Health and Safety Update 7 April 2011

1. Health and Safety Update7 April 2011 John Sutherland; Sarah Watson; Ann Hallam Colin Rowe; Martin Dellar/David Chambers-Asman; Pam Thompson

2. Exhibitors • ARCO & ARC Associates • PPE, work wear and equipment • Training services • Posturite • Ergonomic equipment of workstations • SciQuest • Chemical Inventory Management

3. SSO Update April 2011 • H&S Themes/Plans • DSE eye tests • First Aid Changes • Roofwork • Wellbeing at Work • Personal Emergency Evacuation Plans • Placements - revised guidance • Fieldwork • Safe Working with Nanoparticles • Electronic Lab Book • LEV • Q&A

4. 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.

5. HE Sector Strategy • UCEA has signed up to HSE Pledge for the Sector • Align sector and institutional objects with HSE • UCEA 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 Report • HESH 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,

6. Supporting the University Strategic Plan 2010-15 • Themes • Inter-disciplinary research and teaching • Developing activities at International Campuses • Increased international mobility of staff and students • New teaching methods/approaches • Technology and ways of working • Capital Works Programme • Environmental Initiatives • Carbon Reduction • Sustainability • Procurement strategies • Widening Participation Activities • Healthy Campus and health and wellbeing initiatives

7. Annual Incident Statistics 2010 20102009 • Total number of incidents: 582 602 • Staff incidents: 313 325 • Student incidents: 211 233 • Number of RIDDORs: 22 26 • Staff RIDDORs: 15 20 • Student RIDDORs: 5 5 SSO Update June 2010

8. Incident Data 2010Russell Group Benchmarking

9. Causes of Reportable Injuries University HE Sector

10. Personal Emergency Egress Plans • Draft revised policy and guidance developed – under consultation • Extended/clarified policy section • Extended guidance to describe approaches for a range of situations • Revised 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 PEEPS • 60 PEEPS since October 2010 (14 in 2009/10) • Training and support available from Bob Armstrong • Ongoing Evac Chair Training - remember refresher training.

11. Wellbeing at WorkManagement Standards Elements • Demands – 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

12. Summary of Results

13. 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

14. Wellbeing • Promotion of Personal Wellbeing • New induction workspace • Healthy 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

15. DSE Eye Test Update February 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

16. DSE Eye Test Update • Summary 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 requirements • Provide information and training to users • Provide 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

17. DSE Eye Test Update • Summary of Boots input • User takes form to Boots/D&A outlet of their choice • Eye test carried out • If 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)

18. First Aid Update • The Health and Safety (First Aid) Regulations 1981 – guidance revised 2009. First Aider Training The following certificated courses are available for those appointed to be First Aiders : • First Aid at Work (FAW): 3-day course to achieve certification level (HSE approved). Valid for 3 years. • First Aid at Work Refreshertraining 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.

19. First Aid Update Content of an Emergency First Aid at Work (1-day) Course On completion of training, successful candidates should be able to: • 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;

20. First Aid Update Content of a First Aid at Work (3-day) course On completion of training, successful candidates should be able to: provide emergency first aid at work (as above); 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; recognise the presence of major illness and provide appropriate first aid.

21. First aid Update Certificated 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.

22. First Aid Update Other 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.

23. Defib Update • 4 additional defibs • SB Sports Centre Reception • Medical School foyer, A floor • Maths & Physics Bldg • Law & Social Sciences Bldg • 120 defib operators • Annual refresher training continuing • Regular equipment checks continuing

24. Roof Work • Guidance on Roof Access on University Premises – published 2010 • Responsibilities for: • Contractors under the jurisdiction of Estates • Contractors not under the jurisdiction of Estates • School/Departmental staff wishing to gain access/work on roofs

25. Roof Work School/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 Occupier • Once work completed, permit cancelled (possible to extend permit if required)

26. Roof Work • Risk Assessment • Falls of persons or materials/tools from roof • Risk of injury whilst on the roof (slips/trips/restricted space) • Risk from hazardous fume emissions (fume cupboards) • Fragile roofs • Incompatibility with other roof work • Emergency within the building affecting evacuation from roof • Consultation with Building Occupier / Estates

27. New Placement Guidance Nov 2010 • Employment 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 Safety Office

29. Fieldwork • New 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 Safety Office

30. 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 Process • Authorisation level to reflect degree of risk • Advance planning to allow thorough risk evaluation and scrutiny = TIMESCALES • If residual risks are of unacceptable level to the University approval will not be given Safety Office

31. Review of LEV Systems • Review HSE Guidance • Controlling airborne contaminants at work - A guide to local exhaust ventilation (LEV) – HSG258 • Principles • Design; Installation; Commissioning; Use • Maintenance and testing • Exploratory issues • Availability of commissioning data for systems • User information – correct use; limitations • Thorough Examinations under COSHH

32. Local Exhaust Ventilation and Moves to Low Flow Fume cupboards Mr Martin Dellar (Chemistry)

33. What is Local Exhaust Ventilation? “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 LEV • Ducting – Takes air/contaminant from hood to discharge • Air Cleaner/Arrestor – Filters/cleans extracted air • Air mover – The ‘engine’ (usually a fan) • Discharge – Releases the extracted air to a safe place

34. What LEV’s do Chemistry use Chemistry’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. .

35. Other Types of LEV • Nederman • Welding fume extraction system.

36. LEV Fume Cupboard System Supply Air Handling Unit Offset Air Fume Cupboard exhaust to Roof

37. What is the problem with our LEV’s? • Energy Consumption; A single fume cupboard running 24/7 uses the same amount of energy as a detached house in a 12 month period. • 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.

38. What are Fume Cupboard issues? • 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! The Good, the BAD and the UGLY Bad UGLY Good

39. What are the issues affecting containment? Sash Management Fume Cupboard Overloading

40. Can lowering face velocity be done Safely? • 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!!!

41. Face Velocity or Containment? • 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

42. Utopia • 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

43. Reduced Flow Fumecupboards • Carbon Management Plan • Environmental targets for Carbon Reduction • Fumecupboards • 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/s • Risk assessment guidance in preparation.

44. Working at a Fume Cupboard • Management issues • User training and supervision. • U-tube resources • Animated 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? • User 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.

45. Electronic Laboratory Notebooks • Being rolled out by IS – contact Grant Howard • Stores 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 Sciences • Extend 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