institute safety statement

Institute Safety Statement 2012

Document Reference: EXB165/12-3a.

Purpose: To ensure the safety, health and welfare of all staff, students, visitors and contractors at Waterford Institute of Technology.

Commencement Date: 12th March 2012

Date of Next Review: December 2012

Who Needs to Know About this Document:

Governing Body, President, Executive Board, Heads of Department, Central Services Managers, All Staff, WIT Student Union, Students, Contractors, Campus Based Companies.

Revision History: Replaces Institute Safety Statement 2010-2011

Policy Author: Mary O’ Doherty, Health & Safety Officer

Policy Owner: Health & Safety Office


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Table of Contents

Table of Contents ............................................................................................................................. 2

1. Introduction ............................................................................................................................. 5

2. Health and Safety Management .............................................................................................. 5

3. Safety Management Structure .................................................................................................. 6

4. Employer’s Responsibilities .................................................................................................... 6

5. Assignment of Responsibilities ............................................................................................... 7 5.1 President .............................................................................................................................................................................. 7 5.2 Heads of School/Function .............................................................................................................................................. 7 5.3 Heads of Department & Central Services Managers .................................................................................................. 8 5.4 Human Resource Manager ............................................................................................................................................... 9 5.5 Estates Manager and Capital Projects Manager ........................................................................................................... 9 5.6 Health & Safety Officer .................................................................................................................................................. 10 5.7 Senior Technical Officer* .............................................................................................................................................. 10 5.8 Staff ................................................................................................................................................................................ 11 5.9 Students (Undergraduate, Postgraduate, Apprentice) ............................................................................................... 12 5.10 Contractors ....................................................................................................................................................................... 13 5.11 Visitors ............................................................................................................................................................................... 14 5.12 Radiation Protection Officer ......................................................................................................................................... 14 5.13 Third Party Campus based Companies ....................................................................................................................... 14

6. Hazard Identification and Risk Assessment ......................................................................... 15 6.1 Risk Assessment Procedure ........................................................................................................................................... 15 6.2 Risk Assessments ............................................................................................................................................................. 15

7. Consultation ........................................................................................................................... 15 7.1 Communication of Safety Statements .......................................................................................................................... 16 7.2 Safety Representative ...................................................................................................................................................... 16 7.3 Safety Representatives Committee ............................................................................................................................... 17 7.4 Health & Safety Joint Consultative Committee ......................................................................................................... 17

8. Accident Reporting & Investigation ...................................................................................... 18 8.1 Accident Reporting ......................................................................................................................................................... 18 8.2 Accident Investigation .................................................................................................................................................... 18 8.3 Reporting to Health & Safety Authority (HSA) ......................................................................................................... 18

9. First Aid & Defibrillators ....................................................................................................... 19 9.1 Appointment of First Aiders ......................................................................................................................................... 19 9.2 First Aid Provisions ......................................................................................................................................................... 19 9.3 Isolated Locations............................................................................................................................................................ 20 9.4 Automated External Defibrillators (AEDs) ................................................................................................................ 20 9.5 Transportation to Hospital ............................................................................................................................................ 20

10. Personal Protective Equipment (PPE) .................................................................................. 21

11. Welfare Facilities .................................................................................................................... 21

12. Smoke Free Policy ................................................................................................................. 22

13. Training ................................................................................................................................. 23

14. Fire Safety Programme & Emergency Plans ......................................................................... 23 14.1 Fire Safety Programme ................................................................................................................................................... 23 14.2 Emergency Evacuation ................................................................................................................................................... 24 14.3 Fire Detection and Alarm Systems ............................................................................................................................... 24


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14.4 Fire Prevention Equipment ........................................................................................................................................... 24

15. Dignity & Respect at Work .................................................................................................... 24

16. Special Precautions in respect of Pregnant Employees......................................................... 25

17. Stress ...................................................................................................................................... 25

18. Protection of Children and Young Persons ........................................................................... 26

19. People with Disabilities ......................................................................................................... 26

20. Revision of Safety Statement.................................................................................................. 27

21. Additional Information .......................................................................................................... 27

22. Appendix 1: ............................................................................................................................ 28 22.1 President & Heads of School/Function ...................................................................................................................... 28 22.2 Heads of Department ..................................................................................................................................................... 28 22.3 Central Services Managers.............................................................................................................................................. 29 22.4 Safety Representatives ..................................................................................................................................................... 29 22.5 Safety Representatives Committee Members ............................................................................................................. 29 22.6 Joint Consultative Committee Members ..................................................................................................................... 30

23. Institute Safety Statement Risk Assessments ........................................................................ 31 Access & Egress ......................................................................................................................................................................... 32 Compressed Gases ..................................................................................................................................................................... 32 Computer Laboratories ............................................................................................................................................................. 33 Drinking Water ........................................................................................................................................................................... 34 Driving for Work ....................................................................................................................................................................... 34 Electricity ..................................................................................................................................................................................... 35 Equipment – General ................................................................................................................................................................ 36 Fieldtrips - General .................................................................................................................................................................... 36 Fire ................................................................................................................................................................................................ 36 Gas Leak ...................................................................................................................................................................................... 37 Harassment, Bullying, Discrimination & Victimisation ...................................................................................................... 37 Housekeeping ............................................................................................................................................................................. 37 Kitchens - General ..................................................................................................................................................................... 38 Laboratories - General .............................................................................................................................................................. 39 Lecture Rooms............................................................................................................................................................................ 39 Lifts ............................................................................................................................................................................................... 40 Manual Handling ........................................................................................................................................................................ 40 Noise............................................................................................................................................................................................. 41 Office Safety ................................................................................................................................................................................ 41 Photocopiers and laser printers ............................................................................................................................................... 41 Radiation ...................................................................................................................................................................................... 42 Slips, trips, falls ........................................................................................................................................................................... 43 Stress ............................................................................................................................................................................................. 43 Vehicular traffic .......................................................................................................................................................................... 44 Visual display units (VDUs) ..................................................................................................................................................... 44 Workshops - General ................................................................................................................................................................ 45

Health & Safety Policy

It is the policy of Waterford Institute of Technology to promote high standards of health and safety within the Institute and to ensure that the best practicable methods of compliance with the Safety, Health and Welfare at Work Act 2005, the Safety, Health & Welfare at Work (General Application) Regulations 2007 and associated legislation are achieved.

In addition to our commitment to the safety of our staff and students, it is our policy to ensure the safety of visitors and members of the public and to discharge our duties to contractors and others who may be affected by our activities.

The Institute undertakes to ensure that adequate resources are provided to implement the health & safety policy. The Executive Board will therefore ensure that:

• Adequate resources are provided to ensure that proper provision can be made for health and safety.

• Adequate numbers of suitably trained personnel are available to undertake all work activities.

• Sufficient resources are available to provide necessary information and training with respect to health and safety.

All members of the Institute are expected to demonstrate their commitment towards a safe and healthy work and study environment by complying with the Institute’s health and safety policy and associated procedures.

Dr. Ruaidhrí Neavyn Date

President


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1. Introduction

This document sets out the Institute Safety Statement for all personnel, students, visitors and contractors at Waterford Institute of Technology (hereafter referred to as WIT). It has been prepared in accordance with the Safety, Health & Welfare at Work Act, 2005, the Safety, Health & Welfare at Work Act (General Application) Regulations 2007 and all associated relevant legislation.

The purpose of the Safety, Health and Welfare at Work Act 2005, (herein after referred to as the Act) is to ensure the safety, health and welfare of all employees in the workplace and to ensure that non-employees present in the workplace are safe. The Act applies to employees in all types of work and embraces all the activities of the Institute. Section 20 of the Act requires the Institute to prepare a written safety statement specifying the manner in which the safety, health and welfare at work is to be secured and managed. The Institute Safety Statement is a programme for safeguarding health & safety of all individuals at the Institute, represents management’s commitment to health and safety, and states how resources will be implemented in order to maintain the above. It is a commitment to comply with all the relevant health & safety legislation and provides a framework for continual improvement by setting targets and objectives.

Due to the diverse working activities of the Institute this Safety Statement is not a stand-alone document but is used in conjunction with ancillary safety statements, Institute’s rules, operating instructions and health and safety procedures. Ancillary Safety Statements have been prepared to address health & safety in a specific school/function and focus on the unique activities of that school/function.

2. Health and Safety Management

This Safety Statement sets out the broad principles which the Institute has adopted to ensure the health and safety of its employees, students and others affected by its activities. The basis for the management of health and safety at the Institute are summarised as follows:

i. Identification of hazards.

ii. Assessment of the risks.

iii. Elimination of the risk where possible and application of the principles of prevention.

iv. Implementation of adequate control measures.

v. Development of safe systems of work.

vi. Provision of safety training, information, instruction, demonstration and supervision.

vii. Consultation and communication with staff and students on health and safety matters.

viii. Monitoring of health and safety.


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This approach to health and safety will be undertaken on a department-by-department basis. Ancillary safety statements contain detailed hazard identification and risk assessments and form an integral part of the Institute’s safety management approach.

3. Safety Management Structure

4. Employer’s Responsibilities

The Institute will, in so far as is reasonably practicable, ensure the safety, health and welfare at work of all employees and persons not in its employment but who may be affected by its work activities. In achieving this, the Institute recognises its express responsibilities under Section 8 of the Act which outline the employer’s duties.

These duties cover:

i. The management and conduct of work activities.

ii. Preventing improper conduct or behaviour (for example, violence, bullying or horseplay at work).

iii. The design, provision and maintenance of safe workplaces, safe means of access to and egress from the workplace and safe plant and machinery.

iv. Ensuring safety and prevention of risk from the use of any substances or articles, from noise, vibration or ionising or other radiations or any other physical agent at the place of work.

President

Head of School Head of Function

Joint Consultative Committee

Safety Representatives Committee

Head of Department

Staff

Central Service Manager

Staff Student Health & Safety Officer


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v. Providing safe systems of work.

vi. Providing adequate welfare facilities.

vii. Provision of adequate instruction, training and supervision and any necessary information.

viii. Preparing risk assessments and safety statements that take account of the general principles of prevention when implementing necessary safety, health and welfare measures.

ix. Provision and maintenance of suitable personal protective equipment where risks cannot be eliminated, or where such equipment is prescribed.

x. The preparation and, where necessary, the revision of adequate plans and procedures to be followed and measures to be taken in the case of an emergency or the presence of serious or imminent danger.

xi. The reporting of accidents and dangerous occurrences to the Health & Safety Authority.

xii. To obtain, where necessary, the services of a competent person to assist in ensuring the safety, health and welfare of his or her employees.

5. Assignment of Responsibilities1

In accordance with legislative requirements this section details individuals with responsibility for health and safety and outlines the tasks assigned to them.

5.1 President

The President has overall responsibility for ensuring that:

i. The Institute meets its statutory obligations set out in the Safety, Health & Welfare at Work Act, 2005, the Safety, Health & Welfare at Work Act (General Application) Regulations 2007 and associated legislation.

ii. All managerial and supervisory staff are made aware of the Institute’s health & safety policy and procedures.

iii. Encourage employees at all levels to become actively involved in health and safety.

iv. To ensure that Heads of School/Function discharge their duties with respect to safety health and welfare.

5.2 Heads of School/Function

The Heads of School/Function will ensure that:

i. The school/function has prepared an ancillary safety statement in compliance with the Safety, Health and Welfare at Work Act 2005, the Safety, Health & Welfare at Work Act (General Application) Regulations 2007 and associated legislation, which is reviewed at least annually.

ii. To report to the President on all matters relating to health and safety.

1 Names and contact details are outlined in appendix 1.


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iii. To ensure that adequate resources are provided on a departmental basis to ensure that sufficient provision can be made for health and safety.

iv. To ensure that structures exist for consultation on and communication of health and safety matters.

v. To ensure that Heads of Department/Central Service Managers discharge their duties with respect to health, safety and welfare.

vi. To ensure that new plant, equipment and materials comply with legislative requirements and that all equipment including existing equipment is properly installed and maintained.

vii. All hazards are identified and appropriate measures are implemented to control the risks.

viii. Regular safety inspections/audits are carried out to monitor the Schools/Functions compliance with the legislation.

ix. All accidents and near misses are reported and investigated and sent to the Health & Safety Officer.

x. Emergency evacuation and first aid procedures are implemented and sufficient numbers of trained personnel are available to assume the roles of fire wardens and first aiders.

xi. Ensure that emergency plans are in place to control specific risks in their area and that relevant staff are trained in these emergency procedures.

xii. All staff are appropriately trained to carry out their duties safely and to ensure the attendance of staff at designated training courses as appropriate.

xiii. All contractors carrying out work in their area operate in accordance with health and safety requirements of the Institute.

5.3 Heads of Department & Central Services Managers

The Heads of Department & Central Service Managers will ensure:

i. That the safety statement is brought to the attention of all staff and students within their department/function.

ii. That all staff and students fully understand and observe the arrangements for health and safety.

iii. Report to the Head of School/Function on all matters relating to health and safety.

iv. Departmental safety procedures are effective and appropriate to the department/ function’s operations.

v. That existing staff and new staff are provided with adequate information, training and instruction of the hazards and risks associated with work in their department/function.

vi. That clear formal communication channels are maintained in order that the results of ongoing risk assessments are communicated to staff and students.

vii. Accident reports are completed for all accidents and the original copy of the report sent to the Health & Safety Officer.

viii. Appropriate personal protective equipment is provided where necessary and that staff are provided with adequate information, training and instruction regarding the use of, maintenance, storage, repair and replacement of such equipment.


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ix. Fire fighting and first aid facilities are available in the department/function and there are an adequate number of trained personnel available within the department/function.

x. Sufficient fire wardens and first aiders are available within the department/function.

xi. Undergraduate and Apprentice Students are supervised at all times in laboratories, workshops, research centres and any area where practical or experimental work may be undertaken.

xii. Undergraduate and Apprentice Students receive safety information and training appropriate to the hazards and risks that they may be exposed to.

xiii. Postgraduate students receive adequate training, information and instruction of the hazards and risks associated with the activities they are undertaking.

xiv. Ensure that new plant, equipment and materials comply with legislative requirements and that all equipment including existing equipment is properly installed and maintained.

xv. All contractors carrying out work in their area operate in accordance with health and safety requirements of the Institute.

xvi. All contractors working for the department/function complete contractor induction training prior to commencing work on-site.

5.4 Human Resource Manager

In addition to the above functions listed under of Heads of Department/Central Service Managers, the Human Resources Manager will also:

i. Investigate unusual absenteeism patterns which may be related to occupational health problems.

ii. Arrange health surveillance for employees in areas where risk assessments have identified a need.

iii. Ensure that health and safety responsibilities are included in relevant conditions of service.

5.5 Estates Manager and Capital Projects Manager

In addition to the functions listed under Heads of Department/Central Service Managers, the Estates Manager and the Capital Projects Manager will also:

i. Incorporate the appropriate terms of the safety statement in the general conditions of a contractor's work specifications at tender stage.

ii. Ensure that all building and maintenance contracts are subject to receipt of satisfactory information on their safety arrangements from the contractors.

iii. Ensure that the client provisions of the Safety Health and Welfare at Work (Construction) Regulations 2006 and associated amendments are implemented for all contracted building and maintenance work within the Institute.

iv. Ensure that contractors are provided with adequate information and instruction on hazards and risks associated with their work within the Institute and that specialist training is provided prior to the commencement of work if required.

v. Ensure that project supervisors are appointed for both design and construction stage as required.


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vi. Ensure that contractors comply with all health and safety requirements issued by the Institute.

vii. All contractors have successfully completed the FAS Safe Pass training course and WIT’s online Contractor Induction Training prior to commencing work on-site.

viii. Liaise with relevant Heads of Department/Central Service Managers regarding the commencement of new works prior to commencement and ensure that appropriate measures are in place to ensure the safety, health and welfare of staff, students and others in the area.

ix. Ensure that all works are carried out by competent and qualified personnel in accordance with health and safety legislation.

5.6 Health & Safety Officer

The Health & Safety Officer acts in an advisory capacity in which he/she will advise the Institute on its statutory obligations under the health and safety legislation. In particular he/she will:

i. Provide health and safety advice and support to the President, Executive Board, Heads of Department/Central Service Managers and employees.

ii. Develop and implement the Institute’s Emergency Evacuation Plan.

iii. Record and analyse accident/near miss reports.

iv. Liaise with the Human Resource Office to arrange specific health and safety training with campus wide application (e.g. Fire Wardens, First Aid, etc.)

v. Update and revise the Institute Safety Statement in consultation with the Health & Safety Joint Consultative Committee.

vi. Advise all staff on ongoing health & safety issues.

vii. Identify and liaise with various agencies (e.g. Fire Services, Health & Safety Authority).

viii. Liaise with safety representatives, safety committee members and the health and safety joint consultative committee members on matters relating to safety, health and welfare.

ix. Monitor aspects of health and safety within the Institute.

5.7 Senior Technical Officer*

The Senior Technical Officer will:

i. Provide technical assistance to lecturers and students on the safe operation and use of equipment and materials.

ii. Arrange for safe disposal of used materials e.g. biological, chemical and materials containing toxic, hazardous and volatile materials.

iii. Assist in the supervision and training of undergraduate, apprentice and post-graduate students in laboratory techniques.

iv. Monitor, test and record the condition of safety equipment to comply with the Safety, Health & Welfare at Work Act, 2005 and associated legislation.

v. Develop and update hazard analysis documentation.


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vi. Carry out of safety audits in department/functional area in co-operation with other grades of staff.

vii. Ensure that laboratories, materials and equipment are kept clean, tidy and in good order.

*(May not be applicable to all Schools/Functions)

5.8 Staff

In accordance with sections 13 and 14 of the Safety, Health & Welfare at Work Act, 2005 the following statutory provisions apply to employees. An employee shall, while at work—

i. Comply with requirements of the 2005 Act and all associated legislation.

ii. Take reasonable care to protect his or her own safety, health and welfare and that of any other person who may be affected by his or her acts or omissions at work.

iii. Not be under the influence of alcohol or drugs or a combination of alcohol and drugs to the extent that he or she is likely to endanger his or her own safety, health or welfare at work or that of any other person.

iv. If reasonably required by his or her employer, submit to any appropriate, reasonable and proportionate tests, by or under the supervision of a registered medical practitioner who is a competent person, as may be required by Regulations made under the 2005 Act.

v. Co-operate with his or her employer or any other person, as necessary, to assist that person in complying with safety and health legislation as appropriate.

vi. Not engage in improper conduct or other behaviour such as violence, bullying or horseplay, which could endanger another person at work or his or her safety, health and welfare.

vii. Attend health and safety training as required and undergo as appropriate, any reasonable assessment required by the Institute.

viii. Taking account of the training and instructions given by the Institute, correctly use any article or substance and protective clothing and equipment provided for use at work or for his or her protection.

An employee, on entering into a contract of employment, may not misrepresent himself or herself as regards the level of training that they have received.

An employee is required to report to his/her employer, or other appropriate person, as soon as they become aware of any instance:

i. Where work is being carried on, or likely to be carried on, in a manner which may endanger his or her safety, health or welfare or that of another person.

ii. Any defect in the place of work, the systems of work or in any article or substance likely to endanger him or her or another person.

iii. A breach of safety and health legislation likely to endanger him or her or another person which comes to his or her attention.


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All employees have a duty to refrain from improper conduct liable to harm the safety, health or welfare of persons at work. Violence, horseplay and bullying at work would come within the meaning of improper conduct. Horseplay amongst employees can result in serious consequences, particularly when working with potentially dangerous machines or hazardous substances.

A person may not intentionally, recklessly or without reasonable cause—

i. Interfere with, misuse or damage anything provided under the relevant statutory provisions or otherwise for securing the safety, health and welfare of persons at work, or

ii. Place at risk the safety, health or welfare of persons in connection with work activities

In addition to the legal obligations listed above employees have the following responsibilities:

i. Familiarise themselves with the contents of the Institute Safety Statement and Ancillary Safety Statements, safety policies and procedures.

ii. Staff should promote safe work practices in accordance with the Institute and Ancillary Safety Statements.

iii. Ensure equipment is operated in a safe manner and good housekeeping standards are maintained.

iv. Use personal protective equipment as required.

v. Promote safe work practices.

vi. Report any accident, dangerous occurrence, or potential safety hazard to the Head of Department/Central Service Manager and co-operate fully in any accident investigation.

vii. Ensure all safety rules are communicated to students, contractors and visitors while working in their area of expertise.

viii. Use equipment only if properly trained.

ix. Must ensure that, in so far as reasonably practicably, students under their supervision receive safety information and training appropriate to the hazards and risks that they may be exposed to.

5.9 Students (Undergraduate, Postgraduate, Apprentice)

In accordance with section 14 of the Safety, Health & Welfare at Work Act, 2005 the following statutory provision applies to undergraduate, postgraduate and apprentice students.

Undergraduate, postgraduate and apprentice students are required to:

i. Take reasonable care of their own safety and not endanger others by their acts or omissions.

ii. Co-operate fully with all safety rules and regulations issued by the Institute.

iii. Not interfere or misuse anything that is provided in the interest of health and safety.

iv. Ensure equipment is operated in a safe manner and good housekeeping standards are maintained.


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v. Use personal protective equipment (PPE), as necessary. (Students are required to provide their own PPE i.e. laboratory coats, safety glasses etc.)

vi. Use equipment only if properly trained.

vii. Report accidents, dangerous occurrences, defective equipment or potential safety hazards to their lecturer/course leader.

viii. Comply with requirements of the Safety, Health & Welfare at Work Act 2005 and associated legislation.

ix. Participate in health and safety training programmes as required.

x. Not be under the influence of alcohol or drugs or a combination of alcohol and drugs to the extent that he or she is likely to endanger his or her own safety, health or welfare at work or that of any other person.

xi. Not engage in improper conduct or other behaviour such as violence, bullying or horseplay, which could endanger another person or his/her safety, health and welfare.

Undergraduate, postgraduate and apprentice students may not intentionally, recklessly or without reasonable cause—

i. Interfere with, misuse or damage anything provided under the relevant statutory provisions or otherwise for securing the safety, health and welfare of persons at work, or

ii. Place at risk the safety, health or welfare of persons in connection with work activities

5.10 Contractors

The following responsibilities are allocated to contractors:

i. All contractors will be expected to comply with the Institute’s Safety Statement and must ensure that their own Safety Statement is made available whilst work is being carried out. It is the Institute’s policy that all contractors have a safety statement in accordance with the requirements of the Safety, Health and Welfare at Work Act 2005.

ii. All work must be carried out in accordance with relevant statutory provisions and Institute’s rules and regulations, taking into account the health and safety of others on-site.

iii. Contractors must not commence any work on-site until they have successfully completed WIT’s online Contractor Induction Training.

iv. Contractors on-site must comply fully with the Safety, Health and Welfare at Work (Construction) Regulations 2006 (S.I. No. 504 of 2006) and associated amendments.

v. Scaffolding and other access equipment used by contractors' employees must be erected and maintained in accordance with current regulations and codes of practice.

vi. All plant and equipment brought onto site by contractors must be safe and in good working order, fitted with any necessary guards and safety devices, and with any necessary certificates available for checking.

vii. All transformers, generators, extension leads, plugs and sockets must be suitable for industrial use and in good condition. If it is necessary to use equipment operating from a 240 volt supply, a residual current device with a rated tripping current of 30mA and operating 30 m.secs must be used.


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viii. Any injury sustained by a contractor's employee must be reported to the Institute’s Health & Safety Officer.

ix. Contractors must comply with any safety instructions given by the Institute.

x. Contractors will take reasonable care of themselves and others who may be affected by their acts or omissions and must co-operate with Institute personnel as necessary.

xi. Contractors must supply at tender stage a safety statement, relevant method statements, copies of their public and employers liability insurance and complete the Contractors Compliance Form CCF1 before a contract is awarded.

xii. The Institute must be notified of any material or substance brought onto site which has health, fire or explosive risks. Such materials must be stored and used in accordance with current recommendations.

xiii. Contractors are not permitted to use any work equipment/tools owned by the Institute.

xiv. Contractors must not use Institute staff unless the permission of the Head of Department/ Central Service Manager is received.

5.11 Visitors

All visitors to the Institute must:

i. Identify themselves to the relevant Institute personnel in the Department/Function that they are visiting and follow Institute safety procedures.

ii. Co-operate fully with all safety rules and regulations issued by the Institute.

iii. Not interfere or misuse anything that is provided in the interest of health and safety.

iv. Use personal protective equipment if instructed to do so.

v. Report accidents and dangerous occurrences to your designated Institute contact.

5.12 Radiation Protection Officer

The duties of the Radiation Protection Officer are:

i. To advise the Health & Safety Officer on all aspects of radiation safety pertaining to the Institute.

ii. To ensure that the conditions laid down in the licence issued by the Radiological Protection Institute of Ireland (RPII) are adhered to.

iii. To assist in the preparation and amendment of radiological safety procedures.

5.13 Third Party Campus based Companies

Each campus based company must:

i. Comply with the provisions of the Safety, Health and Welfare at Work Act, the Safety, Health & Welfare at Work (General Application) Regulations 2007 and associated legislation.

ii. Comply with the Institute’s Safety Statement.


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iii. Provide a copy of their own safety statement specific to the work they conduct on Institute premises to the Health and Safety Officer.

iv. Ensure that their employees are familiar with the Institute’s emergency response and evacuation procedures.

v. Report all defects in Institute owned equipment to the Estates Office.

Each campus based company is responsible for the management of the health and safety of its employees and for the safe upkeep and maintenance of all equipment and fixtures under their ownership.

6. Hazard Identification and Risk Assessment

It is recognised that the identification of hazards and subsequent assessment of the risk is at the core of any safety management system and provides the basis for securing safety in the workplace. The Institute is committed, as far as is reasonable practicable, to identifying hazards and informing employees of the risks and the appropriate control measures being put in place.

6.1 Risk Assessment Procedure

A risk assessment is a technique used to identify hazards in the workplace. It can be defined as a detailed examination of a particular work place, machine, activity or work procedure. It seeks to ensure that every hazard is properly identified and that action is taken to either eliminate or substantially reduce risk levels associated with each hazard.

The risk assessment is based on an identification of the hazards found and an assessment rating of the inherent risks. The risk assessment rating is based on the probability (or likelihood) of an accident occurring in relation to an unsafe practice or an unsafe condition and the consequence for such an accident should it occur.

6.2 Risk Assessments

A number of hazards identified as applicable to all schools and functions are outlined in the risk assessment section of this document.

Detailed risk assessments applicable to the unique activities of a school/function are outlined in the ancillary safety statements.

7. Consultation

Under the provisions of the Safety, Health and Welfare at Work Act 2005 employers are obliged to consult with and take account of any representations made by employees regarding health and safety matters. Consultation arrangements are outlined in the following sections.


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7.1 Communication of Safety Statements

The Institute will bring the contents of this safety statement to the attention of employees on a regular basis. Ancillary safety statements will similarly be brought to the attention of employees.

7.2 Safety Representative2

In accordance Section 25 of the Safety, Health and Welfare at Work Act 2005, employees are afforded the opportunity to select and appoint Safety Representatives to act on their behalf in relation to all matters pertaining to health and safety at work.

The following guidelines set out the terms of reference for Safety Representatives:

i. A safety representative, having given reasonable notice to the Institute, has the right to inspect the place of work at a frequency or on a schedule agreed between him or her and the Institute, based on the nature and extent of the hazards in the place of work.

ii. Safety representatives have the right to immediately inspect where an accident, dangerous occurrence or imminent danger or risk to the safety, health and welfare of any person has occurred or is present.

iii. The safety representative may also investigate accidents and dangerous occurrences, provided this does not interfere with another person carrying out statutory duties under safety and health legislation, such as a Health & Safety Authority Inspector. Investigations may include visual examinations and speaking to people who have relevant information on the matter at hand, but physical evidence must not be disturbed before an inspector has had the opportunity to see it.

iv. After giving reasonable notice to the Institute, the safety representative may investigate complaints relating to safety, health and welfare at work that have been made by an employee whom he or she represents.

A safety representative may also:

i. Accompany an inspector carrying out an inspection other than the investigation of an accident or a dangerous occurrence (although this may be allowed at the discretion of the inspector).

ii. At the discretion of the inspector, and where the employee concerned so requests, be present when an employee is being interviewed by an inspector about an accident or dangerous occurrence at a place of work.

iii. Make representations to the employer on safety, health and welfare at the place of work.

iv. Receive advice and information from inspectors in relation to safety, health and welfare at the place of work.

v. Consult and liaise with other safety representatives appointed within the Institute.

2 Names and contact details are outlined in appendix 1.


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The Institute will:

i. Be obliged to consider any representations made by the safety representative and, so far as is reasonably practicable, take any necessary and appropriate action in response.

ii. Give reasonable time off to the safety representative, without loss of remuneration; both to acquire knowledge and train as a safety representative and to carry out the functions of a safety representative e.g. training may need to be given periodically to reflect legislative changes and the introduction of new procedures, substances or equipment etc.

iii. Provide appropriate facilities for safety representatives to use i.e. the use of meeting rooms, photocopiers and communication equipment.

iv. Inform the safety representative when an inspector arrives to carry out an inspection at a place of work.

It should be noted that a safety representative does not have any duties relating to safety, health and welfare under the Act additional to those that apply to employees generally.

7.3 Safety Representatives Committee3

The Safety Representatives Committee is chaired by the Estates Manager and comprises of nominated representatives from the Estates Office, the Health & Safety Officer and the elected Safety Representatives. The Safety Representatives Committee will meet bimonthly and address day-to-day maintenance and operational safety related issues.

7.4 Health & Safety Joint Consultative Committee4

The Institute has set up a Health & Safety Joint Consultative Committee comprising of management representatives and staff delegates as well as safety representatives. This committee will meet once a semester and its brief is:

i. To recommend to the President appropriate action necessary to implement the Institute’s Safety Statement.

ii. To set and prioritise performance standards in order to ensure the continued improvement of health and safety in the Institute.

iii. To advise the President on the allocation of resources for the adequate implementation of the Institute’s Health & Safety Policy.

iv. To communicate with representative groups.

v. To obtain feedback from these representative groups.

vi. To prioritise and implement corrective actions.

3 Names and contact details are outlined in appendix 1. 4 Names and contact details are outlined in appendix 1.


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8. Accident Reporting & Investigation 8.1 Accident Reporting

The Institute has a statutory duty to record all accidents and report certain types of accidents and dangerous occurrences to the Health and Safety Authority. Therefore all accidents and dangerous occurrences must be reported immediately to one of the following:

Your Manager/Supervisor,

Course Leader,

The Medical Centre

The Health & Safety Officer

An accident report form should be completed as soon as possible and forwarded to the Health & Safety Officer.

All cases of injuries and ill health affecting contractors and visitors to the Institute should be reported to the Head of Department/Central Service Manager in which they are working/visiting or to the Health & Safety Officer.

8.2 Accident Investigation

Accidents should be investigated by the Manager/Supervisor in the area in which the accident occurred or by the Health & Safety Officer. The purpose of this investigation is to identify the causes of the accident and allow corrective action to be taken to prevent a re-occurrence. In this manner personal factors such as inadequate training will be highlighted, or job factors such as unsafe systems of work or inadequate engineering will be identified. All employees and students are obliged to co-operate with such investigations and to provide any information which may be useful in establishing the circumstances surrounding the accident.

8.3 Reporting to Health & Safety Authority (HSA)

The reporting of accidents and dangerous occurrences to the HSA will be completed by the Health & Safety Officer. In compliance with legislative requirements, the Institute will report the following to the HSA:

i. General injuries involving employees Accidents, where an employee is injured at a place of work and cannot perform their normal work for more than 3 consecutive days, not including the day of the accident.

ii. Road traffic/vehicle accidents involving employees Accidents where an employee is injured while driving or riding in the vehicle in the course of work, and cannot perform their normal work for more than 3 consecutive days, not including the day of the accident.

iii. General injuries involving members of the public Accidents related to a place of work or a work activity where a student, visitor or contractor requires treatment from a medical practitioner. Accidents related to medical treatment or pre-existing medical conditions are not reportable.


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iv. Road traffic/vehicle accidents involving members of the public Road traffic accidents are only notifiable if they relate to vehicle loads or to the construction or maintenance of roads or structures adjacent to roads.

Certain accidents must be notified regardless of whether an injury is sustained or not, these are known as dangerous occurrences. In the case of a dangerous occurrence, the Institute will report all dangerous occurrences to the HSA in accordance with legislative requirements.

In the event of a serious accident the Health & Safety Officer will liaise with the Health & Safety Authority and Gardai regarding the reporting and investigation of the accident. It is critical that the scene is not disturbed except where action is necessary for securing the safety of any person.

9. First Aid & Defibrillators 9.1 Appointment of First Aiders

The General Application Regulations 2007 requires the Institute to “designate” (to select someone for a duty/appoint) at each place of work under his or her control such a number of occupational first-aiders as is necessary to render first-aid at the place of work concerned. It also requires the Institute to “ensure that the number of first-aiders, their training and the equipment available to them is adequate”, taking into account the size or hazards (or both) of the undertaking or establishment.

Each Department/Function must ensure that an adequate number of first aiders based upon numbers employed, location and relative degree of risk. The names and phone numbers of first aiders are contained in each ancillary safety statement, as is the location of the first aid equipment. In cases of personal and/or industrial illness/accident at work, first aid will be administered by the medical centre and/or qualified first aiders in the Institute.

9.2 First Aid Provisions

The Institute shall provide provide and maintain suitably marked and easily accessible first-aid equipment, which is adequate and appropriate for enabling first-aid to be given as required. First Aid provisions will be supplied and maintained in accordance with the recommended contents of first aid kits as outlined by the Health & Safety Authority.

Different work activities involve different hazards and, therefore, different first-aid equipment is necessary. Some departments have relatively low hazards whereas others often have a greater degree of hazard or specific hazards. Requirements will, therefore, depend on several factors including the size of the undertaking, the numbers employed, the hazards arising, access to medical services, dispersal of employees, employees working away from their employer’s premises and workers in isolated locations.


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9.3 Isolated Locations

Where employees regularly work away from the Institute’s premises and there are no special hazards or problems of isolation, no first-aid equipment will be provided. However where the work involves the use of dangerous tools or substances (e.g. agricultural and forestry work, electricity, gas, water services, transport of hazardous articles and substances etc) a suitably stocked first-aid kit shall be provided along with any special equipment or antidotes. The Institute will not supply a first-aid kit to employees who travel in the course of their duties unless special hazards or isolation factors apply.

Where employees work in isolation (e.g. on farms, in forests or in mountainous areas) or where medical attention is more than one hour’s total travelling time from the place of work, a first-aid kit should be provided.

9.4 Automated External Defibrillators (AEDs)

AEDs are used to administer an electric shock to a person who is having a cardiac arrest. They are designed to allow non-medical personnel to save lives and help prevent sudden cardiac death. The Institute has provided AEDs in various locations on each campus. A full listing is available in the ancillary safety statements, health and safety website, health and safety notice board and on moodle.

The Institute will review its AED provisions on a regular basis and provide additional AEDs as deemed necessary. The use of AEDs require specialist training which is offered to all employees and first aiders. Trained defibrillator personnel are available throughout each campus, their contact details are available at each of the defibrillator locations, in the ancillary safety statements, health and safety website, health and safety notice board and on moodle.

9.5 Transportation to Hospital

All staff/students who receive injuries or become ill while partaking in Institute activities should where practical attend the medical centres at either the Cork Rd. Campus or the College St. Campus. In the event of the medical centres being closed, individuals should attend the medical centre in Barronstrand Street. In the event that all these facilities are closed then individuals should proceed directly to the Accident & Emergency Department at Waterford Regional Hospital.

If an individual attends the Institute medical centres, they will arrange for the individual to be transported to hospital. In the event of the medical centres being closed, then the person in charge of the activity e.g. lecturer, coach, manager etc. will organise the ambulance or taxi as appropriate. Private vehicles belonging to staff/students should not be used to transfer staff or students to hospital.


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10. Personal Protective Equipment (PPE)

It is the policy of the Institute to eliminate all hazards where reasonably practicable and to assess what personal protective equipment (PPE) is required only when further risk reduction is not feasible. PPE is “equipment designed to be worn or held by an employee for protection against one or more hazards likely to endanger the employee’s safety and health at work, and any addition or accessory designed to meet this objective”, but does not include:- Ordinary work clothes and uniforms not specifically designed to protect the safety and

health of an employee; Personal protective equipment for the purposes of road transport; Sports equipment; Self defence equipment or deterrent equipment; Portable devices for detecting and signalling risks and nuisances.

PPE shall be provided and worn in designated areas and whilst carrying out specific tasks. Details of the tasks requiring PPE are outlined in ancillary safety statements. Responsibility for ensuring that PPE is used shall rest with the Heads of Department/Central Service Manager. (S)He will inform any person under their control observed not wearing protective equipment as required, of the statutory and departmental policy requirements and such persons will be instructed not to continue working until PPE is obtained and used. Visitors and Sub-Contractors working on site shall comply with the Institute’s policy in respect to the wearing of PPE.

Employees are obliged to wear the PPE they have been provided with and no person should intentionally or recklessly interfere with or misuse any appliance, protective clothing or other equipment provided in the Institute for health and safety purposes. All employees must notify their supervisor of any faults/defects with their PPE, so that it can be replaced, repaired where necessary. Heads of Department/Central Service Managers will be responsible for ensuring that suitable personal protective equipment is available and replaced as necessary.

Students are also obliged to wear the PPE in accordance with their departmental requirements and no student should intentionally or recklessly interfere with or misuse any appliance, protective clothing or other equipment provided in the Institute for health and safety purposes. Students must provide their own PPE, in accordance with departmental requirements. Non compliance will be dealt with by the student disciplinary procedures.

11. Welfare Facilities

The Institute shall ensure that adequate welfare facilities are available to staff which include the following:

i. Adequate and suitable sanitary and washing facilities are provided and maintained in a good clean hygienic condition.

ii. Adequate number of lavatories and washbasins with hot and cold running water are provided toilet facilities are provided and maintained in a good clean hygienic condition.

iii. Adequate and suitable showers for employees if required by the nature of the work.


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iv. Appropriate changing rooms for employees if they have to wear special work clothes.

v. Adequate provision for drying wet or damp work clothes.

vi. Facilities for pregnancy, postnatal and breastfeeding employees to lie down to rest in appropriate conditions.

vii. Adequate supply of potable drinking water at suitable points conveniently accessible to all employees.

viii. Suitable and adequate facilities for boiling water and taking meals are provided or reasonable access to other suitable and adequate facilities.

ix. Suitable facilities/other ergonomic support are provided in the case where work can be done in a seated position.

x. Easily accessible rest room or appropriate rest area equipped with seats with back and tables.

12. Smoke Free Policy

Smoking is the single largest cause of preventable ill health and premature death in Ireland and is a major cause of lung cancer, chronic bronchitis/emphysema and coronary heart disease. Passive smoking is the involuntary intake of smoke by a person other than the actual smoker. When non-smokers share a space with someone who is smoking, they are exposed to passive smoking, second-hand smoke or Environmental Tobacco Smoke (ETS). ETS is a complex mixture of several thousand compounds and contains many toxic agents that are known to cause heart disease, cancer and other diseases. Since many people spend a considerable part of their adult lives at work, it is important that their work environment is as free as possible of health risks.

The Institute is fully committed to establishing a healthy environment for all staff and students by eliminating exposure to environmental tobacco smoke. Therefore:

Smoking is prohibited inside all buildings and in all Institute owned and/or leased vehicles.

Individuals smoking outside entrance(s), exit(s), open windows, ventilation intake systems and covered entryways of any building must ensure that they are an adequate distance from the building such that the migration of smoke into the building is eliminated or minimised.

The Institute will take appropriate action to ensure that this policy is implemented in a fair and consistent manner and reserves the right to impose penalties on any individual who is found contravening the policy. Staff members and students should inform their manager/supervisor of anyone who fails to comply with this policy. Staff members and students not complying with this policy will be subject to the usual disciplinary procedure. Visitors, contractors and suppliers not adhering to this policy will be asked to leave the premises.


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13. Training

The Institute will provide health and safety training for employees in accordance with the provisions of the Safety, Health and Welfare at Work Act 2005. Health and safety training will be available to all employees and it is a legal requirement for employees to attend such training as required.

Health and safety training will be provided in a form, manner and language that is likely to be understood by those receiving it and will be provided: On recruitment In the event of transfer or change of task. On the introduction of new equipment systems of work or new technology.

Specialised training will be provided to employees to deal with emergency situations i.e. fire wardens, first aid and defibrillator personnel. In addition specialised training may be required for certain tasks and operations and such training will be provided by competent training provider’s e.g. chemical safety, FAS safe pass, radiation safety etc.

Heads of Department/Central Service Managers should liaise with the Health and Safety Officer and HR Office regarding the ongoing training needs of staff, the development of new training courses and the provision of refresher training.

14. Fire Safety Programme & Emergency Plans 14.1 Fire Safety Programme

The purpose of the fire safety programme is to outline the commitment of the Institute to fire safety throughout each campus and establish standards based on current relevant legislation and best practice to prevent the outbreak of fire. The objectives of the fire safety programme are to: Identify fire hazards and to assess the risks therefrom. Identify and implement appropriate measures to reduce fire risks. Ensure the safety of persons at the Institute in the event of fire. To develop emergency response and evacuation procedures detailing duties and

responsibilities assigned to personnel and the exact procedure to be followed in the event of an emergency.

The Fire Safety Programme incorporates arrangements for: The prevention of an outbreak of fire through the establishment of day-to-day fire

prevention practices. The instruction and training of staff. The holding of fire and evacuation drills. The physical maintenance of escape routes. The provision of adequate fire protection equipment and systems. The inspection and maintenance of the fire protection equipment and systems. The provision of assistance to the fire brigade.


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14.2 Emergency Evacuation

Standard procedures entitled “Emergency Response and Evacuation Procedures” have been developed as an integral part of the fire safety programme. The purpose of these is to establish guidelines, procedures and lines of command to follow in case of an emergency situation. They are devised to protect building users, employees, students, the public and the environment. The plan is designed to provide orderly and efficient transition from normal to emergency operations, delegate emergency authority, assign emergency responsibilities and assure continuity of operations.

The objective of the plan is to ensure the Institute is evacuated in an orderly and controlled manner. It is to minimise potential injury to personnel, visitors, public, property or the environment. Emergency procedures will form part of each ancillary safety statement. Fire drills, assembly points, evacuation procedures are contained in the ancillary safety statements

14.3 Fire Detection and Alarm Systems

All buildings are equipped with fire alarm systems comprising of smoke detectors, heat detectors, break glass units and alarm sounders. Fire detection equipment is inspected and maintained by a competent person on a regular basis. Service records of all such inspections are held by the Estates Office.

14.4 Fire Prevention Equipment

Fire protection equipment which includes fire extinguishers, fire hose reels and automatic extinguishing systems are provided and maintained by the Estates Office. The types of extinguishers available are appropriate for the type of fire likely to be encountered and include multi-purpose foam, multi-purpose dry powder, carbon dioxide and water. Fire protection equipment is inspected and maintained by a competent person on a regular basis. Service records of all such inspections are held by the Estates Office.

Clear access to fire fighting equipment must be provided and maintained and it is critical that such equipment is not moved from its allocated location.

All fire fighting equipment will be clearly indicated by appropriate signage.

15. Dignity & Respect at Work

Waterford Institute of Technology is committed to a policy of equality in all its employment practices. The Institute will ensure that no employee or job applicant receives less favourable treatment on the grounds of gender, marital status, family status, sexual orientation, religious belief, age, disability, race or membership of the travelling community. The Institute recognises that responsibility for ensuring the provision of equality rests primarily with the Institute, as an employer. It is also the policy of the Institute, that all employees are free to perform their work in an environment, which is free from threat, harassment, intimidation and any behaviour, which


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adversely affects the dignity of people in the workplace. Incidents of harassment will be regarded seriously and can be grounds for disciplinary action that may include dismissal or expulsion.

Full details of the formal and informal procedures that relate to these policies are set out in the Dignity & Respect Policy available from the HR Office, the Equality Officer, Designated Contact Persons or any School/Function. All staff are requested to read and abide by this policy.

16. Special Precautions in respect of Pregnant Employees

In accordance with the Safety, Health and Welfare at Work (General Application) Regulations 2007, when an employee informs the Institute of her pregnancy, an assessment of risk to the safety and health of that employee, and any possible effect on the pregnancy will be carried out. This risk assessment will analyse a number of factors namely: Physical Agents Chemical Agents Industrial Processes Working Conditions Aspects of pregnancy that may affect work

The appropriate action will be taken to minimise or eliminate any risks, which may arise. In the event of an area, agent or work process revealing a risk to the employee’s pregnancy and it is not practicable to ensure the safety and health of that employee through protective and preventative measures, then the Institute will temporarily adjust the working conditions of the employee concerned so that exposure to such risk is avoided.

Pregnant employees should advise the HR Manager of their condition as early as possible who will in turn arrange for the Health and Safety Officer to conduct a risk assessment.

The Safety, Health and Welfare at Work (General Application) Regulations 2007 also apply to post natal and breast feeding employees. On returning to work employees who are breast feeding should advise the HR Manager who will arrange for the Health and Safety Officer to conduct a risk assessment.

17. Stress

Stress can be broadly defined as the negative reactions people have to aspects of their environment and is interpreted by everyone differently. It occurs when an individual perceives an imbalance between the demands placed on them and their ability to cope. Work related stress is stress which is caused or made worse by working.

The main hazards resulting in workplace stress include poor working relationships, dull repetitive work, demanding tasks, poor communication, lack of control, bullying and harassment.


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Employees should contact the HR Manager if they feel subject to work related stressors. An Employee Well-being Programme (EWP) is available to all employees and their immediate family and is an independent confidential counselling, referral and support service enabling employees to discuss work or personal issues in confidence.

Students should contact their course leader, student services, student counsellors or the chaplain for further information.

18. Protection of Children and Young Persons

In accordance with the Safety, Health and Welfare at Work (General Application) Regulations 2007 (chapter 1, part 6) the Institute acknowledges its responsibilities as regards the protection of children and young persons. Any work experience programmes involving children and young persons will be arranged in accordance with the regulations which outline specific responsibilities for the protection of children and young persons. While the employment of children under 16 years is generally prohibited by the Protection of Young Persons (Employment) Act 1996, a child over 14 years may be permitted to do light work during school holidays provided it is not harmful to health, development or schooling, or may be employed as part of an approved work experience or education programme. A child over 15 years may also do such work for up to eight hours a week during the school term. Any child under 16 years may be employed in film, theatre, sports or advertising activities under licence from the Minister for Enterprise, Trade and Employment.

Any employee or third party group bringing children and young persons onto Institute grounds must ensure that the appropriate adult supervision is arranged prior to the visit.

19. People with Disabilities

The Health & Safety Office will liaise with the Disability Office Specific to ensure that the health and safety needs of people with disabilities are taken into account. Risk assessments will be conducted as required and control measures put in place following the risk assessment if specific hazards are identified.

Personal emergency egress plans (PEEP) will also be prepared if required.

A Code of Practice for Staff and Students with Disabilities is available from the Disability Office.


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20. Revision of Safety Statement

The Institute will review and update the Safety Statement, as necessary to reflect legislative changes and/or changes in the Institute’s work practices and communicate any such revision to staff and students.

21. Additional Information

Further guidance can be obtained from the:

Health & Safety Office

Waterford Institute of Technology

Cord Rd,

Waterford

Tel: 051-845517

Fax: 051-302711

Email: [email protected]

Web: http://www.wit.ie/


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22. Appendix 1:

22.1 President & Heads of School/Function

Neavyn, Ruaidhrí President

Barry, Paul Head of School of Science

Donnelly, Willie Head of Research & Innovation

McFeely, Tony Financial Controller

O’ Byrne, Derek Registrar

O’Toole, Tom Head of School of Business

Wall, John Head of School of Education 22.2 Heads of Department

Byrne, Albert Head of Department of Engineering Technology

Cullen, Ray Head of Department of Language, Tourism & Hospitality

Fenton, Mary Head of Department of Adult And Continuing Education

Harrington, Denis Head of Department of Graduate Business

Harrison, Michael Head of Department of Health, Sport & Exercise Science

Harte, Martina Head of Department of Student Life and Learning

Hayes, Richard Assistant Registrar

Henry, Maire Head of Department of Architecture

Howlett, Michael Head of Department of Applied Arts

Long, Ger Head of Department of Accounting & Economics

McDonald, Joan Head of Department of Management & Organisation

McLoughlin, Peter Head of Department of Chemical & Life Science

O’ Neill, Marian Head of Department of Creative and Performing Arts

O’ hEigeartaigh, Michael Head of Department of Computing, Maths & Physics

Thomas, Ken Head of Department of Construction & Civil Engineering

Wells, John Head of Department of Nursing


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22.3 Central Services Managers

Day, Sinead International Manager

Greenan, Elaine Estates Manager

Harkin, Siobhán, Strategic Projects and Alliances Manager

Kiely, Kathryn External Services Manager

Lynch, Ted Librarian

McGrath, Aidan I.T. Manager

O’Connor, Olive Marketing & Communications Manager

O’Sullivan, Neil Human Resources Manager

Quinlan, Neil Quality Manager

Quirke, Paul Capital Projects Manager

Sheridan, Elaine Finance Manager

22.4 Safety Representatives

David Jackman Safety Representative, Main Campus

Jim Greene Safety Representative, Applied Technology Building

Jonathan Brazil Safety Representative, West Campus

Kathleen Moore-Walsh Safety Representative, College St Campus

Laura McGibney Safety Representative, Main Campus

Noel Ronan Safety Representative, Main Campus

22.5 Safety Representatives Committee Members

Elaine Greenan (Chairperson) Estates Manager

Members:

Ciaran Boyle Senior Technical Officer






Mary O’ Doherty Health & Safety Officer


Tony Whelan Senior Technical Officer


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22.6 Joint Consultative Committee Members

Paul Barry Chairperson

Members:

Conor Doyle Student's Union


Elaine Greenan Estates Manager


John Collins SIPTU Representative

John Gough Unite Representative




Louis Nevin Institute Nurse

Mairead Bonnar Campus Services Representative

Mary O’ Doherty Health & Safety Officer


Paul Quirke Capital Projects Manager

Richard Lacey TUI Representative

TBC Impact Representative


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23. Institute Safety Statement Risk Assessments

Institute Safety Statement Risk Assessments

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H azard Risks Identified Control Measures Risk Rating

Persons Responsible

Access & Egress Slips, trips, falls

- Pathways and pedestrian walkways provide safe means of access and egress. - Speed ramps provided in car park areas. - Artificial lighting provided. - Fire exits clearly marked. - Never obstruct a fire exit either internally or externally. - Erect speed limit signs in all car parks. - Ensure walkways and pathways are free from obstruction, holes etc. - Holes and openings to be securely fenced off or covered. - Site access to be provided separate from general access. If this is not possible

suitable measures to be implemented and clearly displayed to protect pedestrian access.

Low Estates Office

Capital Projects Office

Compressed Gases

Fire Explosion Manual handling Asphyxiation

- All persons handling cylinders must have successfully completed an industrial cylinder training course.

- All persons handling Manifold Cylinder Pallets (MCPs) must have completed an industrial cylinder training course appropriate to MCPs.

- Know the cylinder contents, do not accept, keep or use a cylinder unless its contents can be immediately determined.

- All persons working with cylinders must receive the appropriate instruction, training and supervision.

- Do not attempt to lift cylinder by its valve or cap. - Cylinders should be stored upright in a secure well ventilated area. - All cylinders must be stored according to their category and in compliance with

BOC guidelines. - Full cylinders should be stored separately from used or empty cylinders. - Gas cylinders must always be firmly secured and never left unsupported. - Naked flames or other sources of heat must not be allowed to come into contact

with any of the cylinders stored. - Always ensure that the regulator in use is suitable for the gas and for the pressure

contained within the cylinder - Do not use a labelled regulator valve on a cylinder containing a different gas. - Only regulators labelled for oxygen gas may be used with oxygen and do not

High Estates Office

Head of Department


Department Technician/ Operator


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Persons Responsible

lubricate any part of oxygen regulator valves. - Never attempt to repair regulators. Contact the Estates Office to arrange for a

competent service provider to undertake the repairs. - Regulators must be serviced on a regular basis as per the manufacturer’s

instructions - Ensure that the gas tubing is in good condition and is suitable for the gas, e.g.

never use natural rubber tubing with oxygen. - Flammable gases such as acetylene must be fitted with a suitable flashback

arrestor. - Keep cylinder valve closed on inactive cylinders. - The refilling of gas cylinders or the transfer of gases between cylinders is

prohibited. - Transport cylinders carefully and in accordance with BOC guidelines. - All staff handling gas cylinders should appropriate personal protective

equipment. - All persons handling cylinders must be trained in manual handling techniques. - Do not locate cylinders on escape routes where they may pose a risk in an

emergency situation - In the event of a leak, evacuate the area and contact the Estates Office

immediately. - If a cylinder is involved in an incident withdraw it from service and set it aside

clearly marked. Contact BOC immediately. - If a cylinder has been in a fire withdraw it from service and contact BOC

immediately.

Computer Laboratories

Slips, trips, falls

Damaged furniture

Inadequate ventilation

Inadequate lighting

Eye strain/fatigue

Poor posture

- Good housekeeping practices should be adhered to. - Cover trailing cables on the floor with cable covers or similar. - All passageways shall be free from obstruction at all times. - Arrange furniture, fittings and equipment to allow free movement of people. - Ensure sufficient ventilation is provided. - Ensure multi-plug extension leads are not overloaded. - Chairs, desks or tables should never be used to access higher areas. - Step ladders/step stools should be used to access higher areas. - Repair or replace damaged floor covering, furniture, equipment etc.

Low Estates Office

Computer Services Office

Health & Safety


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Persons Responsible

- Keyboard and surrounding surfaces should be of matt finish to prevent glare. - Appropriate lighting should be provided for the tasks being carried out. - VDU users should plan activities in such a way that work on VDUs is

periodically interrupted by breaks or changes of activity. - VDUs should be kept in a good state of repair and cleanliness. - Fire evacuation maps should be displayed highlighting the safe evacuation routes,

procedure to follow in the event of a fire and the assembly points. - Fire exits must be kept clear at all times.

Office

Drinking Water Illness due to contaminated water

- Drinking water is provided by means of cooled and filtered dispensers located throughout Institute.

- All drinking water systems are serviced and maintained on a contract basis. - Water tanks will be cleaned and checked to ensure that no debris or other forms

of matter are located inside them and certificates will be obtained to state the level of compliance.

- All tanks will be covered with suitably designed covers. - All drinking water systems will be maintained in line with local authority

regulations. - All tanks will be cleaned and disinfected as required. - Tap water in toilet areas is not fit for human consumption and should not be

consumed or used to boil for hot drinks.

Low Estates Office

Driving for Work Driver fatigue

Driving under the influence of alcohol/drugs

Using mobile communication equipment when driving

Driving while medically unfit to do so

Institute owned/leased vehicles: - Set up a planned inspection programme for all vehicles. - All vehicles should be serviced and repaired by competent personnel and records

of all such service and repairs should be held by the relevant Department. - Drivers must ensure that the number of persons and the weight of the load

carried must not exceed the maximum limits specified by the manufacturer of the vehicle.

- All loads must be appropriately secured to prevent objects shifting during transit. - Drivers must ensure that they only carry the number of passengers for which

they have seats and seatbelts.

Medium - High

Estates Office

Educational Services Office

HR Office


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Persons Responsible

Mechanical/electrical vehicle failure

Inappropriate driver conduct or speed

Behaviour of other road users

Driving in unfamiliar surroundings or at night

Inexperienced or young drivers

Lack of familiarity with vehicle

Breakdown

Inappropriate insurance cover

Transportation of goods

- Individuals must not travel in the rear of vans where there are no seats/seatbelts. - Individuals must wear a seatbelt while travelling in Institute owned/leased

vehicles. - All vehicles must display the correct tax, insurance and DOE certificates. - Drivers must hold a full drivers licence for a minimum of 3 years and be over 25

years of age. - Smoking is not permitted inside vehicles. - Only drivers who hold the appropriate licence are permitted to tow trailers. - Hand held mobile phones must not be used while driving. - Employees are liable for the payment of fines for motoring offences for which

they are responsible, e.g. speeding fine, parking fine etc.

Employee’s who use their own vehicle and receive mileage allowance: - Employee must hold a current driving licence. - Employees must ensure that they have business cover insurance. - Employees are liable for the payment of fines for motoring offences for which

they are responsible, e.g. speeding fine, parking fine etc. - Hand held mobile phones must not be used while driving. - All vehicles must display the correct tax, insurance and NCT certificates.

Staff Members

Electricity

Electric Shock

Fire

Trips or falls from loose cables

Use of portable equipment in confined or damp conditions.

- Access to service ducts is restricted to authorised personnel. - Wooden ladders are used when working with live equipment. - Only qualified contractors are authorised to work on electrical installations. - Access doors to panels and fuseboards are kept locked. - Consider the implementation of lock out, tag out system. - All electrical works to comply with ECTI guidelines. - Provide ramping/cable covering for cables running across floors. - Flammable liquids should not be stored near live electricity. - Only competent employees are permitted to undertake repairs to electrical

supply or electrical appliances. - Dangerous or defective equipment should be repaired or replaced.

High Estates Office



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Persons Responsible

Equipment – General

Contact

Trapping

Entanglement

Impact

Ejection of the raw materials from the machinery

- Good housekeeping practices should be adhered to. - Ensure workshops, laboratories etc are adequately lit. - PPE should be provided and worn as required. - Equipment should be switched off when not in use. - Dust extraction systems should be provided, as required - Access to the workshops, laboratories etc is restricted to authorised personnel. - Guarding or interlocks must not be removed from equipment or bypassed. - Replace defective guarding or interlocks immediately. - Isolate equipment before maintenance or cleaning is undertaken. - Service contracts to be set up where possible and records held. - Ensure operating manuals are available. - Repairs to be undertaken by competent persons only.

Medium Estates Office

Heads of Department

Fieldtrips - General

Refer to Ancillary Safety Statement for full details

Slips, trips, falls

Personal medication needs

Weather conditions

Driving for work

- Undergraduate students should be supervised at all times - Staff and students to follow the safety instructions provided by the establishment

they are visiting. - Report accidents to supervisor on-site and WIT’s Health & Safety Officer. - Information on the location of the field trip, expected duration, etc to be left

with School Office. - Staff using their own cars should ensure that they have appropriate insurance

cover for the activity. - Staff/students should declare any relevant pre-existing medical condition and

ensure they carry adequate medication with them. - Refer to Driving for Work risk assessment included in this section.

Low Heads of Department

Staff Members

Fire

Burns

Asphyxiation

Property damage

- Evacuation drills should be held once a semester. - Good housekeeping practices should be adhered to. - Hot work permit system is in operation for all maintenance/construction

activities. - Fire detection systems are installed and maintained in accordance with legislative

requirements. - Fire protection equipment is installed and maintained in accordance with

High Estates Office



37


Persons Responsible

legislative requirements. - No smoking policy operates inside all buildings. - Identify and label all flammable liquids. - Always keep access to the fire extinguishers and emergency routes and exits

clear. - Where possible, switch off all electrical equipment, except security devices at the

end of each day. - Fire safety notices and evacuation maps to be provided in each building. - Combustible materials to be stored correctly.

Staff Members

Students

Gas Leak

Explosion

- All gas pipes must be turned off whenever you are not actually using them, especially if you are going out of the room.

- Gas burners should never be left burning unattended. - Windows must be opened to provide adequate ventilation if a blowpipe is

operated for an extended period. - Report suspected gas leaks to the Estates Office immediately. If it is outside

normal operating hours or if you cannot contact the Estates Office, notify Bord Gais immediately: Tel: 1850 20 50 50

High Estates Office

Harassment, Bullying, Discrimination & Victimisation

Stress related issues - The Bullying, Harassment, Discrimination & Victimisation Procedures will be communicated to all staff and students and implemented throughout the organisation.

- The Respect & Dignity at Work Policy will be communicated to all staff and students and implemented throughout the organisation.

Low HR Office

Equality Officer

Housekeeping

Slips, trips and falls

Fire

Falling objects

- All areas shall be kept clean and tidy at all times. - All passageways shall be free from obstruction at all times. - Ensure all escape routes have a width of at least 800mm. - Storage and stacking of goods must be done in specifically designated places and

located in such a manner as to minimise the hazards of items falling. - Where floors are wet as a result of cleaning operations, spillage’s etc, warning

signs should be erected. - Defects in flooring, handrails and lighting etc must be reported immediately to

the Estates Office (Ext.: 2678/2748/2757/2241).

Low Estates Office

Head of Department/ Central Service Managers


38


Persons Responsible

- All refuse bins should be emptied as frequently as necessary to prevent build up of rubbish.

- Any signs of vermin (droppings, actual sightings etc) should be reported at once to the Estates Office (Ext.: 2678/2748/2757/2241).

- All floors must be free from oil, water or anything else, which may cause falls through slipping.

- A small amount of water should be run down ALL sinks at least once a month to avoid S-bends and traps from drying out thereby causing a smell.


Staff Members

Kitchens - General


Use of Knives

Poor housekeeping

Burns

Slips, trips, falls

Fire

Inadequate lighting


- Undergraduate students should not be permitted to work in kitchens unsupervised.

- Individuals should be trained in the safe operating procedures for kitchen equipment.

- Individuals should be trained in the use of knives. - Gas equipment should be serviced regularly and records held with the

Departmental Technician. - All equipment should be serviced in accordance with the manufacturer’s

instructions. - Floors should be free of obstruction and spills and leaks should be cleaned up

immediately. - Electrical sockets should not be overloaded. - Suitable emergency equipment should be readily available e.g. fire extinguisher,

fire blanket, first aid kit, burn kit. - Individuals should not be permitted to enter kitchens without the correct

personal protective equipment (PPE). - Good housekeeping practices should be adhered to. - Aisles should be free from obstruction at all times. - Ensure sufficient ventilation is provided. - Appropriate lighting should be provided for the tasks being carried out. - Chairs, workbenches or tables should never be used to access higher areas. Step

ladders/step stools should be used to access higher areas. - Repair or replace damaged floor covering, furniture, equipment etc. - Fire evacuation maps should be displayed highlighting the safe evacuation routes,

procedure to follow in the event of a fire and the assembly points.


Head of Department



39


Persons Responsible

- Fire exits must be kept clear at all times.

Laboratories - General


Chemical

Biological

Slips, trips, falls

Inadequate lighting


Chemical

Equipment

Electrical

Fire

Poor housekeeping

- Undergraduate students should not be permitted to work in laboratories unsupervised.

- Fume cupboards should be serviced and maintained by competent personnel and records of such work held by the Estates Office.

- All hazardous substances should be stored correctly and suitable storage units provided to hold daily requirements.

- Flammable substances should be stored in fire proof storage containers. - Chemical spill kits should be available in the event of a hazardous substance

spillage. - Suitable emergency equipment should be readily available e.g. eye wash station,

emergency shower, fire extinguisher, fire blanket, first aid kit. - Individuals should not be permitted to enter laboratory without the correct

personal protective equipment (PPE). - Hazardous waste should be separated and segregated and disposed of in the

appropriate containers. - Sharps waste should be disposed of in sharps bins only. - Material Safety Data Sheets (MSDS) should be available for all hazardous

substances. - Good housekeeping practices should be adhered to. - Aisles should be free from obstruction at all times. - Ensure sufficient ventilation is provided. - Appropriate lighting should be provided for the tasks being carried out. - Chairs, desks or tables should never be used to access higher areas. Step

ladders/step stools should be used to access higher areas. - Repair or replace damaged floor covering, furniture, equipment etc. - Fire evacuation maps should be displayed highlighting the safe evacuation routes,



Heads of Department


Lecture Rooms Slips, trips, falls

Damaged furniture

- Good housekeeping practices should be adhered to. - Cover trailing cables on the floor with cable covers or similar. Low Estates Office


40


Persons Responsible


Inadequate lighting

- All passageways shall be free from obstruction at all times. - Arrange furniture, fittings and equipment to allow free movement of people. - Ensure sufficient ventilation is provided. - Ensure multi-plug extension leads are not overloaded. - Chairs, desks or tables should never be used to access higher areas. - Step ladders/step stools should be used to access higher areas. - Repair or replace damaged floor covering, furniture, equipment etc. - Fire evacuation maps should be displayed highlighting the safe evacuation routes,



Lifts Lift failure

Trapped passengers

Fire in lift shaft

Out of floor synchronisation

- All lifts are maintained and repaired by competent lift personnel and records of all such maintenance and repairs are held by the Estates Office.

- All plant rooms and lift motor rooms containing lift equipment should be restricted to authorised personnel.

- Passenger lift should be equipped with a communication system linked to a monitoring centre.

- Instructions on how to raise an alarm in the event of lift failure should be displayed in all lifts.

- Lifts should not be used in the event of a fire. - Erect signage to distinguish between goods lifts and passenger lifts. - Provide training on emergency release of passengers from lifts.

Low Estates Office

Manual Handling

Musculoskeletal injury to back, shoulders, neck, hands and/or feet.

Slips/trips/falls

- Manual handling training should be available to staff. - Avoid manual handling tasks where possible. - Provide mobile trolleys or mechanical aids for transporting loads where possible. - Large loads should be handled by 2–4 persons (where mechanical aid cannot be

used). - Forklift is available to transport large loads where necessary. - Good housekeeping should be adhered to and all areas should be free from trip

hazards. - Adequate lighting should be provided to ensure visibility at all times. - Pregnant employees should inform their Manager prior to undertaking manual

Medium HR Office


Estates Office


41


Persons Responsible

handling tasks. Staff Members

Noise

Nuisance/Distraction

Loss of concentration

Tinnitus

Noise induced hearing loss

Interference with communications

- Assess noise levels to determine if exposure is likely to exceed 80dB(A). - Remedial action is required if levels exceed 80dB(A). - Staff should be provided with approved BS/EN ear protection if noise levels

cannot be reduced. - Ear protection must be worn if required. - Information and instruction will be provided regarding the correct use of ear

protection. - Audiometry testing will be carried out by competent medical practitioner if

required.

Low Estates Office


Office Safety

Slips/trips/falls

Fire

R.S.I. (Repetitive Strain Injury)

- Office spaces are planned in accordance with legislative requirements (4.65m2 floor space per person)

- Artificial lighting provided. - Floor areas are kept clear of materials and litter. - Arrange furniture, fittings and equipment to allow free movement in office. - Cabinets should be of the anti-tilt type i.e. it should not be possible to open

more than one drawer at a time. - Ensure sufficient ventilation is provided particularly in the vicinity of

photocopiers and laser printers. - Cover trailing cables on the floor with cable covers. - Ensure multi-plug extension leads are not overloaded. - Chairs, desks or drawers should never be used to access higher areas. - Step ladders/step stools should be used to access higher areas. - Store items above head level properly to prevent falling. - Disconnect mains power supply before attempting to move electrical

equipment. - Repair or replace damaged floor covering, furniture, equipment etc.

Low Estates Office


Staff Members

Photocopiers and laser

Ozone - Photocopiers and printers should be located in well ventilated, dust free areas. - Photocopying should ideally take place in a separate dedicated room away from

Low Head of Department/


42


Persons Responsible

printers

Toner dust

Noise and heat

Manual handling

Electrical

the office and if printing is extensive it too should be in a separate area. If photocopiers are sited in peopled areas, careful consideration should be given to their location in relation to staff areas to prevent unnecessary stress from the noise, light and heat of the machine.

- Photocopying should be routinely done with the cover down. - Photocopiers should be serviced regularly and be fitted with a good quality

ozone filter. - Paper should be suitable stored and good housekeeping should be adhered to. - Repairs should be undertaken by competent persons only. - Waste cartridges should be disposed of in line with manufacturer’s instructions.

Central Service Managers

Educational Services

Staff Members

Radiation

Primary or secondary irradiation during x-ray procedures

Exposure due to equipment Fault

Exposure due to poor technique

Unnecessary DEXA exposure due to poor clinical technique, wrong subject identification, or wrong anatomy.

Inadvertent Exposure to pregnant person

Exposure due to improper storage or unauthorized handling of sealed sources.

Lost or stolen sealed

- Radioactive sources must be registered with the Radiation Protection Officer and included on the Institute licence.

- All sources must be checked regularly. - Only authorised personnel are permitted to access the radiation storage area. - Items must not be removed from the radiation store without approval from the

Radiation Protection Officer. - Prepare radiation safety procedures to include emergency procedures. - Set up radiation safety committee to ensure compliance with legislation and best

practice. - Ensure routine Monitoring of X-ray equipment. - Ensure risk assessment and critical analysis is undertaken at commissioning stage

of equipment. - Prepare standard operating procedures as appropriate.

Medium Radiation Protection Officer

Health & Safety Officer

Staff Member


43


Persons Responsible

sources

Slips, trips, falls

Spillage of liquids

Wet floors

Unsuitable flooring

Unsuitable footwear

Poor lighting

Clutter and obstacles in walkways

Loose mats/torn carpets etc

Poor weather conditions

Trailing cables

- Areas cleaned on daily basis and debris removed. - Drain covers are installed level with surrounding surfaces. - Warning signs erected on wet floors. - Adequate lighting is maintained. - Refuse bins emptied daily. - Good housekeeping techniques are adhered to. - Floor surfaces are cleaned daily to maintain free of residues. - Changes in floor levels are identified and clearly marked out. - Doormats are provided at entrances. - Stair nosings fitted and maintained in good condition. - Provide additional matting in wet weather conditions. - Corridors and pedestrian ways should be maintained clear of obstruction. - Ensure surfaces are level, repair potholes, awkward steps etc. - Store goods in specifically designated areas only. - Report defects in flooring, handrails and lighting to the Estates Office. - Maintain floors free from oil, water etc which may cause falls through slipping. - Ensure pedestrian routes are clearly marked and illuminated. - Report spillages/wet floors immediately to the Estates Office. - Appropriate footwear should be worn at all times. - Secure trailing cables. - Implement formal cleaning schedule in atrium areas of all buildings.

Low Estates Office

Staff Members

Students

Contractors

Visitors

Stress

Excessive workload

Dull repetitive tasks

Poor time management

Unable to structure work

Insufficient skills

- Work systems are designed where reasonably practicable to include variety and multi tasking.

- Provide relevant training. - Plans tasks in advance, review objectives and agree new priorities. - Set/agree realistic targets. - The Respect & Dignity at Work Policy will be communicated to all staff and

students and implemented throughout the organisation. - Include staff where possible in decision making process. - The Bullying, Harassment, Discrimination & Victimisation Procedures will be

Low HR Manager



44


Persons Responsible

Inability to affect change

Harassment, Bullying Discrimination or Victimisation

communicated to all staff and students and implemented throughout the organisation.

- An Employee Well-Being Programme is available to all employees and their immediate family members who may be experiencing personal problems at work or in the home. Details of this scheme will be communicated to all staff on a regular basis.

- A Student Counselling Service is available to all students who may be experiencing personal problems in their study or in the home.

Vehicular traffic

Excessive speed

Inadequate lighting

Poor access

Driving forklift

Lack of emergency access due to illegal parking

- Pathways and pedestrian walkways provide safe means of access and egress. - Ensure walkways and pathways are free from obstruction, holes etc. - Speed ramps should be provided in car park areas. - Artificial lighting should be provided externally. - Erect speed limit signs in all car park areas. - Individuals should adhere to speed limit restrictions at all times. Security staff

should so far as is reasonably practicable monitor speed restrictions on campus. - All car park users must observe “no parking” zones/areas and park in a

reasonable and proper manner. - Staff and contractors working in car park areas must wear high visibility vests. - Students participating in practical classes in car park areas must wear high

visibility vests. - Only licensed trained personnel are authorised to operate forklift trucks. - Forklift drivers must exercise extreme caution at all times.


Visual display units (VDUs)

Eye strain

Poor posture

Repetitive strain injuries (RSI)

Work related upper limb disorders (WRULD)

- Risk assessments should be available for all staff who habitually use VDUs as part of their normal work activity.

- Individuals should plan activities in such a way that work on VDUs is periodically interrupted by breaks or changes of activity.

- VDUs should be kept in a good state of repair and cleanliness. - Ensure seating is adjustable for both height and angle of back support. - Staff should receive information and instruction on ergonomic techniques and

how to correctly set up and maintain their workstation. - Eyesight tests are available to all staff who habitually use VDUs as part of their

Low Estates Office



45


Persons Responsible

normal work activity.

HR Office

Staff Members

Workshops - General


Slips, trips, falls

Inadequate lighting


Chemical

Equipment

Electrical

Fire

Poor housekeeping

- Undergraduate students should not be permitted to work in workshops unsupervised.

- Material Safety Data Sheets (MSDS) should be available for all hazardous substances.

- All hazardous substances should be stored correctly and suitable storage units should be provided to hold daily requirements.

- Flammable substances should be stored in fire proof storage containers. - Chemical spill kits should be available in the event of a hazardous substance

spillage. - Suitable emergency equipment should be readily available e.g. eye wash station,

emergency shower, fire extinguisher, fire blanket, first aid kit. - Individuals should not be permitted to enter workshop without the correct

personal protective equipment (PPE). - Hazardous waste should be separated and segregated and disposed of in the

appropriate containers. - Good housekeeping practices should be adhered to. - Aisles should be free from obstruction at all times. - Fire evacuation maps should be displayed highlighting the safe evacuation routes,


Medium Heads of Department

Estates Office


institute safety statement

Documents

safety management structure

students undergraduate

estates manager

heads of schoolfunction

capital projects manager

senior technical officer

human resource manager

policy author