CUED Safety Office

Appendices

Appendix A

LOCAL OFFICERS RESPONSIBLE FOR SAFETY

The following are appointed by the Heads of Divisions as Local Officers Responsible for Safety (LORS), over specific areas of the Department.

Please contact the relevant Local Officer in your Area on any aspect of Safety.

Appendix B

DUTIES OF LOCAL OFFICER RESPONSIBLE FOR SAFETY

Appointed by the Head of Division to be responsible for the day-to-day safety of a designated area

1. To be responsible for co-ordinating the day-to-day safety of staff, students and visitors in their area.

2. To implement, as far as is reasonably practicable the University and Departmental Safety Policies.

3. To make regular inspections of the designated area in order to ensure that it is a safe and healthy place to work, and that those working within the area are properly instructed in safety matters or are properly supervised. Inspections should be made at regular intervals, and after the installation of any substantial new equipment, apparatus, or work procedure.

4. To co-operate with the Departmental Safety Committee Chairman, H.S. & E. Coordinator and Safety Technician and seek their advice on appropriate occasions.

5. To bring to the Head of Department's attention through the Safety Committee or H.S. & E. Coordinator any unsafe practices and breaches of safety.

6. To investigate all accidents or near misses occurring in the area with the H.S. & E. Office and take any necessary action to avoid any recurrence.

7. To advise on any potentially hazardous experiments and assist in the preparation of a mode of operation of the experiments to reduce any risk of accident. A copy of such instructions is to be lodged with the Departmental H.S. & E. Office for future reference.

8. To arrange a substitute when absent from the Department for more than two weeks.




Appendix D

DUTIES OF THE HEALTH SAFETY & ENVIRONMENTAL ADVISER AND HEALTH SAFETY & ENVIRONMENTAL TECHNICIAN FOR THE ENGINEERING DEPARTMENT

HEALTH SAFETY & ENVIRONMENTAL COORDINATOR

1. To co-ordinate the provision of advice and assistance to the Heads of Divisions and Local Officers of the Department who are delegated by the Heads of Divisions and Head of Department to be responsible for safety in designated areas of the Engineering Department.

2. To provide written and verbal instruction on safety codes and practices, making all members of the Department, through the Local Officers where appropriate, aware of their responsibilities for safety and the nature of the hazards that they are likely to face.

3. To arrange training in safety, fire precautions and first aid throughout the Department.

4. To advise the Head of Department and Chairman of the Safety Committee of unsafe practices and breaches of Departmental instructions in safety.

5. To arrange for the recording of accidents, including near misses, which happen in the Department; to investigate with the Local Officer concerned and to report any serious accidents to the University Safety Adviser.

6. To liaise with the University designated Officers on matters related to safety, fire, radiation and first aid.

7. To compile the Departmental annual report on Safety.

8. To arrange a substitute when absent from the Department for more than one week.

DEPUTY HEALTH SAFETY AND ENVIRONMENTAL OFFICER

1. Developing and updating the Department Health and Safety Policy which includes a statement of Departmental procedures for safety, including testing and monitoring of equipment as well as Departmental policy statements.

2. Day-to-day implementation and monitoring of policy and plans; including accident and incident investigation, report and analysis.

3. Assisting in the planning for Health and Safety, including the setting of realistic short and long-term objectives, establishing adequate performance standards.

4. Developing and maintaining computerised safety database.

5. Providing advice or arranging for the provision of advice on extensive range of safety matters to members of the Department. To check that work being carried out in the Department complies with relevant legislation.

6. To be a point of reference for safety issues for the Department.




Appendix F

To: All New Members of Teaching Staff, Research Staff, Assistant Staff and Research Students and Visitors
From: Departmental H.S. & E. Co-ordinator, Engineering Department

The names of persons relevant to Safety as follows-

Health, Safety and Environmental Coordinator: Ian Slack Tel: 32740, is307@cam.ac.uk

Deputy Health, Safety and Environmental Officer: Mrs A. Underwood Tel: 60507, asu22@cam.ac.uk

Radiation Officer: Dr G Parks Tel: 32799, gtp@eng.cam.ac.uk

Laser Officer: Dr T Wilkinson Tel: 39709, tdw@eng.cam.ac.uk

Biological Officer: Dr M Oyen Tel:, mlo29@cam.ac.uk

DEPARTMENT FIRST AIDERS:
Main site:

Barbara Brown - Tel 32600 - Reception
Richard Christmas - Tel 32788 - Instrument Shop
Alan Heaver - Tel 32760 - Materials
Peter Knott -Tel 32854 - Deployable Structures
Martin Touhey -Tel 32612 - Structures
Roz Coyngham - Tel 65827 - Security
Anthea Underwood -Tel 60507 - Safety Office
Helen Gray -Tel 48237 - Finance Office
Don Rooker -Tel 32600 - Reception
Viv Bateman -Tel 32702 - DPO
Joy Warde – schools work only – Tel 32702

Andrew Feldhaus – Tel 32759

Schofield Centre:

Kristain Pether-Tel 37109

Richard Adams – Tel 37109

CAPE:

Sarah Hazelhurst – Tel 48300

John Norcott – Tel 48335

Ivonne Medina-Salazar – Tel 48288

IFM:
Stuart Fordham – Tel 60533

Jackie MacDonald – Tel: 48270

Whittle:

John Saunders – Tel 37580

Domonic Basham – Tel 37580

Nano:

Sue Gymer – Tel 60314

Ian Ganney – Tel 60316

The First Aiders in this Department are concerned at the possibility of giving treatment, which might cause unfortunate side effects. Please read and return the tear-off slip attached to Ian Slack in the H.S. & E. Office (even if you have none of these conditions). The First Aiders have assured me that any such information received will be kept strictly confidential to them. Ian Slack can also introduce you to Medic-Alert.

 

ALLERGIES QUESTIONNAIRE (download here).
STAFF IN CONFIDENCE
To: Ian Slack, Health, Safety and Environmental office

Name:............................................................ ........................

Division:...........   Area where you will be working:...............................................................
(Please use BLOCK CAPITALS)

• Allergic to Aspirin
• Haemophiliac
• Allergic to Stings
• Diabetic
• Taking Anti-coagulants
• Epileptic
• Taking Steroids
• Asthmatic
• Allergic to Tetanus Toxoid
• Wears Contact Lenses
  (Please tick where applicable)
  
  Other Allergies: ................................................................................................................
  
  .............................................................................................................................................
  
  Other Conditions: ...............................................................................................................

      .............................................................................................................................................

       .............................................................................................................................................

Date: ............................................... Signed: .......................................................................

N.B This information is accepted in complete confidence and is only for the purpose of avoiding side effects from treatments for injury. It will only be seen by departmental first aiders and medical personnel involved.

INDUCTION GUIDELINES/CHECK-LIST

This document is designed to help in the introduction of newly recruited assistant staff to the University rules and procedures, and to their individual rights and responsibilities, during the early days of their employment by the University.
All assistant staff should be allocated to a named supervisor who is in charge of the area in which the assistant will be working, or who has overall charge of a group of employees. The Supervisor should ensure that the new assistant is informed of his/her duties and the department's requirements with respect to hazards (and their associated health and safety procedures) PRIOR to commencing in the workplace.

Assistant's Name:

Supervisor's Name:
Job Title:
Date of appointment:

Each of the subject groups should be initialled by the assistant and the supervisor when it has been covered.

SUBJECT GROUP

1. Introduction

• Welcome to the Department.
• Brief description of the Department.
• Introduction to staff.
• Location of toilets, washrooms, rest room etc.
• Internal/external post, telephone/notification to switchboard.
• Use of central equipment and facilities; (Data Protection, Copyright requirements, computers, fax, photocopiers etc.).
• Use of local Canteen, opening times, and kitchen facilities etc.

Assistant :
Supervisor :
Date :
____________________________________________

2. Documentation

• Assistant's P45, N.I. and bank details given to Department.
• Assistant Staff Handbook
  (Attention should be drawn to the sections that deal with Equal Opportunities, Appraisal, Training facilities, Discipline and Grievance procedures, Racial & Sexual Harassment, Trade Union representation and membership, Welfare Adviser, University Centre, University Sports and Social Club).
• Registration of vehicle/parking disc/parking (if applicable).
• Receipt of formal letter of appointment, Job Description and other documents.

Assistant :
Supervisor :
Date :
___________________________________________

3. Clarification of job and working arrangements

• Job requirements, supervision, overall scope and duties of the job on a daily, weekly or other periodical basis.
• Performance and behaviour standards expected within the Department (in general) and the work (in particular).
• Explain how the standards are applied. Particular attention should be drawn to the Job Description and any documents issued by the Department, which provide guidance or specify local rules.
• Departmental policies and regulations e.g. Hygiene, Smoking etc.

Assistant :
Supervisor :
Date :
___________________________________________

4. Clarification of pay arrangements

• Rate of pay.
• Time and method of payment.
• Tax/pay query procedure.
• Contributory Pension Scheme - (where applicable).
• Payment during periods of absence due to illness or injury.

Assistant :
Supervisor :
Date :
____________________________________________

5. Clarification of hours of work, sick,

• Weekly hours of work: in term/out of term with start/finish times.
• Lunch, tea, coffee breaks.
• Attendance & timekeeping standards expected.
• Absence through sickness - action to be taken.
• Holiday entitlements, arrangements, Bank holidays.

Assistant :
Supervisor ;
Date :
____________________________________________

6. Fire and Safety within the Department and associated workplaces.

• Tour of the area.
• Fire alarm system.
• Fire exits.
• Fire evacuation procedure and assembly point.
• Location and use of fire fighting equipment if trained.
• Action in event of fire.
• Fire notices/safety representatives.
• Building/s Security Arrangements,alerts and evacuations.

Assistant :
Supervisor :
Date ;
-----------------------------------------------------------

7. Specific University and/or Department documents which explain the hazards, precautions, special procedures and/or techniques to be followed.

1. University Safety Policy and Safety Manual.
2. Department's Safety Policy and Handbook/Manual/Notices.
3. Accident reporting, forms, records.
4. Requirement for protective clothing, eye protection, footwear, VDU use and workstation ergonomics etc.
5. First Aid arrangements
6. Occupational Health

Assistant :
Supervisor :
Date :
____________________________________________

8. Biological hazards

Assistant :
Supervisor :
Date :
____________________________________________

9. Chemical hazards

Assistant :
Supervisor :
Date :
____________________________________________

10. Physical hazards

Assistant :
Supervisor :
Date :
____________________________________________

11. Radioactivity hazards

Assistant :
Supervisor :
Date :
____________________________________________

12. Basic Safety Course

(Normally these are held monthly, but they may be held more frequently at certain times or the year).

Attendance on the Basic Safety Course presented by the University Safety Adviser's Office.

Assistant :
Supervisor :
Date :
____________________________________________ To be completed by the Assistant:

I agree that I have received information guidance and instruction indicated on this CHECKLIST and associated documents.

To be completed by the Supervisor named at the beginning of this document:

The assistant has received induction training indicated on this CHECKLIST and associated documents.

To be completed by the Head of Department/Authorised Representative:

I am satisfied that the assistant has received induction training indicated on this CHECKLIST and associated documents.

Department:


Appendix G

MEMBERS OF THE SAFETY COMMITTEE

Prof Dame A Dowling : Head of Department
Mr R Collet-Fenson : Chairman
Mr I Slack : H.S. & E. Coordinator
Mrs A Underwood : Deputy H.S. & E Officer
Dr G Parks : Radiation Officer
Dr T Wilkinson : Laser Officer
Dr M Oyen : Biological Officer

Dr T Nickels : Division A
Dr D Hasko : Division B
Dr G MacShane : Division C
Mr R Lynch : Division D
Mr M Harding : Division E
Dr T Drummond : Division F

Research Student: To be appointed

Undergraduate: To be appointed
Mrs B Paschalis/Mrs R Fogg  : Clerical
Mr T Dennis : Laboratory Assistants
Mr A Beavan : Workshops
Mr D Green : Supt. of Workshops
Clerk of Works
Mr J Saunders : Whittle

Mr J Chandler : Schofield

Mrs S Gymer : Nano

Ms R Conyngham : Security

Mr J Dickinson : BOC rep

Union Representative: to be appointed
Mr A Moggridge : Facilities manager
Mrs B Brown : Chief First Aider

University Fire Officer: Invited
University Safety Office: Invited


Appendix H

DEPARTMENTAL SAFETY COMMITTEE

1.Terms of Reference

The purpose of the Committee shall be to stimulate the interest of all members of the Department in the prevention of accidents and to make recommendations to the Head of Department.

2. Membership

Chairman Appointed by the Head of Department
H.S. & E. Coordinator - Secretary of the Committee
Deputy H S & E officer - Post Holder
Teaching Staff - One member nominated by each Division

Research Students - to be nominated annually by Divisions on a rota basis
Undergraduates - to be nominated by the SSJC
Radiation Officer
Laser Officer
Clerk of Works
Security
Facilities Manager
Chief First Aider

3. Frequency of Meetings

At least four meetings to be held each year.

4. Co-option
The Committee may co-opt up to three additional members at its discretion.

5. Distribution of Minutes

Head of Department
Director of University Safety
Committee members
School of Technology


Appendix J

ACCESS TO BUILDINGS AND PREMISES

For reasons of safety and security, the buildings and laboratories of the Department are locked at night and at weekends. Different arrangements may apply to the West Cambridge sites.

1. Main Site

The buildings are open on Mondays to Fridays from 07.30 to 18.30 hour. They are fully locked from 22.00 to 07.30 hours each night.

There is an intermediate half-locked condition for the benefit of research students during the following periods:-
                 Mondays to Fridays 18.30 to 22.00 hours
                 Saturdays and Sundays 09.00 to 22.00 hours

During these periods access is possible through the Baker building main entrance and to the Inglis Building through the centre road entrance.
(N.B: Research students may obtain extended access on application to the Finance Office if he/she wishes to work at night. It must be authorised by the Head of Division, is for a limited period only and depends on the safety of the work involved being satisfactory).

2. IFM

Entrances to the IFM are open between 08.00 and 18.30 Mondays to Fridays.
For evening and weekend working, permission for access may be obtained from the Manufacturing Engineering Tripos Office. Authorised users are reminded that all locks are swipe access and it is the responsibility therefore of each person to ensure security of doors on entry and exit from the premises.

3. Whittle Laboratory

It is swipe card access at all times. Access is possible via the main door to research students who obtain permission from the Finance Office.

4. Schofield Centre

Access permission may be obtained from the Finance Office on application. The signature of the Professor of Soil Mechanics or of the Chief Technician is necessary.


Appendix K

FIRE INSTRUCTIONS

In the event of a fire

1.      Shout ‘fire’ and operate the nearest fire alarm

2.      Leave building by nearest exit and proceed to assembly point

3.      Do not re-enter the building until informed to do so by a Fire Marshall, Fire Brigade or Security

Fire alarm and evacuation procedures

On hearing the alarm all persons will leave the building and proceed to the assembly point at:-

Main site : Royal Cambridge Hotel (from Baker building) or Coe Fen (from Inglis building)

IFM: assembly point in car park

Nano: assembly point in car park

Whittle Lab: assembly point in car park

Schofield Centre: assembly point in car park

USE the nearest available exit

DO NOT use any lifts

DO NOT stop to collect any personal belongings

DO NOT re-enter the building until instructed to

NOTE: The Local Fire Manager will take charge of any evacuation

OUTSIDE WORKING HOURS on main site

On hearing the alarm everybody must evacuate to the area between Dept of Architecture and Engineering Reception leaving adequate space for any fire engines etc.

WHEN DEALING WITH FIRE

If a person's clothing is on fire, wrap a blanket, rug or similar article closely round them and lay them on the ground to prevent flames reaching the head.
If electrical appliances are involved, switch off current before dealing with the fire. Do not use water type extinguishers.

Shut the doors of the place in which the fire is discovered. If possible shut windows and switch off power, gas and water.

IT IS IN YOUR OWN INTERESTS

- to study this notice, to know what to do in the event of fire and how to use the fire appliances if trained.
- to make yourself familiar with all means of escape in the case of fire.
- avoid creating any obstructions on staircases, landings and other escape routes at all times.

Avoid telephoning reception during an evacuation unless assistance is required to leave the building.


Appendix L

WHAT TO DO IN CASE OF INJURY

1. Call a First Aider by dialling reception.

If no one is available or if outside working hours dial 31818 for Security and ask for help.
Alternatively, by outgoing telephone dial '9/999' and say 'ambulance for University Engineering Department', specifying the address and stating suspected type of injury.
Send someone to instruct the emergency units where assistance is needed on site.

First Aid is aimed at ensuring that the condition of the casualty does not deteriorate while skilled medical assistance is on the way. The patient should be moved as little as possible to prevent further injury.

2. If electric shock, switch off the power before going to their aid and apply immediate resuscitation.

3. If possible lay the casualty down in the ‘recovery position’.

4. Faints (temporary inadequate supply of blood to the brain). Lay the casualty down  with their feet raised higher than their head.

5. The names and telephone numbers of First Aiders are given in appendix F. They have first aid bags in addition to plaster boxes which are placed at strategic points throughout the Department.

6 All injuries must be reported on the University accident report form and submitted to the Departmental H.S. & E. Office within 24 hours. Forms arer available from Reception or the Department H.S. & E. Office.


Appendix M

RULES FOR LEAVING APPARATUS RUNNING UNATTENDED AND FOR WORKING OUTSIDE NORMAL HOURS

These rules and information is applicable to all members of the Department who wish to leave apparatus running unattended.

Between 5.15 p.m. and 6.30 p.m. security men are on patrol and other research students and teaching staff are frequently on the premises.  After 6.30 p.m., however, it is obligatory for research students to work in pairs unless their supervisor has given written permission for them to work alone, having first been satisfied that it is perfectly safe for them to do so. This written permission must be sent to the H.S. & E. Office who will pass it on to Security.

During non-working hours the University Security Team is in charge of the building. In the event of any emergency they may be contacted on extension number 31818.

Examples of materials and operations on which you should never work alone are:-

• High energy materials
• Flammable liquids
• Toxic gases, liquids or solids
• High pressure systems
• Cryogenic materials
• Moving equipment and machinery
• Electrical systems
• Scaffolding or towers

If it is necessary at any time to leave apparatus running and unattended you must satisfy your supervisor that it is perfectly safe to do so from all points of view - fire risk, injuries to students, security and others.

If agreed, a large display label should be attached to the apparatus you are running and another similar label to the main switch/switches supplying the apparatus.

This is to inform Security:-

• That the apparatus is authorised to be left running and that the switch/switches must be left on.
• The switch to be turned off should the apparatus be found to be overheated or otherwise in distress.
• The name and telephone number of the person responsible for the rig

Appendix R

PERMIT TO WORK IN A HAZARDOUS AREA – to be issued by Clerk of Works

This permit to work is designed to provide assurance to persons who are invited to enter and to carry out maintenance work in potentially hazardous areas, e.g. fume cupboard exhaust areas, microbiological laboratories and any other areas containing dangerous equipment about which the person may wish assistance.

Appendix S (download Appendix S)

RESPONSIBILITY FOR SAFETY OF PERSONNEL NOT EMPLOYED BY CAMBRIDGE UNIVERSITY ENGINEERING DEPARTMENT
I . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
of . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
have understood the method of operation of . . . . . . . . . . . . . . . . . . . . . . . .
and undertake to carry out those operations according to generally approved and accepted
codes of safe practice.

Period of operation: . . . . . . . . . . . . . . . . . . . . . to . . . . . . . . . . . . . . . . . .
I will ensure that no action of mine will be outside those permitted by the Cambridge University Engineering Department's specific instructions by which the Health and Safety at Work Act 1974 Section 3(1) will in any way be contravened.
Signed: . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Date: . . . . . . . . . . . . .

Section 3(1):It shall be the duty of every employer to conduct his undertaking in such a way as to ensure, so far as is reasonably practicable, that persons not in his employment who may be affected thereby are not thereby exposed to risks to their health or safety.


Appendix T

GUIDELINES FOR THE ISSUE OF PERSONAL SAFETY SPECTACLES TO TECHNICIANS

The Personal protective equipment at Work Regulations 1992 requires that approved eye protectors/ approved shields/ fixed shields are required for the machining of metals and other materials, including any dry grinding process where there is a foreseeable risk of injury to the eyes of any person engaged in any such work from particles or fragments thrown off.

The issue of personal safety spectacles will be confined to those whose main duties involve -


- The use of machine tools

- The supervision of others using machine tools

- The cleaning and servicing of machine tools whilst either they or adjacent machine tools are in use.

Apprentices in their first year will not be issued with personal safety spectacles until it is determined whether they will require them for their permanent job. Until that time they shall wear standard safety spectacles.

All other members of staff, students, senior members of the University and visitors shall be required to wear the standard issue safety spectacles when in the vicinity of operating machine tools, particularly where the area is designated an "Eye Protection Area".

It is recommended that free replacement personal safety spectacles would only be authorised by the H.S. & E. Office on the grounds of prescription change, unavoidable damage and fair wear and tear. The sight test fee will not be chargeable to the department. The cost of obtaining a prescription must be borne by the individual concerned.

Standard safety spectacles may be drawn from the departmental stores at any time on a supervisor's authorisation. Laboratory and workshop supervisors should always have them available to visitors.


Appendix U

GUIDELINES FOR THE ISSUE OF PERSONAL SAFETY SHOES TO TECHNICIANS

1. The free issue of personal safety shoes should be confined to those whose main duties involve the need to handle heavy objects or where there is the possibility of feet being crushed by dropping, or colliding with heavy pieces of equipment and, where inadequate mechanical handling equipment is available.  The most common example is the handling of heavy metal plate in the workshops.

2. Other personnel supported on research contracts may be issued with safety shoes from the contract funds at the discretion of the investigator.


Appendix W

TESTING OF PORTABLE ELECTRICAL EQUIPMENT

The Code of Practice for Electrical Safety which has been issued by the University is based on the Health and Safety at Work Act 1974 and requires us to ensure that all portable electrical equipment is in a safe condition and can be used without danger. In particular all electrical equipment, which has a flex and a plug, will carry an identification mark to indicate that it has been tested. Low voltage equipment (<50V) will not be tested. The frequency and type of testing for equipment using more than 50V will vary according to whether the equipment is in one of three categories. The testing will be carried out by the ‘in house’ PAT tester from BOC, (jaime.dickinson@boc.com) who will provide records of testing and fix a label to the equipment stating that it has passed and the date of the next inspection.

 
CATEGORIES

The three categories are defined as follows:-

• Category I: Highest Risk Earthed equipment such as portable hand drills and other power tools where a likelihood of damage to leads or flexes is high. Also earthed equipment used in wet or dusty environments. These are to be visually inspected every 6 months and electrically tested annually.
• Category II: Medium Risk Earthed equipment such as kettles, convector heaters, leads and extension leads etc. used in fairly low risk conditions but subject to some mechanical handling. These are to be visually inspected and electrically tested once a year.
• Category III: Low Risk Double insulated equipment such as table lamps, computers, faxes, photocopiers, electrical and electronic test equipment not subject to much mechanical stress. These are to be inspected by formal visual inspection every 4 years.

NOTIFICATION

New equipment or equipment reused after storage for an extended period must also be reported to the BOC rep for testing.

Appendix Y

LIFTING EQUIPMENT

1. Items covered by this instruction:-

                  Chain blocks and hoists

                   Rope slings (wire, nylon and sisal)

                   Shackles

                    Eye bolts

                    Spreader bars

                    Lifts – maintenance from the University Lift Team

2. All lifting tackle must be tested before being put into service and thereafter be inspected every six months. Appropriate equipment must be properly marked with the safe working load, identified and entered in the Departmental register so that details can be sent to our insurers and inspections can be made.  It is the responsibility of the section owning the equipment to ensure that all their items of lifting tackle are presented for inspection at the appropriate time. Equipment is inspected by our insurers Allianz Engineering every 6 months or as instructed by the insurers. The Health and Ssafety Office must be informed of any new equipment purchased and any items that have been destroyed to update the Department register.

3. It is most important that any items of lifting tackle that do not bear an identification number and a safe working load are not used.

Appendix Z

SAFETY MANUAL DISTRIBUTION

All Local Officers with Responsibility for Safety

Heads of Divisions

Safety Committee Members

Chief Technicians

University Safety Office

Student Supervisors

-