Health and Safety Induction for Contractors at Loughborough University

1. Contractors Induction Facilities Management, Loughborough University (updated 23/5/12)

2. The Law – a summary Health and Safety at Work etc. Act 1974 3 (1) It shall be the duty of every employer to conduct his undertaking in such a way as to ensure, so far as is reasonably practicable, that persons not in his employment...who may be affected thereby are not exposed to risks to their health and safety. 3(2) similarly…every self employed person…has an equivalent duty 3(3)…… duty of every employer and every self employed person …to give to persons (not being his employees) who may be affected…the prescribed information about such aspects of the way he conducts his undertaking as might affect their health or safety. • The Management Regulations also clearly state that communication, co-operation and co-ordination between trades is required where 2 or more employers share a workplace • This is to ensure the risks are managed between the groups

3. Hazards on campus • Approx 16,000 Students and 3000 Staff • School children have unimpeded access across the site • Roads and footpaths relatively narrow • New staff, contractors’ staff and visitors may not be aware of local hazards • Accident statistics – FM alone • In the last year (August 2010 to August 2011) there were 66 accidents and 41 near misses • 5 of these were serious enough to report to HSE (classed as Reportable or RIDDOR* injuries) • *RIDDOR - ‘Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 1995’

4. The presence of asbestos (some typical places) Pipe lagging Window panels & fixings Ceiling tiles Insulation Standard sign

5. The basics We all need to: - • assess potential hazards • use safe systems of work • know basic first aid, fire and security procedures • You are required to follow special procedures in certain areas and on certain machinery • Employees, contractors, self-employed and visitors must consider their own health and safety and that of others

6. First Aid • It is primarily the responsibility of each contractor to assess the need for First Aid cover based on your works, and to provide it • Do not solely rely on Loughborough University to provide First Aid cover • Additional First Aid – available by contacting the FM helpdesk or • Security – dial 888, or 0800 526966 (Mobile) • NHS Walk in Centre in Loughborough town centre • Pinfold Gate, Loughborough, Leicestershire LE11 1BE • Contact Ambulance services if serious – ring 999, then ring Security to let them know where an ambulance is required

7. First Aid – Defibrillators • We now have defibrillators on campus, to provide first aid to persons suffering from a suspected heart attack • If you are in the position of helping someone with a suspected heart attack, then call Security on 888 from any internal phone or 0800 526966 from a mobile phone • Security officers have been trained by HSE registered first aid trainers to use defibrillators on campus and there are currently two devices available • An ambulance is also required so ask for the defibrillator to be brought to your location and place a 999 call to the ambulance service

8. Fire And Evacuation Make yourself aware of the fire and evacuation procedures for the building in which you are in On discovering a fire: • Assess it quickly - type and ferocity, can it be tackled? • Report it – activate the manual call point, shout etc. & DIAL 888 • Or Campus watch 0800 526966 (Mobile) • Take action - attack fire ONLY IF SAFE TO DO SO and you have been trained in the safe use of extinguishers • Evacuate – to the nearest exit and REPORT TO THE PERSON IN CHARGE OF THE EVACUATION (Fire Coordinator or Marshal) • Wait until all clear is given before leaving assembly point or re-entering building and never enter a building under alarm conditions

9. Main Campus Fire Notice Specific information here

10. Holywell Park Main Building

11. Security of equipment • Your personal tools and equipment • You are responsible for what happens to them and for their possible misuse if not secured or properly controlled • Think about accidents by others using your tools • Security of your workplace either ring fenced or local access prevention • You need to prevent people entering hazardous areas under your control • Think about the effects of others entering your work area

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14. Incident reporting • Any incident (accident or a near-miss) involving anyone working as part of Facilities Management ‘undertaking’ MUST be reported on an accident report form • ‘Undertaking’ is basically everything we do when at work that is part of our job • Report the incident to your University Sponsor, or the H&S Team (based in the FM Building) • Dial 888 from any internal telephone for security • Or Campus Watch 0800 526966 (Mobile)

15. Incident Reporting Please help us keep the campus safe by making sure you are not causing the following hazards – make it safe, or report it: • Blocked emergency exits • Unguarded machinery / unsecured ladders • Slippery surfaces in circulation areas • Trip hazards / untidy work areas • Unsafe working platforms / unsafe lifting equipment or practices • Trailing leads across circulation areas / bare electric wires • Unprotected or unfenced work areas • Lack of or missing eye protection • Unprotected overhead working • Excavations with inadequate support or shoring Inform your Loughborough University point of contact if you see a problem that you can’t resolve

16. Basic campus rules • Drivers must observe the highway code & speed limits – 15mph (25kph) • Suitable PPE should be worn when at work as prescribed in your approved risk assessment & safe system of work • All staff, contractors and self-employed must follow agreed procedures and utilise permits to work as appropriate • Contractors MUST register ANY work of an INTRUSIVE nature via their LU contact – think asbestos and buried services • No smoking within 3m of any University building • No playing of radios, wearing of iPod's etc. – remain alert to alarms • No parking on any University roads unless actively unloading • Agree parking areas for cars / vans with your LU point of contact • ID badges will be issued by your LU contact and must be worn at all times

17. Swiping in & out • Contractors’ staff must ‘swipe in’ & ‘swipe out’ daily using the scanner & swipe card readers provided at the main Security Gatehouse. The scanner will display ‘Checked in’ and swipe card ‘Leaving’ on the screens when valid cards are used. The computer software will register contractors on or off site. NOTE – THE PASSES WILL NOT WORK ON ANY OTHER DEVICE. DO NOT TRY TO USE THE SCANNER IN FM IT WILL NOT WORK. • Contractors can nominate one of their team to swipe in or out for their colleagues. • Specific arrangements MUSTbe made in advance with the LU PM/Supervisor and recorded with Security where contractors will be arriving, departing or working outside normal working hours, at weekends, holidays and the like. NOTE – making a note on the Contractor software is not accepted as notice to Security. • Access to the campus will be refused outside normal working hours unless specific arrangements have been made, including notifying security

18. Swiping in & out ‘Swiping IN’ In order access the University you will need either: • A current, in date, Contractors Pass in your possession or • Have arranged for a pass to be collected at the Gatehouse through the LU Project Manager/Sponsor/Supervisor. Don’t wait until you get here and expect to be let onto Campus because you won’t be! • Pull into the Visitors lane and explain to Security personnel that you ‘swiping in’ or collecting a Pass. Pull over to the right after passing under the barrier. • Leave your vehicle and enter the Security Reception (collect your pass if need be) and hold you pass face up under the scanner, about 150mm beneath it. If necessary move it around until you here a ‘beep’, the display will then show ‘CHECKED IN’. This will confirm you have entered the University. • If for any reason an error message appears, tell Security. Pull into the Visitors Lane when entering Campus Once under the barrier, pull over to the right and enter Reception Hold your pass under the scanner, It will beep and show ‘CHECKED IN’

19. Swiping in & out ‘Swiping OUT’ • Drive around the back of Security and pull over into one of the two parking spaces in the lay-by on the right hand side. • Leave your vehicle and swipe your pass, up or down keeping the barcode facing the small green light. • Swipe your pass up or down through the swipe card reader • Look through the window at the monitor and it will ‘flash’ ‘up ‘LEAVING’, this confirms you have left the University. • If for any reason an error message appears, tell Security Pull into the lay-by on the right hand side. Swipe pass through scanner

20. What works are you doing today? • There are specific LU procedures for specific tasks, and accompanying permits required

21. Special Procedures Special operating procedures and in house guides apply to work on or in the following: - • Significant alterations to low voltage electrical systems • Confined Spaces and Controlled spaces (E.g. Roofs, sewage chambers, boiler internals, service voids) • Excavations • Work on gas • Working with pesticides • Using specialist machinery • Working within departments and areas outside the direct control of FM e.g. x-ray machines, industrial magnets • All substances should have undergone a COSHH assessment and be approved for use on this site • Dusty works - Isolation of smoke / heat detectors (48 hrs. notice)

22. Individual Protection CAUTION NOTICE DANGER MEN WORKING ON APPARATUS FM SERVICES SERIAL NUMBER CAUTION NOTICE DANGER MEN WORKING ON APPARATUS FM PROJECTS SERIAL NUMBER • Isolate live services, lock off and prove – live working prohibited • Post Caution Notices • Serial Numbers can be traced to issues. No serial number generally means it is a trades persons ‘personal’ notice. (E.g. maintenance electrician or fitter)

23. Confined Spaces and Controlled Areas • Confined Spaces include deep manholes, vessels, and where serious injury can occur from hazardous substances or conditions within the space or nearby (e.g. lack of oxygen) • Working in Confined Spaces requires specialist competencies • Strict procedures are in place to control access into confined spaces, due to the high hazards present in them • Controlled areas (Lower order confined space) may contain: • Electrical services (3 phase) • Piped natural and special gases - if its used in industry, its probably been trialled at a University • Contents of local exhaust ventilation (LEV) should plant break down or ductwork fail (Chemistry roof venting of LEV) • Pressure systems , heating pipe work, compressed air • Drinking water & storage – legionella /bacteriological contamination

24. Confined Spaces and Controlled Areas (Cont.) • Controlled areas (Lower order Confined space) may involve issues such as: • Asbestos – type 2 management surveys done (non intrusive) – not type 3 demolition (intrusive) • Physical barriers to access and egress – 5 minutes to get to work area means five minutes or more to escape – think emergency evacuation, fire etc. • X-ray in some areas – well signed and alarmed. Special permission must be sought before entering the Graham Oldham Building, as specialist x-ray & magnetic equipment is held there • Access to buildings and technical areas – key authorities required – hence Contractor’s Risk Assessment & Method Statement will be required

25. Work at Height and Roofs ROOF WORK • A written safe system of work must be provided for all roof work • Two people working • Suitable and sufficient risk assessment and associated method statement. • Facilities Management policy must be followedcontrolling access to all roofs. • Operatives must be trained to use any equipment utilised – includes harnesses • Latchway system - compatibility • Health and safety in roof work (HSG33) is an excellent reference. WORKING AT HEIGHT • This is working at any height and you MUST provide or be provided with, in general the safest possible means of working. • The University resists working from step ladders unless they are of the type with a properly guarded platform at the top and the work is of short duration (max 20 mins at any one time). • Ladders are not acceptable and you will need to agree their use in exceptional circumstances with the LU Project Manager/Sponsor or Supervisor.

26. Permits / Authorities / Requests to Work / Enter / Access / Isolate • These are typical tasks for which Permits are required: • High voltage electrical systems – work on/near 11000volt U/G Cables and in or on Sub-stations • Significant modification to Low Voltage electrical systems – e.g. shared distribution boards – no live work – think working near cables • Significant Fire Alarm Isolations – ask FM Electricians (48 hrs. notice needed) • Hot work – inside and on building roofs • Excavations > 150 mm (6 inch) - buried services • Pressure systems (heating and compressed air) • Heating up to 137 degrees Celsius and 5 bar • Confined Spaces, Controlled Areas and roofs • Asbestos work areas – Licensed Contractors and authorised Direct Labour only • Work at Height – detailed guidance is available

27. Work in locations not under your control • Always report to the person in charge of the area you are about to work in • Ask for details of any significant risk(s) that are taking place in the area • Explain what you are about to do • If in doubt, ask to see any risk assessments pertaining to the area or process you are about to work in/on • ASK for explanations of anything you don’t understand

28. Working together • By you working here at Loughborough University, we both have expectations of what each party is responsible for • It is important we both understand and follow those expectations • The following slides highlight: • What you can expect from us, and • What we expect from you

29. What you can expect from us • Commitment to Health and Safety • Co-ordination and Co-operation with all the relevant parties when preparing for and during the works • The right information, to the right people, at the right time • Information to allow you to do the work safely • A Management team that is available to discuss any problems in a positive manner

30. What we expect from you • Follow your company’s H&S Policy & safe working method • Only carry out tasks for which you are appropriately trained, experienced and competent to perform • Understand the risks and the approved safe method of working associated with your task prior to starting work • Tell us about any health and safety issues, including the reporting of accidents and near misses • Compliance with the Loughborough University site rules and ensuring that access to your work area is restricted to authorised personnel only

31. What we expect from you continued • Your supervisor to manage your work, put right any defects, and record H&S inspections made • We will be monitoring you and seeking assurance that you are managing the works • Full co-operation with any arrangements by Loughborough University to formally audit and review specific procedures and projects

32. Waste Management Disposal of waste is the responsibility of the contractor Site waste management plan (SWMP) needed if project value > £300,000 Your responsibilities: • Reduce, re-use and try to recycle as much of your waste as possible • No harmful or polluting substances may be discharged into the drains. In the event that contamination does occur, inform your University contact immediately • Where a project or activity presents a risk of pollution, the contractor must show that the risk has been mitigated via a risk assessment • The contractor is not permitted to use any University bins or skips for the disposal of waste associated with the project or activity – your waste, you dispose of it • Ensure that your waste is disposed of by a licensed carrier holding a current licence and that you complete a transfer note when handing any waste to a carrier • Be aware of specific rules relating to Hazardous Waste, and Gypsum based waste products

33. Summary • Think about your own safety and the safety of others before taking any action – consider the knock on effect of your actions and… • Think about all possible dangers that may be associated with the task you are about to undertake, no matter how unlikely. Examples are: • Isolations; fume cupboards and their effluent, cooling systems; the risk of drilling into buried services • Accidents often occur because people do not follow work procedures, or a work area is unsafe to work in • DON’T BECOME A STATISTIC!

34. Thank you for listening • Any questions? • Your University Sponsor • FM Helpdesk (01509) 222121 • Emergencies 888 from an internal phone • Security (routine) (01509) 222141 • See handbook for more contacts • Campus watch: 0800 526966 • Questions to answer