FIRE RISK ASSESSMENT PROCEDURE This document should be read in conjunction with: The Fire Precautions (Workplace) Regulations 1997 The Regulatory Reform (Fire Safety) Order 2002 The Dangerous Substances and Explosive Atmospheres Regulations 2002 The Control of Substances Hazardous to Health Regulations 2002 THE FIRE PRECAUTIONS (WORKPLACE) REGULATIONS 1997 RISK ASSESSMENT PROCEDURE Introduction The risk assessment consists of two stages. Stage One: Hazard identification and persons at risk – To be completed by Schools/Service Departments. This section focuses on the identification of hazards and the persons at risk within the School/Service Department by their own staff. This is accomplished by the completion of the Fire Risk Assessment Questionnaire (FRAQ) (attached). FRAQ should be completed by Deans of School/Service Directors or their nominated responsible person. The completed FRAQs with any floor plans (see below) should be returned to the Safety Adviser and will be used in stage two of the risk assessment programme. If you require floor plans of your areas to assist in the completion of the risk assessment, they are available from the Property Services web site: http://estates.wlv.ac.uk/psd/template.asp?document=campuses Stage Two (a): To be completed by Stage 2 risk assessment team The risk assessment of the building will be completed by using the Stage 2 risk assessment document (attached) and the FRAQs completed in stage one. The risk assessment will be carried out by a team consisting of the Safety Adviser, the Assistant Director Facilities (Property Services) and, where necessary, the Campus Operations Manager and/or School/Service Department staff. Stage Two (b): Follow up actions from Stage 2(a) The identification and prioritisation of any necessary remedial action by the team will then be sent to the Dean of the School/Service Director/Facilities Director for implementation. The risk assessment will then be reviewed by the Safety Adviser and the Assistant Director Facilities (Property Services). Further Reviews The risk assessment should also be reviewed if there is a proposal to change the layout of the workplace, where a structural change is proposed or where there is a proposal to introduce new materials/processes. This review must be carried out before any such change in the interests of safety and in order to prevent the unnecessary commitment of finance and resources. Fire Risk Assessment Procedure – Stage One Contents Hazard Identification Survey This section is to be completed by Deans/Service Directors or nominated members of staff and covers the following areas in greater detail: 1. Combustible Materials 2. Sources of Heat 3. Persons at Risk 4. Fire Procedure 5. Training 6. Fire Drills 7. Means of Raising the Alarm 8. Means of Escape Hazard Identification Survey Hazard Identification Survey by Dean of School/Service Director or appointed representatives. School/Service Department:………………………………………………………………………………………………………. Survey Party – enter names and position of individuals carrying out the hazard identification exercise. ……………………………………………………………………………………………………………………… ……………………………………………………………………………………………………………………… ………………………………………………………………………………………………………………………. ……………………………………………………………………………………………………………………… ……………………………………………………………………………………………………………………… ……………………………………………………………………………………………………………………… ……………………………………………………………………………………………………………………… ……………………………………………………………………………………………………………………… ……………………………………………………………………………………………………………………… Date of Survey:…………………………………………………………………………………………………………….. Once completed, this survey must be approved by Dean/Service Director. Signature (Dean/Service Director):………………………………………………………………………………………………………….. Date:………………………………………………………………………………………………………………… Fire Risk Assessment Questionnaire - Stage One – to be completed by Schools and Service Departments School/Service Department::…………………………………………………………………………………………………………. Location: (Indicate site and the buildings included)…………………………………………………………….. ………………………………………………………………………………………………………………………… 1. Combustible Materials – ‘Identifying sources of fuel for fire’ Anything that burns is fuel for fire. You will need to look at things that will burn reasonably easily and are in sufficient quantity to provide fuel for a fire or cause it to spread to another fuel source. Some of the most common ‘fuels’ in workplaces are listed below, you will need to identify if they are present in your workplace. (Please circle the appropriate response) a) Flammable liquid based products such as paints, varnish, thinners and adhesives. YES NO b) Flammable solvents such as petrol, white spirit, methylated spirits and paraffin or flammable chemicals. Flammable chemicals Paper and card, particularly if allowed to accumulate in the workplace Plastics rubber and foam such as polystyrene and polyurethane Flammable gases such as liquefied petroleum gas (LPG) or acetylene Textiles Waste materials, in particular finely divided materials such as wood shavings, offcuts, dust, paper and textiles Are excessive quantities of combustible materials displayed or stored in the workplace? Are substantial areas of walls or ceilings covered with flammable linings? Are there any other readily combustible materials in the workplace, which present a significant hazard? e.g. furniture, fabrics, etc. YES NO YES YES YES YES YES YES NO NO NO NO NO NO YES YES YES NO NO NO c) d) e) f) g) i) j) k) l) I. If YES (to any of the above) Identify combustible materials present and location i.e. room numbers, buildings etc ………… ……………………………………………………………………………………………………………… ……………………………………………………………………………………………………………… ………………………………………………………………………………………………………………. ………………………………………………………………………………………………………………. ………………………………………………………………………………………………………………. ……………………………………………………………………………………………………………… ) Have any of the following been introduced into your workplace to reduce the risks posed by materials and substances that burn? m) n) o) p) Flammable materials and substances have been removed or reduced to the minimum required for the operation of the business Materials and substances have been replaced with less flammable alternatives Flammable materials, liquids (and vapours) and gases are handled, transported, stored and used properly Adequate separation distances between flammable materials is ensured II. YES NO YES YES NO NO YES NO q) r) s) t) Storing highly flammable substances in fire-resisting stores and, where necessary keeping a minimum quantity in fire-resisting cabinets in the workroom. Flammable waste materials and rubbish are not allowed to build up in the workplace The storage of materials in areas that are not vulnerable to arson or vandalism Good housekeeping practices in the workplace YES NO YES YES YES NO NO NO 2. Sources of Heat – ‘Identifying sources of ignition for a fire’ Potential ignition sources in your workplace can be identified by looking for possible sources of heat, which could get hot enough to ignite the material in the workplace. You will need to identify from the list below whether these sources of heat are present in your workplace. (Please circle the appropriate response). a) b) c) d) e) f) g) h) i) j) k) l) m) n) o) p) q) r) s) Naked flames Electrical, gas or oil-fired heaters (fixed or portable) Hot processes (such as welding or grinding work) Cooking Engines or boilers Machinery Faulty or misused electrical equipment Lighting equipment, e.g. halogen lamps Hot surfaces and obstruction of equipment ventilation, e.g. office equipment Friction, e.g. from loose bearings or drive belts Static electricity Metal impact (such as metal tools striking each other) Arson (is this a potential problem?) Are there ducts or flues in the area, which may allow a fire to spread? Are there light bulbs and fittings near flammable materials? Have all portable electrical appliances been tested, including all privately owned appliances used by staff/students? Does the electrical equipment have extension leads? Are there multi-point adaptors in electrical sockets? Are there any other sources of heat in the workplace? (if YES give details below) YES YES YES YES YES YES YES YES YES YES YES YES YES YES YES YES NO NO NO NO NO NO NO NO NO NO NO NO NO NO NO NO YES NO YES NO YES NO If YES, (to point s only) What are they and where are they located? i.e. room numbers, buildings etc….………………. …………………………………………………………………………………………………………….. …………………………………………………………………………………………………………….. …………………………………………………………………………………………………………….. ……………………………………………………………………………………………………………. ……………………………………………………………………………………………………………. …………………………………………………………………………………………………………….. …………………………………………………………………………………………………………….. Indications of ‘near misses’, such as scorch marks on furniture or fittings, discoloured or charred electrical plugs and sockets, cigarette burns etc, can help you identify hazards which you may not otherwise notice. 3. Persons at Risk – ‘who is at risk if there is a fire?’ As part of your assessment you will need to identify who may be at risk if there is a fire in your workplace, from the list below please indicate who would be at risk in your workplace (please circle all relevant options) If YES, state approx numbers School/Service Department Staff Operations Staff Students Visitors Contractors Others (please specify)…………………………………… 4. YES YES YES YES YES YES NO NO NO NO NO NO Fire Procedure It is important that staff, students, visitors and contractors know what they should do if a fire occurs in the workplace. They should all be given information about what to do in the event of a fire. The University Fire and Emergency Evacuation Procedure is a concise document, which must be communicated and understood by all members of staff and students. The Fire Procedure also impacts on visitors and contractors on the University premises. Please indicate how the Fire Procedure is communicated in your workplace. (Please circle). a) b) c) d) 5. Are Fire Procedure Notices prominently posted in key locations throughout the workplace? If NO, what action has been taken to address this situation? ……………………….. ……………………………………………………………………………………………….. Are all staff made aware of the Fire Procedure on their first day of employment? If NO, what has been done/can be done to address this situation?………………… ………………………………………………………………………………………………… Are all students (Schools only) made aware of the Fire Procedure on their first day? If NO, what has been done/can be done to address this situation?………………… ………………………………………………………………………………………………… Are visitors and contractors made aware of the University Fire Procedure? YES NO YES NO YES NO YES NO Training Fire Precautions at work is a mandatory training event and a legal requirement for all staff at the University. The training includes information on general fire precautions, risks from flammable materials, the control of risks, and the role individuals can play in reducing and controlling sources of ignition and fuel for fire. a) Have all staff in your School/Department attended a Fire Safety Presentation or refresher course? If NO, what is being done to address this situation?………………………………….. ……………………………………………………………………………………………….. YES NO b) Have all students in your School (Schools only) received any Fire Safety Training? YES NO YES NO If NO, what is being done to provide students with this information? ………………………………………………………………………………………………... ………………………………………………………………………………………………… c) Can Fire Safety information be improved e.g. electronic reminders of fire safety information for staff and students? Suggestions…………………………………………………………………………………. ………………………………………………………………………………………………… 6. Fire Drills/Emergency Evacuations In the event of a fire your staff and students will need to know what to do. Staff and students must be trained in accordance with the University Fire Procedures, which will need to be regularly tested. Arranging fire drills in the workplace will be a major part of testing these procedures as well as performance in unplanned evacuations. a) b) c) d) Would you describe the performance of your staff in a Fire Evacuation as satisfactory? If NO, what has been done to address this situation?………………………………… ……………………………………………………………………………………………….. Would you describe the performance of your students (schools only) in a Fire Evacuation as satisfactory? If NO, what has been done to address this situation?………………………………… ……………………………………………………………………………………………….. Have all staff and students in your workplace taken part in an emergency evacuation drill in the last 3 months? If NO, why not? (e.g. no drills run, shift patterns of staff etc.)………………………. ………………………………………………………………………………………………. Do you consider the frequency of fire drills as satisfactory? YES NO YES NO YES NO YES NO If NO, how often would you recommend they are run?………………………………. 7. Means of Raising the Alarm Workplaces need to have effective means of detecting an outbreak of fire and for warning people in your workplace quickly enough so that they can escape to a safe place before the fire is likely to make escape routes unusable. a) b) Can the means for giving warning be clearly heard and understood throughout the whole of the workplace when initiated from any single point? If NO, what are the particular issues that relate to your workplace, have they been previously raised and who with?……………………………………………………….. ………………………………………………………………………………………………. ………………………………………………………………………………………………. Do all of your staff know how to operate your fire warning systems and how to respond to it? If NO, how do you intend to make them aware of this?……………………………….. ……………………………………………………………………………………………….. YES NO YES NO c) Is fire detected in your workplace by automatic smoke/heat detectors? YES NO d) If NO, how is fire detected in your workplace?……………………………………….. Is the alarm raised automatically? (Is Automatic Fire Detection (AFD) present in your workplace) YES NO If NO, how is it raised? (e.g. manual sounders etc.)…………………………………… 8. Means of Escape Once a fire has been detected and a warning given, everyone in your workplace should be able to evacuate without being placed at undue risk. When assessing the means of escape from your workplace, you should ask yourself whether people could escape to a place of safety before being cut off and exposed to risk of injury. a) b) c) Are all escape routes easily identifiable, clearly signed, free from obstructions, adequately illuminated and have acceptable travel distances to reach a place of relative safety? If NO please explain the problems in more detail (please give precise locations)…. ………………………………………………………………………………………………… ………………………………………………………………………………………………… ………………………………………………………………………………………………… ………………………………………………………………………………………………… ………………………………………………………………………………………………… ………………………………………………………………………………………………… ………………………………………………………………………………………………… Have all staff been trained in using the means of escape Do all staff and students leave by their ‘nearest available exit’ as requested under the University Fire Procedure? YES NO YES NO YES NO If NO what has been done to make staff and students comply?……………………… ……………………………………………………………………………………………….. ………………………………………………………………………………………………… ………………………………………………………………………………………………… ………………………………………………………………………………………………… ………………………………………………………………………………………………… AFTER COMPLETING THIS SECTION OF THE RISK ASSESSMENT PLEASE ENSURE IT IS SIGNED BY YOUR DEAN OF SCHOOL/SERVICE DIRECTOR AND THEN RETURNED WITH ANY FLOOR PLANS TO: SAFETY ADVISER, RISK, SAFETY AND HEALTH SERVICE, MOLINEUX BUILDING, CITY CAMPUS NORTH.