CUED Safety Office

Part II - Safety Procedures

Security Arrangements
For reasons of safety and security the buildings and laboratories of the Department are locked at night and at weekends. Security patrols are in operation during non-working hours. Hours of access and arrangements for working during closed periods are outlined in Appendix J.
Emergency Procedures
Emergency procedures have been laid down for action in the case of fire, injury and malfunctioning of unattended experimental apparatus, and accident reporting.

Fire
In the case of fire, the alarm should be sounded by breaking the glass of a fire alarm call point. Persons in the Department hearing the 'evacuate' alarm must evacuate the buildings and go to the designated assembly points. The alarm system automatically alerts the local Fire Brigade. Fire extinguishers are available for use if the fire is small and if its spread can be easily contained (Appendix K).
Injury
There is a number of assistant staff trained in First Aid who should be called whenever someone is injured. First Aid plaster boxes are also available around the department. Whenever substantial numbers of staff or students are required to work in the premises during non-working hours arrangements must be made to ensure that adequate First Aid cover is available. A list of First Aiders is in a prominent position in all areas and is given to new staff on Induction (Appendix L).
Unattended Apparatus
Any experimental apparatus left running or switched on while unattended requires a notice to be attached to it, to main switches, taps, etc, supplying it, indicating the action to be taken in an emergency and giving the name and home telephone number of the person responsible (Appendix M).

o Accident Reporting
Accident report forms must be completed for all accidents or near misses that occur in the Department, whether or not they involve personal injury. The form should be sent to the H.S. & E. office where details will be copied into the accident book. The form is then signed by the H.S. & E. Office and a copy sent to the Director of Safety

Restrictions on Nature of Work
Access to the Department is between the hours of 8.00 a.m. and 6.30 p.m. from Mondays to Fridays, except on holiday closedowns. Between 6.00 p.m. and 9.00 p.m. on weekdays in Full Term, undergraduates may be allowed into the Baker Building for the sole purpose of using the DPO and library up to 10.00 p.m. Access is available for Research Students for entry into the Department up to 10.00 p.m. Late access may be issued to a Research Student for a limited period with his Supervisor's and Head of Division's written permission (see item 18 - Late Working in Laboratories).

Outside working hours the heating system is closed down. Requests for supplementary heating must be lodged with the Secretary of the Department, who will authorise the limited issue of convector heaters where justified. Under no circumstances may privately owned heaters be used, as they are not subject to the registration and testing procedures used in the Department and their use could seriously jeopardise the University's insurance position.

The Engineering Department is equipped to deal with electrical, chemical, mechanical and biological hazards. Radioactive sources, lasers and X-ray machines are also used in marked areas.

Laboratories and Workshops are out of bounds to undergraduates unless supervised. Only authorised personnel are allowed in plant and machinery rooms. Abrasive wheels on grinding machines must only be mounted by those registered as competent. Courses are arranged from time to time to instruct technicians in the safe practices of abrasive wheel mounting so that they may be so registered. The use of all machinery and equipment is restricted to those who have been trained and have acquired the skills to use them. Notices indicating the dangers of such equipment are displayed as appropriate.

Fork Lift trucks are only to be operated by registered drivers.
Late Working in Laboratories and Workshops
From 6.30 p.m. to 10.00 p.m, Mondays to Fridays, work on experiments (except undergraduates) is allowed, provided that at least two people are present and they have written permission from their Head of Division. Work by a single person up to 10.00 p.m. may be authorised by a Head of Division if they are satisfied that there is no safety risk and gives written permission. Research Students may be authorised to work after 10.00 p.m. provided that they do not intend to work on experimental apparatus or workshops machines and that they obtain written permission of their Supervisor and Head of Division.

Late working in the workshops is permitted only for skilled technicians with at least two people present. Access is available on the strict understanding that these rules will be obeyed.

Ancillary Staff from outside organisations working in the Department (Appendices R and S)

These are four types:-

Contract cleaners.
The responsibility for their instruction in safety and possible hazards rests with the Head Porter or Chief Technicians of the laboratory or workshop concerned.
Equipment service personnel.
Going direct to the equipment without asking permission to service it must be strongly discouraged, as the procedure for visitors in this category require that they be met at reception by the person who has responsibility for the equipment and must ensure that the equipment is safe to work on.
Building and plant maintenance contractors including staff from Estate Management and Building Service.
Whenever work is required on the buildings or plant by outside personnel, arrangements must be made with the Clerk of Works so that he or his deputy is aware of their presence, so their needs and any dangers that they may be exposed to can, and must, be explained. If the area is particularly hazardous the Clerk of Works may require the person(s) entering the area to comply with the Permit to Work system (Appendix R).
Outside workers using Departmental premises, equipment or other facilities.
No permission is to be given to personnel from outside organisations to use Departmental equipment.

Warning signs and access to hazardous areas
Signs showing means of exit in case of an emergency are displayed throughout the Department. All areas where danger exists must be conspicuously marked with warning signs at points of access. Where an experiment or workshop operation presents a temporary hazard, temporary warning notices must be displayed to prevent people straying into the danger area. Where apparatus is left running unattended standard warning notices are to be used (see appendix M ).
Protective Clothing

Laboratory Coats
Issued free of charge to all assistant staff and available to staff and research students on request. These are issued to protect clothing but if they are not properly fastened or become torn or saturated in oil they can represent a hazard in themselves.
Special Protective Clothing
Aprons and gloves are available from the Stores on request and with the Supervisor's authority in specific instances such as welding, flame cutting and the handling of toxic liquids. Other special clothing may be issued as required by codes of practice.
Eye Protection
Welding goggles and eye shields are available for welding. Polycarbonate head mounted shields are available at all dry grinding wheel machines and must be worn when operating them. General purpose cover spectacles are available free of charge to all technicians, students and other personnel when they need to use machine tools. Technicians who customarily operate such machines are given free issue prescription safety spectacles. (Appendix T).
Eye accidents have occurred to persons passing near to machine tools. It is advisable therefore to wear eye protection when within 2 metres of rotating parts of machine tools. Laser protection spectacles may be specified for use and advice on type given by the Radiation Officer. Workshops, where appropriate, shall be conspicuously designated "Eye Protection Areas". In such areas eye protection must be available and worn in the vicinity of hazardous operations.
Safety Shoes
Where a risk assessment has identified the need for foot protection then this footwear is available through the H.S. & E. Office for employees of the University. ( Appendix U).

Medical Records
Records of medical tests are kept but no details of the tests themselves.

Mercury - those exposed to mercury vapour are required to complete an annual check by the University Occupational Health Service..
Radiation - The Radiation Officer arranges periodic checks of dosimeter badges.
Lasers - prior to taking part in laser experiments staff and students are required to have an ophthalmic test carried out at the Occupational Health Centre. The tests are arranged and records kept by the Department Laser Officer.
Substances hazardous to health – with relevant risk phrases of R42,R43, R45, R46, R49, R60, R61, R64 – staff using these substances to complete a Health Record Form which is kept for 40 years.
Noise – tests are arranged regularly for anyone exposed to high levels of noise
First Aiders - records of allergies suffered by staff are recorded so as to avoid side effects from treatments for injury (see Appendix F, note 4).

Sources of Advice
Information concerning Health and Safety matters is available to all members of the Department, both staff and students, in the following forms:-

a) Copies of the Department Codes of Practice Document issued to Local Officers with Responsibility for Safety.
b) University Safety Manual.
c) University of Cambridge Little Green Safety Handbook - issued to undergraduates by Colleges and to staff, CRS, Visitors and research students by the Department.
d) Departmental Safety Leaflet - issued by the Department to staff and students during Induction
e) The Departmental Library has various leaflets and books on a Safety Shelf. There are also British Standard Specifications available on most subjects
f) Local Officers with responsibility for Safety, the Radiation Officer and the Departmental H.S. & E. Office have various codes of practice and safety leaflets.
g) Lectures on safety are given to undergraduates, CRS, Visitors and research students each week by the H.S. & E. Office. Appointed assistant staff attend safety talks given by the University Director of Safety at the monthly induction courses arranged by the Assistant Staff Office.

Specific Hazards

Radiation, ionising, non-ionising and lasers
The Radiation Officer and Laser Officer is available for advice and must be consulted before constructing any experiments involving these hazards.
Biological hazards

The Biological officer offers courses for anyone undertaking biological work in the Department which must be completed before working in the Bio Lab.

The Control of Substances Hazardous to Health Regulations - COSHH
Individuals should ensure the COSHH assessment forms are completed and sent to the Departmental H.S. & E. Office. Instructions for completion are available from the Departmental Safety Office. Signatures from their supervisor and Local officer responsible for Safety are required.
Semiconductor Safety
The Semiconductor clean room facility, which uses highly toxic gases has a separate safety and operating manual. Only staff and research students within this group may use this laboratory and the instructions must be followed scrupulously.
Disposal of Waste Chemicals
The University Safety Office provides a disposal of chemicals service for all departments. To make use of this, requests should be put through the Department H.S. & E. Office on extension 60507.

Maintenance
The University Safety Manual states that the Director of Estate Management is responsible for assisting the Financial Board in their responsibility for the care and maintenance of all University sites, buildings and grounds. It states also that he is entitled to rely on Departments giving him prompt notice of apparent defects of fabric. In the Engineering Department rather more self-help in its maintenance is provided by the Department Maintenance staff than is normal in other Departments, as follows:

Buildings

The Department can undertake a very limited amount of maintenance. In general Estate Management must be involved with maintenance and alterations and will take responsibility for safety. The Clerk of Works must be notified of any defects that might cause a hazard together with maintenance requirements and necessity for alterations. (site-maintnance@eng.cam.ac.uk)

Building Services such as heating, ventilating and compressed air plant

Any alterations should be notified to Estate Management through the Clerk of Works.

Electrical Equipment

Any installation and maintenance work must be carried out by competent personnel to the requirements of the Electricity at Work Regulations 1989. Electrical equipment used within laboratories and workshops must be inspected regularly by the laboratory or workshop staff. There are three categories as defined in the University's Code of Practice for Electrical Safety, Section 3, Portable and Fixed Electrical Equipment. In general within the Engineering Department the "Static Equipment" will be inspected by the Maintenance Staff on a regular basis. The other two categories, "Portable Appliances and Tools" and "Electronic Equipment supplied by flexible cable" should be tested by our ‘in-house’ BOC PAT tester. Advice and equipment may be obtained from the Maintenance Workshop or Electronics Development Laboratory and Code of Practice for Electrical Safety.

o Pressure Vessels
Statutory systems and vessels such as air compressors, autoclaves, pressure cookers, fermentation equipment and pressurised dewars for liquid nitrogen and helium, have to be registered with our insurers Allianz Engineering. To arrange this contact the Health and Safety Office on 60507. It is possible that certain research equipment may need to be classified as statutory therefore all pressurised research equipment, parts and systems should be referred to the Design Office for evaluation and testing before initial use and each time any modification is proposed. The Central Administration Office (The Old Schools) will pay for registration of systems classified as Statutory including annual visual inspection and insurance, but any unfavourable results found requiring replacements or re-testing will be the responsibility of the section using the equipment. The Health and Safety office holds all copies of the "written schemes", and a copy of any information provided by Allianz Engineering should be sent to them. Service contracts for pressurised dewars and compressors etc. are available and should be used; these are charged to the section using the equipment. Contact the stores office for information, this ensures that necessary safety features are maintained. High pressure air or gas cylinders are checked by the company refilling, consideration should be given to the type of regulator in use. Any equipment requiring the use of these cylinders should either be designed to operate at full-regulated pressure (which could be full bottle pressure) or be provided with non-adjustable relief valves set at 10% above normal maximum working pressure.

o Lifting tackles (hoists, slings, shackles, eyebolts and spreader beams)

A six monthly inspection is carried out by Allianz Engineering, our approved testing company. A central register of all lifting tackle is held in the Health and Safety office and it is important that all new lifting equipment is registered (see Appendix Y).

Ladders

A register of all ladders and steps used in Engineering is kept in the Health and Safety Office who will issue inspection notes for all items once a year. Notification of any defects noticed on ladders and steps, and also of any new ladders and steps purchased should be given to the Health and Safety office.

Lifts

The University Lift Team, based at the Estate Management Department is responsible for the maintenance of the lifts. Any equipment that needs, for reasons of safety, regular servicing for which facilities are not available within the Estate Management Department should become the subject of a maintenance contract with the manufacturer or other servicing agent.

Inspections

Local Officers Responsible for Safety should inspect their areas to ensure that they are safe and healthy places to work and that those working within their areas are properly supervised
The Safety Committee arranges safety tours at intervals throughout the whole Department. Typically, there should be about eight such tours a year, each covering a small part of the Department. The Local Officer with Responsibility for Safety for the area and the Chief Technician should accompany the tour party if at all possible. The tour convenor will present a report to the Safety Committee and follow up recommendations, so that progress can be given to the Committee of the action taken..