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SHEFFIELD UNIVERSITY SAFETY BOOKLET

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SHEFFIELD UNIVERSITY

SAFETY BOOKLET

IN EMERGENCY

CALL 4444 ON A UNIVERSITY INTERNAL TELEPHONE

and

GIVE DETAILS CLEARLY AND CONCISELY

A CONTINUOUSLY SOUNDING ALARM WARNS YOU TO LEAVE

THE BUILDING IMMEDIATELY

Kroto Safety Booklet Written 15.08.2005 Updated 24.11.2011

Kroto Safety Booklet Page 1

CONTENTS

PAGE

1 CONTENTS 2 INTRODUCTION 3 KROTO SAFETY POLICY 4 FIRE AND EMERGENCY PROCEDURES 5 MEDICAL EMERGENCY AND FIRST AID 6 GENERAL RISK ASSESSMENT 7 PERSONS WITH SPECIAL NEEDS 8 OUT-OF-HOURS WORKING

10 UNATTENDED EQUIPMENT OR SUBSTANCES 11 SUPERVISORS’ RESPONSIBILITIES FOR UG STUDENTS

12 STUDENT PROJECT WORK 13 SUPERVISION OF GRADUATE & RESEARCH STUDENTS 14 PORTABLE APPLIANCE TESTING (PAT) 15 COSHH REGULATIONS 16 SAFETY AUDITS 17 DISPLAY SCREEN EQUIPMENT 17 MANUAL HANDLING 18 PERSONAL PROTECTIVE EQUIPMENT 19 WORK EQUIPMENT 20 SAFETY SIGNS AND SIGNALS REGULATION 21 RADIATION SAFETY 22 PRESSURE SYSTEMS 23 CONSTRUCTION OF EQUIPMENT AND APPARATUS IN THE

BUILDING 24 VISITORS 26 SPECIFIC ROLES AND RESPOPNSIBILITIES 27 INDEX

Kroto Safety Booklet Written 15.08.2005 Updated 24.11.2011

Kroto Safety Booklet Page 2

INTRODUCTION

This booklet summarises the safety policy and procedures in the Kroto

Research Institute. It is not intended to be comprehensive, but to inform all staff

and students from the Departments using the building:-

of their responsibilities

of the procedures to be followed to comply with legal

requirements

of where further information can be sought

The University Health & Safety Code of Practice provides a general framework

for safe working in the University and is issued to staff and students. It can also

be downloaded from the University Safety Services website

http://www.shef.ac.uk/safety/codes

The advice and information in this booklet is for guidance only.

People with specific roles in relation to Health and Safety issues are listed on

page 26. If you need further advice or information, you should contact the

relevant individual.

It is intended that the information under each heading of this booklet is

sufficient for you to decide what you must do to comply with safety

requirements, but appropriate cross-references to other sections are also

included.

If in doubt, ask.

Kroto Safety Booklet Written 15.08.2005 Updated 24.11.2011

Kroto Safety Booklet Page 3

KROTO SAFETY POLICY

The Kroto Institute is committed to ensuring, as far as is reasonably practicable,

the health and safety at work for all staff, students and visitors. It is expected

that all individuals working in the Institute operate within an ethos of good

practice and compliance with Health and Safety regulations. It is the intention

of the Institute that an excellent training in high professional

standards of Health and Safety work culture is provided to all early career

scientists whilst working in the Institute.

The Institute Director is responsible for ensuring that the Institute provides,

wherever possible, the necessary resources to maintain a safe infrastructure in

the Institute. Heads of the individual home Departments are responsible for

overseeing compliance with Health and Safety requirements for their members

and ensuring, where possible, a safe working environment within these groups.

Specific policies on safety matters have been established by each department,

on advice from their Departmental Safety Committees. The academic head of

each research group in the Kroto Institute is responsible for ensuring that the

individuals in their group comply with the Health and Safety regulations

established by their home department and that the correct procedures are

followed at all times.

The Heads of the home Departments are ultimately responsible for the safety of

those working as part of their Department, but all individuals must take

responsibility for their own actions. In addition, heads of groups and staff in a

supervisory position are responsible for the safety of the staff working under

them.

Some members of staff have accepted particular responsibilities, but this does

not detract from the legal obligation of everyone in the Kroto Institute to act in

a responsible manner with regard to safety in their work.

Safety is the responsibility of all. Every individual who supervises or

controls an activity is responsible for ensuring that the activity is

conducted safely, a suitable and sufficient risk assessment is performed, a

COSHH form has been completed, appropriate control measures are

introduced and the appropriate COSSH forms and risk assessments are

reviewed as necessary.

Kroto Safety Booklet Written 15.08.2005 Updated 24.11.2011

Kroto Safety Booklet Page 4

FIRE AND EMERGENCY PROCEDURES

General

To summon assistance, such as the Ambulance, Fire or Police services etc., use

an internal telephone to contact the University's Emergency Control Centre

telephone number 4444. Be prepared to give details of the exact location of the

incident, nature of incident, any specific hazards (e.g. chemicals); number of

casualties (if any).

Fire

Upon discovering a fire:

1. Close doors etc., to isolate fire and raise the alarm by either breaking the

glass of an emergency call point or shouting fire, or by telephoning the

University's Emergency Control Centre (internal 4444 - see above).

2. Call the Fire service by calling the University's Emergency Control

Centre (internal 4444 - see above).

3. Only if safe to do so and you are not alone, attempt to tackle the fire with

an appropriate portable extinguisher. Human safety MUST come first, if

in doubt close doors on the fire and evacuate to the designated assembly

point.

Evacuation

On hearing the fire alarm (which is a continuous bell), immediately leave the

building by the nearest safe exit (which may be an Emergency Exit).

Congregate at the assembly point in the category B car park beyond the Porter’s

Lodge. Do not congregate in the area around the entrance as this needs to

remain free for emergency vehicle access. Do not re-enter the building until

official permission is given.

Training

General fire training sessions are held throughout the year. All new staff should

attend a session as soon as possible after commencing their contract. Existing

staff should update their training annually, but this can be completed via the

online training facility. Students are also encouraged to attend. See the Safety

Services web site for training dates and for details of the on-line fire training.

Kroto Safety Booklet Written 15.08.2005 Updated 24.11.2011

Kroto Safety Booklet Page 5

MEDICAL EMERGENCY AND FIRST AID

Before approaching casualty(ies) check that it is safe to do so.

Provide First Aid if possible, and send for a Departmental First Aider. If

necessary, call an Ambulance by contacting the University Emergency Control

Centre, internal telephone number 4444.

Appointed Persons able to assist

An up to date list of qualified First Aiders is posted beside each First Aid Box

and on the Kroto Safety Noticeboard in the entrance foyer.

A first aid box can be found in the following rooms: Breakout areas G09, F08,

LG03, Lab areas LG52, Ground Floor Lab corridor, Ground Floor Foyer, 2nd

Floor Lab corridor (Lab S20), LG41

All accidents and dangerous incidents, including those requiring first aid

treatment, and/or use of the First Aid boxes around the building, must be

recorded in the Building Accident Book, which is held by Elinor Noble in F09.

Kroto Safety Booklet Written 15.08.2005 Updated 24.11.2011

Kroto Safety Booklet Page 6

GENERAL RISK ASSESSMENT

The law requires that all activities that take place in the building must be

assessed to identify any hazards that pose a safety risk. This means that

everyone in the building is responsible for assessing, or contributing to the

assessment of, their work to identify any risks involved, and to develop

procedures to eliminate those risks. Student projects must be jointly assessed

with the student’s supervisor to ensure completeness and accuracy.

The general principles of risk assessment can be summarised as follows:

Look for hazards in your area of work, particularly those which could cause

serious harm (e.g. anything involving electricity, chemicals, heavy lifting,

heat etc.)

Decide who might be harmed, remembering that cleaners, visitors and

contractors may enter your area as well as the people who normally work

there.

Evaluate the risks arising from the significant hazards identified; decide

whether existing precautions are adequate or more are needed. Take into

account that extra precautions may be necessary for persons with special

needs. Check that any specific legal requirements are adhered to. Aim for a

situation where remaining risk is low and the appropriate precautions are

reasonable.

Record findings where significant hazards have been identified. Indicate

what checks were made, identify who is at risk and indicate what steps have

been taken to reduce or eliminate risk. Hazards already identified and

addressed under other legalisation (e.g. COSHH) need not be recorded

again. The originator should keep records and follow the home Department

policy regarding storage, logging and dissemination of the documents.

If there is any change in the procedure, or in the materials used, or in the

amounts used, a new assessment must be made before the change is

implemented

Blank risk assessment forms should be obtained from the home Department for

each academic group. The relevant Heads of Department for groups within the

Institute are responsible for overseeing compliance.

See also: PERSONS WITH SPECIAL NEEDS (Page 7)

SPECIFIC ROLES AND RESPONSIBILITES (Page 26)

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PERSONS WITH SPECIAL NEEDS

People with certain physical disabilities or health problems may be at greater

risk from particular activities than would otherwise be the case.

Staff and students with physical disabilities or health problems which they feel

could put them at increased risk are encouraged to discuss the situation with

their manager / supervisor. Supervisors / Managers may wish to seek advice

from the Occupational Health Service (10-12 Brunswick St., tel. 26215, email

[email protected]) where appropriate. Issues of a

sensitive nature will be treated with the utmost confidentiality.

Certain work activities and environments may adversely affect the health, safety

and / or welfare of new and expectant mothers and / or their child (new or as yet

unborn).

New and expectant mothers who feel that their or their child’s health, safety and

/ or welfare may be put at risk by their work activities and / or environment are

encouraged to discuss the situation with their manager / supervisor.

Young people may need closer supervision depending on their level of

experience, competency and maturity, and the nature of the work. For instance,

a school placement scheme work experience person will need constant

supervision.

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Kroto Safety Booklet Page 8

ACCESS TO THE INSTITUTE AND OUT-OF-HOURS WORKING

Access to the Kroto Institute at all times is via the swipe card system and is

administered by Elinor Noble. Individuals requiring access to the Institute

should contact Elinor, providing U-card/staff card details and permission from

the relevant academic staff member if appropriate. If out-of-hours access is

required the additional requirements stated below must be met before access

can be provided.

All visitors to the Institute from outside the University should sign in at the

Porters’ Lodge. Visitors to the Institute from within Sheffield University are not

required to sign in during working hours and can be given access into the

Institute by the porters or the person they are visiting.

Out-of-Hours Access

All staff, students and visitors must sign in and out at the Porters’ Lodge when

working in the Institute outside the hours 8.00 am - 6.00 pm, Monday to Friday.

You must provide details of where you will be working, so you can be readily

located in the event of an emergency. It is also necessary to sign in if you are

already in the Institute and wish to continue working after 6.00 pm. In addition,

all out-of-hours requirements for specific activities as stipulated on COSHH

forms must be met.

Undergraduate students and external visitors to the University are not permitted

to work out-of-hours unless under the direct supervision of a member of staff

who has permission for out-of-hours working. Visitors from within the

University may work in the Institute out-of-hours in specified areas, as agreed

by the people responsible for these areas, if all the appropriate out-of-hours

conditions are met.

No one should work alone in a laboratory out-of-hours. No experimental work

where there is a risk of an accident should be undertaken out-of-hours.

Anyone working out-of-hours must:

Have the written permission of their Manager or Supervisor

Know the emergency procedures

Have obtained fire training in the past year

Have obtained out-of-hours training during the past three years

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Kroto Safety Booklet Page 9

Out-of-hours Training

Out-of-hours training is designed to meet the first aid and safety training

requirements of EVERYONE who works at times when normal first aid cover

is not available. Safety Services run a limited number of out-of-hours training

sessions. These must be attended by any member of staff that is new to out-of-

hours training. All postgraduates and members of staff renewing their training

can complete their training on line. Out-of-hours training must be renewed

every three years. Individuals must also comply with the out-of-hours

requirements of their home Department. This includes attendance at any face-

to-face training sessions stipulated by the home Department. The university

policy is also that people with a current First Aid at Work or Medical/Nursing

qualification are exempt from the out-of-hours training provided they are

informed of the safety aspects of out-of-hours working by their department.

Access to buildings during official closure:

Written permission from your Department Safety Officer (and academic

supervisor/HOD if applicable) is required if you wish to enter the Institute

during times of official closure. Only those people qualified to work out-of-

hours are eligible. Forms for permission are available to download from

(http://www.shef.ac.uk/kroto/resources/accessatchristmas) and should be

returned completed to Elinor Noble, Room F09, ext 27455.

See also: SUPERVISORS' RESPONSIBILITIES (Page 11)

PERSONS WITH SPECIAL NEEDS (Page 7)

SPECIFIC ROLES AND RESPONSIBILITIES (Page 26)

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Kroto Safety Booklet Page 10

UNATTENDED EQUIPMENT OR SUBSTANCES

Equipment

Any apparatus that is left running unattended for long periods, especially

overnight, should incorporate “fail-safe” features, so that a failure of one of the

controls, (e.g. cooling water, gas pressure, electric power or thermostat) will not

cause a hazard. Permission must be obtained from the person in charge of the

laboratory before equipment is allowed to run through the night or unattended

at weekends. Students must also obtain prior permission from their supervisor.

A card indicating that the equipment is to be left running should be clearly

visible on or beside the apparatus concerned. It must also explain the action to

be taken in an emergency or malfunction of services (e.g. mains failure), and

bear the names and telephone numbers of persons to contact. The notice must

be kept up-to-date and removed when not applicable.

Substances

Any substance potentially hazardous to health (chemicals, gases etc.) that has to

be left unattended must be left in such condition that it does not constitute a

hazard.

Chemicals must be properly labelled, clearly visible, in a position away from

the main areas of work where they will not be disturbed, in a fume cupboard if

necessary, and in a closed container if possible. Chemicals must not be left

unattended near to sources of heat and ignition, unless in purpose designed

equipment.

Any equipment which is using gas and is unattended should incorporate “Fail

safe" features, so that failure of one of the controls, e.g. pressure regulator, gas

flow regulator, etc., or a loss of gas, will not cause any hazard. Equipment using

hazardous gases must incorporate leak/extract failure warning alarm systems,

and be constantly monitored whilst such gases are in use. Permission must be

obtained from the person in charge of the laboratory before any equipment that

uses gas is allowed to run through the night or unattended at weekends.

Students must also obtain prior permission of their supervisor.

A card indicating that the chemical/gas using equipment is to be left unattended

should be clearly visible near to the chemical container or gas using equipment.

It must also give details of the action to be taken in an emergency or

spillage/gas leak, and bear the names and telephone numbers of persons to

contact. The notice must be kept up-to-date and removed when not applicable.

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Kroto Safety Booklet Page 11

SUPERVISORS' RESPONSIBILITIES FOR UG PROJECT STUDENTS

Universities have a legal duty to provide 'such supervision as is necessary' for

the health and safety of students. This duty is delegated to the Head of

Department, and if appropriate to the member of staff directly involved (e.g.

project supervisor). It is not adequate to assume that 'students ought to know

what they are doing'.

It is essential that a risk assessment is carried out (see page 6), and the student is

made aware of the necessary procedures (if any) to deal with any identified risk.

Information, instruction and training are important components of reducing

risks.

Pages 14 to 23 of this booklet contain information about specific risks. If you

are in any doubt, you should seek the advice of whoever is named as having

further information about a specific topic (see page 26).

Except for work in a library or certain designated computer multi-terminal

rooms, undergraduates are not normally allowed to work out-of-hours.

See Also: OUT-OF-HOURS WORKING (Page 8)

PERSONS WITH SPECIAL NEEDS (Page 7)

SPECIFIC ROLES AND RESPONSIBILITIES (Page 26)

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STUDENT PROJECT WORK

Universities have a legal duty to provide 'such supervision as is necessary' to

ensure the health and safety of students. This duty is delegated to the supervisor

for student projects. Supervisors should appoint a suitably qualified person to

deputise for them during times of their absence or unavailability.

No undergraduate student can carry out experimental work without the

supervision of a member of staff. This does not mean constant attendance; it

does mean that the supervisor is satisfied that the absence of direct supervision

does not constitute a hazard. A vital stage in defining the level of supervision

necessary is to carry out a risk assessment.

The supervisor and student should conduct a risk assessment at the start of the

project to ensure that any hazards are identified. The steps to be followed in

carrying out the risk assessment are described on page 6. The necessary safety

procedures should be written down in all circumstances.

All equipment and apparatus developed and constructed within the Institute

must be checked to ensure that it conforms to all relevant safety requirements.

Specific advice on the ‘Construction of equipment and apparatus in the

building’ is given on page 23. Outline information about specific types of

hazard is given on other appropriate pages in this booklet (see pages 14 to 23).

Regular checks should be made by the student’s supervisor to ensure that the

procedures are being followed. Changes in experimental method require a fresh

assessment of risk.

Students should be informed that everyone has a legal responsibility not to

endanger themselves or others either through their actions, or lack of

action.

See also: GENERAL RISK ASSESSMENT (Page 6)

OUT-OF-HOURS WORKING (Page 8)

VARIOUS HAZARDS (Pages 14 to 23)

UNATTENDED EQUIPMENT or SUBSTANCES (Page 10)

SPECIFIC ROLES AND RESPONSIBILITIES (Page 26)

Kroto Safety Booklet Written 15.08.2005 Updated 24.11.2011

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SUPERVISION OF GRADUATE & RESEARCH STUDENTS

Universities have a legal duty to provide 'such supervision as is necessary' to

ensure the health and safety of students. In the case of graduate students (both

taught and research) this duty is delegated to the student’s supervisor.

Supervisors should appoint a suitably qualified person to deputise for them

during times of their absence or unavailability.

No graduate student should be allowed to carry out experimental work without

the supervision of a member of staff. This does not mean constant attendance; it

does mean that the supervisor or deputy is satisfied that the absence of direct

supervision does not constitute a hazard.

The supervisor and student should conduct a risk assessment at the start of the

project to ensure that any hazards are identified; the steps to be followed are

described on page 6. In all but the most elementary circumstances the necessary

safety procedures should be written down. The risk assessment should be

reviewed biannually. Risk assessments and review forms should be

countersigned by the supervisor to verify completeness and accuracy.

All equipment and apparatus developed and constructed within the building

must be checked to ensure that it conforms to all relevant Safety requirements.

Specific advice on the ‘Construction of equipment and apparatus in the

department’ is given on page 23. Outline information about specific types of

hazard is given on appropriate pages in this booklet (see pages 14 to 23).

Regular checks should be made by supervisors or their deputy to ensure that the

procedures are being followed. Changes in experimental methods require a

fresh assessment of risk.

Students should be informed that individuals have a legal responsibility not

to endanger themselves or others either through their actions, or lack of

action.

See also: OUT-OF-HOURS WORKING (Page 8)

UNATTENDED EQUIPMENT or SUBSTANCES (Page 10)

SPECIFIC ROLES AND RESPONSIBILITIES (Page 26)

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PORTABLE APPLIANCE TESTING (PAT)

By law all portable mains powered electrical equipment must have a current

Portable Appliance Test (PAT). The test includes assessment of cables, fuses,

connectors, etc., earth continuity and insulation resistance. This testing is the

responsibility of the home Departments and individual groups must liaise with

their departments to ensure that PA testing is carried out annually. It is the

responsibility of the individual Heads of Department for the groups using the

offices and laboratories of Kroto Institute to ensure this takes place.

Before using electrical equipment it is your responsibility to check that it has

been tested and that the test label shows a date for “next test due” that has not

yet passed.

Before any new equipment can be used it must first be tested either by the

university PA tester or a suitably qualified technician and the details recorded.

Equipment that passes is labelled showing the "next test due" date.

Equipment found not to be tested or whose test date is overdue should not be

used. Contact the person responsible for the area, or your home department,

who will then arrange to have it tested.

All equipment brought into the building, including personal equipment (e.g.

brought from home), borrowed or hired equipment and equipment returning

from calibration or repair should be treated as new equipment.

All electrical equipment or apparatus constructed in the building, which is to

have some form of connection to mains electricity (or similar source of power),

must also be tested (however temporary it may be).

Any electrical equipment that is found to be faulty should be reported to the

nearest technician and clearly labelled as “Faulty: Do Not Use” to prevent

further use.

If any electrical equipment is to be scrapped the labels need to be removed and

the item made inoperative.

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Kroto Safety Booklet Page 15

COSHH REGULATIONS

The law requires that a formal assessment of risk is made for any procedure

using any potentially hazardous substance (liquids, powders, gases, solids, etc.)

before the procedure is performed. This assessment covers associated hazards,

working procedures, safety precautions and emergency procedures. The results

of any such assessments are to be made available close to any work area where

they may be used.

The objectives of the COSHH regulations are to minimise hazards occurring

from the use of chemicals in the workplace. A COSHH form must be completed

and authorised for all chemicals used within the laboratory before work is

carried out. Before undertaking experimental procedures, individuals must read

carefully and sign the relevant COSHH assessments. These must also be

countersigned by the academic supervisors after checking with technical staff as

appropriate.

Blank COSHH forms should be obtained from the home Department and

specific home Departmental policies should be followed regarding the logging

of these forms. The relevant Heads of Department are responsible for

overseeing compliance with COSHH regulations.

It is the responsibility of anyone intending to perform a procedure to ensure that

they are familiar with the relevant assessment, and to take all reasonable steps

to protect themselves and others at work from risks caused by substances

hazardous to health. They must also make full and proper use of any control

measures, personal protective equipment or other facility provided as part of the

regulations and if any defect is discovered it must be reported to the individual

responsible for that particular area.

All COSHH forms should be reviewed and signed annually, adding more

information if this is necessary or deleting information that no longer applies.

Detailed information is held in home Departments about potentially dangerous

substances, how to complete the appropriate forms, and the procedures to be

followed. For further information see your home Department Safety Officer.

Before obtaining any substances potentially hazardous to health (either by

purchasing or other means), you should determine whether or not the building

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has the facilities to enable you to meet the safety requirements for those

substances.

If there is any change in the procedure, materials used, or amounts used, a new

assessment must be made before the change is implemented.

Supervisors of visitors, researchers, and/or students are responsible for ensuring

that those in their care are familiar with any relevant assessments.

Everyone concerned must ensure that procedures prescribed on COSHH

assessment forms are followed. If you notice that such procedures are not being

followed or that substances are in use without a COSHH assessment having

been performed for that particular activity, it is your duty to inform the relevant

supervisor or Safety Officer.

SAFETY AUDITS

Safety Audits carried out within the Institute will be conducted annually. These

will be organised with Safety Services by the home departments of the research

groups within the Institute. Departmental Safety Officers are responsible for

providing the completed Safety Audit and confirmation of any actions carried

out to meet with compliance to the North Campus Site Superintendent. Copies

of completed safety audits should be logged with both the Institute Director and

the home department. The Institute Director will confirm the annual report and

compliance.

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DISPLAY SCREEN EQUIPMENT

By law, all University employees who, as part of their normal work, use

Display Screen equipment are protected by the Display Screen Equipment

Regulations and are referred to as DSE ‘users’.

There is a very useful Visual Display User information leaflet (compiled by

HSE) available from http://www.hse.gov.uk/pubns/indg36.pdf

Workstations (DSE and associated equipment/furniture, etc) used by ‘users’

should be assessed for suitability. Such assessment should be carried out when

an individual is first identified as a ‘user’, and at any time there is significant

change to workstation or equipment. ‘Users’ should inform their home

Departmental Safety Officer when any changes occur or if health problems

develop which you believe may be linked to DSE use.

MANUAL HANDLING

If there is some risk of injury from manual handling, then a task assessment

must be made. It should be noted that assessments should only be done by those

individuals who have received the appropriate manual handling assessment

training.

Steps must be taken to reduce the risk to the lowest reasonable practicable level.

Avoid the need for manual handling as far as reasonably practicable. Protective

measures should be observed at all times, e.g. the wearing of gloves, glasses or

protective footwear. Make full and proper use of equipment provided to aid

manual handling.. Always practice good handling techniques.Seek assistance; it

may be helpful to draw on the knowledge and expertise of others.

See also: PERSONS WITH SPECIAL NEEDS (Page 7)

SPECIFIC ROLES AND RESPONSIBILITIES (Page 26)

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PERSONAL PROTECTIVE EQUIPMENT

Personal protective equipment should not be regarded as a substitute for other

methods of controlling risks to health and safety. Use of other methods, e.g.

engineering controls, safe systems of work, etc., must be considered first. The

home Departments are to provide all relevant Personal Protective Equipment if

it is considered necessary, or is covered by separate legislation on specific

hazards.

Examples of the equipment available not covered by other legislation are:

U.V. proof goggles and spectacles

Light-restricting spectacles

Welding masks

Gloves used for manual handling to protect against cuts, knocks,

scrapes etc.

Gloves used to handle hot objects

Gloves used to handle extremely cold objects

Welding aprons

Welding gaiters

Footwear to protect against falling objects and knocks

If you think you, or anyone else, require Personal Protective Equipment for any

of your activities then seek guidance and information from your home

Department Safety Officer.

See also: PERSONS WITH SPECIAL NEEDS (Page 7)

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WORK EQUIPMENT

"Work equipment" covers all equipment used within the building, including

personal equipment (e.g. brought from home), borrowed or hired equipment.

The definition of "equipment" in this context is very broad and would cover

everything from a photocopier through to a scalpel. Everyone who specifies,

purchases, uses and/or is responsible for work equipment should:

Ensure that it is safe, suitable for its task and for the

environment in which it is to be used.

Be sure that it complies with any appropriate E.U.

regulations (e.g. does it carry a 'CE' mark where applicable?)

Keep it in a state of good repair, operating a system of

planned checks and maintenance where appropriate.

Consider whether any hazards might arise in both normal use

and during any foreseeable malfunction. If the equipment

might pose any significant risk to users or others, ensure that

it is appropriately sited and guarded and that procedures are

in place to eliminate or minimise that risk.

Ensure that, where appropriate, both users and supervisors of

users receive appropriate instruction and training in the safe

use of this equipment and are aware of any hazards that

might arise from its use or its foreseeable malfunction.

Complex instructions are better written down.

Guidance can be obtained from the North Campus Site Superintendent or the

home Department Safety Officer.

See also: PERSONS WITH SPECIAL NEEDS (Page 7)

SPECIFIC ROLES AND RESPONSIBILITIES (Page 26)

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SAFETY SIGNS AND SIGNALS REGULATIONS

The law requires that a safety sign must be provided where other methods,

properly considered, cannot deal satisfactorily with the risk(s).

A safety sign, however, cannot be used as a substitute for other methods of

controlling risks to health and safety. Other methods of control must be

provided wherever possible, e.g. engineering controls, safe systems of working

etc.

Where a safety sign is used, it must conform to the standards specified in the

appropriate regulations.

Where a safety sign would not help to reduce a risk or where risk is not

significant, there is no need to provide a sign.

Guidance can be obtained from the home Department Safety Officer.

See also: UNATTENDED EQUIPMENT or SUBSTANCES (Page 10)

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RADIATION SAFETY

General

The University has a responsibility under the Health and Safety at Work Act

1974, to ensure that all work with radiation is carried out safely. In the Kroto

Building the main sources of radiation are from isotopes.

Ionising Radiation

The use of radioactive materials, X-ray equipment and any other source of

ionising radiation is regulated by the Radioactive Substances Act 1993, the

Ionising Radiation Regulations 1985 and associated Codes of Practice and

Guidance Notes. The Departmental Radiation Protection Supervisor (DRPS)

must be informed of any proposed work involving ionising radiation.

Further Information

For further information please contact your home Department Laser Safety

Officer.

See also: SPECIFIC ROLES AND RESPONSIBILITIES (Page 26)

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PRESSURE SYSTEMS

Anyone who uses, or intends to use or purchase, a pressure system should be

aware of the current regulations covering such systems.

A pressure system is defined as a system containing liquids and/or gases at

pressures above 0.5 bar or any system containing steam. Examples are a

compressed air supply, steam equipment or a system using a compressed gas

cylinder.

High pressure equipment and systems require specialist knowledge and

expertise, and a “thorough examination” of pressure vessels and pressure

systems is required by law every 14 months. If the product of the Pressure times

the Volume of the largest pressure vessel in the system is 250 bar/litres or more,

then by law a “Written Scheme of Examination” must be obtained for that

system prior to its commissioning and use.

Although it is not a legal requirement for systems below this threshold, the

Kroto Institute’s policy is that a “Written Scheme of Examination” must be

obtained for all compressor receivers prior to their commissioning and use.

For more information or advice contact Estates Services.

It is essential to ensure that all pressure systems in the building are registered,

insured, and covered by a regular maintenance schedule. Adequate information

must be provided to all relevant personnel for the safe operation, maintenance

and examination of such systems.

Useful codes of practice are issued by the High Pressure Technology

Association and the British Compressed Air Association. Reference should also

be made to the requirements of the Pressure Systems Regulations 2000.

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CONSTRUCTION OF EQUIPMENT AND APPARATUS IN THE

DEPARTMENT

All equipment or apparatus constructed in the building or the department using

the building must be tested before use to ensure that it complies fully with all

the relevant safety legislation. This applies to equipment or apparatus

constructed as part of undergraduate or research projects and applies equally to

electronic circuits, electrical machines, mechanical devices, etc.

It is important to seek advice at an early stage, preferably before the start of

construction (see other relevant sections of this book), and this can be obtained

from the North Campus Site Superintendent.

See also: SPECIFIC ROLES AND RESPONSIBILITIES (Page 26)

UNATTENDED EQUIPMENT or SUBSTANCES (Page 10)

PORTABLE APPLIANCE TESTING (PAT) (Page 14)

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VISITORS

Occupants of the building who invite or receive visitors are responsible for their

safety, and for ensuring that they are given relevant information about any

hazards they may encounter.

This applies to all visitors, including UCAS candidates, academic visitors,

contractors, service engineers, sales representatives, work experience non-

employees or casual visitors.

As a minimum all visitors should be informed of the Fire and Emergency

Procedures (see page 4). Further information should be provided depending on

the potential hazards arising from the purpose and location of the visit.

Short-term Visitors

Short-term visitors must be supervised at all times.

Longer-term Visitors

On arrival, longer-term visitors should be provided with an appropriate

induction by the home Department that they are visiting. In addition, their host

within the Kroto Research Institute should advise them of any additional safety

procedures specific to the Institute and their particular area of work.

Contractors / Service Engineers

Contractors / service engineers should be informed that on arrival, they must

report to the relevant site manager or his representative.

The site manager or his representative must issue the contractor / service

engineer with all necessary information, including contact details, to allow them

to work in safety on site, and must, jointly with the contractor / service

engineer, fill in a Permit to Work. These forms are then kept for information at

the gatehouse and to enable portering staff to allow access to permitted

contractors.

Work must not commence until the site manager or representative has given

clearance.

Contractors / service engineers must not commence / continue work unless in

possession of a current, valid Permit to Work.

All Visitors

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All visitors should be:

Made familiar with emergency arrangements.

Instructed not to enter any laboratories or workshops unaccompanied and

without authorisation.

Instructed not to touch any equipment or process without permission.

Made aware that entry to many workshops and laboratories will require

them to wear protective equipment and/or clothing. Their host should advise.

Made aware that there are restrictions on working outside normal hours.

If this is essential, their host will need to make special arrangements.

Made aware that although we make every effort to ensure their health and

safety, should they see a potential safety hazard, they are expected to report it

immediately to a member of staff.

Further information can be obtained from the North Campus Site

Superintendent or the home Department.

See also: PERSONS WITH SPECIAL NEEDS (Page 7)

SPECIFIC ROLES AND RESPONSIBILITIES (Page 26)

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SPECIFIC ROLES AND RESPONSIBILITIES

The following people have specific responsibility for particular areas within the

Kroto Institute. These people may impose additional safety requirements and

conditions for working in their given area, if appropriate:

Hemaka Bandulasena G21 to G23

Andrew Fairburn G24, G26, G27 and G30

Nicola Green Confocal Facility

Claire Hurley Surface Analysis Centre

Peter Korgul Lower Ground Floor and Sorby Centre

Jaime Lozano G21 to G23

Ian Ross Centre for High Resolution Imaging and Analysis

Mark Wagner Second Floor labs and Clean Room

Emma Wharfe G25, G26, G28 to G33

The Kroto Research Institute does not operate an additional or overarching

Safety Committee and any specific safety issues should be raised with the

relevant designated individuals from the home departments. For a current list of

the named individuals see the table on the following page.

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SAFETY OFFICERS FOR DEPARTMENTS WITHIN THE KROTO RESEARCH INSTITUTE

Name Duty Extension

Civil and Structural Engineering

Vito Racic Departmental Safety Officer and Radiation Protection Supervisor 25790

Andrew Fairburn Deputy Departmental Safety Officer 25770

Glenn Brawn Departmental Laser Safety Officer 25723

Wei Huang / Emma Wharfe Departmental Biological Safety Officer 25736

Materials Science and Engineering

Bev Lane Departmental Safety Officer 25461

Dr Steve Mason Deputy Departmental Safety Officer 25500

Dr Steve Matcher Departmental Laser Safety Officer 25994

Mr Mark Wagner Departmental Biological Safety Officer 25927

Dr Nik Reeves-McLaren Departmental Radiation Officer 26013

Chemical and Biological Engineering

Mr Richard Stacey Laboratory Superintendent

Departmental Safety Officer

COSHH Assessment Representative

27529

Mr Keith Penny Departmental Laser Safety Officer 27531

Dr Mark Dickman Departmental Biological Safety Officer 27541

Mr Mark McIntosh Display Screen Assessor 27530

Mr David Wengraf Departmental Radiation Officer 27586

Computer Science

Dr Philip D Green Departmental Safety Officer 21828

Electronic and Electrical Engineering

Mr Ian Moulson Departmental Safety Officer 25141

Mrs Dianne Webster Departmental Deputy Safety Officer 25859

Dr Gavin Williams Departmental Laser Safety Officer 25814

Prof Mark Hopkinson Departmental X-ray Radiation Safety Supervisor 25385

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ALPHABETICAL INDEX

PAGE NO. ACCESS TO BUILDINGS DURING CLOSURE 8 CONSTRUCTION OF EQUIPMENT AND APPARATUS 23, 14 COSHH REGULATIONS 15 DISPLAY SCREEN EQUIPMENT 17 EMERGENCY PROCEDURE 4 EMERGENCY TELEPHONE NUMBER 4 EQUIPMENT LEFT RUNNING 10 EVACUATION 4 KROTO SAFETY POLICY 3 FIRE 4 FIRE AND EMERGENCY PROCEDURES 4 INTRODUCTION 2 IONISING RADIATION 21 MANUAL HANDLING 17 MEDICAL EMERGENCY AND FIRST AID 5 OUT-OF-HOURS WORKING 8 PERSONAL PROTECTIVE EQUIPMENT 18 PERSONS WITH SPECIAL NEEDS 7 PORTABLE APPLIANCE TESTING (PAT) 14 PRESSURE SYSTEMS 22 PROJECT WORK (UNDERGRADUATE) 12 RADIATION SAFETY 21 RADIATION SUPERVISORS 21 RESEARCH STUDENTS (SUPERVISION OF) 13 RISK ASSESSMENT 6 SIGNS AND SIGNALS REGULATIONS 20 STUDENTS (SUPERVISORS' RESPONSIBILITIES FOR) 11-13 SPECIFIC ROLES AND RESPONSIBILITIES 26, 27

SUBSTANCES 10, 15 TRAINING (SAFETY) 4 UNATTENDED EQUIPMENT OR SUBSTANCES 10 VISITORS 24-25 WORK EQUIPMENT 19