Procedures & Guides

Accidents/Incidents (and near misses) - Must be reported promptly using an accident report form.  When completed send to Safety and Environmental Protection Services (SEPS).  Any person may report an accident/incident.  In the case of serious accident or illness, an ambulance should be called immediately.

Asbestos - Asbestos and asbestos-containing products encapsulated or paint-sealed and left undisturbed and undamaged presents no hazard.  The mineral becomes a health hazard only when its fibres become airbourne and are ingested.  Since positive identification of asbestos requires expert microsopy, the advice of the Director of Estates should be sought before attempting work on any material suspected of containing the mineral.  It is most important that broken tiles, damaged lagging or any exposed surfaces suspected of containing asbestos should not be disturbed but should be reported to the Director of Estates immediately. 

Competency and Training - Estates and Buildings is committed to ensuring that all work activities are carried out by competent persons.  By assessing capabilities and providing appropriate training, we will ensure that all employees are competent to carry out their work without risk to themselves or others, and that those employees who manage or supervise others are aware of current legislation and good practices, in order to manage health and safety effectively.  The Estates and Buildings Directorate shall ensure that all employees receive such training and instruction as required for them to be able to discharge their tasks and duties in a competent manner.  All staff will also be inducted into the department upon appointment and this will include first aid and fire evacuation procedures and precaution.

Electrical Equipment - Do not remove any screwed down covers.  Where access is provided (eg photocopiers) to clear jams etc turn the power off if it does not happen automatically. Ensure that all electrical cables are placed so as to avoid a tripping hazard.  Before leaving work switch of all electrical appliances (except those required to work through non-working hours). Do not carry out any work on electrical equipment or installations unless you are competent and have been specifically authorized and trained to do so.

Electrical Safety - All mains powered electrical equipment must be inspected for safety according to PAT regulations. Any item not formally checked for electrical supply (look for green sticker with a date on it) must be reported to a supervisor who will arrange for the item to be tested.  Any item suspected of being defective because of age, appearance or damage must be taken out of service.

Falls on the Level - Report any damaged flooring/stairways.  If you spill anything on the floor or discover a spillage, ensure that it is cleared up immediately.  Always wear sensible footwear to work.

Fire

• Drills - Take place at least twice per annum.
• Evacuation - Instructions are prominently displayed at strategic points around the Department.  All staff must familiarise themselves with them and also with the escape routes in all other areas of the University which you visit. During a fire alarm, the Fire Warden/Area Fire Officer will direct you to the nearest exit.  They are in charge of implementing the University's emergency evacuation procedures and may issue instructions and request assistance from you and other members of staff.
• Risk Assessments - Produced for each building.
• Wardens/Area Fire Officers - Area Fire Officers manage and maintain detection and alarm systems in buildings.

First Aid - Lists of Qualified First Aiders and First Aid boxes are kept within the Estates and Buildings General Office and are displayed on main notice boards within the department.

Health - Staff are entitled to make use of the medical services provided by the University Health Service.  Staff who suffer from epilepsy, diabetes or any other condition likely to require urgent attention, are advised, in their own interest, to inform their Head of Section, in order that assistance may be rendered promptly if necessary.  

Heaters - Due to fire-risk, such equipment should never be operational within an unattended area.

Housekeeping - All areas of the department must be kept clean and tidy.  Hazardous working conditions should be avoided.  Furniture or other large items must not be placed in corridors, in circulation areas, or on stairways where they may hamper escape. 

Lifting and Handling - The Manual Handling Operations Regulations 1992 define manual handling as:  "transporting, supporting, lifting, putting own, pushing, pulling, carrying or moving of a load by hand or bodily force"

Staff whose work involves an element manual handling are required to attend a session on risk assessment and safe lifting.

Office Equipment - Office equipment and furniture can be heavy.  Care should be taken when moving it to avoid undue strain. Request help with very heavy objects.  Do not stand on revolving chairs and stools.

Stepladders - Stepladders and stepstools must always be used to access materials on high shelves.  Furniture should never be used as a substitute.  Only 'Trade' rated ladders and stepladders must be purchased and used.  'Domestic' rated ladders and stepladders are never to be used in a working environment.  All ladders and stepladders should be marked with an identity number, and be inspected as part of the annual safety audit.

• Do not use a makeshift stepladder.
• Do not overreach from a stepladder - always move it.
• Do not place the stepladder where it may be struck by doors - lock the doors and put up an appropriate sign or position a colleague outside in order that the steps are not struck by opening doors.
• When working in circulation areas or outside where the steps might be struck by vehicles or passers-by barriers must be erected and doors secured.
• Do not take steps out of service and report defects if notified.
• Do wear sound footwear.
• Do return the stepladder to its storage place after use.
• Do leave one hand free when ascending and descending. 
• Do always ensure that step-ladders are placed on a level and stable surface.
• Do have a colleague steady the bottom of tall sets of step-ladders to ensure stability.

Supervision of Trainees - Supervisors of trainees have a special responsibility to ensure that full adequate instructions, even those perhaps seemingly obvious or elementary, are given to their charges to protect them from danger.  It is not sufficient for a supervisor to assume that an act or manoeuvre is so manifestly dangerous that no-one foul attempt it.  In return trainees must observe all instruction given and to take reasonable care to ensure that their acts or omissions do not result in injury to themselves or others.

Monitoring and Review - The Estates and Buildings Directorate recognises the role of employees in formulating and reviewing the policy and encourages them to comment and make representation regarding the policy through existing communication links with their Head of Section or their Trade Union Representative.

The Health and Safety aspects of work activities will be monitored regularly by managers and supervisors at all levels to help effect compliance with the requirements of the University and Estates and Buildings Health and Safety Policies.  We will monitor the operation of all systems and procedures for safety management and review them in the light of experience and in accordance with University of Glasgow corporate direction.

Each year, by the start of the new academic session, a management health and safety inspection of each section, in collaboration with trades unions nominees will be carried out and a report on the inspection submitted to the Estates Management Committee. 

Performance Measurement and Continuous Improvement - Estates and Buildings is committed to continual improvement of its occupational health and safety systems through processes of measurement and review in order to achieve or maintain best practice.  We will plan and set objectives for the measurement of safety, commensurate with the nature and level of the risk created by work activities and fully implement those measures deemed necessary.