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Health and Safety Policy

Scope and intended audience New and expectant mothers
Policy statement Identification and management of risks: Fire
Policy availability and review Identification and management of risks: electricity
Access to IT Services accommodation and lone working Annual risk assessment
IT Services – responsibility for Health & Safety The Malicious Intruder Risk
First aid The Bomb Threat Risk
Reporting of Accidents / Dangerous Occurrences Personal protective equipment
Raising Health & Safety concerns The Hazardous Substances Risk
Risk assessment and hazard identification Use of vehicles
Housekeeping Use of Lasers
Visual display workstations [DSE] Workplace stress
The Manual Handling Risk Occupational health
Working at height Essential Health and Safety Information
  1. Scope and intended audience

    1.1. Pursuant to a comprehensive legislative framework according to workplace/occupational
    health and safety, which has been modified in accordance with directives of the
    European Community, the University is mandated to prepare and has prepared a policy
    on health and safety. The policy of the University is embodied in a document entitled
    “Health and Safety Policy Statement of the University Court” (“the University Policy
    Statement” thereafter). The University has also prepared codes of practice and
    guidance booklets relating to particular issues.

    1.2. This document contains the Health and Safety Policy for IT Services. The target
    audience for this Policy are all University employees who work within IT Services and
    others such as third-party contractors engaged by the University to conduct work for the
    said Service.

    1.3. This policy document sets out health & safety requirements specific to the operation and
    management of IT Services.

    1.4. Those persons who fall within the scope of this policy (see paragraph 1.3 above) must
    make themselves familiar with any local Health & Safety policy and procedures that are
    issued by the School or Services where they work.

    1.5. This policy should be read in conjunction with the University Policy Statement and other
    health & safety guidance issued by the University as appropriate.

  2. Policy statement

    2.1. IT Services is committed to providing a robust health & safety regime that is focused on
    creating and maintaining a safe working environment. IT Services will work to ensure
    that a programme of appropriate training and risk identification is in place and that
    there is and remains a positive environment for the raising and reporting of all forms of
    incident or concern related to health & safety.

    2.2. Each member of staff must take reasonable care to ensure their own health and safety,
    and that actions or omissions do not endanger in any way the health & safety of other
    members of staff, students, contractors etc.

  3. Policy availability and review

    3.1. A copy of this document will be made available to all members of IT Services staff, on
    starting their employment, through the departmental health & safety induction.

    3.2. This policy will also be published on IT Services Web pages.

    3.3. This policy will be subject to annual review by the IT Services Health & Safety
    Coordinators and the Associate Chief Information Officer (Information Assurance &
    Governance) and amended as appropriate. Prior to approval and publication it will be
    presented to the IT Services Health & Safety Committee and/or to the IT Services
    Management Team for their consideration.

    3.4. A copy of the policy will be issued to all IT Services staff, following any significant
    revision, or change.

    3.5. A copy of the policy will be submitted to EHSS annually.

  4. Access to IT Services accommodation (Bute Building and other locations) and lone working

    4.1. Access control for the Butts Wynd Building and other locations (e.g. the Butts Wynd
    Data Centre, exchanges and many [network] communication rooms) is in operation.

    4.2. IT Services has a Lone Working Policy, which exists for the protection of the wellbeing
    off all staff, who may be required to conduct episodes of work, outwith recognised
    normal hours of business.

    4.3. All episodes of working outwith the hours of 08.00 – 19.00 (Monday – through Friday)
    and at weekends are to be managed within the provisions set out within the IT Services
    Lone Working Policy.

    4.4. The Lone Working Policy will also be made available to all members of IT Services staff,
    via health & safety induction and from IT Services Web pages.

  5. IT Services – responsibility for Health & Safety

    5.1. Responsibility for implementation of the University Policy on Health & Safety lies with
    the Chief Information Officer. Day-to-day management of Health & Safety Policy has
    been delegated to the Associate Chief Information Officer (Information Assurance &
    Governance) (C Milne). To support this work, IT Services has 2 Health & Safety coordinators (P Reid and G Gillespie).

    5.2. Staff are expected to offer their full support to and cooperate with the Health & Safety
    co-ordinators and others such as Fire Wardens, who are tasked with undertaking Health
    & Safety duties.

    5.3. Third-party contractors and others such as interns are to receive a health & safety
    induction from the Health & Safety coordinators. Where relevant the University permit to
    work system will also apply.

    5.4. The IT Services will establish a departmental Health & Safety Committee, the remit and
    composition of which will be reviewed and set annually. That group will meet at least
    once per year.

  6. First aid

    6.1   First Aiders within the Butts Wynd building are as follows:

    NameCertificate LevelPhone
    Gerardo Olaez Emergency First Aid at Work 01334 46(2758)
    Duncan Brannen Emergency First Aid at Work 01334 46(2778)
    Jon Callan Emergency First Aid at Work 01334 46(2541)

    6.2   First Aiders within the Bute building are as follows:

    NameCertificate LevelPhone
    Brenda Dobie Emergency First Aid at Work 01334 46(2534)
    Janitors Emergency First Aid at Work 01334 46(3590)

    6.3. In Butts Wynd, the First Aid box is located in the kitchen (Staff Room, room 12). This
    room is also the designated First Aid room and if necessary, it will be commandeered as
    a space to provide first aid.

    6.4. In the Bute building, First Aid boxes are located in the Janitors box (main entrance), the
    Safety Office, the [IT Services] Technicians workshop and PC Clinic.

    6.5. The Health and Safety coordinators are to be advised when items from First Aid boxes
    are removed and used. This will allow for stock levels to be maintained.

    6.6. Every second month, there will be an audit of First Aid boxes – to help ensure that stock
    levels are suitably maintained.


  7. Reporting of Accidents / Dangerous Occurrences / Near Misses

    7.1. All accidents, incidents and near misses i.e. a potential incident that nearly occurred, but
    was avoided for whatever reason must be reported to the Health & Safety coordinators,
    or an Associate Chief Information Officer before the end of the working day in question.
    An appropriate report form must be completed and a copy sent to the University Safety

    7.2. In certain cases the University is required to report such matters to the Health and
    Safety Executive.

  8. Raising Health & Safety concerns

    8.1. As noted in section 2.2 above all staff have a statutory responsibility to take reasonable
    steps to protect their health and safety and that of others. It is important that all
    concerns, however small are promptly raised with either the Health & Safety
    coordinators, or a line manager.

    8.2. Please do not assume that someone else will have reported or noticed a matter for

    8.3. Team Leaders have the opportunity to raise health & safety concerns and/or to ask
    questions etc. during the weekly IT Services operational meeting, where health & safety
    is a standing agenda item. All matters raised under that agenda item are escalated to
    the IT Services Management group for action or information.

  9. Risk assessment (general) and hazard identification

    9.1   A hazard is anything that can cause an injury. The risk is the possibility that injury will occur, if the threat is not addressed. In risk assessment all the hazards should be identified and the likelihood of these hazards causing injury is judged. Once identified they should be minimised either by removing the hazard or by setting up controls that minimise the threat.

    9.2   Health and Safety at Work legislation requires that an assessment be made of all significant risks to health and safety of employees. The legislation requires that risk assessment is suitable and sufficient and should identify the significant risks. This requires a systematic identification of the hazards and evaluation of the risks involved, considering the precautions already in place.

    9.3   Associate Chief Information Officers and Team Leaders have responsibility to work with the Health & Safety coordinators as required to conduct task/activity specific risk assessments. All risk assessments must be documented and passed to the Health & Safety coordinators for record keeping.

    9.4   Annually, the Health & Safety coordinators with the Associate Chief Information Officer (Information Assurance & Governance) will conduct risk assessments for general work areas and buildings, in line with instructions issued by the University Health & Safety Officer.

    9.5   It is important that all staff play their part in recognising, assessing and minimising threats to the health & safety of themselves and others e.g. slips, trips and falls etc. should all be reported to the Health & Safety coordinators. If the possible cause of the incident can be identified and action(s) carried out to avoid any repetition then this should be done (e.g. removal of trailing leads).

    9.6   This Policy will now consider potential areas of risks to health & safety and/or events which the University is required to manage by law (e.g. manual handling, risk assessment for new and expectant mothers), common to most environments where the work of IT Services is conducted.

  10. Housekeeping

    10.1. It is the responsibility of all staff to play their part in maintaining a safe working
    environment, and this extends to general housekeeping. Restricting free movement
    within walkways and routes to fire exits with boxes, documentation, computers, etc.
    is to be avoided and such material should not be placed in any other position where
    it may constitute a hazard.

    10.2. The Health & Safety coordinators should be advised where there is a requirement to
    remove waste, where this cannot be managed or disposed of through the day-today cleaning services provided by Estates & Campus Services.

    10.3. All shall practice good housekeeping, wear appropriate footwear, use appropriate
    steps to reach items stored at height and use handling equipment appropriate to
    task. Faults with carpets / floor coverings or other elements of the fabric of the building should be reported to allow for remedial action taken to be taken as appropriate.

  11. Visual display workstations [DSE]

    11.1. All staff must comply with the University requirements on the use of visual display
    workstations. These are published in a booklet entitled “Guidance Notes for the Safe
    Use of Display Screen Equipment”.

    11.2. The Health & Safety coordinators will advise when [DSE] assessments are to be
    undertaken. All remedial action(s) identified through an assessment are to be
    implemented promptly.

  12. The Manual Handling Risk

    12.1. Risks to persons from injuries sustained in manual handling of accounts for
    approximately one third of all occupational injuries; the majority of these involve
    back strain. Injuries of this type may be cumulative as well as sudden trauma.

    12.2. The Manual Handling Operators Regulations 1992 apply. The purpose of these is to
    reduce the risk of injury from manual handling operations. The University has
    published a set of guidance notes. A guidance booklet is available from the Health
    Safety coordinators or from the EHSS office and the University Web site.

    12.3. The manual handling Regulations give a guide of the load that may be lifted
    (straight lift) ranging from 5kg at arms length to 25kg held close at waist level. The
    lifting of anything heavier than 5kg should be carefully considered and wherever
    possible mechanical means should be employed.

    12.4. Mechanical means of lifting must be employed in all circumstances where proscribed
    for by the Regulations. Training in the use of such equipment will be provided. Staff
    who are not trained in the operation of such equipment are not permitted to make
    use of such facilities.

    12.5. All staff within IT Services will receive training on manual handling. Refresher
    training will be provided from time-to-time.

    12.6. Annual assessment of manual handling risk for all IT Services staff will be carried out
    and remedial action taken with respect to any problems identified.

  13. Working at height

    13.1  The use of ladders, to work at height, is prohibited only where an appropriate risk assessment has been conducted and the use of alternative equipment is not justified due to the low risk, short duration of use or existing features mean that alternative equipment is not a viable option.

  14. New and expectant mothers

    14.1. Particular risks relate to pregnant / breast-feeding women. All members of staff
    should be aware and comply with University policy on this matter described in
    Guidance on Health and Safety Aspects of New and Expectant Mothers at Work.

    14.2. It is important that staff are aware that the procedures that exist to protect new and
    expectant mothers will only be acted upon where the University is formally notified
    by the employee in question.

  15. Identification and management of risks: Fire

    15.1. The University considers that fire is a particular area of risk to health & safety.
    Possible causes of fire include: faulty wiring, faulty central heating boiler, discarded
    cigarettes and arson, combined within the high amount of combustible material,
    (e.g. paper) within the building.

    15.2. Smoking is strictly prohibited in all University buildings and vehicles.
       15.2.1. The Fire Risk
       15.2.2. The fire alarm system in Butts Wynd is checked on a weekly basis -Monday afternoon, c15.00, by the Health & Safety coordinators. Alternative times are set during examination periods. This check is to ensure that the system is in full working order. In the event of a test the alarm will sound for a few seconds only. If a fire breaks out at the time of a due test, the alarm will sound continuously.

    15.2.3. The fire alarm system in the Bute Building is checked on a weekly basis
    - Monday afternoon, c13.00, by EHSS. Alternative times are set during
    examination periods.

    15.2.4. An updated statement of basic emergency procedures is on display in
    corridors and offices throughout the building. Fire procedure is also
    displayed and a copy will be made available to all staff during their
    departmental health & safety induction. The Associate Chief Information Officer (Information Assurance &
    Governance) will ensure that relevant persons are trained as Fire
    Wardens for the Butts Wynd Building. EHSS have responsibility for Fire
    Warden provision on the Bute Building. On the sounding of the Fire Alarm, the building must be evacuated
    immediately via the appropriate routes/fire exits. All staff must respond
    to the instructions of Fire Wardens promptly. Fire extinguishers are located throughout the buildings. Testing is
    carried out by appropriate University contractors. Training on operation
    and general fire safety is carried out regularly in liaison with
    Environmental Health & Safety Services. If a fire extinguisher or other fire fighting equipment is discharged, the
    Health Safety coordinators are to be advised of that fact promptly –
    before the end of the working day in question. Emergency lighting tests are carried out by the Estates & Campus
    Services at least once per annum. A fire drill practice will be carried out in the Butts Wynd building at least
    twice a year, during working hours on a weekday – unless there is a
    false alarm during the year and it is judged that no further drills are
    necessary. EHSS will conduct fire drills in the Bute Building. Any problems or inadequacies from the procedures set out above will be
    rectified as a matter of urgency.

  16. Identification and management of risks: electricity

    16.1. Electricity is dangerous because relatively small currents passing through the body
    can upset the heart, stop breathing, and disrupt the nervous system The Electrical Equipment Risk Buildings including data centres and exchanges shall comply with the
    University’s local rules for electricity safety. Any electrical fault should be
    reported to your line manager who will notify Estates & Buildings. Faulty
    computing equipment should be reported to the Service Desk (T: 3333 or
    E: All electrical appliances – including personal devices as appropriate,
    should be checked regularly by appointed University contractors. Testing
    is identifiable by bar code labels on appliances. Faulty items should be
    identified as such and disconnected until remedial action has been

  17. Annual risk assessment

    General Risk

    17.1. All IT Services staff, contractors and temporary workers e.g. interns must comply
    with the University’s rules for the management of health and safety at work. This
    includes a detailed annual inspection of the building and offices in accordance with
    University Policy. Each room will be checked at least once per calendar year by the
    Health & Safety coordinators and/or the Associate Chief Information Officer
    (Information Assurance & Governance) against criteria set-out by the University.

    17.2. The IT Services Senior Management team through liaison with the Health & Safety
    coordinators will ensure that serious problems discovered in the course of said
    inspection are speedily rectified.

    17.3. A copy of each safety inspection report will be sent to the University’s Safety Advisor
    for monitoring purposes. Each report, along with details of remedial action will be
    retained for at least three years in compliance with legislative framework.

    17.4. The Associate Chief Information Officer (Information Assurance & Governance) will,
    with the Health & Safety coordinators, draft an annual health and safety plan. This
    will identify actions and programmes of work to improve and maintain high
    standards of health & safety across IT Services.

  18. The Malicious Intruder Risk

    18.1. Staff shall, in the event of any occurrence, or threat of any occurrence, criminal or
    otherwise, which might put the safety of staff, visitors and / or property at risk, call
    for assistance from the University Security team, or their line manager as
    appropriate. In doing so staff must not place themselves in danger or jeopardy.

  19. The Bomb Threat Risk

    19.1. Staff should follow University guidelines. These are attached on some office
    telephones, or are available from the University website.

    1. Read and be familiar with the University procedures for possible postal 
    bombs, suspect devices and telephone warnings. 

    2. If you receive a telephone warning, try to keep the caller talking and 
    establish such basic information as when, where and what. 

    3. If the caller indicates that a bomb is shortly to go off, immediately 
    evacuate the building using the fire alarm. After leaving the building, 
    follow steps 4-7 below. 

    4. If you are not advised that a bomb is shortly to go off, you should, while 
    still in the building, immediately dial 9-999 to inform the police of what 
    you have been told and, unless the police advise you not to, you should 
    call the remote answering service on 08706 001004 quoting system 
    number 1XB8647 to cancel the fire brigade which does not need to 
    respond in such cases but should be informed. You should then set off 
    the fire alarm to evacuate the building. 

    5. After setting off the fire alarm and leaving the building, you should 
    immediately call the Principal's Office on 2549, 2547 or 2548 and contact 
    your local manager to inform them of the situation. 

    6. Fire Wardens are responsible for checking that all members of staff from 
    their locality are out of the building. Steps should be taken to ensure that 
    no one re-enters the building and that pedestrians are kept from getting 
    too close.

  20. Personal protective equipment

    20.1. Each year, the Associate Chief Information Officer (Information Assurance &
    Governance) with the Health & Safety coordinators will liaise with Associate Chief
    Information Officers and Team Leaders to review PPE Regulations in force – to
    understand whether any steps require to be taken to secure compliance with those

  21. The Hazardous Substances Risk

    21.1. Users of any cleaning products must follow the precautions given on the labels.
    Products may only be decanted into appropriately marked containers. No chemical,
    radiation or toxic hazard procedures are otherwise used, without prior risk
    assessment and authorisation.

    21.2. IT Services have agreed protocols with EHSS concerning management of the risk of
    exposing asbestos based substances. All work that will interfere with the fabric of
    the building is subject to those protocols. The Health & Safety coordinators must be
    consulted prior to any such work being executed.

  22. Use of vehicles

    22.1. Use of University vehicles by uninsured drivers is prohibited.

    22.2. Mobile phones must not be used in vehicles by the driver, when in control of the
    vehicle, where to do so would contravene the highway code or legislative provisions.

    22.3. Staff should be aware of their own insurance cover for the use of vehicles. Privately
    owned vehicles must not be used for work related purposes, unless adequate
    insurance cover is available.

    22.4. Use of IT Services vehicles is restricted to named persons. Use of those vehicles is
    only permitted where this is for a legitimate business need.

  23. Use of Lasers

    23.1. Laser devices may be present is some of the University’s ICT infrastructure, normally networking equipment. Those devices are enclosed and classified as class 1 lasers. The use of class 1 devices is not subject to risk assessment, whilst those items remain enclosed.
    23.2. The main risk that may arise from the use of class 1 lasers, is where optical aids such as magnifying glass(es) are used in close proximity to an open beam. The use of optical aids with lasers is strictly prohibited.
    23.3. A risk assessment must be carried out prior to any work commencing with an open beam laser. That risk assessment must be undertaken with the assistance of qualified staff from EHSS.
  24. Workplace stress

    24.1. The University is committed to reducing stress in the workplace.

    24.2. Individuals have a legal duty to take care of their own health and that of others,
    especially if others may be adversely affected by an individual’s action. Staff are
    strongly encouraged to discuss, at an early stage, any stress related issues with their
    line manager, Head of Service etc. or the Occupational Health Adviser or a member
    of Human Resource Services.

    24.3. Individuals will be expected to support colleagues who are stressed.

    24.4. Guidance and further details are available on the Wellbeing and community pages

  25. Occupational health

    24.1   Members of staff should consult with their line-manger or with Human Resource Services where they feel that they have a health issue or any concern that they feel may impact on their working life.

  26. Essential Health and Safety Information

    Emergency Procedures

    25.1   Malicious intruders:  see section 18.1 above.

    25.2   Fire:

    • Operate Fire Alarm
    • If no alarm accessible shout “Fire”
    • Call Fire Brigade by dialling 9-999
    • Evacuate building
    • Do not re-enter until advised by Fire Brigade or a Fire Warden

    25.3   Medical:

    • Obtain assistance from a first aider
    • If problem is beyond the capability of the first aider
    • transport casualty direct to St Andrews Memorial Hospital – private cars can be used for this purpose, or
    • call 9-999 for an ambulance

Approved by the IT Services Senior Management Team, February 2015.

Next review: November 2015.

Christopher Milne
Associate Chief Information Officer (Information Assurance & Governance)
February 2015


IT Services

Butts Wynd Building
Butts Wynd
St Andrews
KY16 9AL
Scotland, United Kingdom

Tel: 2755