Facilities Management, Loughborough University (updated 23/5/12)

Contractors Induction

The Law – a summary

Health and Safety at Work etc. Act 1974

3 (1) It shall be the duty of every employer to conduct his undertaking in such a way as to ensure, so far as is reasonably practicable, that persons not in his employment...who may be affected thereby are not exposed to risks to their health and safety.

3(2) similarly…every self employed person…has an equivalent duty

3(3)…… duty of every employer and every self employed person …to give to persons (not being his employees) who may be affected…the prescribed information about such aspects of the way he conducts his undertaking as might affect their health or safety.

The Management Regulations also clearly state that communication, co-operation and co-ordination between trades is required where 2 or more employers share a workplace

This is to ensure the risks are managed between the groups

Hazards on campus

Approx 16,000 Students and 3000 Staff School children have unimpeded access across the site Roads and footpaths relatively narrow New staff, contractors’ staff and visitors may not be

aware of local hazards Accident statistics – FM alone

In the last year (August 2010 to August 2011) there were 66 accidents and 41 near misses

5 of these were serious enough to report to HSE (classed as Reportable or RIDDOR* injuries)

*RIDDOR - ‘Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 1995’

The presence of asbestos (some typical places)

Pipe lagging Window panels & fixings

Ceiling tiles Insulation

Standard sign

The basics

We all need to: - assess potential hazards use safe systems of work know basic first aid, fire and security

proceduresYou are required to follow special procedures in certain areas and on certain machinery

Employees, contractors, self-employed and visitors must consider their own health and safety and that of others

First Aid

It is primarily the responsibility of each contractor to assess the need for First Aid cover based on your works, and to provide it Do not solely rely on Loughborough University to provide First Aid cover

Additional First Aid – available by contacting the FM helpdesk

or Security – dial 888, or 0800 526966 (Mobile)

NHS Walk in Centre in Loughborough town centre Pinfold Gate, Loughborough, Leicestershire LE11 1BE

Contact Ambulance services if serious – ring 999, then ring Security to let them know where an ambulance is required

First Aid – Defibrillators

We now have defibrillators on campus, to provide first aid to persons suffering from a suspected heart attack

If you are in the position of helping someone with a suspected heart attack, then call Security on 888 from any internal phone or 0800 526966 from a mobile phone

Security officers have been trained by HSE registered first aid trainers to use defibrillators on campus and there are currently two devices available

An ambulance is also required so ask for the defibrillator to be brought to your location and place a 999 call to the ambulance service

Fire And Evacuation

Make yourself aware of the fire and evacuation procedures for the building in which you are in

On discovering a fire:

Assess it quickly - type and ferocity, can it be tackled?

Report it – activate the manual call point, shout etc. & DIAL 888 Or Campus watch 0800 526966 (Mobile)

Take action - attack fire ONLY IF SAFE TO DO SO and you have been trained in the safe use of extinguishers

Evacuate – to the nearest exit and REPORT TO THE PERSON IN CHARGE OF THE EVACUATION (Fire Coordinator or Marshal)

Wait until all clear is given before leaving assembly point or re-entering building and never enter a building under alarm conditions

Main Campus Fire Notice

Specific information here

Holywell Park Main Building

Security of equipment

Your personal tools and equipment You are responsible for what happens to them

and for their possible misuse if not secured or properly controlled Think about accidents by others using your tools

Security of your workplace either ring fenced or local access prevention You need to prevent people entering

hazardous areas under your control Think about the effects of others entering your work area

What’s wrong with this picture?

And!

Incident reporting

Any incident (accident or a near-miss) involving anyone working as part of Facilities Management ‘undertaking’ MUST be reported on an accident report form ‘Undertaking’ is basically everything we do when at

work that is part of our job

Report the incident to your University Sponsor, or the H&S Team (based in the FM Building)

Dial 888 from any internal telephone for security Or Campus Watch 0800 526966 (Mobile)

Incident Reporting

Please help us keep the campus safe by making sure you are not causing the following hazards – make it safe, or report it:

Blocked emergency exits Unguarded machinery / unsecured ladders Slippery surfaces in circulation areas Trip hazards / untidy work areas Unsafe working platforms / unsafe lifting equipment or practices Trailing leads across circulation areas / bare electric wires Unprotected or unfenced work areas Lack of or missing eye protection Unprotected overhead working Excavations with inadequate support or shoring

Inform your Loughborough University point of contact if you see a problem that you can’t resolve

Basic campus rules

Drivers must observe the highway code & speed limits – 15mph (25kph)

Suitable PPE should be worn when at work as prescribed in your approved risk assessment & safe system of work

All staff, contractors and self-employed must follow agreed procedures and utilise permits to work as appropriate

Contractors MUST register ANY work of an INTRUSIVE nature via their LU contact – think asbestos and buried services

No smoking within 3m of any University building

No playing of radios, wearing of iPod's etc. – remain alert to alarms

No parking on any University roads unless actively unloading Agree parking areas for cars / vans with your LU point of contact

ID badges will be issued by your LU contact and must be worn at all times

Swiping in & out

Contractors’ staff must ‘swipe in’ & ‘swipe out’ daily using the scanner & swipe card readers provided at the main Security Gatehouse. The scanner will display ‘Checked in’ and swipe card ‘Leaving’ on the screens when valid cards are used. The computer software will register contractors on or off site.

NOTE – THE PASSES WILL NOT WORK ON ANY OTHER DEVICE.DO NOT TRY TO USE THE SCANNER IN FM IT WILL NOT WORK.

Contractors can nominate one of their team to swipe in or out for their colleagues.

Specific arrangements MUST be made in advance with the LU PM/Supervisor and recorded with Security where contractors will be arriving, departing or working outside normal working hours, at weekends, holidays and the like. NOTE – making a note on the Contractor software is not accepted as notice to Security.

Access to the campus will be refused outside normal working hours unless

specific arrangements have been made, including notifying security

Swiping in & out

‘Swiping IN’In order access the University you will need either:A current, in date, Contractors Pass in your possession orHave arranged for a pass to be collected at the Gatehouse through the LU Project Manager/Sponsor/Supervisor.

Don’t wait until you get here and expect to be let onto Campus because you won’t be!Pull into the Visitors lane and explain to Security personnel that you ‘swiping in’ or collecting a Pass. Pull over to the right after passing under the barrier.Leave your vehicle and enter the Security Reception (collect your pass if need be) and hold you pass face up under the scanner, about 150mm beneath it. If necessary move it around until you here a ‘beep’, the display will then show ‘CHECKED IN’. This will confirm you have entered the University.If for any reason an error message appears, tell Security.

Pull into the Visitors Lanewhen entering Campus

Once under the barrier, pull over to the right and enter Reception

Hold your pass under the scanner,It will beep and show ‘CHECKED IN’

Swiping in & out

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

Pull into the lay-by on the right hand side.Swipe pass through scanner

What works are you doing today? There are specific LU procedures for specific tasks, and

accompanying permits required

Special Procedures

Special operating procedures and in house guides apply to work on or in the following: -

Significant alterations to low voltage electrical systems Confined Spaces and Controlled spaces (E.g. Roofs, sewage

chambers, boiler internals, service voids) Excavations Work on gas Working with pesticides Using specialist machinery Working within departments and areas outside the direct control

of FM e.g. x-ray machines, industrial magnets All substances should have undergone a COSHH assessment

and be approved for use on this site Dusty works - Isolation of smoke / heat detectors (48 hrs. notice)

Individual Protection

Isolate live services, lock off and prove – live working prohibited Post Caution Notices Serial Numbers can be traced to issues. No serial number

generally means it is a trades persons ‘personal’ notice. (E.g. maintenance electrician or fitter)

CAUTION NOTICEDANGER MEN WORKING

ON APPARATUS

FM SERVICES

SERIAL NUMBER

CAUTION NOTICEDANGER MEN WORKING

ON APPARATUS

FM PROJECTS

SERIAL NUMBER

Confined Spaces and Controlled Areas

Confined Spaces include deep manholes, vessels, and where serious injury can occur from hazardous substances or conditions within the space or nearby (e.g. lack of oxygen)

Working in Confined Spaces requires specialist competencies Strict procedures are in place to control access into confined spaces,

due to the high hazards present in them

Controlled areas (Lower order confined space) may contain: Electrical services (3 phase) Piped natural and special gases - if its used in industry, its probably

been trialled at a University Contents of local exhaust ventilation (LEV) should plant break down

or ductwork fail (Chemistry roof venting of LEV) Pressure systems , heating pipe work, compressed air Drinking water & storage – legionella /bacteriological contamination

Confined Spaces and Controlled Areas (Cont.)

Controlled areas (Lower order Confined space) may involve issues such as:

- Asbestos – type 2 management surveys done (non intrusive) – not type 3 demolition (intrusive)

- Physical barriers to access and egress – 5 minutes to get to work area means five minutes or more to escape – think emergency evacuation, fire etc.

- X-ray in some areas – well signed and alarmed. Special permission must be sought before entering the Graham Oldham Building, as specialist x-ray & magnetic equipment is held there

- Access to buildings and technical areas – key authorities required – hence Contractor’s Risk Assessment & Method Statement will be required

Work at Height and Roofs

ROOF WORKA written safe system of work must be provided for all roof work

Two people working Suitable and sufficient risk assessment and associated method

statement. Facilities Management policy must be followed controlling

access to all roofs. Operatives must be trained to use any equipment utilised –

includes harnesses Latchway system - compatibility

Health and safety in roof work (HSG33) is an excellent reference.

WORKING AT HEIGHT This is working at any height and you MUST provide or be

provided with, in general the safest possible means of working. The University resists working from step ladders unless they

are of the type with a properly guarded platform at the top and the work is of short duration (max 20 mins at any one time).

Ladders are not acceptable and you will need to agree their use in exceptional circumstances with the LU Project Manager/Sponsor or Supervisor.

Permits / Authorities / Requests to Work / Enter / Access / Isolate

These are typical tasks for which Permits are required:

High voltage electrical systems – work on/near 11000volt U/G Cables and in or on Sub-stations

Significant modification to Low Voltage electrical systems – e.g. shared distribution boards – no live work – think working near cables

Significant Fire Alarm Isolations – ask FM Electricians (48 hrs. notice needed) Hot work – inside and on building roofs Excavations > 150 mm (6 inch) - buried services Pressure systems (heating and compressed air)

Heating up to 137 degrees Celsius and 5 bar Confined Spaces, Controlled Areas and roofs Asbestos work areas – Licensed Contractors and authorised Direct Labour

only Work at Height – detailed guidance is available

Work in locations not under your control

Always report to the person in charge of the area you are about to work in

Ask for details of any significant risk(s) that are taking place in the area

Explain what you are about to do

If in doubt, ask to see any risk assessments pertaining to the area or process you are about to work in/on

ASK for explanations of anything you don’t understand

Working together

By you working here at Loughborough University, we both have expectations of what each party is responsible for

It is important we both understand and follow those expectations

The following slides highlight: What you can expect from us, and What we expect from you

What you can expect from us

Commitment to Health and Safety

Co-ordination and Co-operation with all the relevant parties when preparing for and during the works

The right information, to the right people, at the right time Information to allow you to do the work safely

A Management team that is available to discuss any problems in a positive manner

What we expect from you

Follow your company’s H&S Policy & safe working method

Only carry out tasks for which you are appropriately trained, experienced and competent to perform

Understand the risks and the approved safe method of working associated with your task prior to starting work

Tell us about any health and safety issues, including the reporting of accidents and near misses

Compliance with the Loughborough University site rules and ensuring that access to your work area is restricted to authorised personnel only

What we expect from you continued

Your supervisor to manage your work, put right any defects, and record H&S inspections made We will be monitoring you and seeking assurance

that you are managing the works Full co-operation with any arrangements by

Loughborough University to formally audit and review specific procedures and projects

Waste Management

Disposal of waste is the responsibility of the contractor

Site waste management plan (SWMP) needed if project value > £300,000

Your responsibilities: Reduce, re-use and try to recycle as much of your waste as possible

No harmful or polluting substances may be discharged into the drains. In the event that contamination does occur, inform your University contact immediately

Where a project or activity presents a risk of pollution, the contractor must show that the risk has been mitigated via a risk assessment

The contractor is not permitted to use any University bins or skips for the disposal of waste associated with the project or activity – your waste, you dispose of it

Ensure that your waste is disposed of by a licensed carrier holding a current licence and that you complete a transfer note when handing any waste to a carrier Be aware of specific rules relating to Hazardous Waste, and Gypsum based waste products

Summary

Think about your own safety and the safety of others before taking any action – consider the knock on effect of your actions and…

Think about all possible dangers that may be associated with the task you are about to undertake, no matter how unlikely. Examples are: Isolations; fume cupboards and their effluent, cooling systems; the

risk of drilling into buried services

Accidents often occur because people do not follow work procedures, or a work area is unsafe to work in

DON’T BECOME A STATISTIC!

Thank you for listening

Any questions?

Your University Sponsor

FM Helpdesk (01509) 222121

Emergencies 888 from an internal phone

Security (routine) (01509) 222141

See handbook for more contacts

Campus watch: 0800 526966

Questions to answer