Health and Safety Update7 April 2011

John Sutherland; Sarah Watson; Ann Hallam

Colin Rowe; Martin Dellar/David Chambers-Asman; Pam Thompson

Exhibitors

ARCO & ARC AssociatesPPE, work wear and equipmentTraining services

PosturiteErgonomic equipment of workstations

SciQuestChemical Inventory Management

SSO Update April 2011H&S Themes/PlansDSE eye testsFirst Aid Changes RoofworkWellbeing at WorkPersonal Emergency Evacuation Plans Placements - revised guidance Fieldwork Safe Working with Nanoparticles Electronic Lab Book LEV Q&A

Regulatory Environment HSE

“Be Part of the Solution” Strategy Guidance and promotion of self-

Leadership, competence, workforce involvement, user-friendly support/guidance/tools

Risk-based approach to targeting inspection/enforcement Consultation on Minor RIDDOR Changes Single Regulatory Framework for Biological Agents possible for April 2012.

Fire Authority Programme of compliance visits (19 Buildings in 2010)

NF&RS has copies of Building Fire Risk Assessments (also now on Concept Evolution) Programme of operational visits

SSOs might be involved to supply information – contacted via Bob Armstrong Hazmat Officer to review information for operational crews.

EA (Radioactive Substances) Intention to visit at one site per year.

Police Annual radiological and biohazard security review. Drug Precursor changes.

HE Sector StrategyUCEA has signed up to HSE Pledge for the Sector

Align sector and institutional objects with HSEUCEA identifies key strands for Sector

Plan 2011-15 Aligns UCEA’s objectives with HSE’s Be Part of the Solution National objectives and summation of local initiatives

Incident and ill health absence benchmarking/reduction Promote communication; leadership and competence Promote good absence/stress management and wellbeing initiatives 2011 – Fieldwork, Placements, H&S management guidance.

Annual ReportHESH Forum (Higher Education Safety & Health)

UCEA, the HSE, USHA and the Trade Unions introduction of the “fit note”, HSE stress management standards, HSE guidance on the risk-management of carbon nanotubes,

Supporting the University Strategic Plan 2010-15Themes

Inter-disciplinary research and teachingDeveloping activities at International CampusesIncreased international mobility of staff and studentsNew teaching methods/approaches

Technology and ways of workingCapital Works ProgrammeEnvironmental Initiatives

Carbon Reduction Sustainability Procurement strategies

Widening Participation ActivitiesHealthy Campus and health and wellbeing initiatives

Annual Incident Statistics 20102010 2009

Total number of incidents: 582 602 Staff incidents: 313 325 Student incidents: 211 233

Number of RIDDORs: 22 26 Staff RIDDORs: 15 20Student RIDDORs: 5 5

SSO Update June 2010

Incident Data 2010Russell Group Benchmarking

1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 200.00

0.50

1.00

1.50

2.00

2.50

3.00

3.50

4.00

4.50

5.00

Staff Reportable Acci-dent Rate/1000 at risk

Student Reportable Ac-cident Rate/1000 at risk

Causes of Reportable Injuries

7

5

5

4

1

Slip, Trip or Fall on LevelHandling, Lifting & CarryingOtherStruck by an ObjectFall from Height

Slip Trip or fall on same level

Handling

Other

Struck by Object

Fall from Height

Struck against Object

Harmful Substance

Assault

Machinery

University

HE Sector

Personal Emergency Egress PlansDraft revised policy and guidance developed – under

consultationExtended/clarified policy sectionExtended guidance to describe approaches for a range of situationsRevised form and examples.

Further work required to simplify and clarify the process, for example around multiple buildings.

Meanwhile:Increased awareness of PEEPS process has occurred.Increased experience of DLOs in developing PEEPS60 PEEPS since October 2010 (14 in 2009/10)Training and support available from Bob ArmstrongOngoing Evac Chair Training - remember refresher training.

Wellbeing at WorkManagement Standards ElementsDemands – this includes issues such as workload, work

patterns and the work environment.Control – how much say the person has in the way they do

their work.Support (by Peers or Line Manager) – this includes the

encouragement, sponsorship and resources provided by the organisation, line management and colleagues.

Relationships – this includes promoting positive working to avoid conflict and dealing with unacceptable behaviour.

Role – whether people understand their role within the organisation and whether the organisation ensures that they do not have conflicting roles.

Change – how organisational change (large or small) is managed and communicated in the organisation

Summary of Results

Wellbeing at Work Survey 2010

Results published on Survey Section of HR Website Unit Specific Reports Circulated

Response by end of Academic Year Review and report

HR Advisors discussing/supporting Workspace resource for Senior Managers Areas for improvement identified

Role, demands and managers support – relevant to APR Review Harassment – to be addressed through Dignity in the Workplace Initiatives

Sickness Absence Data Standardised absence classification system introduced Most significant causes identified:

Stress/Depression/Mental Health/Fatigue Musculoskeletal Back and neck

Further analysis being done School/Unit; Job Family

WellbeingPromotion of Personal Wellbeing

New induction workspaceHealthy U – Students’ Union PD Wellbeing Days run for individual

Schools/Units Contact Jo Bramham – see PD Website for details

Healthy Lifestyles – Fitness and General Wellbeing activities offered by Physical Recreation

DSE Eye Test UpdateFebruary 2011 – Boots Corporate DSE Eye

Testing introduced following consultation with University Safety Committees

Existing procedure using OH ceased with the exception of screening tests carried out up to end of Feb 2011

DSE Eye Test UpdateSummary of DSE Regulations requirements

Appoint DSE assessor (s) - (next training 8th June 2011)Identify DSE users (employees)Ensure DSE assessment carried out for all users – proactive!Instigate actions to comply with minimum requirementsProvide information and training to usersProvide information on user’s right to an eye test and DSE-

specific corrective lenses if required Have Boots Eye Test Forms available (request from Safety

Office) Issue authorised Eye Test Forms to users upon request

STATE ARRANGEMENTS IN SAFETY POLICY

DSE Eye Test UpdateSummary of Boots input

User takes form to Boots/D&A outlet of their choiceEye test carried outIf DSE-only part to prescription, user has option to

have corrective lenses with a set of frames from the Boots Corporate Eye Care range

User has option to choose a combination set of lenses (bi-, varifocal) with more expensive frame at their own expense

University invoiced for cost of eye test and DSE-only corrective lenses/frame (currently covered by a central budget)

First Aid Update The Health and Safety (First Aid) Regulations 1981 – guidance

revised 2009.

First Aider TrainingThe following certificated courses are available for those appointed to beFirst Aiders :

First Aid at Work (FAW): 3-day course to achieve certification level (HSE approved). Valid for 3 years.

First Aid at Work Refresher training to maintain certification: 2-day course to be attended within 3 years of certificate date being awarded.

Emergency First Aid at Work (EFAW): 1-day course (HSE approved). Valid for 3 years at which point the course has to be re-attended.

Interim first aid refresher: non-mandatory three-hour basic skills update for those that would like to refresh their knowledge and skills in between the mandatory refresher courses.

First Aid UpdateContent of an Emergency First Aid at Work (1-day) Course

On completion of training, successful candidates should be able to:(a) understand the role of the first-aider including reference to:

(i) the importance of preventing cross-infection;(ii) the need for recording incidents and actions;(iii) use of available equipment;

(b) assess the situation and circumstances in order to act safely, promptly and effectively in an emergency;

(c) administer first aid to a casualty who is: unconscious (including seizure); choking; wounded and bleeding; suffering from shock; suffering minor injuries

(d) Be able to administer cardiopulmonary resuscitation;

First Aid UpdateContent of a First Aid at Work (3-day) course On completion of training, successful candidates should be able to:

(a) provide emergency first aid at work (as above);

(b) administer first aid to a casualty with:(i) injuries to bones, muscles and joints, including suspected spinal injuries;(ii) chest injuries;(iii) burns and scalds;(iv) eye injuries;(v) sudden poisoning;(vi) anaphylactic shock;

(c) recognise the presence of major illness and provide appropriate first aid.

First aid UpdateCertificated First Aid Courses - Suitability and Content The choice of course depends on the risks within the area and the types of

situation/injury likely to arise. Generally

EFAW appropriate for those in lower risk teaching and office environments

FAW more applicable for higher risk laboratory and workshop environments, and fieldwork or remote working.

EFAW training enables first-aider to give emergency first aid to someone who is injured or becomes ill while at work.

FAW training includes EFAW and also equips the first-aider to apply first aid to a range of specific injuries and illness.

First Aid UpdateOther First Aid-Related Courses The following non-certificated courses are available:

Special Hazards: Additional training to deal with hydrofluoric acid or cyanide first aid

First Aid Awareness [2 hours - talk to groups such as students embarking on certain field trips - on request for specific departments/schools]

First Aid Essentials [3-4 hours to include a lecture plus practical to supplement first aid cover - on request for specific departments/schools]

Infection Risks Skin Care

These are outside the scope of the statutory Approved Code of Practice and are a supplementary provision.

The courses are run according to demand. Please contact Occupational Health if you are interested in a course being arranged.

Defib Update4 additional defibs

SB Sports Centre ReceptionMedical School foyer, A floorMaths & Physics BldgLaw & Social Sciences Bldg

120 defib operatorsAnnual refresher training continuing Regular equipment checks continuing

Roof WorkGuidance on Roof Access on University

Premises – published 2010

Responsibilities for:Contractors under the jurisdiction of

EstatesContractors not under the jurisdiction of

EstatesSchool/Departmental staff wishing to gain

access/work on roofs

Roof WorkSchool/Departmental Responsibilities

Roof work proposals drawn up (discussed with SSO / Estates / Safety Office as required)

Risk assessment and safe operating procedures (approved by PI)

Roof Permit initiated – Estates / Building Occupier consulted

Roof Permit issued by PI / Manager / Estates Roof access given to Permit Acceptor by

Security / Building OccupierOnce work completed, permit cancelled

(possible to extend permit if required)

Roof WorkRisk Assessment

Falls of persons or materials/tools from roofRisk of injury whilst on the roof

(slips/trips/restricted space)Risk from hazardous fume emissions (fume

cupboards)Fragile roofsIncompatibility with other roof workEmergency within the building affecting

evacuation from roofConsultation with Building Occupier / Estates

New Placement Guidance Nov 2010Employment of students as part of University Course/Study

• Review and approval of prospective placements• Risk factors [App I]• Risk assessment [App II]

• Clarify University’s expectations with Placement Providers [App III]

• Preparation of students ahead of going onto placement • Provide written information [App IV]• Specific training/ briefing sessions where appropriate

• Monitor Placement• Student feedback -during placement• Contact visits by tutor to provider• Provider feedback – during placement

• Review• Post placement• Problems identified• Use to inform risk assessment & suitability of PP for future use

FieldworkNew guidance from UCEA Sector guidance imminent, UoN under revision

New & wider definition‘Any work carried out by staff or students for the purposes of teaching research or other activities whilst representing the University off-site’.

Includes • Offsite visits on university business• Attendance at conferences and recruitment fairs

• group visits to industrial or architectural sites• home visits by medical or social workers, • street surveys

• Archaeological digs• Biology field studies• Construction projects • Expeditions to remote locations

Fieldwork – revision to policy & guidance

Aims

Risk based – filter out low risk activities – minimal requirements provided arranged/booked in accordance with UoN Travel Policy

• Offsite visits on university business• Attendance at conferences and recruitment fairs

Concentrate effort and scrutiny on Medium & High Risk activities

Authorisation & Approval ProcessAuthorisation level to reflect degree of riskAdvance planning to allow thorough risk evaluation and scrutiny = TIMESCALESIf residual risks are of unacceptable level to the University approval will not be given

Review of LEV SystemsReview HSE Guidance

Controlling airborne contaminants at work - A guide to local exhaust ventilation (LEV) – HSG258 Principles Design; Installation; Commissioning; Use Maintenance and testing

Exploratory issuesAvailability of commissioning data for

systemsUser information – correct use; limitationsThorough Examinations under COSHH

Local Exhaust Ventilation and Moves to Low Flow

Fume cupboardsMr Martin Dellar

(Chemistry)

“LEV is an engineering control system to reduce exposure to airborne contaminants such as dust, mist, vapour or gas in the workplace.”

HSG258 ‘Controlling Airborne contaminants at work’

Most systems have some of (but not all) the following:

Hood – Where contaminant enters LEVDucting – Takes air/contaminant from hood to dischargeAir Cleaner/Arrestor – Filters/cleans extracted airAir mover – The ‘engine’ (usually a fan)Discharge – Releases the extracted air to a safe place

What is Local Exhaust Ventilation?

What LEV’s do Chemistry useChemistry’s currently has 240 fume cupboards, with 640 University wide.

This is a partial enclosure, low velocity type LEV currently with 0.5 m/s face velocity.

This is a containment device, reduces the exposure to airborne contaminants and provides a physical barrier protecting persons from projectiles or splashes.

Other types of LEV exist within the University but we will be concentrating on this type.

.

Nederman Welding fume

extraction system.

Other Types of LEV

 

LEV Fume Cupboard System

Supply Air Handling Unit

Fume Cupboard exhaust to Roof

Offset Air

Energy Consumption; A single fume cupboard running 24/7 uses the same amount of energy as a detached house in a 12 month period.

What is the problem with our LEV’s?

A single FC on 24/7 a year with face velocity of 0.5m/s:◦ £1650◦ 15.5 tonnes of CO2

◦ 59,400 kWh Lowering face velocity to just 0.4m/s:

◦ £1220

◦ 12.3 tonnes of CO2

◦ 46,500 kWh Programme with Safety Office and Estates

to reduce face velocity to 0.4 m/s.

Research labs ‘need’ to run FC’s 24/7. Under cupboard storage for chemicals Fume cupboards are 15+ years old Training is not considered essential and is hardly ever given!

What are Fume Cupboard issues?

The Good, the BAD and the UGLY

Good Bad UGLY

What are the issues affecting containment?

Sash Management Fume Cupboard Overloading

Why do we operate at a face velocity of 0.5m/s?◦ This is not a set standard◦ Other Universities have gone as low as 0.3m/s◦ Tests have shown minimum required UK containment levels =

0.005ppm static and 0.100ppm robustness are achievable

What factors influence the ability to lower velocity?◦ Age of the equipment◦ Type of operation within the unit◦ Training of users◦ Investment!!!

Can lowering face velocity be done Safely?

Containment• 0.5m/s face velocity does not guarantee containment (it is

only an indication that the fume cupboard is operating)

What is essential for containment?• Air balance within room• Fume cupboard management

Fume cupboard Risk Assessment

• School of Chemistry working in partnership with the safety office to develop a mechanism to risk assess activities

Face Velocity or Containment?

Variable face velocity/flow – 0.5m/s in use and 0.3m/s with lowered sash

Variable Air Volume (VAV) System Automatic sash closure with proximity

detectors Isolated chemical storage

Utopia

Reduced Flow FumecupboardsCarbon Management Plan

Environmental targets for Carbon ReductionFumecupboards

Pilot project in Chemistry Management and technical operation Feasibility; performance; containment

Estates programme being developed from late June~ 600  fume cupboards (excludes high risk

processes)reduced face velocity of 0.4m/sRisk assessment guidance in preparation.

Working at a Fume CupboardUser Dos and Donts

Is it working? Check the airflow

indicator. Keep it Tidy

Do not overload it 150mm clear space at

front – “Safety Line” Do not obstruct the rear

air extract slots at the base of the back.

Do not use it for storage Always lower the sash

when not working at it. Don’t leave or trail

things over the sill – this can cause leakage out.

Management issues User training and

supervision. U-tube resourcesAnimated demonstration (6 minutes)

Is the indicator calibrated? High risk processes –

routine interim anemometer checks to confirm

Check housekeeping Best way to indicate

the safety line? Rationalise use Unnecessary storage

Does equipment need to be kept in it?

Electronic Laboratory NotebooksBeing rolled out by IS – contact Grant HowardStores research data in a secure, traceable and

compliant environment.Benefits to users include:

Fully working electronic storage of all lab data Secure backup of data and intellectual property Fully searchable database of research No need for paper based lab books

Trials in Pharmacy and Biomedical SciencesExtend to Chemistry and Biosciences;

China and Malaysia?

46

Electronic Laboratory Notebooks:- an aid to safety?

Colin Rowe - SSO Pharmacy

47

• Simple Navigation• Workflow

– Tasks– Signing Off

• Forms• Searches

What tools are available to help us?

48

The workflow involves:• Creating or opening an existing

experiment.• Adding or Editing content (items,

templates), customising experiment fonts or headers and footers.

• Saving the experiment (either as drafts or versions).

• Selecting items to sign off.• Creating a task (e.g. having your

experiment reviewed by your manager).• Publishing your experiment and/or

creating a PDF of your experiment.

General Process

49

Suggested Hierarchy • Where there are

multiple experiments / folders use an identifiable folder.

• Copies can be dragged and dropped in to any document.

Navigation

50

• Types of Tasks Available

51

• Note Edit rights are required to be able to sign forms!

• This is not the same as requesting an action.

Workflow -Signing off

52

• Status always on your Home page,

• Also information on sidebar

Workflow- Status Information

53

• Extra sections or parts of the form can be added at any point by simply dragging the relevant section from the repository and dropping it into the existing form.

Adding extra fields

54

Each form can consist of the following elements:

Form tools

Element Description

Panel These are the building blocks of a form. Other elements can be added to a panel and each panel can contain any number of other panels within it.

Label Displays textual information on a form (e.g. a data entry field name).

Button Displays buttons on a form. These buttons can be used to perform a function (e.g. expand or collapse form panels, sign off data fields, etc.).

Check Box Adds an option box in the form.

Radio Button Defines a series of options of which one can be selected.

List Box Restricts data entry by defining a field that only accepts a set of values from a drop down list.

Text Box A data entry field that allows you to enter an alphanumerical text string, date or barcode to perform a mathematical function on the values of other text .

Timer Times an activity through the use of a start and end button. A display of the expected duration, actual duration and the deviation is part of the element.

E-WorkBook Dictionary

Specifies an E-WorkBook catalog. Once specified, the field acts like a list box element by allowing valid entries to records in the catalog to be selected from a drop down list.

55

• The Forms Designer Window

56

• Forms can be made available from the Repository.

• Each form is built in an XML file making it easy to display each form in other applications (e.g. web browsers) and to transfer forms between users.

More About Forms

57

Please note that only I.S. can add items to the e-workbook dictionary.

Extract from the e-Workbook reference guide:http://workspace.nottingham.ac.uk/download/attachments/80877473/eWorkbook%20guide.pdf

Further Help – local e-Workbook administrator– Local IT Support

http://www.nottingham.ac.uk/is/help/contact/itsupportcontacts.aspx

– Safety Office (Safety templates only) – IT Helpline

Forms and Template Assistance

58

Extracting the Information

59

• Search ConditionsElement Description

Entity Type

This element includes a list of queryable entity types, e.g., Group, Project, Experiment. The Root entity, entity types not defined a position in the Flexible Hierarchy, the device definition folder, device definitions and the root spreadsheet protocol group are not queryable.

Entity Type Attribute

The includes all attributes for the entity type as well as various system attributes (e.g. Created, Last Modified, etc.).

OperatorRefines your search further. The options depends on the selected entity type and attribute combination.

Operand

Depending on the selected entity type attribute and operator combination, an icon can be used to enter an operand. You can enter an operand in either upper or lower case as the search is not case sensitive.

60

• Values in forms can be searched

Searching Forms

61

• Example Search

62

• Results

63

• You can return results in terms of users rather than individual documents

• You can also search for the absence of Risk Assessments

• Levels of supervision set for tasks• New entries on training records (or the lack of)• Specific or functional parts of chemical

structures• Note however mathematical functions are not

available with search.

Other Searches

64

• The searches provide a relatively quick way of ascertaining whether or not assessment and training are being recorded.

• However you still have to do remind, influence and cajole into compliance.

• Some academics have been slower to take up regular signing off of documents.

Does it work?

65

• There are areas where the E-workbook is not appropriate or well-suited.

• However a possible alternative could be the use of workflow within a School’s or Research Division’s workspace.

• Currently University does not have a plug-in for workflow however if there was enough demand is could be looked into as a University wide facility.

Is there an alternative?

66

• The School would not have got this far except for:

• The ideas and input of Trevor Wigham (formerly CBS Safety Officer)

• And in particular, Ian Withers for taking our ideas and finding creative ways to achieve them using the provided tools within the E-workbook environment!

Acknowledgements

Nanotechnology

• Particle size 1 to 100nm

• Nano substances will have different properties

• Potentially more toxic /dangerous than conventional particles

• Can reach parts that others cannot reach [ cross cell and blood boundaries].

• High surface area : mass ratio = ?? Increased toxicity

• Consider explosion risk

• Little is known about the safety of engineered nanoparticles but what is known is causing concern

• Animal studies have shown

• Increases pulmonary inflammation• Decreased lung function• Lung fibrosis• Lung cancer• Translocation around the body

• Little information on engineered nanoparticles in humans until:

Song et al [ Eur Resp J, 2009; 34; 559-567] ‘Exposure to nano particles is related to pleural effusion, pulmonary fibrosis and granuloma’Polyacrylate particles of 30nm implicated – 2 out of 7 worker died

• MSDS unlikely to be relevant for a substance in nano form

So - Apply the precautionary principle

Control strategiesAdopt precautionary approach due to uncertain toxicology

• Full enclosure /FC with HEPA filter exhaustrecirc with HEPA for small quantity [<1mg]Maintain and monitor LEV performance

• Minimise quantity, frequency duration and number of people

• Wetting/damping to reduce risk of airborne exposure

• PPERPE – for emergency/in addition to other controls, fit tested and APF 40Gloves – single use – double gloveClothing – Tyvek not cotton/wool

• Wet wiping to clean – if Vac used must be HEPA filtered

• Emergency release/spill procedures

• Disposal as Hazardous waste – high temp incineration by specialist contractor

• Training and information – record

• Health surveillance record – no legal requirement but now strongly advised

• HSE guidance at http://www.hse.gov.uk/pubns/web38.pdf