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Contents.
Contents. ................................................................................................................................. 3
Emergency Information...................................................................................................... 4
Section 1 – Estates Safety Policy ........................................................................................... 6
Cleaning Section Statement of Intent. ................................................................................ 7
Section 2 – Organisation ........................................................................................................ 8
Estates Division Cleaning Section ..................................................................................... 8
Responsibilities for implementing the health and safety policy. ....................................... 9
General Responsibilities For Health And Safety ............................................................... 9
Management Responsibilities ............................................................................................ 9
Section 3 - Arrangements .................................................................................................... 11
Start of Contract Health and Safety Information for Contractors. ................................... 11
Working in hazardous areas safety arrangements. ........................................................... 14
CLEANING. ................................................................................................................... 19
GROUND MAINTENANCE. ....................................................................................... 25
PEST CONTROL. .......................................................................................................... 34
WINDOW CLEANING. ................................................................................................ 40
WASTE DISPOSAL ...................................................................................................... 46
Further information. ......................................................................................................... 48
Legislation And Guidance ................................................................................................ 48
Index ................................................................................................................................. 51
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Emergency Information
Emergency Telephone Numbers
999 / (029) 208 74444
University Emergency Services
999
External Emergency Services - Fire, Police, Ambulance
Other useful numbers
(029) 208 74416
Estates Contact Number
(029) 208 74477
Estates 'Hot Line'
(029) 208 74810
University Health Centre
Using internal phones
Remember dial (9)
9 to be dialled first on internal phone, when making an outside call.
Providing information
When telephoning for assistance in an emergency, the following information must always be
given.
1. Who you are (name and status i.e. staff, contractor, visitor etc.)
2. Where you are: the exact location (building, floor, room number) and telephone extension
from which you are telephoning.
3. The nature of the emergency and which emergency services are required.
4. The exact location (building, floor, room number) where assistance is required.
 To ensure that your message has been correctly received ask for it to be repeated back to
you.
 Please ensure that the identification of the location is clearly defined.
 Do not use "University terminology", i.e. the Ranch Site for instance means very little
to the Emergency services, neither does Tower nor Preclin.
 Always give the correct name for the building and the street where it is located.
 If University Personnel need to be contacted in an Emergency: either dial 999 if on
central University campus or (029)20874444/5 if outside central University campus.
Using a mobile phone.
Mobile phones should only be used to call the emergency services if it is not possible to use
the internal phone system. After making the call the caller should inform Security on
02920874444 and provide the same information as indicated above.
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Fire Procedures
On Discovering A Fire

Immediately sound the alarm by breaking the glass in the nearest manual call point.

Call for assistance.

If possible, and only if safe to do so, turn off gas and electrical equipment.

If trained in the use of portable fire extinguishers, attack the fire, but only if safe to do
so.

Always use the correct extinguisher.
On Hearing the Alarm

Dial 999 to ensure Fire Service has been called.

Leave the building by nearest available exit closing all doors and windows behind you.

Do not stop to collect personal belongings.

Do not use lifts.
After Leaving the Building

Move well away from the building.

Leave clear access for Emergency Services.

Do not attempt to re-enter the building until you are told it is safe to do so. (The alarms
being silenced does not necessarily denote a safe condition, please await instructions
before re-entering the building.

Assemble at the designated assembly area.
Bomb Alert
If you receive the message/warning
1. REMAIN CALM.
2. Try to find out the exact location and nature of the bomb:
a) Is it in a building?
b) Is it in a car or outside the building?
c) Is it a letter bomb? (See below.)
3. If no location is given, assume the bomb to be inside the building.
4. Dial 999 or (029)(208) 74444 giving your name, exact location and nature of the
emergency.
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Section 1 – Estates Safety Policy
The Estates Division is committed to maintaining a safe working environment by working in
accordance with the 'Health and Safety at Work Act 1974, and subsequent regulations laid
under it. It will also ensure that its own policy compliments and complies with the
University’s’ health and safety policy. It is also committed through consultation with its
employees, the University’s Safety Service and other Departments and Divisions, to achieving
a good safety culture, which works to recognised quality standards.
The Estates Division Director is responsible for health, safety and welfare of all those
employed by the Division, and is committed to ensuring that all reasonable measures are
taken, and the management structure is in place, to maintain a safe working environment. In
the event of the Director's absence the Deputy Director shall assume full responsibility.
In pursuit of this objective the Estates Division will take all reasonable measures to avoid risk
to its employees, contractors carrying out work on its behalf, other members of the University,
Students, Visitors and any member of the public who may be affected.
Estates' management and supervisory staff have a responsibility for implementing this Policy
throughout the Division. They will ensure that health and safety with respect to working
conditions, equipment and systems of work are always given priority in planning and day-today supervision of work. They will also ensure that all necessary information, instruction and
training is provided to enable Estates employees, working for them, can work safely and
without risk to both themselves and others who may be affected by their work.
All employees and contractors are required to co-operate with Estates through its appointed
managers in the implementation of this Policy and must ensure that their own work is carried
out without risk to themselves or others.
The operation of this Policy will be monitored by the Estates Safety Executive Committee. To
assist them in this respect they have appointed a Safety Compliance Officer who will carry
out safety inspections of all sites and workplaces and carry out any necessary safety
compliance audits in order to give advice on the requirements of the relevant statutory
provisions and safety matters generally.
Information on the organisation and arrangements for implementing this policy are compiled
in Safety Handbooks and Booklets. Either a Handbook or Booklet as appropriate will be
issued to all organisations and/or individuals that are contracted to or directly employed by
the Estates Division. It is the responsibility of all those issued with a Handbook or Booklet to
read, understand and sign a receipt of acceptance, which must be returned to the Estates
Safety Compliance Officer.
Director of Estates
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Cleaning Section Statement of Intent.
The aim of the Cleaning Section is to manage the cleaning, ground maintenance, pest control,
window cleaning and non-hazardous waste disposal requirements of the University, and to
provide a standard of service equal to the reasonable expectations of the academic community
within allocated resources.
To provide the above services the Estates Division will employ competent contractors. In
deciding which contractor is to be selected for each contract consideration will be given to
those contractors who are members to a relevant professional or trade association.
The Section's responsibility is to manage the following areas:

Feminine Hygeine

General domestic cleaning of academic buildings

Ground Maintenance

Pest Control

Waste Disposal and Recycling

Window Cleaning
The Estates Cleaning Section is committed to providing a clean and healthy environment in
all of the University’s buildings for which it is responsible for cleaning, ground maintenance,
pest control and waste disposal. To achieve this aim the Officers of the Cleaning Section: 1.
Will only award contracts to contractors for the required services, who have proved, as
far as is reasonably practical, that they have the competence and experience to carry out
the contracted work in a safe and healthy manner. The contractor chosen will have been
able to demonstrate that;
a) They have sufficient resources to supervise the work, and to ensure that such work is
carried out with high standards for health and safety in respect of its employees, the
building users, University employees, students, visitors and members of the public;
b) It recognises its legal obligation under the Health and Safety at Work Act (HSAW)
1974 and related legislation and shows a commitment to comply with those
obligations;
c) It is committed to providing safe and healthy working conditions, equipment and
systems of work; and
d) Is committed to consult with its employees.
2.
Will monitor the performance of the contractors work to ensure that they provide a
quality service, which complies with the aims shown in 1 (a to c) above.
3.
Will regularly consult with the contracted company on the results of its monitoring, and
where shortfalls in the contracted service have been shown, agree on the areas and
methods needed to improve the service.
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Section 2 – Organisation
Estates Division Cleaning Section
Assistant Director
(Maintenance)
R Williams
Maintenance Manager
S Elliot
Cleaning Services Officer
D Shepherd
Quality Control
Officer
Compliance Officer
T Jenkins
P Kopf
Safety representative
And First Aider
P Kopf
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Responsibilities for implementing the health and safety policy.
General Responsibilities For Health And Safety
We all have legal responsibilities for health and safety while we are at work. It is important
that we are all aware of these responsibilities and that we work together to achieve a high
standard of safety.
It is also important that all personnel know the lines of communication and levels of
responsibility that exist to ensure that safety matters are dealt with efficiently.
Management Responsibilities
Responsibility for safety ultimately rests with the highest level of management. Duties and
responsibilities are however delegated to all levels of management. The following section
identifies:
1. the responsibilities that we all have as employees, and;
2. those individuals with particular safety responsibilities.
Individuals who have been allocated specific health and safety responsibilities within the
Health and Safety Policy and Health and Safety Management System have been made aware
of those responsibilities. In addition to monitoring their own areas of control, they are also
required to monitor the performance and activities of subordinates to ensure that acceptable
standards are maintained.
Employee Responsibilities
All our employees have general duties under Section 7 and 8 of the Health and Safety at Work
etc Act 1974 and other related legislation.
We ALL have the legal responsibility;

to take reasonable care of our own safety and the safety of any other persons who may be
affected by what we do or fail to do at work;

to co-operate with each other so as to enable compliance with any imposed legal duty or
requirement;

not to interfere with or misuse, intentionally or recklessly, anything provided in the
interests of safety;

to report hazardous shortcomings in health and safety arrangements;

attend any training organised on their behalf;

keep up to date with any statutory requirements including training needed for them to
carry out their work;

report any accident or dangerous occurrence during work activities;

use the health and safety equipment provided;

report defects in their equipment to their supervisor.
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Managerial Duties and Responsibilities
Cleaning Services Officer.
The Cleaning Services Officer is responsible for ensuring that the agreed health and safety
arrangements contained within this section of the Estates health and safety handbook are, so
far as is reasonably practicable, implemented and complied with. To assist with this the
cleaning officer has a cleaning quality control and a cleaning compliance officer.
Cleaning Quality Control and Cleaning Compliance Officers
The Cleaning Quality Control and the Cleaning Compliance Officers are responsible for
monitoring the performance of Contractors engaged to provide a cleaning service, pest control
and waste disposal within the University. They are to report any failure of the contractors to
comply with their contractual obligations and any shortfall in their compliance required by the
health and safety arrangements shown below.
Contractors Site Supervisor.
The contractors site supervisor is responsible for managing the on-site work as required by the
service contract. This work must be carried out in a safe and healthy way, which complies
with all the relevant health and safety legislation and the site specific rules provided by the
University. The site supervisor will co-operate and liaise with the Estates cleaning officers
and comply with all reasonable health and safety instructions. The site supervisor is also
responsible for reporting to the Estates cleaning officer any reportable* accident, incident or
work related ill health as soon as is practically possible.
* Reportable is as defined under the Reporting of Injuries, Diseases and Dangerous
Occurrences Regulations (RIDDOR).
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Section 3 - Arrangements
Start of Contract Health and Safety Information for Contractors.
Upon winning the contract but before starting work, the successful contractor’s designated
site supervisor will be shown around the contract site. The site supervisor will be shown the
location of the designated storage and operational facilities. (i.e. cleaning cupboards and
cleaning sinks). If contract work in designated hazardous areas is required these will be
identified and the arrangements for access to the work area will be discussed. The site
supervisor will be given a copy of this handbook for which he/she will sign a receipt. In
addition the site supervisor will be given copies of the Estates Cleaning Section safety booklet
which must be given to their employee’s who will be working on site at the pre-start safety
induction. The site supervisor will be responsible for giving the induction talk and returning to
the Estates Cleaning Officer the signed receipts for the safety booklets.
Contractors.
Contractors are awarded contracts which require them to provide labour, materials and
equipment and the management necessary to provide a quality service, as required by the
tender document, which complies with all relevant safety legislation. The contractor is
responsible for ensuring that:
1.
all their employees working in the University are sufficiently trained and experienced to
carry out their duties in a safe and healthy manner which ensures they do not endanger
themselves, University employees, students, visitors and members of the public;
2.
any of their employees who have difficulty in understanding written instructions and/or
information shown on signs are given sufficient instruction and placed under any
necessary supervision to ensure that they do not endanger themselves or any other
person by any acts or omissions.
3.
all their employees required to work at the University are issued with a University
identification card (ID);
4.
their employees are informed of and comply with the Universities standard rules and
safe working practices given below. (This will be achieved by a toolbox talk and the
issue of the University’s Estates Cleaners Health and Safety Booklet when a new
employee first starts work at the University.)
5.
that any person employed by them to work at the University, has satisfied their own
vetting system or if necessary the police vetting procedure using the police form F337.
6.
the contractors site supervisor will co-operate at all times with the Estates Cleaning
Officers. They will also when requested accompany the Estates Cleaning Officer on any
inspection of the work site or cleaning cupboards. The site manager must respond
positively to any reasonable request for improvement of the contracted work or health
and safety standards.
Contractor's employees general rules.
All contractors' employees will comply with the following: 
They will only be allowed to work on University property after they have been issued with
security identification (ID) which they will display at all times.

Under no circumstances will they give or lend their security ID card to any other person
and will immediately report to the University if they lose it.
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
They will inform Security when they start work and when they are leaving the work site.

Cleaning keys will be given by security, to authorised cleaners at the start of the cleaning
shift. Access for other contractors will be by arrangement only.

They shall only enter rooms, where they required to work work, and when the
cleaning/other work has been completed or if they should be called away they will lock
the room.

All keys must be returned at the end of the cleaning shift.

Do not enter any room with a sign saying 'No Entry to Unauthorised Persons' or
displaying an AMBER sign unless you have a method statement.

Do not enter any room with a sign saying 'No Entry to Unauthorised Persons' or
displaying a RED sign, unless you have a permit to work from the Department whose
room it is, giving their permission.

Comply with the Universities safety rules and safe working practices given below.
Safety Cleaning/Other Contract Work Rules
All cleaning/other contracted staff before starting work for the first time at the work place
must receive safety instructions and a copy of the Estates Cleaners safety booklet. (see safety
booklet). Having been instructed they must abide by the following:

All cleaning/other contracted staff must make themselves familiar with the Cleaners
Health and Safety Booklet - issued upon appointment.

All cleaning/other contracted staff are to attend training courses as required.

If you should receive a Needle stick injury, you MUST report it to your supervisor who
will arrange via the Estates Cleaning Officer to attend the University’s Health Centre and
Occupational Health Nurse
Note Vaccinations: it is the advice of the University’s Occupational Health Service that
cleaning staff should seek protection against Tetanus. If they are likely to work in
places where blood products can be found then protection from Hepatitis A and
Hepatitis B should be sought.

If sharp objects i.e. syringe, needles, glass phials etc. are found in domestic waste DO
NOT HANDLE. Inform your supervisor who will report their findings to Safety Services.

All cleaning/other contracted staff are to be familiar with the COSHH file located in each
cleaning cupboard/work base with regards to chemicals that they use on site.

No hazardous substance is to be decanted into an unmarked container.

No cleaning agent is to be decanted into another cleaning agent container.

No cleaning agents are to be mixed.

The issued Protective cleaning clothes are to be worn at all times.

Gloves, goggles or masks are to be worn when decanting or using cleaning chemicals.

All electrical equipment is to be safety checked before and after use.

Any electrical equipment defects noted during the safety check are to be reported to the
supervisor and the machine marked ‘Out of Order’.
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
When using an electrical machine it must be powered via an RCD plug/socket.

All work equipment is to be cleaned after use.

All storage areas are to be left in a clean and tidy manner.
First Aid & Accident Reporting
First Aid

You should be familiar with the safety file located in cleaning cupboards/work base,
which contain copies of COSHH sheets and a chart outlining all chemicals used, what
protective clothing to wear and what First Aid measures to take should an accident occur.

You should know where your nearest first-aid kit is.

Know who your First Aiders are.

If in any doubt about the condition of the casualty dial 999 and ask for an ambulance.
Notify the Health Centre on 74810 that an ambulance has been called.

If the injury appears serious ring 74810 for a nurse to attend or give advice, otherwise
take the casualty to the Health Centre at 47 Park Place 9am to 5pm only. (Outside normal
working hours if the injury or illness appears serious dial 999 and ask for an
ambulance)
First Aid Box
All Contractors must supply First Aid boxes for use of the their staff. There must be a
sufficient number of boxes taking into consideration the size of the work site and the number
of employees working at one time within the site.
First Aid Training.
The Contractor is responsible for ensuring compliance with the First Aid at Work Regulations
by training a sufficient number of employees in first aid administration.
Accident Reporting

The University accident reporting procedure complies with the requirements of the
Reporting of Injuries, Diseases and Dangerous Occurrences Regulations (RIDDOR).

Contractors are responsible under RIDDOR for reporting any reportable accident or
incident involving one of their employees to the relevant enforcing authority. The
Contractor must also ensure that the Estates Cleaning Officer is fully informed regarding
any accident of incident.

All accidents must be reported to the Estates Cleaning Officer. *

An accident report form must be filled in after any accident. *

ALL needle stick injuries MUST be seen at the Health Centre 47 Park Place.
* Note – an accident need be reported and an accident form filled out if the person having the
accident has to leave the workplace or loses time from work, or the incident causing the
accident could have led to a more serious injury.
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Working in hazardous areas safety arrangements.
Hazardous Locations.
Amber Location: Medium risk
Some contracted work may take place in areas of the University which may contain potential
medium risk hazards. These are identified by a sign outside the door, which states the
following:
Amber Room
Entry by maintenance staff requires signature of room supervisor, or deputy on job
sheet or a written Permit to Work.
Cleaners require a Method Statement
Access to Amber Rooms by cleaning contractors.
The Estates cleaning officer will provide the site manager with a list of Amber rooms for that
site, which require cleaning. Also included will be a list of the scope and limitations of the
cleaning required and details of any specific hazards which must be avoided. Cleaning staff
must restrict themselves to the areas required to be cleaned and wear any PPE that has been
recommended. Where necessary the site manager must provide the cleaning operator with a
method statement to ensure safe cleaning.
Access to Amber Rooms by other contractors must be pre-arranged.
The Estates cleaning officer will provide the window cleaning, pest control and waste
disposal supervisors with a list of Amber rooms which require their services. Also included
will be a list of the scope and limitations of their work and details of any specific hazards
which must be avoided. Contractors must restrict themselves to the permitted safe areas
requiring their services and wear any PPE that has been recommended. Contractors must
provide their employees with a method statement indicating the safe areas of work to ensure
that the work is carried out safely.
Red Location: High risk
These are all laboratories and workshops, which as a result of the University’s risk
assessments, are designated by the Department as containing hazards, which pose a high risk.
These are identified by a sign outside the door, which states the following:
Red Zone
Entry by maintenance staff or cleaners requires a written Permit to Work.
If a Department should require the Estates Cleaning Services to arrange for a RED location to
be cleaned, waste disposal, pest control or window cleaning it shall be done under a special
work arrangement under a permit-to-work. The permit will be arranged by the Estates
Cleaning Officer who must also produce a method statement detailing the safe working
methods required. The contractor employees must sign for a copy of the method statement
before being allowed to start work.
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Procedures for roof access.
All persons wishing to gain access to any University roof must first obtain permission from
the Estates Division. For contractors working for the Estates Cleaning Officer if they need to
access a University roof they must liaise with the Officer who will arrange for a suitable
‘Permit to Work’.
If work is to be confined to a roof or part of a roof designated a green area, then security staff
can, having confirmed authorisation from Estates, issue a permit without reference to the
Departmental (Division) Superintendent (DS). If access is required to red areas, the permit
must be issued by the Departmental (Division) Superintendent (DS) or a named deputy. In
both cases the roof access keys will only be issued by the security and must be returned to the
lodge when the roof work is completed.
The green permit book is kept in the lodge or reception desk, the red permit book is kept by
the Departmental Superintendent (DS).
Procedure for the issue of a Permit for a Green Roof.

The contractor/maintenance person produces a job note, work order or note from an
Estates Project Officer authorising access to roof.

The security person fills in the permit, which is signed by the contractor/maintenance
person.

The security person issues the key for one roof access door only. The Contractor signs for
key.

The security person attaches a warning sign to the building’s fire alarm panel indicating
that there are personnel on the roof. If the building is not manned by security the person
who the permit is issued to will place a warning sign on the fire alarm panel of the
building where roof work is being done.

On completion of the work, and at the end of each working day, the contractor returns the
key to the lodge and signs off the permit. The security person signs for return of the key.

The security person in attended buildings, or permits holder in unattended buildings,
removes the warning sign from the fire alarm panel.
NB.
In buildings NOT manned by security the permit and key for roof access will be held at the
nearest manned building. Where buildings have a receptionist they may carry out the duties
designated to security staff.
Permits are valid for the day of issue only. If work is carried over for more than one day then
a new permit must be issued every day, except where special ‘shut down’ arrangements have
been made.
Procedure for the issue of a Permit for a Red Roof.

All Red Permits MUST be applied for via an Estates Project Officer or DLO Supervisor.

The security person directs the permit requester to the departmental superintendent (DS).

The DS is to identify the roof area to be visited including access route.
Revised 02/09/03
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
The DS is to ensure that all Fume Cupboards, which will effect the access route and
working area, will be turned off and made safe. A sign is to be placed in ALL Fume
Cupboards covered by the permit which states :DO NOT USE
People working on roof

The DS issues the permit, which is signed by the permit requester. There are two copies of
the permit plus the original.

The permit requester retains the white copy and takes the yellow copy back to the lodge.
The original remains in the permit book.

The security person retains the yellow copy and issues the key for ONE roof access door
only. The permit requester signs for the key.

The security person attaches a warning sign to the building’s fire panel indicating that
there are personnel on the roof.

At completion of the work, or at the end of the working day, the permit requester takes the
key back to the lodge. The security person signs for the key and directs the permit
requester back to the DS to sign off permit.

The security person removes the warning sign from the fire panel.

The permit requester returns to the DS who signs off the permit.

When permit is signed off all signs are to be removed. If any mechanical part of a Fume
Cupboard has been worked on the DS MUST carry out an air flow test to ensure the Fume
Cupboard is working effectively before permitting its use.
NB.
No Permit may be issued directly to a Contractor, Works Unit employee or any other
employee of Cardiff University without authorisation from an Estates Project Manager or
DLO Supervisor.
All Departments in Buildings having restricted (RED) roof areas MUST register with the
University Safety Department all their personnel who are permitted to issue a Permit. All
permit issuers MUST be made aware of and follow this Code of Practice.
Estates MUST provide adequate notice for roof access other than in an Emergency Situation.
In an Emergency Situation a Red Permit MUST still be obtained before accessing the roof.
All DS’s should have a system of response for Emergency Situations.
Where Departments share buildings the Permit issuer MUST liaise with other Department(s)
to ensure they have followed the correct procedures before issuing Permit.
Permits are valid for the day of issue only. If work is carried over for more than one day then
a new permit must be issued every day.
Access to roofs, especially red areas, MUST be very strictly controlled. Any transgression
from procedures will be a disciplinary offence for University staff and may mean that
contractors are removed from the University approved list.
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Working in Confined spaces.
If work is required in a confined space then a Risk Assessment is required to be made and a
written control procedure produced before work commences. If deemed necessary a Permit to
Work should be taken out following University procedures. Lone workers must not work in a
designated confined space.
Work should be carried out in accordance with the HSE Guidance Note GS.5 ‘Entry Into
Confined Spaces’. For further information see: Confined spaces indg 258.
Confined spaces are: 
Closed Tank with Restricted Access.

Pipe-work Ducts.

Boiler Flue Ducts.

Open Manholes, Culvert, Sewer, Septic Tank.

Under Ground Ducts.

Ceiling Voids.

Enclosed Rooms. (Such as basements and other places where there is
inadequate natural ventilation.)
Procedures for entry: 
Before entry into a confined space a risk assessment must be made, if
necessary using an Oxygen meter, to ensure that it is safe to enter and that
rescue can be achieved easily in the event of an accident.

When work is going on inside a confined space and breathing apparatus is
not being worn, an adequate supply of respirable air must be maintained.

While a worker is inside a confined space they should be kept under
constant observation by an attendant outside.

If the worker is wearing a lifeline, care must be taken, to ensure that it does
not become entangled on pipe-work or fittings inside the space.

Equipment used in a confined space may be pneumatically or hydraulically
driven. Electrical supply can only be either by battery or a separated extralow voltage (SELV) system.

The Supervisor must ensure that all necessary equipment is on site in
accordance with the method statement that has been prepared, before any
person is required to enter a confined space.

The Supervisor must ensure that there are sufficient personnel present to
raise the alarm in the event of an emergency and at least one person must
remain outside of the confined space.

The Supervisor will ensure that the planned procedures including any permit
to work systems are carried out, and that only authorised persons are
permitted to enter the confined space.
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Entry into Confined Spaces flowchart.
NO
Isolate
Has the confined space been isolated from all sources
of ingress and danger?
YES
NO
Make Safe
Is physical access to confined space safe? And is the
access equipment tested and in good order? (Note
man-ways to have one dimension of 18" minimum)
YES
Is the atmosphere within confined space suitable for
personnel access and suitable for the worked planned.
Have you checked using an Oxygen Meter.
NO
NO
Is work to take place in breathing apparatus?
Stop Work
YES
YES
NO
Stop Work
Are men doing work suitably trained and
in good health?
YES
Carry Out the Necessary
Checks
YES
Do any other Procedures apply to this work?
NO
Position Team and Provide
Equipment
NO
Are back up personnel in position as required and is
there suitable rescue equipment, stretchers,
resuscitators etc.?
YES
NO
Attach Safety Line
PROCEED WITH PERMIT TO WORK
YES
Are men carrying out work securely attached to safety
line?
(If required)
Notes
(i)
If there are any other safety checks that you think are necessary - carry them out and report them to the
Estates Safety Officer - these additional checks may be added to the Permit.
(ii) A check for Oxygen deficiency should always be considered. If a low oxygen level is discovered, work
must stop immediately and a chemical analysis be sought before work recommences.
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CLEANING.
Cleaning contractors are employed to provide the following services.
 General domestic cleaning of academic buildings
 Ladies Hygiene
 Special/Builders Cleans (i.e. cleaning in addition to contract)
 Dust Mats
 Roller Towels/Hand Towels
 Toilet Tissue
The British Institute of Cleaning Science (BICs) is the national body which sets the cleaning
standards and methods for the cleaning industry. It is expected that contractors cleaning staff
are continually trained and monitored with regards to BICs standards (or an equivalent agreed
standard), Health and Safety at Work Act 1974 and COSHH (Control of Substances
Hazardous to Health.
All cleaning personnel have distinctive clothing to identify the company contracted to
undertake the cleaning work.
The cleaning of the University’s academic properties is organised by dividing the academic
campus into a number of sites. Each site is competitively tendered every three years, or sooner
if the winning contractor fails to deliver the contract. The quality of the cleaning and the
health and safety performance at each site is monitored by the cleaning services management
team. Guidance on the health and safety requirements for the tendered contracts are shown in
the arrangements laid out in this document.
Pre-tender health and safety information for cleaning contractors.
The following information is provided to potential cleaning contractors so that it may be
considered and priced within the cleaning tender. The type of cleaning service required is one
which would normally be considered to be that for non-industrial premises (i.e. shops, offices
and schools). Cleaning provided by contractors as part of the tender will be restricted to areas
of the University, which contain the normal low-risk activity found in non-industrial
premises. However the University does contain areas which could be considered to be more
hazardous than normal non-industrial premises. Where cleaning is requested by University
Departments in those areas considered to be more hazardous special health and safety
arrangements must be put in place before cleaning is allowed.
Type of Contract Service.
The type of contract service required, requires the successful Cleaning Contractor to supply
labour, cleaning supplies and equipment, and management.
Managing the Contract.
In addition to the contractors normal management, the contractor will provide a site
supervisor who will have sufficient training and experience to manage the cleaning work in a
healthy and safe manner. A site supervisor, or nominated deputy, is required to be on-site at
all times cleaning work is being carried out.
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Cleaning sites level of risk.
The cleaning contractor is responsible for carrying out a risk assessment, as required by the
Management of Health and Safety at Work Regulations 1999, of any cleaning operation they
are engaged in within the University. The Contractor should be aware that the University has
classified its places of work according to potential risk. The following is a guide to this
classification:
Non Hazardous locations.
These are classified as Green. All unmarked locations such as; offices, toilets, cafeterias, and
public access routes and corridors are deemed non-hazardous locations. These areas are the
normal areas required to be cleaned under the cleaning contract.
Hazardous locations.
These are classified as Red or Amber. Details for safe working procedures will be found
above see Working in hazardous areas safety arrangements.
Typical Hazards.
The contractors risk assessment should consider the following typical hazards which may be
encountered:  Contact with hazardous substances, i.e. bodily fluids, cleaning materials.*
 Contact with sharp edges, e.g. broken glass, needle sharps, swarf.
 Slips, trips and falls.
 Manual handling of cleaning equipment, e.g. vacuum cleaners, buckets of water.*
 Electricity (including portable electrical equipment).
 Fire.
 Posture and repetitive movement.
 Lone working.
 Violence.
* Those hazards marked with asterisks may need to be assessed under the requirements of
specific legislation. COSHH assessments (one for each cleaning product) will always be
necessary for cleaning work.
Significant hazards.
If there were no control measures in place, the most significant hazards in cleaning activities
would be as follows.

Contact with hazardous substances. This could present a high risk because there is a high
level of exposure to cleaning products, thus increasing the likelihood of harm, which
could be quite severe, e.g. dermatitis. If, in addition to exposure to cleaning products,
cleaners are required to clean up body fluids, the risk is further increased.

Electricity. This could be of a medium risk, because although electrocution by portable
electrical equipment is unlikely it could cause severe harm.
It is important to stress that the significance of hazards depends on the circumstances. In some
cases, hazards other than those listed above may be significant. For example, the risk
associated with contact with sharp edges would be increased if cleaners were having to tidy
areas littered with broken glass.
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People at Risk from Cleaning Work
Those at risk include:

the personnel undertaking the cleaning activities

the client’s staff and other contractors working on the client’s premises

visitors (including those making deliveries of goods), contractors engaged in work at the
University and others using the premises such as students.
Control Measures
Cleaning Materials and COSSH assessments.
The cleaning contractor must make specific COSHH assessments (and have associated safety
data sheets) of all hazardous substances it intends to bring on site. Copies of the risk
assessments must be kept at the cleaning site where they must be available for inspection.
Cleaning contractors must also: 
ensure that cleaners are provided with access to the risk assessments and be informed of
the risks and the method required for safe use of the cleaning substance;

ensure that all cleaning substances are safely stored in their designated cleaning cupboards
which must be locked if unattended;

ensure that if cleaning substances are decanted into other containers, that the container is
clean and labelled with its correct identification.

ensure that where required cleaners wear any necessary personal protective equipment
(PPE).
Provision of Cleaning Cupboards.
Estates has ensured that each cleaning site has been provided with designated cleaning
cupboards sufficient for the storage of cleaning materials and equipment. The Cleaning
Contractor is responsible for ensuring that these cupboards are kept clean, safe and tidy.
Provision of Cleaning Sinks and Hot Water.
Estates has ensured that a sufficient number of cleaning sinks have been provided providing
access to clean hot and cold water. It is the Cleaning Contractors responsibility to ensure that
these are used correctly and maintained in a clean condition. The contractor must also report
any lack of hot water during the cleaning times.
Portable Electrical Equipment.
Contractors are responsible for: 
ensuring that all their electrical operated cleaning equipment is safe, in good repair and
adequate for its intended purpose.

ensuring that electrical cleaning equipment which requires 240 Volts to operated is
protected by a residual current circuit breaker (rccb). The Contractor must provide rccb
adaptors for connecting in-line from machine plug to room socket to cleaners for use in
areas where electrical circuits are not protected by rccb’s.

ensuring that all electrical cleaning equipment is regularly tested by a competent person.
Frequency of testing will depend on the nature and frequency of use but must at a
minimum be carried out once a year. Equipment must be marked to show the last date of
testing.
Revised 02/09/03
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
ensuring that no item of electrical cleaning equipment is used that does not display a valid
test mark. (Equipment whose test date has expired or has failed a test must be clearly
marked as not to be used and removed from the work site).

adequately instructing their cleaners, who will need to use portable electrical equipment,
on the need for and how to visually inspect such equipment to be satisfied that it safe to
use. They will also instruct them as to the procedure for dealing with faulty machines or
machines which display an invalid test mark.
Provision of Colour Coded Cleaning Equipment.
The Cleaning Contractor will provide sufficient cleaning equipment colour coded as shown
below.
Colour Coding Of Cleaning Equipment
The purpose of this system is to ensure better hygiene. For example: Equipment that has been
used to clean in toilet areas should not then be taken into kitchen areas, etc. Abiding by the
Colour Code will ensure this does not happen.
The Cleaning Contractor is responsible for ensuring that the good working practice of colour
coding is to be adhered to at all times. The BIC’S approved colour code in use for Campus
Cleaning is as follows:
Colour
Area of Use
Description of Use Locations
Red
Sanitary Areas
Toilets, Urinals, Sluices
Yellow
Wash Rooms
Sinks, Showers
Blue
General Purpose
Offices, Corridors, Classrooms
Green
Hygiene Areas
Refectories, Laboratories, Dept. Kitchens
Storing Colour Coded Equipment.
All cleaning equipment when not being used must be stored in its designated cleaning
cupboard. Racks have been provided to hang mops and cloths etc. and it is important that
sufficient distance is maintained between racks to ensure that differently coded equipment
does not come into contact with each other. This is to avoid cross contamination of
equipment.
Safety Signs and Barriers.
The Cleaning Contractor is responsible for providing and ensuring the correct use of safety
signs and barriers. Signs are required to warn people of wet floors, trip hazards or temporary
obstructions caused by cleaning. Care must be taken to ensure that cleaning equipment
including signs and barriers do not completely block designated emergency routes.
Biohazard Disposal Kit.
The Cleaning Contractor must supply Biohazard kits so that their cleaners can attend to body
fluid spillage’s (vomit, blood etc.) which they may encounter during their cleaning work. The
spillage waste must be placed in the bag provided by the kit and then given to the Estates
Revised 02/09/03
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Cleaning Officer who will dispose of it as hazardous waste (by agreement with the Estates
cleaning officer contractors may be allowed to deposit hazardous waste in the nearest pick-up
point). There must be a sufficient number of kits taking into consideration the size of the
cleaning site. The Cleaning Contractor must also produce a procedure for dealing with any
reported body fluid spillage and train sufficient members of its staff in safely applying those
procedures.
Occupational Health.
It is a University requirement that to work in some locations work people must undergo
Occupational Health Surveillance. The contractor will be advised if these locations should
form part of the cleaning contract and, if so, will be given advice on the procedures for
complying with the University requirement.
Personal Protective Equipment.
The Cleaning Contractor is responsible for providing all PPE required by its cleaners.
Contractors should be aware that some designated Laboratories, usually designated as
AMBER rooms require people to wear safety glasses whilst working in these rooms. Cleaners
must comply with this rule.
Training and information.
The Cleaning Contractor is responsible for ensuring that their site manager has received
sufficient training and instruction to be able to carry out his/her supervisory duties and ensure
that cleaning operators under his/her supervision do their work safely. Examples of training
and instruction which should be provided (this list must not be considered conclusive) are:
principles of COSHH;

manual handling;

safe use and storage of PPE;

safe use and storage of equipment and cleaning products; (including the colour coding of
equipment)

safe use of portable electrical equipment, including visual checks;

information on the products they use (from the COSHH assessments);

procedures in the event of an accident or spillage;

information on Amber and Red hazardous locations within the University.
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Waste Disposal.
Cleaning Contractors are advised that they are only contracted to remove designated nonhazardous domestic waste. This waste is normally contained in waste bins lined with black or
white bags. Cleaners must not remove any other waste. If non-hazardous waste should be seen
to be contaminated with hazardous waste the cleaners should leave the waste in situ and report
the matter to the Estates Cleaning Officer.
Hazardous Waste.
Hazardous waste must not be touched by cleaning staff. This waste can be identified as
follows: 
It is contained in YELLOW BAGS,

It is contained in BLUE BAGS.

It is contained in containers or plastic bags marked HAZARDOUS WASTE, or

It is contained in boxes marked GLASS WASTE or NEEDLE STICK WASTE.

It is contained in bins marked for
RADIOACTIVE WASTE.
These bins will be labelled

Bags containing radioactive waste will display this label.

Monitoring Safety.
The Contractor must have a system in place to monitor both compliance and the effectiveness
of the health and safety arrangements in place to ensure a safe working environment.
The Estates Cleaning Officer will monitor these arrangements to ensure they are being
observed.
Review.
The Contract performance including health and safety will be subject to annual review by the
Estates Cleaning Officer and the Contractor.
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GROUND MAINTENANCE.
Overview.
The maintenance of the University’s grounds is managed by the Estates Division Cleaning
Section employing a Contractor under a term contract. The successful contractor is
responsible for supplying all Labour and Equipment. The Cleaning Manager is responsible for
monitoring the quality of the work and that procedures are in place to ensure that the work is
carried out safely. The type of work required by the contract includes: 1. Litter picking/sweeping up rubbish outside of campus buildings and within their grounds.
2. Emptying of designated University owned external litter bins.
3. Maintaining trees. (limited to light accessible pruning, more extensive work will be
carried out under a separate contract)
4. Grass and hedge cutting, weeding and pruning.
5. Planting flowers and shrubs and maintaining flower beds.
Risks, Hazards and Control Measures.
Risk levels
The contract specification identifies the following risk levels: Degree of Risk
1. High risk
Type of Work
i. Chainsaw operation – pruning trees etc.
i. Ride-on machinery operation – sweeper, grass cutter
2. Medium risk
ii. Pedestrian machinery operation – Lawnmowers, strimmers and sprayers.
iii. Application of pesticides
i. Planting and maintenance of shrubs, roses and annual bedding.
3. Low risk
ii. Maintenance of hanging baskets.
iii. Hoeing and use of hand tools.
Typical hazards.
 Manual handling of materials and machinery.*
 Posture while carrying out operations, e.g. digging, bedding and climbing.
 Machinery hazards (e.g. entanglement, entrapment, contact and possible ejection of
harmful objects).
 Cutting hazards (e.g. from chainsaws).
 High machinery noise levels.*
 High-frequency and low-frequency vibration.
 Falls from height.
 Infectious hazards, e.g. tetanus from contact with soil, leptospirosis from contact with
sewage or polluted water, toxocariasis from contact with dog/cat faeces.
 Contact with sharps, e.g. hypodermic syringes. broken glass and metal debris.
 Repetitive strain injuries (RSI).
Revised 02/09/03
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






Contact with electricity from overhead and underground services.
Contact with hazardous substances, e.g. pesticides, dust and old engine oils.*
Working alone and in highly populated areas, e.g. schools and parks.
Violence.
Working on highways, e.g. grass verge cutting and highway tree maintenance.
Pressurised systems, e.g. pressure washers.
Fire.
* Those hazards marked with asterisks are subject to the assessment requirements of specific
legislation, e.g. hazardous substances will require an individual COSHH assessment for
each substance (see below), together with a safety data sheet.
Significant hazards.
Within the ground maintenance sector the two main areas where significant hazards exist are:

Work that involves manual handling, and

Work that involves the use of machinery, e.g. pedestrian and ride-on mowers.
The most common injuries being back strains whilst carrying out manual handling operations
and major cuts and eye damage with machinery related work.
There are some job-specific hazards which could give rise to injuries and ill health if
controlled protective measures are not used or complied with. These hazards include: 
machinery emitting a noise level in excess of 90 dB(A) (see below)

high levels of vibration from constant use of hand-held and sit-on machinery

use of hazardous substances, e.g. organo-phosphorus, and sensitisation to other
compounds or elements.
People at Risk.
A number of people may be put at risk from ground maintenance activities, such as,
machinery noise, sensitivity to pesticide and fertiliser sprays and dust. Those most at risk are
as follows:  University employees
 Students
 Visitors,
 Members of the public (including children), and
 Contract employees.
Reducing risks and Controlling Hazards.
COSHH
An assessment under the Control of Substances Hazardous to Health Regulations (COSHH)
must be made of all individual hazardous substances brought into the University by the
contractor., such as, herbicides, insecticides, fungicides, lumbricides (worm killers), growth
regulators, fertilisers, paints and cleaning materials, and most importantly where the substance
label has one or more hazard warning labels indicating that it is very toxic, toxic, harmful,
corrosive, irritant, sensitising, carcinogenic, mutagenic, or teratogenic (toxic for
reproduction).
Revised 02/09/03
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The Estates Division has a policy of using environmentally friendly products where possible.
Copies of all COSHH risk assessments must be given to the Estates manager who will decide
if the product is acceptable. To comply with this requirement Contractors must supply the
following information: 
Product names – these must be identified as comprehensively as possible.

COSHH substance – the chemical name of the particular ingredients provided on the
package label or the safety data sheet must be identified.

Use - what the product is used for and where it is used must be established.

Hazards - the hazards indicated by the symbols and risk phrases used on the package
label and safety data sheet must be identified, including any particular hazards to
health associated with the circumstances in which the product is used, e.g. application
by spray, creation of dust, substantial skin contact, etc.
 Limitations of use –
 Are any limitations to use stated on the package label or safety data sheet?
 Should any limitations be applied locally in view of how and where the product is
likely to be used?
 Should any other factors, such as flammability, storage instructions, security, be
considered?
 Could the material be dangerous if accidentally mixed with another material used
in the same area?
 Alternative product – is there an alternative safer product available.
The Estates Cleaning Officer will then decide if:  the product is ‘safe to use’ without qualification.
 qualifications need to be added to the approval for use of the product.
 the product must be replaced with a safer substitute.
 use of the product is prohibited altogether or only permitted in specific circumstances.
Manual Handling
The Contractor is expected to remove the need for manual handling by the use of mechanical
aids as much as is reasonably possible. Where the use of mechanical aids are not possible a
manual handling risk assessment must be carried out and suitable training and guidance be
given to the persons carrying out the work. The assessment must consider whether:  there is a risk of injury,
 it is reasonably practical to avoid lifting the load, and
 if it is reasonably practical to mechanise the operation.
Noise.
The University is sensitive to high sustained levels of noise. This can be a particular problem
at certain times of the day (when lectures are being held) and times of the year (examination
periods). Contractors are requested to respond to any request to stop noisy work respectfully,
and stop the noisy work. This should then be reported to the Estates Officer who will advise
if/or when the work can recommence.
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Contractors must comply with The Noise at Work Regulations 1989 (NAWR) which require
employers to carry out a noise assessment where employees are likely to be exposed to noise
at or above the first action level, i.e. 85dB(A), or the peak action level, i.e. 200Pa or 140dB.
Much of the equipment used in grounds maintenance emits noise levels above the first action
level and any activities involving its use will therefore require noise assessment. Examples
include:

chainsaw, 105—l20dB(A)

strimmer, 98—l05dB(A)

wood chipper (used to break up tree branches, etc), approximately l20dB(A).
When employees are exposed to levels between the first and second action levels (the second
action level being 90dB(A)), the employer should provide them with ear protectors. When
employees are exposed to levels at or above the second or peak action levels, the employer
should reduce the exposure so far as is reasonably practicable by means other than providing
ear protectors.
Maintaining a safe place of work.
The Estates Division and the Contractor shall agree under the terms of the contract places for
the welfare of employees and the safe storage of equipment and materials. The designated
workplace bases shall provide the following:  washing and/or hand cleaning facilities, contractors employees are permitted
reasonable use of University facilities around the campus provided that they are used
with respect.
 fresh water.
 first aid box, which must be provided by the contractor, contractors employees when
working on the campus are permitted to use first aid facilities normally found through
out the campus.
 lockable storage cabinet, where all hazardous substances must be kept. This must be
kept locked when operators are not in attendance. Copies of the relevant COSHH
sheets for the products found within the cabinet must be kept in close proximity.
 Where the workplace is a vehicle which will be used to transport hazardous substances
the contractor must comply with the requirements of the Chemical (Hazard
Information and Packaging for Supply) Regulations 2002 (as amended).
 If quantities of hazardous substances exceeding 200 litres of liquid or 200kg of
powder or granular pesticides are stored, these must be placed under the control of a
responsible person who must hold a recognised certificate of competence.
Access equipment.
The Contractor is responsible for supplying all access equipment which may be necessary to
do the work. The Contractor shall ensure that:  all access equipment is in good conditions and fit for its intended purpose,
 details of all access equipment used on University premises are kept in a register,
 all access equipment is subjected to statutory inspection,
 all access equipment is checked before use, and
 all those required to use the equipment are trained and competent in its use.
Revised 02/09/03
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Electrical equipment.
If electrical powered equipment is used on site it must never exceed 110 volts and must be
protected by an in-line residual current device (RCD). All such equipment must be regularly
tested (a sticker showing the next test date must be attached) by a competent person and
inspected before use.
Other Equipment.
Only competent people who have been trained and instructed in the safe use of equipment
should be allowed to operate such equipment.
Mandatory periodic inspection and certification by external engineers is required for major
plant, the requirements of which are shown below, ( See Plant Inspection, Certificate and
Training Requirement Matrix. ), where such equipment is used by the Contractor on
University property records of compliance must be available for inspection by the Estates
Cleaning Officer.
In addition to the Mandatory inspections the Contractor must have in place regular
maintenance and inspection of equipment procedures.
Public Safety.
Where access is required by University employees, Students or members of the public, e.g. on
a highway or playing-field, the Contractor has a duty of care to ensure that risk assessments
and safe methods of operation are produced and complied with by its individual operatives.
Operatives have control within the limits of the site, but are also required to ensure that
activities do not endanger the general public either during work times or after work has been
completed for the day, e.g. leaving unlit obstructions or piles of rubbish. This is especially
relevant to work such as tree lopping or felling and operations involving excavations.
Safety Signs and Barriers.
Operations such as grass cutting, hedge trimming, and pesticide application may require the
use of signs to warn members of the public, etc of the work being undertaken. Where people
are likely to ignore signs, or where particularly vulnerable groups such as children are present,
then barriers may need to be used to prevent people gaining access to the areas where the
work is taking place.
Lone Working.
Contractors must have procedures in place to ensure the health and safety of any of its
operatives who are required to work alone. These procedures must be effectively
communicated to it employees.
Violence at Work.
The Contractor must have a written policy for the protection of their employees from potential
violence at work.
Managers and supervisors must carry out local risk assessments on each area of work, taking
into account the nature of the work, where the operations are to be carried out, the time of
day, the numbers carrying out the operations and the known history of any previous
incidences (the likelihood of risk). Operatives must inform their supervisor of any known
problem areas.
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Safe Disposal of Waste.
The University has a policy which requires where possible for waste materials to be reused or
recycled. Contractors are expected to comply with this requirement as far as is reasonably
practical and make arrangements that will enable compliance. The following list indicates the
categories of waste generated from grounds maintenance operations and suggests some
accepted methods of disposal for each.
1. Green waste, e.g. prunings, grass clippings and leaf collection, can be chipped, mulched
and composted for reuse.
2. General waste, e.g. litter and rubbish collection, can be put into University owned
designated skips and taken to an approved, licensed dump or incinerator.
3. Chemical waste, e.g. pesticide and cleaning material residue or empty containers which
contained such chemicals. Empty chemical containers and wash-out waste must only be
removed by specialised waste companies or in some cases by the chemical suppliers.
Some pesticide suppliers operate a collection service; otherwise a licensed appropriate
incinerator (i.e. one generating a sufficient temperature) may be used.
4. Hazardous substances, e.g. used engine oil and cleaning compounds, must be suitably
containerised. Some suppliers operate a collection service or a licensed dump may be
used.
5. Special waste, e.g. animal faeces and hypodermic syringes. Excreta should be suitably
bagged and labelled and taken to the appropriate licensed dump or incinerator.
Hypodermic needles must be carefully placed into a sharps box and incinerated.
All the methods of disposal for the above examples should conform with the requirements of
the Environmental Protection Act 1990, the appropriate recommendations of the monitoring
bodies, e.g. local authorities and the Environmental Protection Agency (EPA).
Note: There is a requirement for any conveyor of waste to hold the appropriate transportation
licence and any storage of waste, other than green waste, will require a licence and a
certificated competent supervisor to administer the site.
Safe Systems of Work
Due to the high risk nature of certain aspects of grounds maintenance work, the following
components of the safe systems of work should be followed.
Personal Protective Equipment
Where a risk assessment identifies the need for PPE it must be provided by the employer at no
cost to employees. The following PPE may be required for grounds maintenance activities.
Hazards
Noise
PPE required
Ear muffs and plugs
Abrasions/cuts, burns, dermatitis,
Overalls, gloves, steel protected boots and
sensitisation, sun radiation, infection and cold hard hats, specialised clothing for pesticide,
and heat
chainsaw and cemetery work
Dusts, vapour, gas, and fumes
Nuisance masks and respiratory protective
equipment (RPE)
Spray drift, or splashing, dust
Goggles, visors and protective glasses
Working at height
Harnesses and fall-arresters
Revised 02/09/03
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All operatives working on or near the highway must be issued with the appropriate grade of
high-visibility clothing. Consideration should be given as to whether caps should be provided
to workers to protect against the sun.
All protective equipment issued should be recorded. No used PPE should be taken home by
the operatives, and if necessary appropriate containers must be provided on vehicles for PPE
storage.
Method statements
The University requires a written method statement from the contractor when the work will
create a particular risk. The statement should outline the process of the work from start to
finish and should specify the equipment to be used and the safety precautions to be
implemented. This particularly applies when a chainsaw is to be used.
Permits to work
The use of chainsaws or the digging of deep trenches may require the use of a permit-to-work
system. Working at height, for example when cutting branches from trees, may also require
the use of a permit to work.
Information and Training.
Certain types of grounds maintenance machinery, plant and equipment require operators to be
trained in their use — details of these are provided below ( See Plant Inspection, Certificate
and Training Requirement Matrix. ).
Operational training and certification, which also includes safety awareness, may be required
as a result of statutory or policy requirements. Training for pesticide users should meet the
requirements set out in the Control of Pesticide Regulations 1986.
Contractors must ensure that their employees are adequately trained and instructed to safely
carry out their work. Adequate and appropriately competent supervision must also be
provided.
Whilst training carried out by a competent person is sufficient in most cases, external operator
certification will be required to operate some equipment, for example operating lifting plant,
dumper driving and excavator operation.
Standards should be maintained by instituting a programme of on-site tool-box talks.
In addition to this, grounds maintenance staff should have received information and training
in the following:
 first aid and accident reporting
 COSHH and relevant hazardous substances
 manual handling
 risk assessment and safe methods of operation
 hygiene, good housekeeping and sharps
 noise and vibration
 working alone and violence at work
 emergency procedures
 use of PPE.
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All initial training and instruction should be followed at appropriate intervals by refresher
training which should include an update on safety awareness, codes of practice, and the use of
personal protective and high-visibility equipment.
Information required by the University from the Contractor.
The University encourages Ground Maintenance Contractors to belong to a recognised
Professional body or Trade Association. When selecting for a tender membership of such a
body will be taken into consideration.
Evidence of Individual Competence.
Contractors will provide on request evidence by way of certificates and/or records of in-house
training given to its employees or self employed person working for them.
In order to be competent to undertake certain types of grounds maintenance work, such as
tree-climbing and chainsaw work, operatives need not only appropriate training, but also a
mature attitude, sufficient strength, and an adequate level of fitness for the job.
Evidence of Equipment Safety.
Contractors should ensure that records are kept for each individual machine or piece of
equipment, to enable specific histories to be compiled. This is especially important where
regular programmed maintenance or overhauls are required, and can also be used to spot user
abuse. These must be available for inspection by the Estates Cleaning Officer when requested.
Monitoring Safety.
The Contractor must have a system in place to monitor both compliance and the effectiveness
of the health and safety arrangements in place to ensure a safe working environment.
The Estates Cleaning Officer will monitor these arrangements to ensure they are being
observed.
Review.
The Contract performance including health and safety will be subject to annual review by the
Estates Cleaning Officer and the Contractor.
Revised 02/09/03
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Plant Inspection, Certificate and Training Requirement Matrix.
Plant / Application
A
B
C
E
X
X
F
G
H
J
K
L
X
X
X
X
M N
Excavator used as crane (see note 1)
X
Excavator used as crane (see note 2)
X
X
X
X
X
X
X
Excavator used as crane (see note 3)
X
X
X
X
X
X
X
X
X
X
X
X
Dumper
X
X
Ride-on mower
X
X
Tractor
X
X
X
X
Tractor used with flail/trailed implements
X
X
Chains, ropes and lifting gear
X
X
Air receivers over 250 BAR / Lt
X
X
Air tools
X
X
X
Portable electrical tools
X
X
X
Excavator not used as crane
Crane
X
Tractor with lifting forks
X
X
X
X
X
P
X
Tractor used as crane or excavator *
Lorry crane or grab
X
X
X
Climbing ropes and harnesses
Vehicle ramps
X
X
Disc cutters (abrasive wheels)
X
X
X
X
X
X
X
X
X
X
X
X
X
A = Check valves to be fitted
B = SWL (safe working load) clearly marked
C = Automatic safe load indicators
E = Hook fitted and tested
F = Certificate of exemption
G = Four yearly test and through examination
H = 14 month through examination
J = Weekly inspection F91 or other record
K = Notice “Do Not Use This Machine As Crane”
L = Driver / user certificate required
M = Driver / user training required
N = Six monthly examination
P = Written scheme of examination
Notes
1 = Excavator used as crane without restriction
2 = Excavator used as crane directly with excavation
3 = Excavator used as crane with SWL (1 tonne or less)
* = See requirements for excavators
Revised 02/09/03
X
Page 33 of 57
PEST CONTROL.
Overview.
Pest control within the University is managed by the Estates Division Cleaning Section using
specialist contractors as required. Work is identified either through ‘hotline’ requests or as
known problems such as bird control. Orders for the required work are raised by the Estates
Cleaning Services Officer, who is the Authorised University officer for dealing with pest
control. The contractor who is given the work, is responsible for supplying all Labour, control
substances and equipment, Access Equipment and Supervision. The Cleaning Services
Officer is responsible for monitoring the quality of the work and ensuring that procedures are
in place to ensure that the work is carried out safely. All pesticides and their method of
application must comply with the requirements of the Control of Substances Hazardous to
Health Regulations 2002 (COSHH). Contractors personnel using pesticides approved for
professional use must, under the Control of Pesticides Regulations 1986 (COPR), be
adequately trained and competent in the use of those pesticides.
The type of work required by the contract includes:
 birds, e.g. pigeons and seagulls
 insect pests which present a public health risk, e.g. flies, cockroaches and tropical ants
 rodents
 nuisance pests, e.g. wasps, garden ants, fleas
 insect and mite pests of stored products, e.g. warehouse moths, grain weevils, tobacco
beetles, booklice, flour mites, etc
Pests causing structural damage to buildings, e.g. woodworm and death-watch beetle, are
normally excluded as they would be dealt with as a single treatment by a specialist company.
Managing the Contract
The Estates Cleaning Officer responds to ‘hotline’ requests raised by University building
users or identifies known pest problems, i.e. bird nuisance, and will make arrangements for
contractors to deal with the problem by attending to the following:
 providing/arranging access to all parts of the University with the exception of
Residences and Catering who deal direct with their chosen contractor
 authorising the variation of operations to enable the contractor to carry out treatments
 acting as a focal point for all reports of pests on the premises
 initiating any action requested by the contractor to ensure that treatments are effective
 instructing the contractor of measures to be taken to comply with the client’s health
and safety policy
 ensuring that precautions or recommendations made by the contractor are acted upon,
as appropriate
 monitoring the progress of the contract through an agreed reporting procedure with a
designated senior representative of the contractor.
Risks, Hazards and Control Measures.
Risk levels
The risk will vary depending on the nature of the pest control work undertaken. High-risk
activities will include fumigation. Medium-risk activities may involve spraying pesticides in
confined spaces or fitting electrical fly killers. Low-risk activities may include proofing doors
and windows and laying rodent baits. The pest control contractor is responsible for assessing
the risk for each contract location and providing a method statement showing the safe method
of work. Copies of the method statement must be given to the Estates Cleaning Officer before
work commences.
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Typical hazards.


Contact with hazardous substances (primarily pesticides)*.
Hazards arising from the pests themselves and from working in an environment
contaminated by them, e.g. Weil’s disease transmitted by rats, psittacosis and
respiratory infections from exposure to bird droppings, feathers and nesting material*.
 Electricity (including portable electrical equipment, e.g. drills and sprayers).
 Falls from ladders, scaffolding and access equipment, e.g. used when bird proofing.
 Slips, trips and falls, particularly when floor surfaces are wet following treatment.
 Working in confined spaces.
 Manual handling*.
 Hazards arising from working close to the client’s plant, equipment and vehicles.
* Those hazards marked with asterisks may need to be assessed under the requirements of
specific legislation. COSHH assessments (of pesticides) will always be necessary for pest
control work.
Significant hazards
The most significant hazards in pest control activities are as follows.
 The use of pesticides. These products present a risk to the contractor’s staff and to the
client’s staff by direct exposure during treatment, and also to the client’s staff and to
the general public if pesticides contaminate work surfaces, tools and utensils, and
products (particularly food products).
 Bird proofing. This usually involves working at heights. The hazards associated with
working from ladders, scaffolding and access equipment are significant. This risk may
be exacerbated by slippery surfaces caused by bird droppings and by tripping hazards
caused by long lengths of netting or anti-perch wire.
 Confined spaces. Confined spaces can present a significant hazard particularly when
air exclusion is a possibility, e.g. the displacement of air by carbon dioxide in silos.
Treatments using fumigant gases, fogs or smokes also present hazards. Where
fumigant gases are used, thorough venting followed by air sampling is required prior
to the issue of a clearance certificate.
 Electrical safety. Most modern insecticide spray formulations are water-based. When
spraying is carried out close to electrical equipment there is a risk of causing an
electrical short circuit.
Hazards found on University property.
Pest control contractors will need to enter some areas within the University buildings which
have been designated as being hazardous. For the procedure for entering these areas see
earlier in this handbook.

Working in hazardous areas safety arrangements.,

Procedures for roof access.,

Working in Confined spaces.
People at Risk
Those at risk include the contract staff, the University staff, students and visitors to the
University. Children at the University Crèche may be particularly at risk through coming into
contact with surfaces treated with pesticides and by being drawn to pesticide products
intended to provide longer-term action, e.g. rodenticide baits.
Revised 02/09/03
Page 35 of 57
Guide to COSHH Assessment
The contractor is employed as the expert on pests and pest control techniques. As such the
contractor will be expected to select the most appropriate method of pest control which will
take into consideration the safety of non pest fauna, people and the environment within a cost
effective way. The contractor will also make sure that they fully comply with the Control of
Pesticides Regulations 1986.
The contractor will provide the Estates Cleaning Officer with COSHH risk assessments on all
pesticides used, which will typically cover the following:
 trade name and active ingredients
 hazards
 method of use and potential exposure
 persons at risk of exposure
 techniques employed to minimise risk of exposure.
COSHH requires that an assessment is carried out on both the product and the situation in
which it is used. The risk assessment is intended to minimise the risk of exposure. The
sequence in which this assessment is carried out is critical.
Risk Control
Pesticides
The principal risk from pest control activities arises from the use of and potential exposure to
pesticides. Pesticides are designed to have a physiological effect on animals. Even though
they may have been tailored and formulated to target pest species, all pesticides are
biologically active and can never be considered intrinsically safe.
Risk control is vital and, in part, is covered by two sets of regulations:
 the Control of Pesticides Regulations 1986 (COPR), made under the Food and
Environment Protection Act 1985
 the Control of Substances Hazardous to Health Regulations 2002 (COSHH).
Approval and use of pesticides
All pesticides used by the Contractor within the University must comply with COPR and
COSHH regulations and be used with the agreement of the University. The Contractor will
allow only trained and competent persons to use pesticides in the course of their work. The
contractor will ensure that the correct pesticide is used and as defined by the label on its
container which will indicate what it can be used against, how it must be used and what
precautions and personal protective equipment (PPE) must be employed (because of the
importance of this label, pesticides must always be stored and used from their original
containers).
Pesticides may remain active after the pest control technician has left the site, so
communication is a vital risk control measure. The nature of proposed treatments must be
discussed with the Estates Cleaning Officer prior to implementation. The Cleaning Officer
may overrule the technique or specify modifications based on the nature of what is
appropriate for that location within the University. (i.e. crèche, laboratory, kitchen etc.)
Storage
Pesticides must not be stored on the University’s premises.
Safe disposal
Any unused pesticide, together with carcasses and other detritus resulting from the infestation
or the treatment, must be removed from site and disposed of safely. When rodenticide or
insecticide baits are applied, these should be laid in such a way that they may be retrieved
after treatment and removed from site.
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Safe use
Pesticides should not be provided by the contractor to the University’s staff for them to apply
unless by specific arrangement.
Labels
All pesticide label instructions must be followed. COPR requires that pesticide labels define
which pests the product can be used against, how it must be used and what precautions and
PPE must be employed.
Electrical Equipment
If the pest control contractor will need to use portable electrical equipment, e.g. drills and
sprayers. These should be tested as required by the Electricity at Work Regulations 1989
and should bear an easily recognisable label as evidence that this has been carried out.
A quick check of cables and plugs by the operative before the equipment is used will help to
identify any defects. If any faults are found, the equipment should be taken out of service,
labeled and put aside for repair.
Leads and cables should also be routed so that they do not present a trip hazard to the user or
others.
Working at Heights
Contractors’ staff required to work at heights should be adequately protected at all times and
trained in the use of any safety equipment provided. The Estates Cleaning Officer should be
consulted regarding any work carried out at height.
Access Equipment
Contract staff required to use ladders should be trained, instructed and given comprehensible
information about their safe use. Ladders must be of sufficient length for the intended use and
should be secured where they are above three metres in height, or supported by a second
person where this is not practicable. It should also be noted that ladders should not be used as
work platforms where the work requires the use of both of the operative’s hands, i.e. threepoint contact with the ladder must always be maintained.
Vehicles
Vehicles carrying pesticides should be appropriately fitted and marked to conform to the
guidelines on the safe transportation of pesticides under COPR.
Safety Signs and Barriers
Where appropriate, warning signs should be displayed. If it is deemed that signs are
insufficient, tape or barriers should be used. Signs and/or barriers are necessary where:
 the effects of the treatment may spread beyond the treatment area, e.g. fumigations,
fogging or smoke treatments
 personnel may be unaware of the nature of the work being carried out, e.g. treatments
in or adjacent to a public place.
Safe Systems of Work
Due to the high-risk nature of certain aspects of pest control work, the following aspects of
the safe system of work may be required.
Method statements
The Estates Cleaning Officer requires a written method statement from the contractor when
the work will create a particular risk, such as the use of pesticides in a food preparation area.
The statement should outline the process of the work from start to finish, indicating any
special precautions needed, and should specify the equipment to be used and the safety
precautions to be implemented.
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Permits to work
The application of pesticides and the setting of bait boxes may require the operative to work
in confined spaces and this will require the use of a permit-to-work system. Treatments using
fumigant gases are particularly hazardous. Working at height, for example when fitting bird
proofing, may also require the use of a permit to work. Procedures for operating a permit to
work should be agreed between the Estates Cleaning Officer and the Contractor before work
commences.
Note: The Approved Code of Practice to the Confined Spaces Regulations 1997 (L101,
available from HSE Books), provides detailed guidance on the precautions which
should be taken into account and included on the permit to work.
Personal Protective Equipment
The contractor is responsible for supplying its operators with all necessary PPE and ensuring
that it is correctly used.
Information, Instruction, Training and Supervision
Membership of Professional and Trade Associations
As proof of competency contractors are expected to provide proof of membership of a
recognised professional organisation or trade association such as:
 British Pest Control Association (BPCA)
 National Pest Technicians Association (NPTA).
Registration with Local Authority
Contractors will be required to remove controlled waste arising from their work and will need
to be registered with the Environment Agency, under the provisions of the Controlled Waste
(Registration of Carriers and Seizure of Vehicles) Regulations 1991 (made under the
Control of Pollution (Amendment) Act 1989).
Evidence of Individual Competence
Contractors must provide evidence of the experience and training of their contract staff.
Evidence of Equipment Safety
Contractors should have a policy for the routine maintenance of all equipment. The objective
is to pre-empt the failure of any equipment which, if faulty, may lead to the exposure of
persons in the workplace to pesticides. All equipment should be uniquely identifiable. A
record that routine maintenance has been carried out should be kept. Evidence of equipment
safety may also include the following:
 ladder register
 PAT certificates
 certificates for testing of pest control equipment
 register of PPE issue and maintenance
 tower scaffold inspections.
Treatment Report
After the work has been completed, it is important that the Estates Cleaning Officer is
provided with a written record of the treatment, which details the following:
 what pests were found
 products used in the treatment
 active ingredients
 where products have been applied
 what quantities of pesticide were used
 post-treatment precautions.
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Collation of Documentation
The Estates Cleaning Officer will collate all documentation concerned with pest control
activities. This will include the following:
 risk assessments as provided by the contractor
 COSHH assessments — all pesticides to be used should be covered by an assessment
which explains the contractor’s policy to ensure that the risks to all persons in the
workplace are minimised
 safety information sheets (SIS) — describing the properties of the pesticides being
employed, their hazards and emergency action in the event of an incident, and
materials safety data sheets for each formulation
 pest control treatment reports (containing the information detailed above)
 clearance certificates — these may be used when pesticide treatments involve the
isolation of the treatment area until the pesticide has cleared, e.g. fumigations and
treatments with insecticide smokes, fogs or mists and the isolation should only be
lifted after the issue of a clearance certificate.
Health and safety information and training
As well as general health and safety information and training all contract pest control staff
should receive information and training in the following:
 principles of COSHH
 principles of COPR
 safe use, storage and maintenance of PPE
 safe use, storage and maintenance of application equipment
 safe use, storage and transport of pesticides
 safe transport of hazardous waste
 procedures in the event of an accident or spillage
 safe working from ladders, scaffolding and access equipment
 communication of essential safety information and precautions.
Monitoring Safety.
The Contractor must have a system in place to monitor both compliance and the effectiveness
of the health and safety arrangements in place to ensure a safe working environment.
The Estates Cleaning Officer will monitor these arrangements to ensure they are being
observed.
Review.
The Contract performance including health and safety will be subject to annual review by the
Estates Cleaning Officer and the Contractor.
Revised 02/09/03
Page 39 of 57
WINDOW CLEANING.
Overview.
The window cleaning on University property is managed by the Estates Division’s Cleaning
Section employing a Contractor through competitive quotes for each of its buildings as
required. The successful contractor is responsible for supplying all Labour, Cleaning Supplies
and Cleaning Equipment, Access Equipment and Supervision. The Estates Cleaning Officer is
responsible for monitoring the quality of the work and ensuring that procedures are in place to
ensure that the work is carried out safely. The type of work required by the contract includes:
 cleaning cladding
 cleaning frames
 applying polish to stainless steel or anodised window frames, etc.
Risks, Hazards and Control Measures.
Risk levels
The level of risk involved with window cleaning will vary according to which buildings are
being cleaned and the method chosen to gain access and clean the windows. The window
cleaning contractor is responsible for assessing the risk for each cleaning location and
providing a method statement showing the safe method of work. Copies of the method
statement must be given to the Estates Cleaning Officer before work commences.
Typical hazards.
 Working at height, e.g. on a roof, window sill, window ledge, ladder, etc.
 Fragile roofs.
 Access equipment, e.g. ladders, scaffolding and cradles.
 Overhead electrical hazards.
 Operatives dropping tools or equipment from height.
 Slips — particularly outside on wet, greasy or icy surfaces.
 Exposure to cleaning chemicals *.
 Manual handling *.
 Fire.
 Overexposure to ultraviolet radiation from the sun.
 Inclement weather conditions.
* Those hazards marked with asterisks may need to be assessed under the requirements of
other specific legislation. COSHH assessments for cleaning chemicals, polishes, etc will be
necessary for each product used.
Significant hazards.
Health and Safety Executive (HSE) statistics show that the main hazard in window cleaning is
working at height, as illustrated by the fact that fatal accidents to windows cleaners are mainly
caused by falls in the following three categories.
1. Falls from ladders, for example as a result of the bottom slipping outwards or the top
sliding sideways at its upper resting point.
2. Falls through fragile roofs.
3. Failure of part of the building used as handholds or footholds, for example window sills.
Revised 02/09/03
Page 40 of 57
Hazards presented by means of access
Due to the varying methods of access for window cleaning, the contractor must supply a list
of access methods and a risk assessment for each method to the Estates Cleaning Officer.
Typical methods of access which present different hazards include the following:
 abseiling
 bosun’s chair
 manual cradles
 permanently installed cradles/access systems
 travelling ladders and gantries
 mobile access equipment, e.g. vehicle-mounted platforms, tower scaffolds
 portable ladders
 telescopic poles
 using eye bolts and other fixed or portable anchorage points
 using fall-arrest equipment, e.g. harnesses and lanyards.
All these access methods clearly present the hazard of working at height. Overhead electrical
hazards also have to be considered when using portable aluminium ladders and telescopic
poles.
Hazards found on University property.
Window cleaner will need to enter some areas within the University buildings which have
been designated as being hazardous. For the procedure for entering these areas see Working in
hazardous areas safety arrangements.
People at Risk.
A number of people may be put at risk from window cleaning activities, such as, machinery
noise, sensitivity to pesticide and fertiliser sprays and dust, those most at risk are as follows:  University employees
 Students
 Visitors,
 Members of the public (including children), and
 Contract employees.
Reducing risks and Controlling Hazards.
COSHH risk assessments.
Window cleaning contractors must have to hand data sheets on any chemical substance or
cleaning agent that they use at the University. If the risks from using the substance is greater
than minimal (i.e. corrosive or poisonous) then a written COSHH assessment must be
produced with information for the safe use of the product communicated to the users.
Equipment
Contractors must ensure that their Operatives use equipment as instructed and as specified in
the method of work. A critical part of this is the securing of all personal tools and equipment
to the operative when working at height. Serious accidents can occur when such items fall
from a height.
The Contractor must receive written permission from the Estates Cleaning Officer before
using any permanent or installed access equipment, e.g. eye bolts.
Revised 02/09/03
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The Contractor is responsible for any portable access equipment, i.e. what its employees bring
on site. The Contractor must provide the Estates Cleaning Officer with details of the access
methods in a method statement which must be approved by him/her.
Use of ladders
The use of ladders must only be considered as a means of access of last resort and used only
with the approval of the Estates Cleaning Officer.
Portable ladders should be placed on firm, level and stable surfaces. The ladder should have
plastic or rubber feet to increase frictional resistance.
Ladders should be footed whenever practicable and always when stability requires. When
extended over six metres, the ladder should be secured by either lashing to the building by
means of ladder tying eyes or by using proprietary top stabiliser bars.
Ladders should be placed at the correct angle of 75 degrees or 1 metre out for every 4 metres
in height.
Use of cradles/mobile access platforms
Operatives working from cradles/mobile platforms, either temporary or permanent, must be
suitably trained and experienced in their use and they must be instructed that work should be
carried out only from the cradle or platform.
Guidance on the design, construction and use of is provided in BS 6037: 1990 Code of
practice for permanently installed suspended access equipment and BS 5974: 1990 Code of
practice for temporarily installed suspended scaffolds and access equipment.
Inspection, maintenance and testing
Different levels of inspection, maintenance and testing will be required depending on the
equipment. The following is a rough guide.
1. Visual inspection before use (usually daily) of:
 ladders
 telescopic poles
 cleaning equipment
 personal protective equipment (PPE)
 harnesses and lanyards.
2. Management inspection by a competent person on at least a six-monthly basis of the
following:
 ladders
 telescopic poles
 cleaning equipment
 PPE
 fall-arrest equipment, e.g. harnesses and lanyards
 ropes and pulleys.
3. Other thorough examinations, as follows:
 equipment and accessories used for lifting people, at least every six months, under
the Lifting Operations and Lifting Equipment Regulations 1998 (LOLER)
 other equipment, not used for lifting people. at least every twelve months (under
LOLER).
Safety Signs and Barriers
Safety signs and barriers should be erected where necessary, i.e. in public areas or areas used
by the client’s employees. When using mobile hoists, a safe working area should be coned
off. When abseiling or using cradle systems, signs should be erected warning of overhead
work in progress.
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Work from Roofs
Roofs need to be load-bearing and suitable to walk on. Suitable edge protection and access to
and from the roof should be provided. Specific procedures for work from roofs will need to be
agreed with the contractor, including the use of a permit to work (see Procedures for roof
access.).
Work from Roads and Public Footpaths
The contractor must provide the Estates Cleaning Officer with details of procedures for
working from these areas. Safety measures which might be required in addition to the usual
measures mentioned above include erection of warning signs (while also ensuring that they do
not block pedestrians’ path) and road closures.
In addition, a permit-to-work system should be in operation for wagon-mounted hydraulic
hoists.
The permit should cover:
 certificate of testing for hoist
 level of operator competency (i.e. CITB certificate)
 coning of safe working area
 wearing of PPE by operator
 permission from the police or the relevant highways authority to cone off the road.
Weather
Bad weather increases the risks presented by working at height in the open, which is very
often a feature of window cleaning. Where the weather might compromise safety, e.g. during
high winds work must be suspended until it is safe to recommence.
Safe Systems of Work
Due to the high-risk nature of certain window cleaning activities, the following aspects of the
safe system of work will be necessary.
 Method statements. The Contractor must provide a written method statement for any
window cleaning activity involving work at heights of over two metres. The
statement should outline the process of the work from start to finish and should
specify the equipment to be used and the safety precautions to be implemented.
 Permits to work. A permit-to-work system should be in operation for the use of any
“installed” access equipment (cradle systems, travelling ladders or gantries, etc).
They will also be required for work from roofs, i.e. flat roofs used as access for
window cleaning.
Personal Protective Equipment
The Contractor is responsible for supplying PPE to its window cleaners and where necessary
this could include the following:
 overalls
 sensible low-heeled, closed-in footwear with a good tread, though not necessarily
steel toe-capped, as the extra weight and clumsiness can cause problems on ladders
 protection against the elements, e.g. cold, wet, windy conditions would necessitate
additional clothing
 gloves, overalls, waterproofs
 safety harness and lanyard where there is a risk of a fall over two metres.
Revised 02/09/03
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Information, Instruction, Training and Supervision
Information, instruction, training and supervision is necessary to ensure the correct use of
access equipment. Contractors must ensure that all their personnel are trained in the work, and
are under the supervision of experienced staff who must work to an agreed safe system of
work. In the case of permanently installed access systems, e.g. cradles, it is vital that operators
are trained and certified as competent to use the equipment.
Contract Staff
Job-specific training
Depending on the building and types of access equipment to be used, contract staff will need
to receive information and training on:
 methods of working for that building
 use of access equipment.
Formal training in the use of access equipment includes the following:
 Construction Industry Training Board (CITB) certificates for operating hoists and
scaffolding
 manufacturer’s training certificates for installed access equipment
 certificates of training in abseiling or roped access from the Industrial Roped Access
Trade Association (IRATA).
In addition to this, contract window cleaning staff must received information and training in
the following:




safe use of access equipment
safe use of chemicals
safe use of PPE
safe use and storage of equipment.
Information required by the University from the Contractor.
Membership of Professional and Trade Associations
The University encourages Window Cleaning Contractors to belong to a recognised
Professional body or Trade Association. When selecting for a tender membership of such a
body will be taken into consideration.
Evidence of Individual Competence
An individual’s competence depends on his or her experience and training. The Estates
Officer may therefore request evidence of this. Contractors may be asked to provide the
certificates detailed above under Job-specific training, as well as records of any in-house
training provided to contract staff.
Evidence of Equipment Safety
Installed access equipment
The Estates Division keeps records of regular inspection and testing for:
 roof anchors
 eye bolts.
Evidence of test is provided by a disc which indicates the next check date. Contractors must
not use any fixing point without the written permission of the Estates Cleaning Officer and
without first checking that the fixing point has a valid test date displayed.
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Other access equipment
The contractor should keep regular inspection and maintenance records of access equipment,
e.g. an equipment register containing details of:
 ropes, ladders and pulleys
 fall arrest equipment, e.g. harnesses and lanyards
 test certificates for mobile platforms and cradle installations.
Monitoring Safety.
The Contractor must have a system in place to monitor both compliance and the effectiveness
of the health and safety arrangements in place to ensure a safe working environment.
The Estates Cleaning Officer will monitor these arrangements to ensure they are being
observed.
Review.
The Contract performance including health and safety will be subject to annual review by the
Estates Cleaning Officer and the Contractor.
Revised 02/09/03
Page 45 of 57
WASTE DISPOSAL
Estates Policy
All types of waste are “controlled waste” in that there is legislation that relates to their
handling, collection and disposal. (Environmental Protection Act 1990 Section 34). The
Estates Division follows the advice given in the Department of the Environment’s “Waste
Management – The Duty of Care a Code of Practice” to ensure compliance with the
legislation.
Cleaning staff are only asked to deal with “household waste” which is the sort of waste that
would be generated by an average household and might be expected in non-hazardous work
places such as offices, libraries, rest-rooms etc.
While laboratories or workshops might also generate household waste, this will be in ordinary
black bags or waste bins and segregated from any hazardous waste, which will be in
specialised containers.
Cleaning staff should not handle specialised waste containers which will include yellow
sharps boxes, yellow biological waste bags, blue autoclave bags or clear bags with blue
writing, bins or boxes containing chemical containers, or stainless steel bins containing
laboratory waste awaiting autoclaving.
Any waste, which is particularly hazardous, perhaps because it is poisonous, infectious,
highly flammable etc., is classified as “special waste” and is the responsibility of the
department that generates it. Its disposal is managed by Safety Services.
The Cleaning Section is responsible for the disposal of non-hazardous (domestic) waste from
the University. The waste is collected by the contracted cleaners and deposited into specified
waste containers for collection by contracted waste removers. The Waste remover is selected
by competitive tender part of whose conditions stipulate that: 
Only licensed waste disposal contractors will be used and they must dispose of University
Waste at registered landfill sites.

All waste contractors must provide a Transfer Note for waste removed from University
property. The Cleaning Section will keep all copies on file for audit for a minimum of
three years.

The Cleaning Section will carry out a Duty of Care exercise annually to ensure that
contracted waste disposer is in compliance with the Environmental Protection Act.
Documents to be provided by the Contractor.
Waste contractors must provide specific documentation to demonstrate that:

it is a registered waste carrier with the Environment Agency to transport waste

the relevant individuals are competent and trained to undertake the work

the equipment to be used, such as the waste collection vehicles and lifting equipment on
skip lorries have been maintained, are safe and fit for the purpose

controlled waste transfer notes and special waste consignment notes for waste collections
made from the client’s premises are available.
Contractors should therefore ensure that records relating to the following are kept and made
available to the Estates Cleaning Officer if requested to do so.
Revised 02/09/03
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Evidence of Individual Competence
Waste contractors must be able to provide to the Estates Cleaning Officer evidence that their
employees have been given in-house training in the various aspects of waste management and
collection. In addition some individuals within the contractor’s organisation should be able to
show that they have gained a Certificate of Technical Competence issued by WAMITAB.
Monitoring Safety.
The Contractor must have a system in place to monitor both compliance and the effectiveness
of the health and safety arrangements in place to ensure a safe working environment.
The Estates Cleaning Officer will monitor these arrangements to ensure they are being
observed.
Review.
The Contract performance including health and safety will be subject to annual review by the
Estates Cleaning Officer and the Contractor.
Revised 02/09/03
Page 47 of 57
Further information.
Guidance on contract management.
Managing Domestic Cleaning Contracts
Managing Industrial Cleaning Contracts
Managing Ground Maintenance Contracts.
Managing Pest Control Contracts
Managing Window Cleaning Contracts
COP Waste Management ‘A duty of care’.pif
Safety information and guidance for cleaners booklet.
Chemical cleaners CIS24
Window, doors and roof-lights use and cleaning BS8213-1 1991
Legislation And Guidance
Relevant Legislation
 Health and Safety at Work, etc Act 1974 (HSWA)
 Biocidal Products Regulations 2001
 Chemicals (Hazard Information and Packaging for Supply) Regulations 2002,
(CHIP) as amended
 Construction (Design and Management) Regulations 1994 (CDM Regulations)
 Construction (Health, Safety and Welfare) Regulations 1996 (CHSW
Regulations), as amended
 Control of Pesticides Regulations 1986
 Control of Substances Hazardous to Health Regulations 2002 (COSHH)
 Dangerous Substances and Explosive Atmosphere Regulations 2002 (DSEAR)
 Electricity at Work Regulations 1989 (EAWR)
 Food and Environment Protection Act 1985 (FEPA)
 Health and Safety (Safety Signs and Signals) Regulations 1996
 Highly Flammable Liquids and Liquefied Petroleum Gases Regulations 1972
 Lifting Operations and Lifting Equipment Regulations 1998 (LOLER)
 Management of Health and Safety at Work Regulations 1999 (Management
Regulations)
 Manual Handling Operations Regulations 1992 (MHOR)
 Noise at Work Regulations 1989 (NAWR)
 Personal Protective Equipment at Work Regulations 1992 (PPE Regulations)
 Pressure Systems and Transportable Gas Containers Regulations 1989
 Provision and Use of Work Equipment Regulations 1998 (PUWER 98).
 The Transportable Pressure Vessels Regulations 2001
Revised 02/09/03
Page 48 of 57
Other legislation

New Roads and Street Works Act 1991

Road Traffic Act 1991.

Food Safety Act 1990.
Environmental legislation

Environmental Protection Act 1990 (EPA)

Environment Act 1995

Waste Management Licensing Regulations 1994 (as amended)

Waste Management Regulations 1996 (as amended)

Environmental Protection (Duty of Care) Regulations 1991

Special Waste Regulations 1996 (as amended)

Controlled Waste (Registration of Carriers and Seizure of Vehicles) Regulations
1991 (as amended)

Controlled Waste Regulations 1992 (as amended)

Landfill Tax Regulations 1996 (as amended)
British Standards

BS 6031: 1981 Code of practice for earthworks

BS 6916: Chainsaws

BS 7370: Grounds maintenance.

BS 1129: 1990 Specification for portable timber ladders, steps, trestles and
lightweight stagings

BS 6037: 1990 Code of practice for permanently installed suspended access
equipment

BS 8213: Part 1: 1991 Code of practice for safety in use and during cleaning of
windows and doors (including guidance on cleaning materials and methods)

BS EN 354: 1993 Personal protective equipment against falls from a height.
Lanyards

BS EN 361: 1993 Personal protective equipment against falls from a height. Full
body harnesses

BS EN 795: 1997 Protection against falls from a height. Anchor devices.
Requirements and testing.

BS8213-1 1991 Windows, doors and roof-lights code of practice in safety in use
and cleaning
Revised 02/09/03
Page 49 of 57
Further Information
HSE guidance

GS6 Avoidance of danger from overhead electrical lines

AIS16 Guidance on storing pesticides for farmers and other professional users

INDG317 Chainsaws at work

INDG84 Leptospirosis

1NDG278 Tree work accidents.

INDG236 Maintaining portable electrical equipment in offices and other low-risk
environments.

INDG68 Do you use a steam/water pressure cleaner?

MS 16 Guidance on storage of pesticides for farmers and other professional users

AIS31 Safe use of rodenticides on farms and holdings

HSG15O Health and safety in construction.



1NDG359: Waste industry safety and health —Reducing the risks
AIS 16 Guidance on storage of pesticides for farmers and other professional users
AIS 31 Safe use of rodenticides on farms and holdings
British Pest Control Association guidance


Choosing a pest control contractor
Why you need pest control
Environment Agency guidance

SWENS: Special waste explanatory notes (nos. 1—70)

PPG16: Schools and other educational establishments

PPG2S: Hospitals and health care establishments

Waste Management — The duty of care — A code of practice (ISBN 0-11-753210-X.
Available from HMSO Books)
Revised 02/09/03
Page 50 of 57
Index
Contents. ................................................................................................................................. 3
Emergency Information...................................................................................................... 4
Emergency Telephone Numbers .................................................................................... 4
Other useful numbers ................................................................................................. 4
Using internal phones ................................................................................................. 4
Providing information ................................................................................................ 4
Using a mobile phone. ................................................................................................ 4
Fire Procedures ............................................................................................................... 5
On Discovering A Fire ............................................................................................... 5
On Hearing the Alarm ................................................................................................ 5
After Leaving the Building ........................................................................................ 5
Bomb Alert ..................................................................................................................... 5
If you receive the message/warning ........................................................................... 5
Section 1 – Estates Safety Policy ........................................................................................... 6
Cleaning Section Statement of Intent. ................................................................................ 7
Section 2 – Organisation ........................................................................................................ 8
Estates Division Cleaning Section ..................................................................................... 8
Responsibilities for implementing the health and safety policy. ....................................... 9
General Responsibilities For Health And Safety ............................................................... 9
Management Responsibilities ............................................................................................ 9
Employee Responsibilities ............................................................................................. 9
Managerial Duties and Responsibilities ....................................................................... 10
Cleaning Services Officer. ....................................................................................... 10
Cleaning Quality Control and Cleaning Compliance Officers ................................. 10
Contractors Site Supervisor. ..................................................................................... 10
Section 3 - Arrangements .................................................................................................... 11
Start of Contract Health and Safety Information for Contractors. ................................... 11
Contractors. .................................................................................................................. 11
Contractor's employees general rules. .......................................................................... 11
Safety Cleaning/Other Contract Work Rules ............................................................... 12
First Aid & Accident Reporting ................................................................................... 13
First Aid.................................................................................................................... 13
First Aid Box ............................................................................................................ 13
First Aid Training. .................................................................................................... 13
Revised 02/09/03
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Accident Reporting ...................................................................................................... 13
Working in hazardous areas safety arrangements. ........................................................... 14
Hazardous Locations. ................................................................................................... 14
Amber Location: Medium risk ................................................................................ 14
Access to Amber Rooms by cleaning contractors. ............................................... 14
Access to Amber Rooms by other contractors must be pre-arranged. ................. 14
Red Location: High risk .......................................................................................... 14
Procedures for roof access........................................................................................ 15
Procedure for the issue of a Permit for a Green Roof. ......................................... 15
Procedure for the issue of a Permit for a Red Roof. ............................................ 15
Working in Confined spaces. ................................................................................... 17
Confined spaces are: - .......................................................................................... 17
Procedures for entry: - .......................................................................................... 17
Entry into Confined Spaces flowchart. ................................................................ 18
CLEANING. ................................................................................................................... 19
Pre-tender health and safety information for cleaning contractors. ............................. 19
Type of Contract Service.............................................................................................. 19
Managing the Contract. ................................................................................................ 19
Cleaning sites level of risk. .......................................................................................... 20
Non Hazardous locations. ........................................................................................ 20
Hazardous locations. ................................................................................................ 20
Typical Hazards........................................................................................................ 20
Significant hazards. .................................................................................................. 20
People at Risk from Cleaning Work ........................................................................ 21
Control Measures ..................................................................................................... 21
Cleaning Materials and COSSH assessments. ..................................................... 21
Provision of Cleaning Cupboards. ....................................................................... 21
Provision of Cleaning Sinks and Hot Water. ....................................................... 21
Portable Electrical Equipment. ............................................................................. 21
Provision of Colour Coded Cleaning Equipment. ................................................ 22
Colour Coding Of Cleaning Equipment ............................................................... 22
Storing Colour Coded Equipment. ....................................................................... 22
Safety Signs and Barriers. .................................................................................... 22
Biohazard Disposal Kit. ........................................................................................... 22
Occupational Health. ................................................................................................ 23
Revised 02/09/03
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Personal Protective Equipment. ............................................................................... 23
Training and information. ........................................................................................ 23
Waste Disposal. ........................................................................................................ 24
Hazardous Waste. ................................................................................................. 24
Monitoring Safety. ....................................................................................................... 24
Review. ......................................................................................................................... 24
GROUND MAINTENANCE. ....................................................................................... 25
Overview. ..................................................................................................................... 25
Risks, Hazards and Control Measures.......................................................................... 25
Risk levels ................................................................................................................ 25
Typical hazards. ....................................................................................................... 25
Significant hazards. .................................................................................................. 26
People at Risk. .......................................................................................................... 26
Reducing risks and Controlling Hazards. ..................................................................... 26
COSHH .................................................................................................................... 26
Manual Handling ...................................................................................................... 27
Noise......................................................................................................................... 27
Maintaining a safe place of work. ............................................................................ 28
Access equipment. .................................................................................................... 28
Electrical equipment. ................................................................................................ 29
Other Equipment. ..................................................................................................... 29
Public Safety. ........................................................................................................... 29
Safety Signs and Barriers. ........................................................................................ 29
Lone Working. ......................................................................................................... 29
Violence at Work. .................................................................................................... 29
Safe Disposal of Waste. ........................................................................................... 30
Safe Systems of Work .................................................................................................. 30
Personal Protective Equipment ................................................................................ 30
Method statements.................................................................................................... 31
Permits to work ........................................................................................................ 31
Information and Training. ........................................................................................ 31
Information required by the University from the Contractor. ...................................... 32
Evidence of Individual Competence. ....................................................................... 32
Evidence of Equipment Safety. ................................................................................ 32
Monitoring Safety. ....................................................................................................... 32
Revised 02/09/03
Page 53 of 57
Review. ......................................................................................................................... 32
Plant Inspection, Certificate and Training Requirement Matrix. ................................. 33
PEST CONTROL. .......................................................................................................... 34
Overview. ..................................................................................................................... 34
Managing the Contract ................................................................................................. 34
Risks, Hazards and Control Measures.......................................................................... 34
Risk levels ................................................................................................................ 34
Typical hazards. ....................................................................................................... 35
Significant hazards ................................................................................................... 35
Hazards found on University property. .................................................................... 35
People at Risk ........................................................................................................... 35
Guide to COSHH Assessment.................................................................................. 36
Risk Control ............................................................................................................. 36
Pesticides .............................................................................................................. 36
Approval and use of pesticides............................................................................. 36
Storage ...................................................................................................................... 36
Safe disposal ............................................................................................................. 36
Safe use .................................................................................................................... 37
Labels ....................................................................................................................... 37
Electrical Equipment ................................................................................................ 37
Working at Heights .................................................................................................. 37
Access Equipment .................................................................................................... 37
Vehicles .................................................................................................................... 37
Safety Signs and Barriers ......................................................................................... 37
Safe Systems of Work .................................................................................................. 37
Method statements.................................................................................................... 37
Permits to work ........................................................................................................ 38
Personal Protective Equipment ................................................................................ 38
Information, Instruction, Training and Supervision ..................................................... 38
Membership of Professional and Trade Associations .............................................. 38
Registration with Local Authority............................................................................ 38
Evidence of Individual Competence ........................................................................ 38
Evidence of Equipment Safety ................................................................................. 38
Treatment Report...................................................................................................... 38
Collation of Documentation ..................................................................................... 39
Revised 02/09/03
Page 54 of 57
Health and safety information and training .............................................................. 39
Monitoring Safety. ....................................................................................................... 39
Review. ......................................................................................................................... 39
WINDOW CLEANING. ................................................................................................ 40
Overview. ..................................................................................................................... 40
Risks, Hazards and Control Measures.......................................................................... 40
Risk levels ................................................................................................................ 40
Typical hazards. ....................................................................................................... 40
Significant hazards. .................................................................................................. 40
Hazards presented by means of access ................................................................. 41
Hazards found on University property. .................................................................... 41
People at Risk. .......................................................................................................... 41
Reducing risks and Controlling Hazards. ..................................................................... 41
COSHH risk assessments. ........................................................................................ 41
Equipment ................................................................................................................ 41
Use of ladders ....................................................................................................... 42
Use of cradles/mobile access platforms ............................................................... 42
Inspection, maintenance and testing..................................................................... 42
Safety Signs and Barriers ......................................................................................... 42
Work from Roofs ..................................................................................................... 43
Work from Roads and Public Footpaths .................................................................. 43
Weather .................................................................................................................... 43
Safe Systems of Work .............................................................................................. 43
Personal Protective Equipment .................................................................................... 43
Information, Instruction, Training and Supervision ..................................................... 44
Contract Staff ........................................................................................................... 44
Job-specific training ................................................................................................. 44
Information required by the University from the Contractor. ...................................... 44
Membership of Professional and Trade Associations .............................................. 44
Evidence of Individual Competence ........................................................................ 44
Evidence of Equipment Safety ................................................................................. 44
Installed access equipment ................................................................................... 44
Other access equipment ................................................................................................ 45
Monitoring Safety. ....................................................................................................... 45
Review. ......................................................................................................................... 45
Revised 02/09/03
Page 55 of 57
WASTE DISPOSAL ...................................................................................................... 46
Estates Policy ............................................................................................................... 46
Documents to be provided by the Contractor............................................................... 46
Evidence of Individual Competence ........................................................................ 47
Monitoring Safety. ....................................................................................................... 47
Review. ......................................................................................................................... 47
Further information. ......................................................................................................... 48
Guidance on contract management. ............................................................................. 48
Legislation And Guidance ................................................................................................ 48
Relevant Legislation ..................................................................................................... 48
Other legislation ....................................................................................................... 49
Environmental legislation ........................................................................................ 49
British Standards ...................................................................................................... 49
Further Information ...................................................................................................... 50
HSE guidance ........................................................................................................... 50
British Pest Control Association guidance ............................................................... 50
Environment Agency guidance ................................................................................ 50
Index ................................................................................................................................. 51
Revised 02/09/03
Page 56 of 57
Estates Division Safety Handbook
Acknowledgement Form
I acknowledge that I have received on behalf of my Company a copy of the Estates Cleaning
Section Safety Handbook which I recognise forms part of our Contract to Work with Cardiff
University *. I agree that our Company shall be responsible for keeping the Handbook up to
date by placing amendments as shall be received from time to time from Estates. We shall
also be able to provide immediately on request the Handbook for Estates to audit. We also
agree that it is our responsibility to ensure that any employee, representative or sub-contractor
working for our Company on Cardiff University property shall be made aware of, understand
the contents of the Handbook and comply with all instructions and procedures contained
therein. It is also agreed that our Company and any person employed by us shall attend any
Safety Training that Cardiff University should require.
Cardiff University Cleaning Site No
or Contract order number.
Company Name :
Position in Company (BLOCK LETTERS) :
Name (BLOCK LETTERS) :
Signature :
Issued by Estates Cleaning Officer:
Date :
*
Failure to return this form agreeing to the above conditions will result in being removed
from the Estates approved contractors list.
Note : Upon completion of this form a copy must be given to the Estates Division SCTO
Revised 02/09/03
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