Policy - Part 2. General Precautions

Emergency Procedures - link to Keynote Guide, part 2

Contents:

1. Introduction:

This document forms Part Two of the University of Edinburgh Health and Safety Policy, the current section titles of which are listed below. Each part of the Policy is issued with the approval of the University Health and Safety Committee and upon the authority of the University Court.

• Part One: FRAMEWORK
• Part Two: GENERAL PRECAUTIONS
• Part Three: ELECTRICAL EQUIPMENT
• Part Four: MECHANICAL EQUIPMENT
• Part Five: CHEMICAL LABORATORIES
• Part Six: BIOLOGICAL LABORATORIES
• Part Seven: RADIATION PROTECTION:
• One: Ionising Radiations
• Two: Non-ionising Radiations
• Three: Laser Equipment
• Part Eight: FIELDWORK & OUTDOOR ACTIVITIES

It is the duty of all employees and students to observe those parts of the University Health and Safety Policy that are relevant to their own work as well as observing any additional local rules and regulations on health and safety published at school level, and below.

2. Fire Safety

2.1 General Fire Prevention:

Fire is probably the most serious danger which most University personnel will ever have to face. It can break out almost anywhere and can affect everyone.

Nothing is more true of fire than the old adage "prevention is better than cure". Regular fire prevention routines are one of the simplest and most efficient means of preventing fire. The value of the nightly routine of switching off and unplugging electrical equipment (unless the equipment concerned is designed to run continuously), checking that gas fires and gas taps are turned off, and closing the doors to all rooms and staircase enclosures, cannot be over-stressed.

Fire, with the possible additional risk of explosion, is a much more acute problem in laboratories and workshops where flammable liquids and gases are often used. Stringent precautions are required in these areas to ensure that no sources of ignition occur. The presence of a bunsen burner or sparking thermostat may be quite sufficient to start a fire. Welding and cutting equipment should never be used near flammable liquids or combustible materials, unless adequate precautions are taken to prevent ignition occurring. Information on particularly hazardous areas within a School, such as solvent, chemical and cylinder stores, should be available to the Fire & Rescue Service.

Advice on all aspects of fire prevention may be obtained from the University Fire Safety Adviser and Fire Safety Area Supervisors.

2.2 Fire Routine Procedure:

Each Head of School must ensure that all members of school staff are instructed in the action to be taken should a fire break out. This is most conveniently done by giving each member of staff written instructions in the form of a Fire Routine Procedure.

A general Fire Routine Procedure applicable to all Schools and all University buildings during normal working hours is published by Health and Safety Department, Charles Stewart House, 9-16 Chambers Street, and copies of this notice are available from the University Fire Safety Adviser. The general Fire Routine Procedure will require supplementary instructions if the work of the School, or of particular areas of the School, poses special or unusual fire hazards or when staff and/or students work outside normal working hours.

In particular, staff are advised to commit to memory the standard instructions in the Fire Routine Procedure; there will be no time to read these instructions in an emergency. Remember, you are expected to act in the spirit of the fire instructions at all times; there is no substitute for commonsense.

2.3 On Discovering a Fire

If you discover a fire:

• Operate the nearest fire alarm. If no fire alarm is provided, shout "Fire".
• Leave the building.
• Ensure that the University Emergency Service (2222) has been informed of the location of the fire . They will call the Fire & Rescue Service.  For telephones not on the 650 network - see instructions on the telephone. During normal working hours, a Responsible Person in each School/Unit or building (a telephonist, a senior secretary or a member of the uniformed staff) must be appointed to notify the University Security Department that the fire alarm is sounding. The Responsible Person(s) will receive written instructions on what to do when the fire alarm sounds from the University Fire Safety Adviser or Fire Safety Area Supervisors.

2.4 On Hearing the Fire Alarm

On hearing the fire alarm, leave the building immediately by the nearest available exit, closing doors as you leave. Lifts must not be used. The fire alarm signal (bell, siren or electronic sounder) is described on the blue and white Fire Action Notices, displayed throughout each University building. These notices also designate the Assembly Point for the building.

2.5 Means of Escape

It is essential that the means of escape from a building should function efficiently. Exit doors should be fastened so that they can be easily and immediately opened from the inside without the use of keys. Exit routes must not be obstructed or used as storage areas. Portable heating equipment or other sources of ignition must not be used in any part of an exit route.

Fire doors play an important role in the precautionary system; their purpose is to contain the fire, and to prevent the spread of smoke and toxic gases, which can be lethal even in small quantities. More people die through inhaling smoke than through burns. Fire doors must therefore not be propped or wedged open; to prop open a fire door can cost lives if a fire breaks out. In addition, all fire/smoke doors should be closed when buildings are empty.

All personnel are well advised to become familiar with as many as possible of the exit and escape routes from the building in which they normally work.

Lifts must not be used in the event of a fire.

2.6 Disabled Persons:

The University policy on evacuation procedures for disabled people can be found on the Health and Safety Department website under Resources, Fire, Guidance and Information, Emergency Evacuation of Mobility Impaired Persons.  Implementation of policy as it applies to buildings and personnel should be in consultation with the University Fire Safety Adviser or Fire Safety Area Supervisors.

All University personnel involved with evacuation procedures must receive training on the procedure and any equipment in use by the University Fire Safety Adviser or Fire Safety Area Supervisors.

All disabled people using University buildings must be provided with a Personal Emergency Evacuation Plan (PEEP) to ensure they are aware of the evacuation procedures in event of a fire alert.  Advice on formation of a PEEP can be obtained from University Fire Safety Adviser or Fire Safety Area Supervisors.

2.7 Fire Fighting Equipment

Four types of fire extinguishers are provided in University premises. Each has a specific range of use and each is located adjacent to the related fire risk. The extinguishing media used are: water, carbon dioxide, foam and dry powder. The external appearance of each type of extinguisher maybe different and each carries its own instructions for use. In certain buildings, hose reels are also provided. Fire blankets are provided in many locations and should be used for smothering fires involving flammable liquids or burning clothing.

University personnel are well advised to know the location of the fire fighting equipment in their area of work, to know on what type of fire each piece of equipment can be used and how each should be used. Instructions for the use of fire extinguishers can be obtained from the University Fire Safety Adviser. In any area where there is a special risk, associated technical and academic staff should request special training from the University Fire Safety Adviser or Fire Safety Area Supervisors.

Whenever fire fighting equipment has been used, an immediate report must be made to the School or Area Safety Adviser or to the University Fire Safety Unit, so that the equipment may be recharged or replaced.

2.8 Fire Fighting:

In all buildings, particularly residences, protection of human life must take priority over fighting fires. The person discovering a fire must promptly initiate the emergency procedures listed above.  Delay can be fatal as, once a fire is out of control, it can spread rapidly and cut off escape routes.

If possible, and without endangering personal safety, attempts can be made to contain and control a fire until the Fire & Rescue Service arrives.  Make sure that you use the correct type of fire extinguisher. The wrong choice can turn a minor incident into a major event. Always remember to take a position between the fire and the exit so that your escape route cannot be cut off. Be aware of what is happening in the surrounding area and take account of your own limitations. If possible, always make sure that someone else knows that you are tackling the fire.  Training on the use of fire equipment is available by contacting the Fire Safety Unit.

The greatest hazards to fire fighters are the effects of asphyxiant, irritant and toxic gases, smoke and fumes generated from the combustion of plastics and other materials. Never attempt to fight a fire wearing a respirator or breathing apparatus. Leave this to the Fire & Rescue Service.

Occurrences of fires in chip pans and grill pans are all too frequent in residential accommodation, particularly when these pans have been left unattended. If a flare-up of this nature happens, the most effective way of dealing with it is to turn off the source of heat and to cover the pan with a lid or damp cloth, or use a fire blanket if one is available. Never throw water on to a chip pan fire and never attempt to remove a chip pan on fire from the cooker.

2.9 After a Fire

Even if a fire appears to have been successfully extinguished by University staff or students, it will still be necessary to ask the Fire & Rescue Service to check that the fire has not unknowingly spread, and that materials or the building fabric cannot reignite.

Heads of Schools must ensure that all fires within the School or building are recorded and reported to the Director of Health and Safety, using the University Accident and Incident Book.

2.10 Fire Stewards

Where appropriate, Heads of Schools should appoint some staff to undertake the extra duties of Fire Stewards. Instructions for Fire Stewards and Deputy Fire Stewards are published by Health and Safety Department, Charles Stewart House, 9-16 Chambers Street. Copies are available from the University Fire Safety Unit, specific advice is also available from Fire Safety Area Supervisers on any special duties which might attach to Fire Stewards in respect of the presence of specific fire hazards or disabled persons.

2.11 Fire Drills

It is essential that the fire alarm system and a pre-arranged plan specific for the evacuation of each building should be tested regularly. Heads of Schools or Conveners of Multi-Occupancy Building Users' Committees must ensure that fire drills are held, at least annually, within each University building. Fire drills will normally be arranged for each building by the University Fire Safety Adviser in consultation with the Head of School or Convener of the Multi-Occupancy Building Users' Committee.

First Aid

3.1 First Aid General

The guidance given in this section can only be the most simple instruction in First Aid. If you have not learned basic First Aid measures, or have not been trained in First Aid, you must familiarise yourself with the name(s) and location(s) of your nearest qualified First Aider(s). It will be too late to try to find this information once an accident has happened.

Notices giving the names, telephone numbers and locations of persons qualified in First Aid and the location of the nearest First Aid equipment must be prominently displayed in each School, Area or building. These notices are available from the Training and Audit Unit, Charles Stewart House, Firstaid.Training@ed.ac.uk

[Further guidance on first aid at work, which is supplementary to the University Health and Safety Policy, may be accessed from the Occupational Health Resources section - First Aid at Work.]

3.2 Principles of First Aid

First Aid is the skilled provision of treatment for a casualty or any person suddenly taken ill, using the facilities and materials available at the time, to save life and to prevent any deterioration in the condition of that person while awaiting the arrival of qualified medical assistance (usually an ambulance).

The extent to which First Aid assistance is available in each School, Area or building in the University varies with the degree of risk present in each building. First Aid boxes are provided in each School, Area or building and these boxes are in the care of an Appointed Person who may or may not be a qualified First Aider. In high risk areas, at least one person qualified in First Aid should be readily available to render immediate help, to look after the First Aid equipment and to supervise the First Aid room, if one is provided.

3.3 First Aid Immediate Action

If an accident occurs, what would you do?

Check your own safety! You are of no use if you become a second casualty. Use protective clothing and equipment where necessary. Casualties should be seated or reclined when being treated, as appropriate.

• Keep calm - assess the situation - reassure the casualty

Speaking calmly to the casualty establishes consciousness and may provide useful information about the accident and assist in eliminating continuing danger. If immediate danger threatens, remove the casualty carefully to a safe place without endangering yourself. If the person's clothing is on fire, roll the casualty on the ground in a coat or fire blanket, etc.

Get help at once if the injuries appear serious by summoning a qualified First Aider. Delegate a person nearby to call an ambulance, if one is required, by dialling 2222 on any telephone connected to the 650 network. Otherwise follow the instructions on the telephone dial.

3.4 First Aid First Priorities

Breathing

• If the casualty is not breathing, start mouth-to-mouth respiration at once (see method below). The first minutes are vital.

Bleeding

• If bleeding is severe, apply firm direct pressure on the wound to stop the bleeding, using hands, pads, dressings, etc. Maintain pressure until professional help is available.
• If the bleeding is from a limb, elevate it 10" to 12" to reduce the blood flow.
• Do NOT use a tourniquet.

3.5 First Aid Shock

Trauma or Fluid loss

• Keep the casualty quiet, reassured and comfortable.
• Keep the casualty warm by a light covering but do not overheat.
• Do NOT give anything to eat or drink to the casualty as this may cause complications if medical attention is required.

3.6 First Aid Electric Shock

Do not touch the casualty until the current is switched off. If the current cannot be switched off, stand on some dry insulating material and use a wooden or plastic implement to free the casualty from the electrical source. If breathing has stopped, start mouth-to-mouth respiration and continue until the casualty starts to breathe or until medical help arrives.

3.7 Mouth-to-Mouth Respiration

• Lie the casualty flat if possible.
• Ensure no obstructions are in the mouth (remove dentures, etc.).
• Ease constrictions at the neck, chest and waist.
• Place a rolled jacket or pad under the shoulders to arch the neck.
• Pinch the casualty’s nostrils and draw the chin forward to open the mouth.
• Take a moderately deep breath and breathe steadily into the casualty’s mouth (chest will rise).
• Lift your own head and allow the casualty to exhale (see chest deflate).
• Repeat this cycle at a rate of 6 to 8 per minute.
• Continue until the casualty resumes breathing unaided or until qualified medical services take over, however long this takes.
• If breathing resumes, place the casualty in the Open Airway (Recovery) Position and treat as an unconscious casualty.

Emergency resuscitation charts are available, at cost, from the Occupational Health Unit, Occupational.Health@ed.ac.uk. A copy of this chart should be displayed prominently wherever there is a foreseeable risk of an accident resulting in an unconscious casualty.

Open Airway (Recovery) Position

3.8 Burns and Scalds

Burns and scalds, however large or small and from whatever cause (including chemicals) should be cooled by flushing with copious amounts of cold water for at least 10 - 15 minutes (longer if necessary). The affected area should then be covered with a dry sterile dressing or cling film (this does not stick to burns and prevents air and airborne contaminants coming into contact with the burn).

Never apply any lotions, ointments or anything similar to a burn or scald. COLD WATER ONLY.

Do not burst blisters or attempt to remove charred materials from a burn. Always obtain medical attention.

3.9 Eyes

Foreign bodies (including chemicals) in the eye should be flushed out using clean cool water for at least 10 - 15 minutes. Sterile eye wash bottles of the sealed cap type may be used if tap water is not immediately available. Casualties with eye injuries should always be sent to the hospital with the eye covered by a pad.

Wherever possible the casualty should be taken to the Princess Alexandra Eye Pavilion, Chalmers St. The Eye Pavilion is open Mon - Fri, 8.30am - 5.00pm. Outwith these hours, the casualty should be taken to the Accident and Emergency Department, new Royal Infirmary, Little France, Old Dalkeith Rd.

3.10 First Aid and the Law

The Health and Safety (First Aid) Regulations, 1981, place a general duty on the University to make adequate First Aid provision for all employees should they be injured or become ill at work. Each School and/or building is therefore required to provide:

1. a number of properly stocked First Aid Boxes appropriate to the risks of accidents or injuries that could arise from school activities and to place these boxes in the care of an Appointed Person or qualified First Aider;
   (Further details on the Contents of a First Aid Box may be accessed by following the above link).
2. access to the services of one or more qualified First Aiders as appropriate to the work of the School (Area);
3. notices giving the names and locations of the qualified First Aiders, Appointed Persons and the locations of the First Aid Boxes.

Certain high risk Schools will require to provide a First Aid Room; other Schools or buildings may do so if it is felt desirable. further guidance is available from the Occupational Health Unit (Occupational.Health@ed.ac.uk)

Where a School and/or building is occupied outwith normal working hours, the Head of School or Convener of the Multi-Occupancy Building Users' Committee must make arrangements to provide adequate and suitable First Aid cover for potential accidents or injuries taking into account the type of activities being carried out during these times.

3.11 First Aid Training

The University First Aid Training Courses have been approved by the Health & Safety Executive under the 1981 Regulations. Successful participants on each course are awarded a University of Edinburgh First Aid Qualification Certificate. Each certificate is valid for a three year period. Thereafter, First Aiders may re-qualify by attending a retraining course. The University also provides half day non-certificated courses covering specialist First Aid topics and a student course which covers the basics of emergency First Aid for fieldwork and expeditions.

Applications for places on any of the University First Aid Training Courses should be made to the Training and Audit Unit, Charles Stewart House, Firstaid.Training@ed.ac.uk

The University has published a First Aid Procedure Guide, which is issued to all qualified First Aid workers.

4. General Health and Safety Precautions

4.1 Emergency Situations

Every person must find out what to do in case an emergency situation arises in the School, Area or building in which he or she works. Each person should determine, before any emergency occurs, the location of the telephones, the fire alarms, the emergency fire exits and the fire fighting equipment, and the location of first aid materials, in the area of the building where he or she normally works. If appropriate, the whereabouts of other emergency equipment, such as breathing apparatus and emergency control valves and switches, etc., should also be known.

4.2 Lifts

Lifts must not be used in the event of a fire. Lifts which are not fitted with a telephone giving direct access to the University Security Department must not be used in the evenings or at weekends, with the exception of lifts in University residences. Any person trapped in a lift should take the following action:

• if a push-button telephone is fitted, lift the hand-set; this will automatically connect you with the University Security Department (2222); give precise details of the building and the lift; Security Services will contact the lift engineers;
• if an alarm bell is fitted, or an intercom telephone, sound the alarm and establish contact using the intercom telephone;
• if you are trapped in a lift, do not attempt to leave the lift on your own, since there is nothing useful you can do and attempting to leave could be very dangerous.

Any person who hears a lift alarm sounding should telephone 2222 and give precise details of the building and the lift. They should then, if safe to do so, let those in the lift know that a lift engineer has been summoned.

4.3 Systems of Work

It is important to understand, and thereafter to follow, any special instructions laid down for the handling of mechanical and electrical apparatus, and also substances and organisms, especially those that are toxic, flammable, explosive, radioactive or infective. No apparatus should be operated, nor any dangerous materials handled, unless the person(s) involved fully understands the hazards involved, has assessed the likely risks, and has instituted the required precautions. Any operations considered to be hazardous should be carried out only by a person who appreciates the nature of the hazards, only in a place suitably equipped to control the hazards, and only when assistance can be readily summoned, if required. Should it be necessary to decant liquids or solid materials, such as bulk supplies of cleaning materials or solvents, into smaller containers, these containers must be suitably constructed, stoppered and re-labelled appropriately. Adequate eye and hand protection must always be used when there is a danger from splashing.

Personal protective equipment should only be used where there is no other practical means of eliminating or controlling the risk. Protective equipment should only be used after it has been positively assessed to provide an effective defence against the hazard concerned.

4.4 Housekeeping

A major cause of accidents is undoubtedly poor housekeeping and, in general, a safe working area is a tidy area. Apparatus and other materials which are not immediately required should always be returned to a safe storage place, and unwanted materials, particularly combustible and flammable items, should be disposed of safely and promptly. Any spillages must be cleaned up immediately by a person who fully appreciates the special hazards which the material may possess.

Flammable and combustible materials must never be stored or left on emergency exit routes or blocking immediate access to fire alarms, fire equipment or electrical switchgear.

Gas, water and electricity, and any piped gas or liquid, supplies should always be turned off when not required, and especially at the end of the working day.

4.5 Smoking

The University has published and implemented a Policy on Smoking, full details of which may be obtained from the Secretary's Office. "No Smoking" notices are available from Estates and Buildings, Works Division, (email  George.Boag@ed.ac.uk)

4.6 Safety Signs

Signs providing safety information conform to the Safety Signs and Signals Regulations, 1996. The colour of the sign depends upon the type of information given. Prohibition signs show a black symbol or text and a red circular border and crossbar on a white background. An example is the "No Smoking" sign, which must be obeyed at all times.

Warning signs show a black symbol or text and a black triangular border on a yellow background. Where appropriate, this type of sign should always be used to designate a hazardous area and the signs should be removed, or covered, when they no longer apply.

Information concerning the action to be taken and the person(s) to be contacted in the event of an accident involving any hazardous overnight experimental work should be displayed on a standard black and white University notice, available from the University Works Division.

Mandatory signs show a white symbol or text on a blue circular background; many signs show the protective equipment that must be worn. Any area where eye protection is required must be designated by means of the mandatory "Eye Protection" sign.

Safe condition signs show a white symbol or text on a rectangular green background. Fire exits and First Aid boxes are so designated.

4.7 Manual Handling of Loads:

Many of the accidents reported each year are associated with the manual handling of loads. Sprains and strains, particularly of the back, are the injuries which most often occur. In many cases, these injuries result in a temporary absence from work but can sometimes be serious enough to lead to permanent disablement. It is often not appreciated that many manual handling injuries are cumulative rather than being directly attributable to any single handling incident. It is, therefore, vitally important that manual handling accidents are reported to Health and Safety Department, so that hazardous operations can be promptly identified and remedial action taken to prevent repetition.

Regulations and associated guidance require that assessments are made of manual handling operations, so as to reduce the risks of injuries. These assessments should take into account four factors: the task, the load, the working environment and individual capability. The views of staff are of particular value in identifying manual handling problems, and employees, and their Trade Union Safety Representatives, should report any problems experienced with manual handling operations to their immediate supervisors/managers.

[Further information on Manual Handling Risk Assessments can be accessed by following this hypertext link]

4.8 Vehicles

4.8 (supplement B) Use of Mobile Phones whilst Driving on University Business:

• Legal Responsibility

• Definition of hand-held phone or similar device

• Definition of hands-free phone or similar device

• Exemptions

• University Requirements and Guidance

• Schematic representation of new requirements

Legal Responsibility

The Health and Safety at Work etc. Act 1974 requires the University to ensure, so far as is reasonably practicable, the health and safety of all employees while at work and to safeguard others who may be put at risk from those employees work activities. This duty extends to include work-related driving activities and is in addition to the duties that the University has as an employer, drivers of University vehicles and drivers of their own cars being used for University business have, as employees, to comply at all times with the requirements of the Road Traffic Act 1988 and the Road Vehicles (Construction and use) Regulations 1986.

As from 1st December 2003 a new Regulation made under the Road Vehicles (Construction and Use) Regulations makes it a specific offence to use a hand-held phone, or similar device, when driving. As from 27th February 2007 the fixed penalty fine increased from £30 to £60, and 3 points will be added to the offenders license.  If the case is taken to court, motorists run the risk of a fine of up to £1,000 (£2,500 for drivers of goods vehicles, buses or coaches) and even disqualification from driving. These penalties are consistent with existing Regulation 104 offences 'driving a motor vehicle without having proper control'.  It should be noted that drivers still risk prosecution (for failure to have proper control) if they use hands-free phones when driving.

Cause or permit

A number of driving offences in the Road Vehicles (Construction and Use) Regulations 1986 make it an offence to "cause or permit" an offence to take place. Regulation 104 makes it an offence for a person to drive a motor vehicle if he cannot have proper control of the vehicle. Anyone "causing or permitting" a driver not to have proper control, such as an employer requiring an employee to drive a vehicle which they cannot properly control, is also liable for prosecution.

The new Regulation on mobile phones adopts the same wording as Regulation 104 to include liability for causing or permitting someone to use a handheld mobile phone or similar device while driving. The Department of Transport states that this will make it clear to employers, for example, that they cannot expect their employees to use a hand-held phone while driving. Employers will not be liable solely because they have supplied a telephone or because they have phoned an employee who was driving at the time. However, employers will be liable if they require their employees to use a hand-held mobile phone and thus commit an offence. The Department of Transport also state in Guidance that employers may be liable if they fail to forbid the use of such phones on company business.

Definition of hand-held phone or similar device

A hand-held phone or similar hand-held device is something that "is or must be held at some point during the course of making or receiving a call or performing any other interactive communication function". A device is "similar" to a mobile phone if it performs an interactive communication function by transmitting and receiving data.. Examples of interactive communication functions are sending and receiving spoken or written messages, sending or receiving still or moving images and providing access to the internet. It should be noted that the definition of "held" includes cradling a phone between head and shoulder.

Definition of hands-free phone or similar device

The Department of Transport does not define a hands-free device as there are numerous types of hands-free phones and devices to convert hand-held phones to provide some level of hands-free use, these range from plug-in devices with their own speaker to systems that are permanently wired into the vehicle. The offence therefore prohibits a type of activity rather than the use of a specific type of device.

Provided that a phone can be operated without holding it, then such hands-free equipment is not prohibited by the Regulation. Pushing buttons on a phone whilst it is in a cradle or on the steering wheel or handlebars of a motorbike is not covered by the Regulation, provided the phone is not held.

Exemptions

There is an exemption for calls to 999 (or 112) in genuine emergencies where it is unsafe or impractical to stop. The use of 2-way radio equipment (unless the device can also be used as a phone) when driving is not included in the new offence but remember there is still a risk of distraction and prosecution under other powers.

University requirements and Guidance

Drivers of University owned, or hired, vehicles must not, except in the case of an emergency where it is unsafe or impracticable to stop, use a hand-held mobile phone or similar device whilst driving. Failure to comply with this requirement may result in disciplinary action and revoking of University Authorised Driver status. Drivers using their own vehicles on University business must not use hand-held phones when driving, as the University requires you to comply with all relevant laws and University Policies whilst at work.

Colleges, Schools, or other similar Management Units must not call a member of staff's mobile telephone number if they know him/her to be driving at the time and to not have a hands-free facility fitted to the vehicle that he/she are driving. If such a call from a University source was answered and an incident occurred during that call the University may be placed in an invidious position as regards liability under the offence of "causing or permitting" a driver to use a hand-held mobile phone whilst driving.

In situations where Schools, Colleges, or similar Management Units may have a requirement to communicate, on a fairly regular basis, with members of staff whilst they are driving they should provide a suitable hands-free vehicle installation for this purpose. However, contact with members of staff whilst driving, even where a hands-free device is known to be fitted should be kept to a minimum as hands-free phones are also distracting and there remains the risk of prosecution for failing to have proper control of a vehicle under Regulation 104 of the Road Vehicles (Construction and Use) Regulations 1986 if you use a hands-free phone when driving. If there is an incident, the use of any phone or similar device might justify charges of careless or dangerous driving.

Drivers of vehicles who use a mobile phone for University purposes, and where there is not a hands -free facility fitted to the vehicle, should not answer calls whilst driving, but should let the phone ring and return the call when safely parked. Alternatively the phone should be switched to voicemail before starting the journey. You must not, except in case of genuine emergency, stop on the hard shoulder of a Motorway to answer/make a mobile phone call.

In order to comply with the law you must not use a hand-held mobile phone when stopped in a traffic jam. 'Driving' includes times when stopped at traffic lights or during other hold-ups that may occur during a typical journey when a vehicle can be expected to move off after a short while. In cases of exceptional traffic jams, such as lengthy stoppage on a Motorway, it would be clear that someone was not driving if the engine was switched off.

Schematic representation of requirements

A Schematic representation of the requirements of the new legislation with regard to the use of mobile phones can be accessed as a Word document 'Schematic representation of requirements'.

This Note is supplementary to, and not a part of, Part Two of the University Health and Safety Policy: General Precautions.

4.8 (supplement C) Wearing of seat belts

Accident statistics clearly show that the wearing of seat belts reduces fatalities and serious injury. Seatbelts are designed to lessen injury in the event of a collision and work best when operating in conjunction with a Supplementary Restraint System (air bags). Drivers in a vehicle with an SRS system who do not wear a seatbelt are liable to very serious injury if the air bag deploys.

The wearing of seat belts by drivers and all passengers is compulsory in University owned or leased vehicles, in order to both comply with the law and increase the safety of staff and others whilst travelling in such vehicles. In order to comply with all relevant laws and University Policies whilst at work drivers using their own vehicles on University business must also wear seat belts at all times.

Seat belt legislation covers all cars, minibuses and light goods vehicles, but does not cover HGVs. The Motor Vehicles (Wearing of Seat Belts) (Amendment) Regulations 2006 are available at: www.opsi.gov.uk/si/si2006/20061892.htm.

In particular Schools/Management Units that operate or hire minibuses should note the requirement that the operator of a bus in which any of the passenger seats are equipped with seat belts shall take all reasonable steps to ensure that every passenger is notified that he is required to wear a seat belt at all times when the bus is in motion.

Notification must be by one or more of the following means:

(a) an official announcement, or an audio-visual presentation, made when the passenger joins the bus or within a reasonable time of his doing so. This means an announcement by the driver of the bus, or courier or by a person who is a group leader in relation to any group of persons who are passengers on the bus.

(b) a sign prominently displayed at each passenger seat equipped with a seat belt. This sign must include a pictorial symbol depicting a white figure on a blue background.

Any operator of a minibus, owned, hired or leased by the University who fails to comply with either (a) or (b) above is guilty of an offence. It is recommended that all University minibuses have a pictogram sign affixed at each seat and that the group leaders make an announcement regarding the wearing of seat belts at the commencement of each journey.

Deliveries

There is an exemption in law for delivery drivers where they are involved in multiple deliveries in the same street, this was open to interpretation until clarified on the 1st March 2005 with the introduction of the Motor Vehicles (Wearing of Seat Belts) (Amendment) Regulations 2005. The amendment clarifies that it is compulsory for drivers or passengers in vehicles that have been constructed or adapted to carry goods to wear seat belts when making deliveries or collections if they travel a distance over 50m (roughly the WIDTH of an average football pitch). There may be some members of University staff who are involved in stores, procurement or mail type deliveries and who have previously been under the impression that because of the type of work involved that they were exempt from the requirement to wear seat belts, the amendment to the Regulations removes any such ambiguity and consequently drivers of University goods vehicles must wear seat belts at all times whilst driving.

Young people

Although the requirement and incidence of need to carry young people/children in a vehicle whilst on University business is extremely unlikely you are reminded that children or young people should only be carried in vehicles fitted with an appropriate child restraint system and that drivers are responsible for the seat belt wearing of all passengers under the age of fourteen years.

This Note is supplementary to, and not a part of, Part Two of the University Health and Safety Policy: General Precautions.

4.9 Asbestos

Asbestos is a naturally occurring mineral that is mined in several countries e.g. Zimbabwe, Australia and Canada, from where it has been exported to all corners of the globe. There are three main types of asbestos - chrysotile, amosite and crocidolite, commonly called white, brown and blue asbestos respectively, however they cannot be identified just by their colour. The import of all types of asbestos is now banned in the UK.

The only exposure route by which asbestos can enter your body and cause adverse health effects is by inhalation. Breathing air containing asbestos dust (fibres) can lead to asbestos-related diseases. Touching asbestos cannot bring about adverse health effects, as it is not absorbed through the skin, neither is it harmful by ingestion as your body will naturally dispense any fibres taken in on food or water. Asbestos will only pose a risk to health if asbestos fibres are released into the air.

It is important to remember that the only route by which asbestos can damage your health is by inhalation, therefore any asbestos within a building that is in good condition, not damaged or friable so as to allow fibre release into the air, and not being disturbed does not present a risk.

More detailed information is available on asbestos and the associated risks to health in Occupational Hygiene Guidance Note 4, 'Asbestos and You in this University', hard copies of which can be obtained from the Health and Safety Department at Health.Safety@ed.ac.uk. Further information on asbestos is available on the Resources section the Health and Safety Website - Asbestos.

The Estates and Buildings Department, in association with the Health and Safety Department, have produced a Policy document on asbestos, 'Asbestos Policy and Code of Practice', which may be accessed from their Website (Asbestos Procedures) at http://www.estates.ed.ac.uk/Works/asbestos.html

Unless it is absolutely necessary, no work with asbestos, or asbestos-containing materials, which is likely to result in the release of asbestos fibres into the air, should be undertaken.

However, if work with asbestos materials cannot be avoided, it is likely that the work will require to be undertaken by Licensed Asbestos Contractors and in all cases such work requires to be carried out using methods which comply with Regulations and Approved Codes of Practice set out by the Health and Safety Commission and Executive, such as the requirements of the Control of Asbestos at Work Regulations 2002.

Therefore work that involves the disturbance of asbestos-containing materials by University staff is prohibited. The only exceptions to this are certain small-scale work which may be undertaken by specially trained members of Estates and Buildings Department staff, and samples taken for identification purposes, by appropriately trained members of Estates and Buildings and the Health and Safety Department.

The Department of Estates and Buildings has appointed an Asbestos Supervising Officer to plan and co-ordinate the management of asbestos on University premises.

All University buildings that have the potential to contain asbestos have been, or are in the process of being surveyed (asbestos surveys), in order to identify the presence of asbestos and to assess it's condition. Asbestos-containing materials will be identified wherever practicable by warning signage or by being painted yellow.

Estates and Buildings will undertake to regularly monitor the condition of those materials identified as containing asbestos. It is however possible that these materials may be damaged between inspection visits and anyone concerned about damage to asbestos-containing materials or about the condition of such materials should contact the Asbestos Supervising Officer immediately by telephone (51 4228).

Asbestos legislation has been revised at frequent intervals, and the University's Asbestos Manager or the Health and Safety Department, Charles Stewart House, 9-16 Chambers Street, should be consulted to obtain up-to-date information.

5. Health & Safety in Offices, Libraries and General Areas

Although offices, libraries and general areas may seem at first sight to be relatively non-hazardous compared to other areas of the University, they are the scene of a substantial number of accidents, some of which are serious. Virtually all such accidents are avoidable, and the specific points noted below should be considered in conjunction with the general safety advice mentioned elsewhere in this part of the Health and Safety Policy.

5.1 Fire Hazards

As in most other areas, fire is a major potential hazard, and due care must be taken to prevent the outbreak of fire.  Flammable liquids, where required, should only be kept in small quantities, properly stored and labelled, and must never be brought near to a source of ignition. Solutions commonly used in offices, print rooms etc. should never be used in confined spaces without adequate ventilation. Large quantities of waste paper, boxes and other flammable materials, should not be allowed to accumulate, particularly in fire exit routes.

5.2 Electrical Hazards

The potential risks associated with electrical equipment in use in offices and libraries etc. should be appreciated. Electrical circuits should not be overloaded by the use of adaptors to serve a number of appliances. Independently fused, fixed multi-socket plug boards should be used instead, where appropriate.

Plugs must be correctly fused for the power rating of the appliance, and plug cables should be securely fixed by cable clamps. Amateur repairs on electrical equipment should on no account be attempted and only maintenance engineers should remove service panels from such equipment. Appliances should be switched off and unplugged after use and at night (unless the equipment concerned is designed to run continuously). If additional heating is required only suitable appliances approved or supplied by the Works Division may be used.

The use of open bar radiant fires in offices and libraries, or elsewhere in the University, is prohibited.

All items of portable electrical equipment must be regularly inspected and tested for electrical safety in order to comply with the Electricity At Work Regulations, 1989. In Schools that do not have technical staff, nor the technical facilities to test and inspect items of electrical equipment, this work will be carried out by the Works Division. Works Division engineers will notify Schools of the results of the test and inspection programme.

5.3 Physical Hazards

Physical hazards may be presented by some office machinery and equipment. All guards on guillotines, copiers, printing and other powered machinery, such as paper shredders, must be kept in place at all times when the equipment is in use. Great care should be taken to prevent long hair, ties and loose clothing becoming entangled in the moving parts of such machinery. Care should also be taken to prevent trailing wires, cables, etc., from presenting a tripping hazard. Kettles must never be placed on the floor or in precarious positions on shelves or desks. There have been several instances in the past of persons being scalded by the contents of a precariously located kettle.

Materials should not be stacked on the floor where people may fall over them. Filing cabinets can often cause injuries and they should be so positioned as to prevent people coming into contact with sharp edges, corners, etc. Lower drawers of cabinets should be sufficiently loaded to prevent toppling when an upper drawer is opened, and drawers should be closed immediately after use. Care must be taken, when lifting and carrying, not to attempt too heavy a load and not to carry a load which obscures forward vision. Tables and chairs, especially revolving chairs, should never be used to gain access to high shelving and shelves should not be overloaded, especially above head height. If access above head height is required, a proper set of steps or a library stool should be used.

Care should be exercised when using doors which do not have a viewing panel, particularly if heavy objects, hot liquids etc., are being carried. Solid doors should be approached from the side away from the hinges, and personnel should never barge through doors or run in corridor areas.

5.4 Display Screen Equipment

• 5.4.1Introduction
• 5.4.2Workstation Assessments
• 5.4.3The Screen
• 5.4.4The Keyboard and Work Surface
• 5.4.5Seating
• 5.4.6Work Environment
• 5.4.7DSE Eye Tests
• 5.4.8Further Information
  • Guidance Leaflets
  • Concerns
  • Training

5.4.1 Introduction to Display Screen Equipment

Display screen equipment (DSE), and particularly visual display units (VDUs), are now a commonplace feature of the office environment.

There are a number of hazards associated with the prolonged use of DSE and information on how to minimise these risks is outlined below.

Display screen equipment and other relevant work equipment, including desks, chairs and other associated furniture can and should be adjusted to the most comfortable position for each individual user.

In order to avoid discomfort from prolonged use of DSE equipment, users should :-

• assess their workstation
• raise any problems with their line manager in order that they may be resolved,
• make necessary adjustments to their workstation, and
• adopt good working practices

5.4.2 Workstation Assessments

Before beginning to work at a workstation, you should receive adequate instruction and training in the use of your own particular workstation equipment with particular emphasis placed on the health and safety aspects associated with it's use.

Information on DSE and details of training courses are available from the Occupational Health Unit (see further details below).

In addition, computer based training is also available which enables users to access information easily from their own workstation, as and when required. 'Workstation Safety Plus', is a web-enabled interactive software package available under licence for use by members of the University of Edinburgh community only.

This software explains the problems associated with the use of Display Screen Equipment, and allows the user to risk assess his or her own workstation, whilst they are seated at it! Workstation Safety Plus may be accessed from the Health and Safety Computer Based Training pages.

Each workstation must be assessed and any problems resolved as soon as possible. To assist with this a model workstation risk assessment form is available from SAFENET. [A copy of the Display Screen Equipment Workstation Risk Assessment Form Questionnaire can be accessed by following this hypertext link]

You are encouraged to report any problems back to your supervisor for remedial action.

5.4.3 The Screen

Display screens should have easily read characters, and should be stable, with no visible flicker or swim. Screens should swivel and tilt easily, and you should have control of brightness and contrast. The screen should be free from reflective glare.

There is no evidence to suggest that display screens cause damage to the eyes or eyesight, or make existing eye defects worse. However, some people find reading from a VDU screen is tiring even when other precautions, such as preventing poor positioning with respect to overhead lighting and windows, resulting in glare, have been taken. If you are in any doubt about your eyesight you should have an eye test. Further information on DSE Eye Tests is available on the Health and Safety Website.

Studies by responsible expert bodies such as the National Radiological Protection Board in the United Kingdom indicate that radiation emission from VDUs is negligible, being very much less than that from natural environmental sources such as the sun. There is no reason to suspect that work with VDUs can affect the reproductive functions in either men or women. Talk to your doctor if you have any doubts or worries in this regard.

5.4.4 The Keyboard and Work Surface

The keyboard should be separate from the screen and tiltable, for maximum operator control, and your work surface should be sufficiently large for a flexible arrangement of the components of your workstation, and should be of low reflectance. A suitable document holder should be provided, if you require one.

5.4.5 Seating

The height of your chair and the angle of the chairback need to be adjustable so that the whole design of the workstation is suited to the physique of the operator, so as to provide a comfortable working environment. A suitable footrest should be provided, if you request one.

There is no doubt that ergonomic and visual fatigue problems can be aggravated by long periods of work. A transfer to other activities for around 10 minutes in every hour is generally regarded as a good way of avoiding such problems. Flexibility in the work regime is the key, taking into account the requirements of both the individual operator and the work in hand.

5.4.6 Work Environment

Your work environment, in terms of space considerations, lighting, reflections and glare, noise, temperature and humidity, must be such that a comfortable workstation is provided, which is acceptable to you.

Software employed must be appropriate to the task, and adapted to the capabilities of the operator. You should never be subject to clandestine surveillance of your work performance; any such monitoring must only be carried out after full consultation with you.

5.4.7 DSE Eye Tests

[Further information on the DSE Eye Tests can be accessed by following this hypertext link]

5.4.8 Further Information

Regulations and much guidance on working with display screen equipment, particularly VDUs, is now available and may be obtained on loan from Health and Safety Department, Charles Stewart House, 9-16 Chambers Street.

Guidance Leaflets published by the Occupational Health Unit, which may be downloaded, and further information regarding concerns about the use of display screen equipment are available from the Resources section of this site [Display Screen Equipment].

Information on available training courses may also be obtained by following the Display Screen Equipment link or may be accessed directly at the Office Ergonomics Training page.

5.4 (supplement) DSE Eye Tests - Supplementary Information

University employees who are regular users of display screen equipment (DSE/VDU) should be made aware that, upon request, they will be provided with a vision test and eye examination - a DSE/VDU Eye Test.

Employees who have been previously referred to the appointed University Optometrist or who already wear spectacles should contact the Health and Safety Office in the first instance by email health.safety@ed.ac.uk providing their Name, Department and Department address or by telephoning 51-4255 to obtain the necessary paperwork before arranging the appointment.  All other employees should contact the Occupational Health Unit, 50-8190  to arrange an appointment for vision screening.  (Occupational.Health@ed.ac.uk).

An appointment will be made for a vision screening eye test. If this vision screening test indicates that you should be referred to an optician for a full eye sight test and examination of your eyes, you will receive a letter asking you to contact Rodger & Smalridge (T J Walls), the University’s Appointed Optometrists, for an appointment.

The costs of such DSE eye tests will be met centrally, and Rodger and Smalridge will issue a prescription (where appropriate) to the applicant, and a report to Health and Safety Department, the latter stating whether sight correction specifically for DSE work is required.

The University is not required to pay for the supply of any corrective appliance which is not relevant to DSE work. The cost of normal corrective appliances prescribed for any other purpose will therefore not be refunded by the University.

Any individual is, of course, at liberty to arrange an eye sight test with opticians other than Rodger & Smalridge; the cost of eye tests carried out by opticians other than the University’s Appointed Optometrists will not, however, be met by Health and Safety Department.

Employees who wish to use another optician should first seek approval from their Head of School/Unit and agree the arrangements for payment of costs. A School/Unit is not required to pay for tests carried out by another optician but may agree to do so as a goodwill gesture. It should be understood that the employee may be required to pay the initial costs and be later reimbursed by the School/Unit on production of a suitable receipt. In such instances it is imperative that the receipt clearly states the individual’s full name, and that corrective appliances are prescribed specifically for display screen equipment work. In addition to the cost of the eye sight test, the School/Unit will only be liable for the cost of the most basic design of spectacles to a value of £50.

Experience has shown that between 5% and 10% of DSE users tested will require specially prescribed corrective appliances (normally spectacles) for DSE work. Where such corrective appliances are prescribed, the cost of the most basic design of spectacles (£50 for basic lenses & frame) will require to be met by the cost centre at which the user works. Health and Safety Department will inform the relevant Head of School/Unit in writing when this is the case.

Please note that so called “VDU spectacles” (and other devices) that purport to protect the user against radiation are not special corrective appliances.

The Display Screen Equipment Regulations, and so the requirement to provide eye tests, do not apply to persons who do not hold a contract of employment with the University of Edinburgh. If you have any queries regarding this system, please contact the Health and Safety Department,  51 4255, (Health.Safety@ed.ac.uk).

This Note is supplementary to, and not a part of, Part Two of the University Health and Safety Policy: General Precautions.

5.5 A Safe Workplace

Commonsense and basic good housekeeping are the predominant factors influencing the maintenance of high standards of health and safety in offices and libraries, etc., and staff should always be conscious of dangers to themselves and their colleagues, presented by their working environment and activities.

Any unsafe conditions, e.g. faulty lifts, faulty fire doors, missing fire extinguishers, missing Fire Notices, defective equipment (particularly defective gas fires), poor lighting, damaged floor coverings, unsafe furniture and so on, should be reported at once to your immediate supervisor so that remedial action can be taken. It is often helpful to send a copy of any written request for action to remedy an unsafe condition in the workplace to Health and Safety Department, Charles Stewart House, 9-16 Chambers Street.