Health, Safety and Wellbeing

A to Z of health and safety

Browse the options below for information on specific hazards and where to get help if you need it.

Actions and Interventions

HS G063 Actions and Interventions for Health & Safety Non-Compliance and Breaches Guide

This guide outlines what action can be taken within the University for health and safety (H&S) non-compliance and/or breaches. 

Asbestos

Asbestos Management

Due to the original construction of our campus there is asbestos present in some of our buildings. When contained asbestos does not pose a risk to health. Problems can arise when asbestos dust is released due to uncontrolled works or accidental damage.

Asbestos risks are managed by Sussex Estates & Facilities on behalf of the University Estates, Facilities and Commercial Services division. There is an ongoing program to remove asbestos from campus where possible.

Works and Construction

Even drilling into a wall to put up a shelf can result in a release of asbestos.

Prior to carrying out any work likely to release asbestos by yourself or contractors you should ensure that the asbestos register has been checked.

This can be done by emailing the details of the proposed work to Sussex Estates & Facilities (SEF) Service Desk service.centre@sef.fm

Suspected Accidental Release

If you suspect that damage to a building has resulted in a potential release of asbestos please call the Sussex Estates & Facilities (SEF) Service Centre and report details of the incident.

Service Centre number 01273 877777

Policies and guidance documents

 

Asphyxiants, pressure systems, gas cylinders, cryogenics and explosive atmospheres

The Hazard

Most asphyixiants have no smell or odour and can go undetected. They are commonly used and if they reduce the oxygen concentration in an area without an alarm it can result in loss of consciousness and death.

Common asphyixiants

  • Liquid nitrogen
  • Dry ice (Carbon dioxide also has other hazardous properties)
  • Inert pressurised gases e.g. argon

Uses

  • Laboratories
  • Welding
  • Theatre productions

Controls

  • Where ever possible asphyixiants should be used and stored outside in a well ventilated space.
  • If used and stored inside they should be in a well ventilated space.
  • Warning signs should be in place and the area should be secured to prevent unauthorised access.
  • Detectors and alarms should be fitted if asphyxiation calculations show a foreseeable risk of asphyxiation.
  • Should form part of area or activity risk assessments.
  • Training, information and instruction must be provided.

Effects of reduced oxygen concentration.

O2 concentration

Volume %

Effects and symptoms

 

20.9

Normal level of oxygen in the atmosphere

19.5

Minimum safe level of oxygen

< 18

Potentially dangerous.

< 10

Risk of unconsciousness followed by brain damage or death due to asphyxia is greatly increased.

< 6

Immediate loss of consciousness occurs.

0

Inhalation of only 2 breaths causes immediate loss of consciousness and death within 2 minutes.

Emergency First Aid

WARNING: Do not hurry to help without thinking. The risk is that you will become the second victim.

Only adequately trained personnel should attempt rescue using the correct equipment such as:

  • Self-contained breathing equipment
  • Safety belts/harnesses and winches
  • Personal monitors
  • Resuscitation equipment.

Where this equipment is not available, a rescue should not be undertaken.

References

 

Policies and guidance documents

Audit and inspection

Inspection

Inspection is a range of approaches and techniques used for a number of reasons. These include:

  • To monitor and maintain health and safety standards.
  • To improve health and safety standards.
  • To improve other areas of performance such as resource usage, pollution control, and quality of work.
  • To improve culture and include staff in supporting the organisational goals to improve their work place.

Techniques

There are three basic techniques which can be used in different ways to monitor performance. These are:

  • Visual inspection (can include physical measurements e.g. occupational health monitoring such as noise level measurements).
  • Talk to people (sometimes referred to as interviewing but this implies quite a formal technique, when in fact a conversational style can be effective).
  • Review documents (can include looking at simple on device records such as affixed test records).

Examples of approaches to measure performance

Simple check list. Can be repeated several times a day and can be as simple as an initialled checklist. Used for toilet checks or food temperature checks. Does need a process to escalate and deal with any issues found. Simple area check, as seen in catering facility toilets, and a temperature record as used in food storage areas. These can be adapted for other uses e.g. initial area check or for checking a guard on a high hazard piece of equipment.

Simple check list with more detailed recorded. Examples include:

  • The function of an interlock guard on a guillotine.
  • The contents of a first aid kit.
  • Can be used to record weekly statutory tests such as water flows of rarely used outlets, or weekly fire alarm checks.

Periodic area or activity checklists. These are the most common inspection forms and processes used when a new area starts an inspection programme. Document 1 shows a recently implemented form that was used within a laboratory area. These can be adapted for specific areas. This form also allows progress tracking over a period of time to enable progress to be measured and trends to be identified.

Health and Safety Inspection Checklist template [XLSX]

Audit

There are many views and definitions of what constitutes a health and safety audit. It is sometimes described as an expert assessment of an organisation’s health and safety policies, systems and procedures, and should address:

  • Are current procedures and systems correct and delivering the expected outcomes?
  • Is the organisation protecting the wellbeing of the workforce and complying with the relevant regulations?

In the University Sector HASMAP (Health and Safety Management Profile) is a management standard developed for use in Higher Education Institutions (HEI) by the Universities Safety & Health Association (USHA) is a standard that forms the basis of more in depth audits.

Please add a link to document in Audit file

References

Inspection

Audit

Bad weather plans for campus

Snow and ice procedures

Snow and Ice

The University seeks to manage the effect of bad weather, particularly ice and snow, on campus, to ensure that staff and students are safe, and that the University can operate effectively

Clearance of roads, car parks and paths

  • The roads on campus are technically private roads, which the local councils and highways agency have no responsibility to maintain.
  • The University therefore has sole responsibility for clearing and gritting roads, car parks and paths. (We also seek to clear the path from Falmer railway station and the subway, although they are not University responsibility)
  • We use external contractors and premises staff to undertake this service, and have a small snow plough to assist with the clearance of any snow. However, we cannot guarantee that roads, paths and car parks can be kept open in all weather conditions
  • Supplies of grit and salt for campus are limited due to high demand and cannot be guaranteed if there is prolonged bad weather
  • The formal clearing processes for ice and snow involves different teams and major routes are prioritised. A map showing this and further information is available on the Sussex Estates and Facilities website
  • Where all car parks are at risk of closure, the University seeks to keep open those car parks which are most accessible, flattest and safest to keep open in the circumstances (e.g. Sussex House and Sports Centre). These are prioritised in order to keep at least some car parking for all campus users, not those who happen to work closest to these car parks
  • We have also prioritised the clearance of main paths around campus so that a core network of paths are cleared.

Safety of staff, students and other campus users

  • In deciding whether campus can remain open, we have to take account of the safety of staff, students and other campus users in accessing the campus by car and public transport, and using the campus safely.
  • We also have to take account of the ability to maintain key services on campus - e.g. security, catering e.t.c. - if staff are unable to travel to work.
  • We cannot guarantee the safety of staff and students in bad weather conditions and the use of roads and paths across campus must be done with care.

Different possible statuses for campus

The different types of status for campus and its operation in bad weather conditions would be:

  • Campus open as normal - i.e. we judge it safe to operate the campus, can provide key services and expect staff to travel to work, where they can do so safely.
  • Campus open, but with limited services or access - e.g. some car parks not cleared, so parking has to be limited, some paths icy etc. Some services cannot be provided - eg not all cafes can be opened. But travel by car and public transport means sufficient key staff can come to work. In these and any more severe circumstances, where staff can effectively carry out work from home then managers should authorise this.
  • The campus is severely disrupted (e.g. it has to close to traffic or car parks are not open). In extreme circumstances (as we saw in 2009 and 2010) we may need to stop vehicles coming on to campus if road conditions are too dangerous, or if no car parks are accessible. Services are likely to be severely disrupted, and we could not guarantee access to all buildings. Staff may be advised to come to campus only if necessary.
  • The University is closed - this is a formal decision made by senior managers if it is judged that the University cannot provide key services and remain open safely for staff, students and visitors. Essential services - e.g. Security, Residential Services - would need to be maintained. But other staff would be expected not to come on to campus.

Decision-making procedures - overnight snow

  • We review these decisions on an ongoing basis, and in relation to campus closing or remaining open, we seek to have a clear decision taken by 6.30am, so that information can be posted on the website by around 7am if at all possible.
  • Decisions may however be conditional on changing circumstances, since we want to keep campus open wherever possible, it might be the case that the campus can open later in the day, as conditions allow.

Decision-making procedures - daytime snow

  • If adverse weather develops during the daytime, the University keeps a close eye on the conditions to establish whether it remains safe to continue to keep the campus open, for staff and students to travel safely, taking account of whether public transport remains operational. The University also needs to be mindful of the fact that some staff will need to remain to provide normal campus services (eg catering, security and residential services) for students living on campus.
  • If the University does decide that it needs to stop its normal teaching and research activities, then this will be communicated to staff and students using the channels set out below. Managers of individual services and units are not expected to make unilateral decisions in relation to their operations (either closing or remaining open) before central guidance has been provided.
  • The University has a procedure for closing buildings once a decision has been made to stop normal activities in the event of snow and ice - this means that all activities within the buildings stop and staff will need to leave those buildings and normal out of hours procedures apply.

Continued operation of services

  • If services on the campus are reduced during snow and ice - e.g. if some staff cannot travel in to campus - then we endeavour to keep up to date information about which Library, ITS clusters, cafes, shops e.t.c are open.
  • If you are responsible for such services, you should send updates during any period of adverse weather conditions affecting campus, to internalcomms@sussex.ac.uk

Communications

  • The authoritative place for information is the University web pages for staff and for students. These are the first places at which information is posted and kept updated during the day.
  • We cannot - for practical reasons - guarantee that information is updated overnight before 7am on every day, but seek to get information out as quickly as possible around this time.
  • We may also use the following, although these are all secondary sources:

Staff travel to and from campus

Although campus may be open, there may be other reasons why staff cannot come to or stay at work due to snow. For example, public transport may be cancelled, or minor roads impassable. In these circumstances, staff would be expected to inform their line manager, and where possible work from home.

Staff with caring responsibilities

Similarly, there might be staff with caring responsibilities (eg for children) where the services they rely on (eg schools) are closed due to the bad weather. In these circumstances staff should inform their line manager, and would be expected to work from home if at all possible.

Biological safety, genetically modified organisms and human or animal tissue

Work with human tissue

Work with Human Tissue is regulated under the Human Tissue Act so as to ensure that appropriate consent has been given to any work

See guidance on work with human tissue: HS G003 Work with Human Blood Products and other Human Tissue Specimens [PDF 410KB].

Work with Human Tissue at the University of Sussex is overseen by the Human Tissue Coordination Group

Genetically Modified Cells or Organisms

See guidance on work with Genetically Modified Cells or Organisms (GMOs): HS G002 Genetic Modification [PDF 196KB].

Prior to working with GMOs approval for your project must be approved by the Biological Safety Advisors Group. If you are starting a relevant project please submit the form below to your School Biological Safety Officer.

See HS F018 Genetic Modification Risk Assessment Template [DOC 86KB].

For more information, contact either your School Biological Safety Officer or the Health & Safety Team

Prior to working with biological agents in Group 2, 3 or 4 approval for your project must be approved by the Biological Safety Advisors Group.

If you are starting a relevant project submit a HS F032 Bioagent risk assessment form [DOC 75KB] to your School Biological Safety Officer.

For more information please contact either your School Biological Safety Officer or the Health & Safety Team

Guidance notes are provided below on the following topics

HS P003 Biological Safety Policy

Chemical safety and the Control of Substances Hazardous to Health (COSHH)

Handling Chemicals

Chemicals can have the potential to cause diseases or ill-health, damage the environment or create dangerous environments (e.g. fire). When individuals handle chemicals they must be fully aware of the hazards associated with every chemical and how to manage that hazard so that harm does not occur.

Managing chemical risks involves:

  • Removing the potential for being exposed to airborne dusts, vapours and controlling anticipated spillage situations
  • Removing the potential of accidental gas or solvent releases and ignition
  • Controlling waste disposal
  • Good housekeeping, safe storage and best available laboratory techniques to minimise incidents whilst working with chemicals

 

When using chemicals on campus, the activity must be risk assessed prior to commencing and risk assessment stored for an appropriate length of time. For example, if carcinogens are being handled, the risk assessment should be stored for 40 years.

To ensure constant safe working spaces, housekeeping should be checked monthly by lab users, and identified actions followed up by Group leads, Principle Investigators or Supervisors.

Novel Chemicals

Novel chemicals have not been tested and have no safety information, however, in many cases hazards can be anticipated from understanding the structure.

Physical hazards

Explosive and flammability hazards can be predicted by predicting the physical properties and comparing with known tested similar compounds. Researchers should always use these predictions cautiously, until the novel chemical has been tested.

Health hazards

Chemicals with no health hazard rating should be regarded as being toxic, and appropriate controls should be put in place when handling the chemical to prevent inhalation, ingestion and absorption.

Environmental hazards

Chemicals with no environmental hazard rating should be disposed of by laboratory liquid and solid waste streams, rather than being put down the sink and being released into the environment.

Toxins and poisons

Toxins and poisons are substances which can be fatal to humans. At all times, they must be kept secure in a locked cabinet, and minimum quantities held.

If you wish to purchase a toxin or poison, contact your School Biological Safety Officer or the Health & Safety Team

Policies & Guidance Documents

Children and young adults

Young People and Children at Work

As an employer, the University has a responsibility, as far as reasonably practicable, to ensure the health and safety of all of their employees. This includes young people and children at work, on work experience or apprenticeships.

Definitions

Young Person (YP) - anyone under the age of 18.
Child - anyone who hasn’t reached ‘Minimum School Leaving Age’ (school year at which they turn 16 years old).

The Management of Health and Safety at Work Regulations (1999) detail that YP should be protected from risks to their health and safety which are a consequence of their lack of experience, absence of awareness or lack of maturity. As YP are likely to be new to the workplace and therefore unfamiliar to the work-related risks, sufficient instruction, training and supervision is essential. They will require more supervision than adults, this can be used to gauge their capability and progress for future tasks during their time with the University.

The employer should discuss the placement beforehand with the organisers in order to understand the YP physical and psychological capacity and any specific needs, e.g. medical condition or learning difficulties.

Children and YP are a high risk group to the workplace, so it will be necessary to complete a written assessment before the placement begins detailing any risks the YP may be exposed to and control measures put in place. This Risk Assessment should be sent to the organisers, e.g. YP School/ organisation or parent/ guardian.

Work Experience Risk Assessment template: HS G021 Children and Young People on Work Experience [PDF]

Relevant Links

Management of Health and Safety at Work Regs. (1999) [PDF]

Young Persons Guidance Notes (UoS) [PDF]

Young people and work experience [PDF]

Young People at Work

Young people at work and the law

Confined spaces

A confined space is defined as:

“Any space of an enclosed nature where there is a risk of death or serious injury from hazardous substances or dangerous conditions (e.g. lack of oxygen)”.

Whilst some plant room areas on campus fall into this category, there is the potential for confined spaces to be created during incidents, related to how the rooms are used and activities done in them are performed. For example:

  • Unventilated or poorly ventilated rooms, if there is the potential for substances to be released
  • Unventilated underground rooms or open-topped chambers
  • Sewers and enclosed drains

The dangers associated with confined spaces arise from:

  • A lack of oxygen; resulting from oxygen being consumed biologically or chemically or carbon dioxide or other gas being released
  • Hazardous gases, vapours or fumes building up in the space, creating a harmful breathable atmosphere
  • Space being filled by solids or liquids, displacing breathable air and trapping occupants
  • Risk of fire and explosions if solvents or flammable gases have been released
  • Heating, leasing to a dangerous increase in body temperature of occupants

If you recognise that your work area or an area you need to access might be classified as a confined space, contact the Health & Safety Team prior to attempting entry into the area.

If you suspect that during an incident (e.g. large spillage or gas release) your area might become a confined space:

  1. Identify the conditions and circumstances where this situation is a possibility
  2. Identify the control measures you need to put in place to ensure that this situation will not occur
  3. Write it down as a risk assessment
  4. Contact the Health & Safety Team and your Health and Safety Coordinator to verify that appropriate measures are in place prior to starting work on the activity.
Controlled and scheduled drugs

Controlled Drugs

A Controlled Drug (CD) is any drug, therapeutic agent or chemical which is held under strict control as specified in law.

They are usually substances with potential for abuse or addiction. They are classified into five schedules according to the different levels of control attributed to each schedule.

To determine the Schedule of any compound you wish to order please check the list available here

The University of Sussex operates and an exemption for research that enables work to be undertaken with Schedules 2-5 compounds subject to suitable controls being in place. These controls include a single register for relevant substances entering site, records of use and controlled destruction. For details of these controls please see your Schools SOP for work with Scheduled Drugs.

The synthesis of Scheduled drugs and the use of schedule 1 substances for research is not permitted without an individual researcher holding a license from the UK Government. If research objectives necessitate a license, researchers should in the first instance contact the School Technical Services lead and the Health & Safety team.

In order to operate under the exemptions stated above the use of Controlled Drugs in humans or Animals (research or teaching) must be approved by the relevant University Research Ethics Committee.
Prior to attempting to order or otherwise obtain Schedule 2 & 3 drugs or applying for a Schedule 1 license you should receive training in the suitable receipt, storage and disposal arrangements.

Any Scheduled drugs arriving on site must enter via a single point in the Pharmacy unit, this is to ensure that there is a central register of all relevant compounds.

The use of any controlled or scheduled drugs should be indicated on any project approvals submitted to research governance.

Novel Psychoactive substances

A Psychoactive Substance is defined as any drug capable of producing a psychoactive effect in a person who consumes it. New compounds that have not been assigned a Schedule that are created with the intention of having a Psychoactive effect are covered under the Psychoactive Substance Act 2016.

The synthesis of novel Psychoactive Substances is permitted for research purposes only and must be approved by a suitable University Ethics committee. A check against the current list of Controlled Drugs scheduled under the Misuse of Drug Regulations must be carried out prior to synthesis of and psychoactive compound to ensure that it is not a drug which has already been assigned a Schedule.

For additional guidance on this please contact either the Health & Safety team or the Pharmacy department within the School of Life Sciences.

Life Sciences Controlled Drugs SOP & Policy

For a copy of this document please contact the Health & Safety team

Legislation and external guidance

Construction and contractors

HS P007 Management of Contractors Policy [PDF]

HS G013 Guidance to Contractors - Premises and Construction Works [PDF]

Decontamination

Equipment Decontamination
Prior to having equipment serviced or disposed of users of the equipment should make sure that the equipment is in a safe state and complete the following form to detail what actions they have taken.

HS F004 Equipment Decontamination Form [DOCX 298KB].

Room Decontamination

HS G028 Disinfection [PDF]

Drones and autonomous vehicles

On campus

Operators of Drones on the University of Sussex Falmer Campus must gain permission from the Estates, Facilities Management & Commercial Services Division. Approval will only be granted to operators that have confirmed that they comply with the UK Civil Aviation Authorities rules on operating Drones and Unmanned Aircraft.

Off campus

Members of the University of Sussex operating Drones off campus must comply with the UK Civil Aviation Authorities rules on operating Drones and Unmanned Aircraft.

Display Screen Equipment (DSE) and assessments

DSE Assessments are carried out locally within Schools or Divisions.

Please complete the self assessment form available below

HS F034 DSE Workstation checklist [PDF]

After you have completed the self-assessment, we would advise that you contact the departments DSE Assessor if:

  • You are left with any questions
  • It has identified a change needed in the equipment or furniture you are currently using
  • You are aware of any health problems potentially related to your workstation.

 

The DSE assessor will then meet you at your usual work station to assess your needs and make recommendations.

If you do not know who your local DSE Assessor is, please contact your Health and Safety Coordinator who will be able to advise you of the local process and assessor. If you struggle to find a DSE Assessor through your HSC, please do contact the H&S team

To train as a DSE Assessor please see the training section

Policies and guidance documents

Electrical safety

On campus different types of electrical hazards require management. These are:

  • The use of portable electrical equipment (e.g. laptops, kettles & heaters)
  • The use of electricity or electrically powered equipment in research activities
  • The creation of electrical circuits and components
  • New technologies including the use of batteries and DC currents

Portable Equipment

All users of electrical equipment are responsible for the safe use of the equipment. This involves ensuring Portable Appliance Tests (PAT) have been completed, stopping the use of devices that have failed PAT, or if damage is noticed, taking out of service and getting the item electrically checked. Items must be turned off at the end of each working day, as this minimises both the fire risk and University’s energy consumption.

Hard wired, 3-phase or electricity generating research equipment

Equipment must be sourced from reputable insured suppliers, manufactured to relevant safety standards (EN or BS standards). Manufacturer’s recommendations on their installation and use must be considered.

The installation of these units should be planned to ensure that any changes to the facility’s electrical distribution system, including appropriate isolations and earthing points can be installed. Installation must be completed by a competent person, any alterations to the facility’s electrical distribution system must be completed by a qualified electrician, under a permit to work.

The equipment must be risk assessed and users trained in operating the equipment.

Creation of electrical circuits and components

Research activities may involve designing, building and testing electrical circuits and components. Individuals conducting this activity must have undergone appropriate training by their School, and appropriate supervision until they have been verified as suitable to work without supervision.

Equipment must be checked using methods which minimise the risk of harm if the unit fails (e.g. shorting or arcing), with appropriate fusing in place to ensure the facility’s electrical distribution system is not impacted.

Policies & Guidance Documents

Event safety and bookings

The following types of event require approval

  • Outdoor events
  • Large events within School and Divisional areas (more than 100 attendees)
  • Overnight events within buildings on the Falmer Campus
  • Events with the potential to cause disruption to University activities

 

Members of Staff

Staff wishing to hold an event on campus should complete the event management plan below.

HS F033 University of Sussex Event Management & Planning [DOCX]

This should be submitted to the Sussex Estates and Facilities Service centre 2 weeks prior to the event to enable sufficient time to provide any support required

Service Centre email: SEF.ServiceCentre@mitie.com

Final approval for events comes from the University of Sussex Estates, Facilities Management and Commercial Services Division.

Student Union Events

Students, clubs or societies wishing to host events on campus should contact events@sussexstudent.com

Events arranged via the Students Union must be submitted to Sussex Estates and Facilities Service centre 2 weeks prior to the event to enable sufficient time to provide any support required

Final approval for events comes from the University of Sussex Estates, Facilities Management and Commercial Services Division.

External groups

External groups interested in holding an event on our Falmer Campus should contact Helen Power-Hosking (Head of Commercial Services) at

H.Power-Hosking@sussex.ac.uk

Sussex Estates & Facilities (SEF) Support ror Events

As part of your event you may identify the need for additional cleaning, grounds support or porter assistance. There is a great number of services you can book through SEF to support your event. In the first instance, please discuss your requirement with the Service Centre who will be able to provide you with an up-to-date list of services and costs.

External Speakers Policy

Please see the external speakers policy and free speech code of practice

Catering

To arrange catering for an event please contact our on campus caterers

spacewithus@sussex.ac.uk

Eye test and vouchers

an eye test chart and a pair of glasses

Eye health is very important.

If it is not managed, it can lead to both short and long-term health conditions, including increased eye strain and headaches.

You can get a free eye test and basic glasses for screen work through the University.

Find out more about how to request a free eye test.

Fire safety

Fire Safety Policy

HS P008 Fire Policy [PDF]

Fire Assembly Points Falmer Campus

HS G016 UoS Map Fire Assembly Points [PDF]

Weekly Fire Alarm Bell Testing

April 2021 - Fire Alarm Bell Weekly Testing Schedule

Personal Emergency Evacuation Plans (PEEPs)

What is a PEEP?

A PEEP is an individual’s escape plan for those who may require extra assistance in the event of an emergency building exit. In order to evacuate rapidly and safely to a place of relative safety, the individual may require help, guidance or special equipment.

Who requires a PEEP?

Students, staff and regular visitors who have mobility, hearing, sight or cognitive impairments and/ or would have difficulty quickly and safely exiting the building or making their way to a relative place of safety require a PEEP.

A temporary PEEP may be necessary for those with short term conditions, e.g. a broken leg or those in later stages of pregnancy.

What is included in a PEEP?

The PEEP details:

  • The individual’s main buildings and rooms on campus
  • The personalised evacuation procedure
  • Methods of assistance (guidance, procedures etc.)
  • Equipment required (including means of communication, use of Evac-chairs etc.)

PEEP documentation [DOCX] following an individual’s PEEP is produced, and reviewed when something changes or at the start of the next academic year.

Who to contact if I or someone I know requires a PEEP?

Please contact the Health and Safety Team if you/ someone you know requires a PEEP. The Health and Safety Team will make contact with the individual and their School or Directorate to discuss a PEEP which covers an academic building. For Residential PEEPS, the Health and Safety Team will make contact with the individual to develop.

If the individual is based in academic and residential buildings, one PEEP can be discussed with the individual and School or Directorate.

Email: healthsafety@sussex.ac.uk

Telephone: 01273 87 7116

Further support

Fire Evacuation Drawings

Fire Evacuation drawings are posted in buildings along escape routes. Electronic copies are available here.

Deaf Messaging Service

DMS allows you to connect to the University fire alarm system simply by sending a text message from your mobile phone, once connected you will receive a notification by text message when the fire alarm for that building is activated.

To connect to any of these devices, simply send a text message with the location code to 07797 870 999.

Location codes are displayed at the entrance to all buildings on the Falmer Campus and in the table below DMS codes for each building

Deaf Messaging Service Building Codes

Name

Location Code

Name

Location Code

Jubilee Building

UOSJB

JMS

UOSJMS

Norwich House

UOSNH

Genome

UOSGNOME

Essex House

UOSEH

Pevensey I

UOSPEV1

Library

UOSLIB

Pevensey II

UOSPEV2

BSMS Teaching

UOSBTEA

Pevensey III

UOSPEV3

BSMS Research

UOSBRE

Chichester I

UOSCHICH1

Richmond House

UOSRH

Chichester II

UOSCHICH2

Friston

UOSF

Chichester III

UOSCHICH3

Attenborough Centre

UOSACCA

Shawcross

UOSSHAW

Arts A

UOSARTSA

Fulton Building

UOSFB

Arts B

UOSARTSB

Arundel

UOSA

Arts C

UOSARTSC

Trafford Centre

UOSTC

York House

UOSYH

JCW

UOSJCW

Bramber House

UOSBH

TFMRC

UOSTFMRC

Silverstone

UOSSIL

Ashdown House

UOSAH

IDS Building

UOSIDS

Freeman Centre

UOSFC

Falmer House

UOSFH

Falmer Sports Complex

UOSFSC

Meeting House

UOSMH

Kent House

UOSKH

Sussex House

UOSSH

Lancaster House

UOSLH

CRPC Building

UOSCRPC

Sport Centre

UOSSPORT

You will receive a confirmation message with a link which will take you to your DMS settings page. From here, you can select (or deselect) all buildings for which you wish to receive fire alarm notifications.

For example; To connect to DMS at the Meeting House, simply open a new text message and type the location code ‘UOSMH’. Send the message to 07797 870 999. You will then get a reply confirming the connection.

To disconnect from an individual building simply text STOP followed by the location code.

Text messages to DMS are charged at your network's standard

Fire Extinguishers

HS G017 Fire Extinguisher Provision Strategy

First aid

First Aid Kit Contents

HS G019 First Aid Kit Contents list

Locations of Defibrillators on Campus

  • JMS (Teaching lab 3B5)
  • ERT Vehicle
  • Sports Centre (Reception)
  • Sports Complex (Reception)
  • Library (Reception)
  • Security Vehicle

There are also some additional machines which were not purchased by the University:

  • Eat Central (kitchen entrance)
  • Freeman Building (entrance)
  • CISC
  • Falmer Train Station

First Aider Training

To arrange First Aider Training please see the training section of the Health & Safety Website

Hazardous waste

 

Hazardous Waste

Hazardous waste is classified by the Environment Agency as needing specific control and disposal routes.  Hazardous wastes are generally regarded as hazardous to the environment, and in many cases hazardous to human health.

The management and disposal of hazardous wastes are subject to a specific regulatory framework. Other wastes are regulated, but have a different set of requirements and tend not to be hazardous to health.

HS P021 Waste Management Policy

Legionella control and water risk assessments

HS P006 Legionella Safety Management Procedure [PDF]

ED 001 Water Safety Plan Estates, Facilities and Contract Management Division [PDF 595KB]

Lone working

HS P009 Lone Working Policy [PDF]

HS G022 Guidance on Lone & Out of Hours Working [PDF]

Machinery and workshops

Mechanical Hazards & Workshop Safety

It is important to maintain a safe working environment in workshops and with mechanical equipment as often they contain hazards which are not normally present in domestic or office environments. These hazards are associated with:

  • Manual handling, lifting operations and lifting equipment resulting from interacting with heavy equipment or moving heavy items
  • Machining equipment, potential for crush, entrapment, entanglement, impact, injuries from compressed air sources, swarf generation and chemical and biological risks from greases, fluids used in machining processes and degreasing agents
  • Respiratory hazards from spray painting and coating, sand blasting, grinding and wood work
  • Fire risks from using oil based products, creating sawdust and working with flammable equipment, against the ignition risk resulting from welding, sparks, friction and heat being generated by machining equipment

To ensure the safety of all using the workshop areas, it is necessary to ensure that each activity is risk assessed, individuals undertaking activities have been trained, certified as competent and are familiar with the equipment and the local emergency procedures. Each activity must be assessed using the hierarchy of control:

  1. Eliminate the hazard where possible
  2. Substitute the hazard with a less hazardous alternative
  3. Reduce the quantity that will be used, or reduction of hazard e.g. vibration
  4. Use of engineering controls, e.g. extracting fumes, guarding and interlocks
  5. Use of procedure controls, e.g. written instructions how to operate the machinery safely
  6. Use of PPE as a barrier between the worker and hazardous substances e.g. dust mask or gloves

Maintaining a good housekeeping standard, is essential for minimising fire risk and preventing harmful breathable air (from mists, dusts and vapours). Appropriate use of PPE and personal hygiene is necessary for minimising health effects from the substances being used and created. Housekeeping must be checked by the team working within the workshop on a monthly bases, and any identified actions must be implemented.

Policies and guidance documents

Pressure Systems

A pressure system is a closed system which holds steam at any pressure, any fluid or fluid mixture at greater pressure than 0.5 bar above atmospheric pressure or a gas dissolved under pressure in a solvent.

 Pressure systems can range from steam-generating commercial coffee machines to large boilers. 

The use of pressure systems and equipment at work are covered by the Pressure Systems Safety Regulations 2000 (PSSR).

The regulations ensure that the University and SEF appropriately maintain pressure systems to prevent serious injury or damage to property resulting from stored energy being released from a failed pressure system or component.

Staff members working with pressure systems must follow the HS G057 Pressure Systems Procedure.

Lifting Equipment

Lifting equipment can be defined as work equipment for lifting and lowering loads, including any accessories used in doing so (such as attachments to support, fix or anchor equipment).

Lifting equipment is covered under the Lifting Operations and Lifting Equipment Regulations (LOLER) 1998.

LOLER requires the University to undertake thorough periodic inspections of their lifting equipment by an independent, competent person, alongside user checks. For the University the independent inspector is Zurich.

Inspections

All lifting equipment must be inspected by an insurance engineer every 6 months or 12 months.  This is summarised as:

•          6 months Lifting equipment that lifts people

•          6 months Lifting accessories, including shackles, hooks, chains etc.

•          12 months All other lifting equipment, including cranes and loading equipment

Technical Teams should have access to the insurance data base (Crimson).  Please contact the H&S Team or Insurance Manager if access is required.

 The insurance tags on lifting equipment for the past 12 months:

  • EARLY 2021: BLUE
  • LATE 2020: WHITE
  • EARLY 2020: PURPLE

 Untagged, or incorrectly tagged, lifting equipment should not be used (unless status verified via Crimson).

Staff members working with lifting equipment must follow the HS G058 Lifting Equipment Procedure.

Manual handling

HS P011 Manual Handling Policy [PDF]

HS G038 MAC Score Sheet [PDF]

New and expectant mothers

Introduction

This guidance document and risk assessment is aimed at new and expectant mothers, and their managers. It outlines helpful information and the University risk assessment process.

Specific laws relating to new and expectant mothers at work are mainly contained in:

  • The Management of Health and Safety at Work Regulations 1999 (MHSW) which require employers to protect the health and safety of new and expectant mothers.
  • The Workplace (Health, Safety and Welfare) Regulations 1992.
  • The Equality Act 2010.

What sort of risks might I be exposed to?

You may be at risk from processes, working conditions or physical, biological and chemical agents and these risks will vary depending on your health, and at different stages of your pregnancy. Some of the more common risks might be:

  • Lifting/carrying heavy loads;
  • Standing or sitting still for long lengths of time;
  • Exposure to infectious diseases
  • Exposure to toxic chemicals;
  • Work-related stress;
  • Workstations and posture;
  • Exposure to radioactive material;
  • Threat of violence in the workplace;
  • Long working hours;
  • Excessively noisy workplaces.

 

These will be assessed as part of the risk assessment process.

Noise

Noise

Being exposed to loud noises or high sound levels can damage an individual’s hearing. Damage can be caused in two ways.

  • Short duration of very loud noise or sound
  • Repeated exposure to elevated noise or sound

The damage is caused by the sound waves over-exciting the detecting fibres in the cochlea, and can be irreversible. As listening to sound or being exposed to noise is a common feature of modern life, individuals are advised to not ignore elevated sound levels to best preserve their hearing throughout their working life.

How much noise is too much?

As a rough guide; there are some tests which individuals can do when equipment is being used and the sound or noise is being emitted, these are:

  • Is the noise or sound level intrusive for most of the working day? (e.g. like a busy street, a vacuum cleaner or crowded restaurant)
  • If 2 individuals standing 2 metres apart need to raise their voices to have a normal conversation.
  • Do you use noisy powered tools or machinery for over half an hour a day?
  • Do you work with noisy equipment routinely?
  • Is noise generated because of mechanical impactions (e.g. hammering, pneumatic impact tools or explosive sources e.g. cartridge operated tools or destructive pressure testing)
  • Do you have muffled hearing at the end of the day, even if it is better by the next morning?

 

If you answer “yes” to any of test questions this is a good indicator that the sound is a hazard in the working space.

To identify how individuals can be best protected, it is necessary to conduct a noise monitoring survey. This can be organised through contacting the Health & Safety Team. If a noise monitoring survey has already been done in a room, and the equipment or function of the room significantly changes, the survey will need to be repeated.

What can be done to reduce the sound levels in my area?

Sound and noise are often produced by moving equipment. Often the levels alter when the equipment experiences wear and increased vibration of the mechanical parts. A hierarchy of control exists to minimise noise levels within work spaces. The most effective control is to stop sound or noise being generated at source. The hierarchy is:

  1. Purchase low noise level equipment (quiet operation models)
  2. Conduct regular maintenance, replacing worn parts to minimise mechanical vibration
  3. Build in noise minimisation equipment into the equipment set-ups e.g.
    1. Sound absorbing casing
    2. Vibration absorbing matting
    3. Sound baffles in duct work
    4. Soft furnishings (where appropriate) to absorb rather than reflect sound waves in a room
    5. Reduce the quantity of time the equipment is operating for (emitting sound), or restricting the exposure time of individuals (for example job rotations)
    6. Increase the distance between the item generating sound and the individual e.g.
      1. If the equipment does not require direct supervision, people leave the work area
      2. People work away from the source of noise
      3. Using PPE. Different PPE options protect from different sound levels and sound frequencies. To ensure that the correct PPE has been selected, it is necessary to have completed a noise monitoring survey. It is also essential to fit PPE properly to ensure there is an adequate barrier to the sound waves and the PPE will provide appropriate protection.

 

Early symptoms of hearing loss

There are a few early signs of hearing loss. Hearing loss is generally gradual and in many cases by the time individuals have noticed the symptoms, their hearing has already been affected. The best protection is to prevent damage from occurring. If you are exposed to sound or noise and notice the symptoms listed below:

  • Conversation becomes difficult or impossible
  • Your family complains about the television being too loud
  • You have trouble hearing the telephone
  • You find it difficult to differentiate sounds like “t”, “d” and “s”, so you confuse similar words
  • Permanent tinnitus (ringing, whistling, buzzing or humming in the ears) can also be caused.

 

Contact the University Occupational Health Service

Policies and guidance documents

Occupational Health

For support from Occupational Health please ask your line manager to submit a management Referral.

See occupational health information on the HR web pages

Permit to work system

Introduction

A range of contractors come to site to complete a whole range of tasks from routine servicing of office equipment such as printers through to contractors engaged in complex and high hazard activities such as access to confined spaces to complete inspections or repairs.

Control of contractors

Contractors should have a site host who can provide support, guidance and information to ensure the contractor works safely and does not adversely impact University operations. For higher hazard areas e.g. laboratories, the local controls must be increased to commensurate with the risk.

This is a complex area of health and safety management and expert advice should be taken to ensure competent contractors are engaged and appropriate planning and supervision takes place. Most activities will be completed by SEF or Estates and Facilities.

Permit to work (PTW)

PTWs are generally issued by SEF as part of their operations. Other specialists may also issue and use PTWs on site e.g. work associated with high voltage switching.

References

HSE Managing contractors

HSE PTW Guidance

Personal Protective Equipment (PPE)

Respiratory Protective Equipment (RPE)

(RPE) should be used as a last resort. There are many different types of RPE and it is necessary to understand the material and approximate particle size needing to be filtered as well as confirm the mask creates a seal round the individual’s face. If RPE is selected, management processes need to be put in place to ensure that the mask continues to provide adequate protection for the duration the user requires. If you are intending to use RPE, please contact the Health & Safety Team for information about what is needed.

Prescription Safety Spectacles

If you require prescription safety glasses for a risk assessed activity that is part of your work please complete the following
Prescription Safety Spectacles Request Form

Prescription Safety Spectacles

If you need safety spectacles to do you work and they require a prescription, you can request these.

You will need permission to place a request.

View the prescription safety spectacles request form.

Radiation (Ionising, Non-Ionising, Lasers & Electromagnetic Fields)

Ionising Radiation

For information on working with Ionising Radiation including;

  • Unsealed Sources of Ionising Radiation
  • Sealed Source of Radiation
  • X-ray Equipment and X-ray Generators
  • Naturally Occurring Radioactive Material (NORM)
  • Radon

See the Ionising Radiation web page.

Artificial Optical Radiation

For information on working with Artificial Optical Radiation including:

  • Lasers
  • Broad Beam Optical Sources
  • Ultra Violet

See the Artificial Optical Radiation guidance.

Risk Assessment

HS F001 General Risk assessment template [DOCX]

HS FG 001 Risk assessment guidance [DOCX]

HS F002 Safe System of Work & Combined Risk Assessment [DOCX]

HS FG002 Safe System of Work & Combined RA Guidance [DOCX]

Safety Signage

Safety signage

The Health and Safety (Safety Signs and Signals) Regulations 1996 provide requirement for the University to provide safety signage where there is a significant risk to health and safety.

Safety signs are to warn people of remaining significant risk which has not been removed or controlled otherwise. They help to further reduce the risk but are not substitute for other control measures.

Using the correct symbol, colour and shape ensures that safety signage can be universally understood.

Common types of Safety signage

Prohibition signage- A sign which prohibits behaviour likely to increase or cause any danger, e.g. ‘no access for unauthorised persons’

No unauthorised access signage

 Warning signage- A sign providing warning of a hazard or danger, e.g. ‘danger- electricity’.

electricity signage 

Mandatory signage- a sign prescribing specific behaviour, e.g. ‘eye protection must be worn’.

Eyewear is mandatory sign

 Emergency escape or first-aid signage- a sign giving information on emergency exits, first aid or rescue facilities, e.g. emergency escape route’.

fire escape signage

 Fire fighting signage- a sign providing information on fire fighting equipment and fire alarm activation points, e.g. fire extinguisher

fire extinguisher sign

For support on safety signage please contact the Health & Safety Team.

References

Safety signs and signals The Health and Safety (Safety Signs and Signals) Regulations 1996

https://www.hse.gov.uk/pubns/priced/l64.pdf

Travel on University business and off-site working

During the Ongoing Covid-19 Pandemic please see the Health & Safety Covid Resources for guidance on travel

TransportNew row title

HS G061 E-Scooter Safety Concern Guidance

Transport of dangerous goods

See HS G040 Transport of Dangerous Materials [PDF]

Ventilation: room and Local Exhaust Ventilation (LEV)

HS G059 Ducted Local Exhaust Ventilation Procedure [PDF]

HS G060 Recirculating Fume Hoods (Ductless) LEV Procedure

Waste (Water and Equipment)

Waste Water (Disposal Via Sinks) and Trade Effluent

The UoS must not put down the sink anything that may:

Damage the sewers

Damage water treatment works

Cause a health hazard to sewerage workers or the public

Harm the environment

Please ensure a sink poster [PDF 121KB] is displayed above the sink in any relevant laboratory or workshop

Waste water trade efluent

Waste equipment from laboratory areas

Prior to being handed to technical services or removed from a laboratory for disposal the owner of the equipment should complete an equipment decontamination form. This specifics if the equipment could have become contaminated with a hazardous substance and if so what steps have been taken to clean the equipment prior to disposal.

Prior to disposing of equipment consult the operators instructions and check for

  • Gas cylinders
  • Sealed sources of radiation (Do not remove, contact site radiation protection officer)
  • Hazardous chemicals in pipework and or holding tanks
  • Mercury bulbs

 

Equipment cannot be disposed of as Waste Electrical Equipment with these present

If you find any of these contact your local technical services team or the health and safety office

HSF004 Equipment Decon Form

Wellbeing and mental health

Factors impacting mental health

Multiple factors within a workplace can contribute to mental health including:

  • Organisational factors – how the work is organised and the workplace culture
  • Job factors – including the working environment, an individual’s job role, how much control they have over their role, what their job involves doing, their colleagues and students
  • Individual factors – whether the individual has been able to form working relationships with colleagues and whether their work life balance is appropriate for them.

An individual’s home life and circumstances will contribute to their mental health and how they manage the challenges they face.

In order to support members of the University of Sussex the follow resources are available.

Staff

University of Sussex staff can access the Employee Assistance Program.

Organisation Development provide training and resources to support staff mental health. See information for line managers.

Staff can also contact their Human Resources Business Partners for more details on what support is provided. Find your Human Resources Business Partner.

Students

University of Sussex students can access services through the Student Life Centre.

These services include access to University of Sussex Counseling Service.

Email counsellingreception@sussex.ac.uk

Phone 01273 678156

Chaplaincy

All members of the University of Sussex can take advantage of the support provided by the Chaplaincy services including meditation and mindfulness sessions can be found here

Work-related stress
HS G047 Work related stress guidance

Reporting an incident

If you or someone else has experienced behaviours such as bullying, harassment, a hate incident, sexual violence, domestic abuse or discrimination, you can let us know using this Report and Support tool.

Working at Height

Background

Working at height remains one of the commonest causes of fatalities and serious injuries in the UK. This page outlines the key standards and guidance documents available at the University of Sussex.

There are simple rules for work at height:

  • AVOID work at height if you can - If you don't need to go up there, don't!!
  • If work at height cannot be avoided- PREVENT falls by selecting and using the right access equipment.
  • If you cannot prevent falls- MINIMISE the impact of any fall. Where you cannot eliminate the risk of a fall, use work equipment or other means to minimise the distance and consequences of a fall, should one occur.
  • Steps and ladders can be used when the above methods not appropriate.
  • Always check for fragile roofing materials, these must be protected.

Who can use access equipment on University of Sussex Premises?

Type of equipment

General use

Authorised UoS  staff e.g. engineers or ACCA

SEF and Specialist contractors

Typical controls

Library stools

 

Library steps

 

A-frame steps

 

Ladders

 

 

Tower scaffolds and MEWPs

 

Contact Health and Safety if required

PASMA or IPAF qualification

Scaffolds

 

Access only

 

Lanyard and Harnesses

 

Contact Health and Safety if required

Fixing points and running lines must be certified

 

University of Sussex Documents 

References

Health and Safety Executive - Work at Height

For Advice and Assistance, contact the Health & Safety Team

Workplace Environment

A safe work place

This page outlines some of the key aspects of maintaining a safe work place. The focus is on general workplaces with additional or in some cases different controls for specialist areas.

Workplace maintenance

Your workplace should be:

  • In good repair and maintained so that it is safe and works efficiently.
  • Provided with enough space for safe movement and access.
  • Maintained to ensure floors, corridors and stairs etc. are free of obstructions, e.g. trailing cables.
  • Provided with good drainage in wet processes

Lighting

The facility should be provided with lighting which:

  • Is good light – natural light where possible and measures to avoid glare.
  • Includes local lighting at workstations where necessary.
  • Includes suitable forms of emergency lighting.
  • Ensures well-lit stairs and corridors
  • Ensures well-lit outside areas – for pedestrians and to help with work activities such as loading/unloading at night.

Safe movement around the premises

Measures will include:

  • Safe passage for pedestrians and vehicles – separate routes may be necessary.
  • Level, even floors and surfaces without holes or broken boards.
  • Hand-rails on stairs and ramps where necessary.
  • Safely constructed doors and gates.
  • Floors and surfaces which are not slippery.
  • Minimisation of risks caused by snow and ice on outdoor routes, e.g. use salt or sand and sweep them.

Maintaining a clean workplace

Workplaces will be maintained to ensure:

  • Floors and stairs are clean, with effective drainage where necessary.
  • Premises kept clean, including furniture and fittings.
  • Containers for waste materials.
  • Dirt, refuse and trade waste are regularly removed.
  • Spillages are promptly cleaned up.
  • Internal walls and ceilings are kept clean.

Glazing, windows and sky lights

Measures include:

  • Safety glass where necessary
  • Windows capable of being opened can be opened, closed or adjusted safely.
  • All windows and skylights are designed and constructed so that they may be cleaned safely.

Hygiene and welfare

Provisions include:

  • Clean toilets and hand basins, with running hot and cold or warm water, soap and towels or another suitable means of drying.
  • Drinking water.
  • Somewhere to rest and eat meals, including facilities for eating food which would otherwise become contaminated.
  • Accommodation or hanging space for personal clothing not worn at work (and somewhere to change if special clothing is worn for work).
  • Rest facilities for pregnant women and nursing mothers.

Comfortable working environment

Work environments will be:

  • A reasonable working temperature within workplaces inside buildings (usually at least 16 °C, or 13 °C for strenuous work, unless it is impractical to do so, e.g. in certain temperature controlled laboratories).
  • Local heating or cooling where a comfortable temperature cannot be maintained throughout each workroom (e.g. hot and cold processes).
  • Good ventilation – a sufficient supply of fresh, clean air drawn from outside or a ventilation system.
  • Heating systems which do not give off dangerous or offensive levels of fume into the workplace
  • Enough workspace, including suitable workstations and seating.

Working at height

The following controls will be put in place:

  • Precautions to prevent people or materials falling from open edges, e.g. fencing or guard rails.
  • Fence or cover floor openings, e.g. vehicle examination pits, when not in use.

Reporting issues

Any issues should be reported to the SEF Service Centre

Reference
Workplace health, safety and welfare (L24)