=Standard




4.8 Fire Safety Policy
Campus Services has a number of responsibilities in managing Fire Safety across the
University. In particular;
Providing advice on all fire systems in the University
Installing fire systems and equipment and maintaining them in working order
Carrying out the recommendations contained in the Fire Risk Assessments
Ensuring the routine testing of fire equipment and installation as specified in each building fire precautions logbook

Ensuring that anyone working in any building has due regard for the safety of the occupants by ensuring that emergency escape routes and final exits are freely available and smoke/heat detectors are not compromised by the works etc.
This is detailed further in the Fire Policy. http://www.northumbria.ac.uk/sd/central/campus/hse/healthandsafety/firesafe/fp_evac/
5.0 SAFE WORKING PROCEDURES & PERMITS TO WORK
In order to ensure that high risk activities are being carried out in a safe manner both by
Campus Services staff and Contractors on site, the Department has developed a number of safe operating procedures and in some areas of work operates a Permit to Work procedure.
These can be found in the following appendices.
1
2
3
4
5
6
Roof Access Procedures
Confined Spaces Procedures
Hot Work Procedure
Working at Heights Procedure
Pressure Systems Procedure
Lifts and Lifting Equipment Procedure
5 Revised 01.02.2013

7
8
9
Swimming Pool Water Hygiene Procedures
Excavations Procedure
Contractors on Site Procedure
6.0 PERMITS TO WORK
6.1
Permits to work are required where specified within the relevant procedures.
6.2
Permits to Work clearly set out:





The work to be done
Who will supervise the work
Who is to carry out each section of the work
The safety precautions that have been taken
The precautions which still need to be taken by the member of staff before commencing the work, for example, affixing physical locking devices and danger signs

A time limit (if applicable) within which a check needs to be carried out to see if the working environment is still safe.
6.3
Permits to Work will be issued by Campus Services – Facilities Management staff only, in conjunction with other Faculty/Department staff as appropriate. An Authorised
Person should sign the Permit to say it is safe for work to commence and also sign to cancel the permit.
6.4
The person carrying out the work should sign the permit signifying that they understand the tasks and precautions to be taken.
6.5
The Expiry time for a permit must be the same working day that work commences.
6.6
If the permit is not returned at the Expiry time the Authoriser must investigate immediately and make every effort to contact the permit holder. This is to ensure that no-one is injured or ill and unable to raise assistance.






7.0 RESTRICTED ACCESS
7.1
Areas designated to have restricted access shall be locked off with a suited key held by the Facilities Management section of Campus Services.
7.2
Line managers shall determine the appropriateness of other persons requiring access and provide Safe Systems of Work procedures as necessary. Alternatively an authorised person may accompany the person who wishes to gain access
7.3
Areas of restricted access will include:
Boiler rooms
Electrical switch rooms
Plant rooms
Lift motor rooms
Roof areas/voids
Electrical and mechanical service risers and ducts
6 Revised 01.02.2013


Controlled areas such as Chemical Labs, Laser labs, areas with Radioactive Sources or anywhere that displays a hazardous substance materials sign (i.e. yellow back ground and black warning)
Only authorised staff/contractors can enter an area designated as Restricted Access.
7 Revised 01.02.2013