Health and Safety Policies

Objectives

The union will adopt the following objectives as part of this policy:

• To provide and maintain safe and healthy working conditions, equipment, and systems of work for all employees.
• To establish and maintain a health and safety culture based on high levels of accountability.
• To provide adequate information, training, and supervision to ensure employees are competent to do their work and fully aware of their responsibilities.
• To engage and consult with employees on health and safety conditions and ensure employee voice is integral within our health and safety planning.
• To prevent accidents and cases of work-related ill health and provide adequate control of health and safety risk arising from work activities.
• To ensure the effective maintenance of the building, fixtures, furnishings, and equipment.
• To ensure the safe management of student led activity including activities undertaken by clubs, societies, and volunteers.
• To ensure compliance with the Health and Safety at Work Act (1974) and all other relevant health and safety legislation.

At all times there will be an up-to-date health and safety plan (Road Map) which sets out how these objectives will be achieved, who holds responsibility and how performance will be measured along with appropriate timescales.

Policy Statement

Imperial College Union ('ICU' or 'the union') regards the promotion of health and safety and wellbeing at work core to its business. This document is a statement of its commitment to providing a safe and healthy working environment for employees and all people within the areas of ICU’s control.

This policy acknowledges ICU’s statutory obligation to manage its work in such a way which minimises the risk to its staff, students and others who may be affected by its activities. ICU recognises the requirements of the Health and Safety at Work Act 1974 and the regulations made under that act, are of a minimum standard that can be expected, and ICU strives to provide an environment that at least meets or exceeds these standards.

ICU is committed to developing a positive safety culture, based on the involvement of staff and students in health and safety management and will use consultative forums and mechanisms to involve staff and students in health and safety management and will endeavour to provide relevant training.

ICU is an integral part of Imperial College London and as such, the union and university will work in partnership to ensure that adequate measures are in place to ensure health, safety and welfare within the union.

Maintenance and Revision of this Policy

ICU will keep this policy up-to date, particularly as the business changes in its nature and size. To ensure that, this policy and its operation will be reviewed yearly and amended as necessary.

Endorsement

ICU Board of Trustees (the Trustees) are committed to this policy and to its implementation. The Trustees support the maintenance of the highest standards of health, safety, and welfare across ICU. It is expected that every member of ICU to share this commitment, to work together to achieve it and give their full endorsement to this policy.

Monitoring Policy

The implementation of this Policy and the requirements of individual policies and procedures associated with Health and Safety will be continuously monitored at department and team level. Any issues will be reported to the Union Operational Health and Safety Committee. Departmental Heads will be expected to carry out routine on the spot inspections, recording any areas where corrective action may be necessary. A formal Health and Safety audit will be conducted every three years in conjunction with the university.

The Facilities, Health and Safety Manager will produce annual accident / incident statistics which will be circulated to the Board of Trustees and Operational Health & Safety Committee. Such reports will facilitate a critical review of trends and necessary corrective action.

As part of ICU's charitable status, trustees govern the union. The trustees of the union hold ultimate accountability for ensuring that the union complies with all relevant legislation, including Health and Safety legislation.

Imperial College Union is committed to ensuring the health, safety and welfare of its members, staff, customers, suppliers, visitors, and all others who may be affected by its activities and recognises its responsibility for Risk Assessments under the Management of Health & Safety at Work Regulations 1999 (MHSWR) that places a mandatory duty upon employers to undertake a suitable and sufficient risk assessment of work-related risks.

A suitable and sufficient risk assessment means that the level of detail is proportionate to the risk and appropriate to the nature of the work, it considers who might be affected, deals with the obvious significant foreseeable risks and identifies the precautions (control measures) that are reasonable.

Imperial College Union, so far as is reasonably practicable, that no employee, student, visitor, contractor, or other person is exposed to an unacceptably high level of risk from any union, equipment or activities undertaken, for which the union has a legal responsibility for mitigation.

Definition

The definition of a risk assessment is a systematic process of identifying hazards and any associated risks within a workplace, then implementing reasonable control measures to remove or reduce them.

This policy is to enable Imperial College Union to meet its duty of care to students and staff (and others) by creating a culture of undertaking risk assessments to reduce the risks of activities, as far as is reasonably practicable. The aim is to protect the health, safety and wellbeing of students, staff, visitors, and others affected by our operations.

It is ICU's Policy to:

• Provide an environment where risk is mitigated to an acceptable level for all employees, students, visitors, contractors, or others.
• Ensure compliance with the Management of Health and Safety at Work Regulations 1999, and all other relevant legislation and guidance.
• Undertake suitable and sufficient assessments of all workplace risks, through the application of a suitable risk assessment system.
• Record the significant findings of these assessments.
• Provide information on the outcomes of assessments to those involved in the process being assessed.
• Provide suitable information and training to enable suitable risk assessments to be developed and implemented.
• Regularly review the risk assessment system, to ensure it is suitable and sufficient.

Further Information

• CSP (Clubs, Societies and Projects) Risk Assessments – Step by Step Process
• Imperial College London – Risk Assessment – Code of Practice
• HSE Managing risks and risk assessment at work
• Imperial College London – Risk Assessment & Risk Control
• BBC Academy - How to do risk assessment

The Health and Safety Executive has useful guidance documents on completing risk assessments and for specific subject/operational areas. See the HSE (Health and Safety Executive) risk assessment pages for general guidance on assessment, and www.hse.gov.uk for topic specific sections.

Imperial College Union is committed to ensuring the health, safety and welfare of its members, staff, customers, suppliers, visitors, and all others who may be affected by its activities and and recognises its responsibility under the Management of Health and Safety at Work Regulations to have effective arrangements in place to manage health and safety.

These arrangements include the requirement to investigate the immediate and underlying causes of accidents and incidents to ensure that remedial actions are taken, and lessons learnt. Accident investigation is therefore an important and integral part of reactive health and safety management and complements other proactive management systems.

In addition to the above, the union has a duty under the Reporting of Injuries, Diseases and Dangerous Occurrences Regulations (RIDDOR) to report certain types of injuries, diseases and dangerous occurrences to the enforcing authorities.

Definitions

All accidents and incidents will fall into one of categories listed below.

Level 1 Categorisation

Any accident resulting in physical injury to a person while undertaking any task at work (for staff), or place of study (for students). This includes activities undertaken by volunteers such as CSP, Representation etc.

Any condition believed to be caused by work or the workplace. Typical examples would include:

• Any condition caused by repetitive movements or inappropriate working positions.
• Skin conditions resulting from repeated exposures to agents such as cleaning products.
• Asthma or respiratory problems that could feasibly be attributable to workplace conditions or activities.

Other injury:

• Any other accident at work resulting in injury that cannot be described as work-related e.g., an injury resulting from a person being under the influence of alcohol or drugs.

Near miss:

• Any undesired event or condition where no injury, ill health, or damage occurs, but potentially could have.

Medical issue (not work-related):

• Any incident that is not work-related and can be ascribed to a medical condition.

Property damage or other loss:

• Where property or equipment is damaged or some other form of loss occurs, but no injuries are sustained.

Sporting incident:

• Accidents occurring whilst undertaking sports activities on College premises, e.g., muscle strains, sporting injuries etc.

Level 2 Categorisation

Reportable incident:

• Incidents which do not cause injury or ill health, but which are reportable to an enforcing authority such as the HSE or DEFRA.

Dangerous occurrence (RIDDOR Schedule 2 only):

• These are Dangerous Occurrences of the type listed under Schedule 2 of the RIDDOR Regulations. They are typically serious incidents including failure of lifting machinery or pressure vessels, explosions, and releases of biological agents.

Fire incident:

• Incidents where an actual fire occurs.

Security incident:

• Breach or potential breach of security such as theft of controlled materials or unauthorised access into restricted areas

Environmental incident:

• Incidents relating to outside environmental conditions such as release of environmentally damaging materials.

Building/facility-related incident:

• Accidents and incidents which involve or affect any building or building-related infrastructure.

Work environment incident:

• Any accident relating to an undesirable working condition, such as foul odours, noise, or inappropriate lighting.

The union takes accidents and incidents seriously. Reporting plays a key role in effective safety management, and this means not only reporting injuries but also all incidents including near misses or hazard observations. It is the union's policy to: 

• Ensure that appropriate arrangements are in place to deal with any Accident, Incident, near miss that may occur;

Union staff, student led Clubs, Societies and Projects (CSP) are made aware of these arrangements through appropriate training or communications.

Further Information

What is the reporting process?

In the first instance, the person suffering the accident or observing the near miss should complete an online report form. The form can be accessed via Salus. In the case of an accident, if the person involved is unable to complete the form themselves, then a supervisor or colleague should do so.

Review date: March 2025

Imperial College Union is committed to ensuring the health, safety and welfare of its members, staff, customers, suppliers, visitors, and all others who may be affected by its activities and is committed to providing a safe place of work and meeting the requirements of the Management of Health and Safety at Work Regulations 1999 (MHSWR) and the Health and Safety (Workplace Health, Safety and Welfare) Regulations 1992.

Definition

"Slip, trip or fall" is the collective term for a process, which has slipping and tripping being the near miss stage of a fall. The outcome of the event may result in harm or no harm.

It is Union's Policy to:

ICU recognises that slipping, tripping, and falling accidents in its spaces and activates can result in serious injury. ICU is committed to trying to reduce the number of these accidents and the consequent suffering and other losses that follow them by:

• carrying out of suitable and sufficient risk assessments on slips, trips and falls hazards;
• regular review of these risk assessments;
• the management and control of the risks from slips, trips, and falls hazards.

Review date: March 2025

Imperial College Union is committed to ensuring the health, safety and welfare of its members, staff, customers, suppliers, visitors, and all others who may be affected by its activities and recognises its responsibility to create a safe working environment. The purpose of this protocol is to ensure that ICU adheres to the Workplace (Health, Safety and Welfare) Regulations 1992 which require employers to provide a reasonable indoor temperature in the workplace, but it does not specify a maximum temperature.

Introduction

Imperial College Union is an occupant of Imperial College London owned buildings and space. As a third-party user of the space, the temperature of the union’s spaces is centrally controlled by Imperial College London. The university operates a standard protocol for the heating and cooling of its buildings in order to meet our obligations to reduce carbon emissions, in accordance with current HEFCE and Government objectives.

It is the Union's belief to:

Adhere and cooperate with Imperial College London building temperature protocol and the resulting benefits in meeting the Colleges Carbon Strategy goals

What does it mean?

Heating will be delivered within 2°C of 20°C. In those areas where cooling is provided, temperatures will not be cooled below 24°C, +/- 2°C.

Further Information

• Imperial College London Building Temperature Protocol
• Temperature in the workplace - HSE

Review date: March 2025

Imperial College Union is committed to ensuring the health, safety and welfare of its members, staff, customers, suppliers, visitors, and all others who may be affected by its activities and recognises its responsibility for noise under the Health & Safety at Work Act 1974; Management of Health & Safety Regulations 1999; The Control of Noise at Work Regulations 2005 and is committed to ensuring the health, safety and welfare of all staff, students, and visitors.

Definition

The Control of Noise at Work Regulations set noise action values and exposure limit values (that trigger specific requirements) as follows:

• Lower action value 80 dB(A) or more, daily, or weekly average exposure / peak sound of 135 dB(C)
• Upper action value 85 dB(A) or more, daily, or weekly average exposure / peak sound of 137 dB(C)
• Exposure limit value of 87 dB(A) or more, daily, or weekly average exposure / peak sound of 140 dB(C)

It is Union's Policy to:

Manage, so far as reasonably practicable, noise hazards falling under its control. It will aim to achieve this policy by putting measures in place as to control noise exposure so far as is reasonably practicable.

When selecting controls to manage exposure to noise risks, ICU will apply the hierarchy of controls as set out in the Management of Health & Safety at Work Regulations 1999 and the NAWR.

Where employees are likely to be exposed to the lower action value then ICU will:

• Ensure that risk assessments are carried out, recorded, and kept up to date.
• Make suitable hearing protection available upon request.
• Provide exposed employees with suitable information, instruction & training.

Where employees are likely to be exposed to the upper action value then ICU will:

• Make suitable hearing protection available.
• Designate areas where this is likely to happen as Hearing Protection Zones. Such zones will be clearly marked, and the wearing of hearing protection will be mandatory.

Where employees are exposed to the exposure limit value (87 dB), ICU will stop the exposure until the cause can be identified and control measures implemented to reduce exposure to below the limit.

Review date: March 2025

Imperial College Union is committed to ensuring the health, safety and welfare of its members, staff, customers, suppliers, visitors, and all others who may be affected by its activities and recognises the importance of maintaining the safety and welfare of staff and students who use Display Screen Equipment (DSE). It is committed to fulfilling its responsibilities under the Health and Safety (Display Screen Equipment) Regulations 1992 as amended by the Health and Safety (Miscellaneous Amendments) Regulations 2002.

Definition

Display Screen Equipment (DSE)

All computers or other equipment utilising alpha-numeric or graphical display screens, including microfiche readers and similar equipment. It covers PCs, laptops, tablets and smartphones as well as other methods of displaying data, such as CCTV screens.

DSE Workstation

Computers, monitors, printers, disk drives, telephones, document holders, work chairs, work desks or surfaces, lamps, accessories and peripheral items, and the surrounding environment (lighting, heating, ventilation, noise, humidity, etc).

User or operator

The Health and Safety Executive (HSE) specify that it applies to workers who use DSE daily, for an hour or more at a time not infrequent users or short-term use.

It is the Union's Policy to:

Provide a safe and healthy working environment for employees, including measures to protect their health and safety when they are working with Display Screen Equipment (DSE). ICU will fulfil its obligations by;

• the provision of information and training for users, primarily through Imperial College London (ICL) Computer Health and Safety e-learning resources.
• provision of suitable work equipment (including DSE workstation equipment)
• completion of assessments for all DSE workstations, the provision and maintenance of suitable equipment for users
• unsure that a full trained ICU Computer Health Assessor can undertake assessment of workstations as required.
• DSE users are entitled to eyesight tests and, in some instances, to provision of spectacles paid for by the College where these are required solely and specifically for DSE work. The union is responsible for funding eye tests for individual computer users.

Review date: March 2025

Imperial College Union is committed to ensuring the health, safety and welfare of its members, staff, customers, suppliers, visitors, and all others who may be affected by its activities and recognises its responsibility to create a safe working environment during lone working, under the Health and Safety at Work Act (1974); The Management of Health and Safety at Work Regulations 1999 and is committed to ensuring the health, safety, and welfare of all staff.

Definition

Lone workers are people who “work by themselves without close or direct supervision” (The Health and Safety Executive). At certain periods throughout the year, such as ICU closure days, workers may be on site carrying out work tasks that would otherwise be acceptable during normal campus opening. Any tasks carried out during these periods should be risk assessed to ensure that any lone working implications are properly identified and controlled.

It is Union's Policy to:

• Avoid all lone working where reasonably practicable to do so.
• Where lone working cannot be avoided, safe working is to be facilitated by:
  • Undertaking risk assessments, where necessary, to identify the hazards, assess the risks and put appropriate control measures in place;
  • Providing adequate and workable procedures to ensure that lone working consent is obtained and recorded in circumstances where this is required either by the College Code of Practice or in accordance with local rules;
  • Liaising with other employers to ensure that adequate procedures are in place in relation to lone working in shared premises.
• Where risks cannot be adequately controlled, lone working shall be prohibited.

Review date: March 2025

Imperial College Union recognises its responsibility under the following legislation:

• Health and Safety at Work Act 1974
• The Management of Health and Safety at Work Regulations 1999
• Provision and Use of Work Equipment Regulations 1998
• The Road Traffic Act 1991
• Road Safety Act 2006
• The Highway Codes, road safety and vehicle rules (Gov.uk)

And will manage, so far as is reasonably practicable, the risks associated with work-related driving activities falling under its control in such a way as to reduce the risks to drivers and other people potentially affected by work-related driving activities to a tolerable level.

Definitions

• Work–related driving: Any driving activity that is undertaken for or on behalf of the union by an employee or student. This definition excludes an employee’s normal daily commute between their home and their normal contractual place of work.
• Occupational Driver: Any employee or student that carries out work-related driving for, or on behalf of, the union in a union vehicle.
• Union Vehicle: Any vehicle that is owned, leased or hired by the union.
• Private Vehicle: Any vehicle used by an employee or student for union business which is not owned, leased or hired by the union.
• Minibus: A vehicle that can carry between 9-16 passengers (inclusive) at any one time in addition to the driver.

It is Union's Policy to:

• Promoting the use of public transport where this is practical;
• Assessing significant risks associated with work-related driving activities and implementing control measures to reduce these risks to a tolerable level;
• Only allowing people with the necessary competence, who have undertaken the union's Approved Driver process to drive;
• Supporting people who drive their own vehicles to do so legally by the provision and signposting of relevant advice and guidance;
• Managing union owned and leased vehicles to ensure that these are kept in an efficient and effective working condition in accordance with any statutory requirements. Where vehicles fail to meet this standard, they will be taken out of use until such times as any defects are remedied;
• Prohibit the use of hand-held mobile phones by occupational drivers when they are carrying out driving activities;
• Discourage the use of hands-free communication devices whilst occupational drivers when carrying out driving;
• Providing advice and guidance to drivers to meet the legal responsibilities placed on them by relevant legislation;

Further Information

• Safer Driving at Work – ROSPA
• Driving for Work - ROSPA
• The law and mobile phones
• Driving for Work – HSE

Review date: March 2025

Imperial College Union is committed to ensuring the health, safety and welfare of its members, staff, customers, suppliers, visitors, and all others who may be affected by its activities and recognises the importance and recognises its responsibility under The Health & Safety (First Aid) Regulations 1981 (amended) which places a duty on employers to provide adequate first aid equipment, facilities, and personnel to their employees.

In addition to adhering to the Imperial College London College First Aid at Work policy and guidance, the union will have additional first aid provision for certain activity. The additional provision will be determined by first aid needs assessment for activity and events.

While the obligation under these Regulations is directed at workers, Imperial College Union is committed to providing adequate first aid personnel, equipment, and facilities to deal with ill health and injuries to students, staff, visitors, contractors, and members of the public while on Imperial College Union property.

Definition

First aid is the immediate assistance given to individuals who have been injured or become unwell in the workplace. First Aid at Work (FAW) and Emergency First Aid at Work (EFAW) are the first-line assessment and treatment of physical injuries and sudden ill health. Mental Health First Aid (MHFA) is the first-line assessment and support given to people experiencing poor mental health.

It is the Union's policy that:

• On all Imperial College Union spaces, there are enough trained personnel, equipment, and information available to ensure that someone competent in basic first aid techniques can rapidly attend an incident during normal working hours or outside normal hours when a building is regularly occupied.
• The union will ensure that a FAW qualified first aider is always available during operational hours of ICU commercial bars and venues
• Appropriate first aid arrangements based on risk assessment are made for staff and students engaged in fieldwork activities.
• Undertake a First Aid Needs Assessments to include provision for Mental Health First Aid.
  
  Further Information
• College First Aid Policy Guidance

In addition to adhering to the College First Aid at Work policy, the union will also adhere to the College policy guidance.

• HSE First Aid Information
• The Health and Safety (First-Aid) Regulations 1981 - Guidance on Regulation

Fire safety is a priority for Imperial College London, and it will ensure, so far as is reasonably practicable, that the risk from fire will be well-managed in compliance with the requirements of the:

• Health and Safety at Work Act 1974
• Regulatory Reform (Fire Safety) Order 2005

Imperial Union London recognises that fire is a major risk to the lives of its staff, students, neighbour's, contractors, and members of the public who visit its buildings.

Imperial Union London has no tolerance towards staff, students or contractors deliberately breaching fire safety rules or fire safety legislation. Where it is proven an individual has knowingly contravened these rules or legislation Imperial College London will treat this as a very serious incident and apply its disciplinary processes already in place.

Introduction

Imperial College Union is an occupant of Imperial College London owned buildings and space. As a third-party user of the space, Imperial College Union must comply with Imperial College London’s Fire Safety Policy.

Legislation

The primary legislation for fire safety is the Regulatory Reform (Fire Safety) Order 2005, the Order covers general fire precautions and other fire safety duties which are needed to protect people in case of fire and requires fire precautions to be put into place where necessary and to the extent that is reasonable and practicable.

Responsibility for complying with the Order rests with the "Responsible Person". There is other legislation relating to fire safety including the Dangerous Substances and Explosive Atmospheres Regulations. The requirements of these regulations are subject to further College policies.

Further Information, Guidance and Imperial College London Codes of Practice

• Imperial College London – Fire Safety
• Imperial College London – Fire Safety Codes of Practice
• Action in the event of a fire
• Personal Emergency Egress Plans (PEEPs)
• Imperial College's Introduction to Fire Safety
• Fire Safety – HSE
• London Fire Brigade – Fire Safety

Policy statement

Imperial College Union is committed to ensuring the health, safety and welfare of its members, staff, customers, suppliers, visitors and all others who may be affected by its activities.

Imperial College Union recognises that good management of health, safety and welfare is essential to the success of the organisation and is a sign of a well-managed organisation.

Imperial College Union is committed to ensuring that procedures are in place to identify hazards, assess risk and set objectives to improve the management of health, safety and welfare.

Imperial College Union acknowledges its duty to ensure that all relevant legislation regarding health, safety and welfare is adhered to and that resources are made available to ensure health, safety and welfare.

Imperial College Union is committed to developing a positive safety culture, based on the involvement of staff and volunteers in health and safety management. Imperial College Union will therefore use consultative forums and mechanisms to involve staff and volunteers in health and safety management, and will endeavour to provide relevant training to all staff and students.

Imperial College Union commits to reviewing this policy at least every 2 years, or as and when necessary, with approval for the policy to take place at the Board of Trustees.

Introduction

This policy sets out the arrangements that must be followed for the safe storage and transport of firearms in Imperial College Union managed facilities. The union will manage the safe storage of firearms in a responsible, authoritative, and accountable manner. As a consequence, the storage of firearms in union managed spaces will only be enabled under approved conditions and rules. Any dereliction in duty may result in the loss of storage of firearms for all students. This storage of firearms is only available to registered students who are members of the Union’s Rifle and Pistol Club.

Under the Firearms Rules 1998, a prescribed safekeeping condition is attached to all firearm and shotgun certificates issued to individuals. It is an offence not to comply with these conditions. The union follows the guidance of the Home Office’s Firearms Security Handbook 2020 for the storing and transporting of firearms.

The activities of the Rifle and Pistol Club will be risk assessed and managed in line with the Health and Safety management for clubs, societies and projects.

Responsibilities

The general responsibilities for Health and Safety at Imperial College Union are specified in the union’s Umbrella Health and Safety Policy. Responsibilities specific to the firearm policy are detailed below.

Managing Director

The union as the responsible authority will manage the safe storage of firearms. The Managing Director will be the senior authority of firearm matters. The Managing Director may delegate the day-to-day supervision of the firearm policy to other suitable members of Imperial College Union staff.

Arrangements

Under the Firearms Rules 1998 the safekeeping condition attached to firearms or shotgun certificates requires that guns and ammunition must be stored securely to prevent, so far as is reasonably practicable, unauthorised people taking or using them. Any person who does not hold a firearm or shotgun certificate is included in the term ‘unauthorised’. The union will on a regular basis seek advice on firearm security arrangements from the local police firearms licensing department.

Review

The Policy Owner is responsible for conducting a comprehensive review of their policies at a minimum of every 3 years or as required to stay current with applicable laws and/or Imperial College Policies.

The purpose of the review is to determine:

• if the policy is still necessary and accurate;
• if the policy should be combined with another policy or if it should be rescinded;
• if the policy is up to date with current laws and regulations and Imperial College policies;
• if changes are required to improve the effectiveness or clarity of the policy.

Training

Health and safety legislation requires employers to provide adequate health and safety training.

All relevant staff must undergo relevant induction and training before they can undertake duties related to the union Firearm Store.

The union is to keep a central record of student members authorised to store firearms.

Review date: August 2024

Imperial College Union is committed to ensuring the health, safety and welfare of its members, staff, customers, suppliers, visitors, and all others who may be affected by its activities and recognises its responsibility for manual handling under The Manual Handling Operations Regulations 1992 (as amended) require the union to avoid hazardous manual handling as far as reasonably practicable; assess the risk of injury from any such tasks that cannot be avoided; and introduce measures to reduce these risks as far as reasonably practicable.

Definition

Manual handling operations involve the transporting or supporting by hand or using bodily force of any load, and include lifting, lowering, pushing, pulling, or carrying. Risks from manual handling can be found across all roles including office-based roles.

It is the Union’s Policy to:

• Ensure that staff and students are protected from the risk of injury through manual handling;
• Eliminate the need for hazardous manual handling where it is reasonably practicable to do so;
• Assess and reduce risk of injury arising from manual handling operations that cannot be avoided;
• Provide staff and students with appropriate information, instruction and training to achieve the above.

Further Guidance

• Manual Handling Guidance
• Moving and Handling Techniques
• HSE - Manual Handling Assessment Chart (MAC)

Imperial College Union is committed to ensuring the health, safety and welfare of its members, staff, customers, suppliers, visitors, and all others who may be affected by its activities and recognises its responsibility for ensuring the safety of those working at height under:

• The Work at Height Regulations 2005.
• The Lifting Operations and Lifting Equipment Regulations 1998.
• The Provision and Use of Work Equipment Regulations 1998.

Definition

Work at Height This is work in any place at, above or below ground level where a person could be injured if they fell from that place. This can also include means of access and/or egress to a place of work.

Scope and Exceptions to the Procedure

This policy applies to all staff, students, contractors, and visitors who are either controlling, conducting or that could be affected by working at height activities. This policy applies to all Imperial College Union premises, work operations (indoors, outdoors, and off-site) and equipment used in working at height activities under the management and control of Imperial College Union.

This policy sets out what all staff and students must do to prevent, so far as is reasonably practicable, any person/object falling a distance likely to cause personal injury at any height, but only where the fall would not be considered to have occurred at the same level (e.g., tripping on the stairs or a curb). This policy does not apply to sporting events or Slips, trips, and falls on the same level.

The overriding requirement is that all staff, students, and contractors must avoid working at height, wherever possible, and implement suitable and sufficient controls where working at height cannot be avoided. This includes ensuring the safety of those who may be impacted by the work at height (e.g., those working beneath the work at height activity).

Recognising that falls from height are a significant cause of workplace fatalities and major injuries, it is Union's Policy to: 

• Organisational arrangements are clearly defined for achieving compliance (see roles and responsibilities section of this Procedure).
• Work at height is avoided wherever possible, where established from a risk assessment, or where a more suitable alternative course of action is available.
• All staff, students and others are protected from the risks associated with working at height.
• All work at height is carefully planned, organised, and supervised, with a suitable and sufficient risk assessment carried out by a competent person, and control measures implemented prior to any work commencing.
• Work at height is never carried out alone and is always supervised.
• Where weather conditions endanger health or safety, work at height activities are postponed.
• Those personnel involved in work at height activities receive appropriate training and are provided with suitable access/work equipment so that they can operate safely and without risk to themselves and others.
• To keep a record detailing the tracking and inspecting of access equipment (excluding kick-stools).
• All equipment provided for work at height will be constructed of sound materials, be of adequate strength and be properly maintained.

Further Information

• Imperial College London Work at Height – Code of Practice
• HSE - Work at Height Guidelines
• HSE - Work at Height Step by Step

Imperial College Union is committed to ensuring the health, safety and welfare of its members, staff, customers, suppliers, visitors, and all others who may be affected by its activities and recognises the risks to health caused by hazardous substances and accepts its responsibilities to comply with legislation and its duty to prevent and control the exposure to substances hazardous to health under the following regulations:

• The Health and Safety at Work Act etc. 1974
• The Management of Health and Safety at Work Regulations 1999
• The Control of Substances Hazardous to Health (COSHH) Regulations 200

Definition

A substance hazardous to health is anything that is hazardous in the form in which it may occur in the work activity. It need not just be chemical compounds, it can include chemical mixtures, micro-organisms, natural materials such as flour, or processed materials such as wood dust, etc.

It is Union's Policy to:

• not use hazardous substances where safer alternatives are available
• design and operate processes and activities to minimise emission, release and spread of substances hazardous to health, safety and the environment
• choose the most effective and reliable control options to minimise the escape and spread of substances hazardous to health, safety and the environment
• inform and train all staff on the hazards and risks from the substances with which they work, and the use of control measures developed to minimise the risks
• minimise the exposure of staff to hazardous substances, considering all relevant routes of exposure or physical harm – inhalation, skin absorption, ingestion, fire and explosion
• where adequate control of exposure cannot be achieved by other means, provide, in combination with other control measures, suitable personal protective equipment
• ensure that procedures are in place to tackle incidents and emergencies arising from the use and storage of hazardous substances
• check and regularly review all elements of control measures for their continuing effectiveness
• minimise the amounts of hazardous substances used and stored by the Union
• dispose of hazardous substances by the best practicable means to minimise the effects on the environment.

Further Information and Guidance

• COSHH basics(HSE) - What is a substance hazardous to health? 
• COSHH assessment(HSE) - Identifying hazard and assessing risk
• ICL COSHH - Code of Practice

Imperial College Union is committed to ensuring the health, safety and welfare of its members, staff, customers, suppliers, visitors, and all others who may be affected by its activities and recognises its responsibility for Personal Protective Equipment (PPE) under the Personal Protective Equipment at Work (Amendment) Regulations 2022.

Definition

PPE is defined in the PPER 1992 as all equipment which is intended to be worn or held by a person at work and which protects the person against one or more risks to that person's health or safety, and any addition or accessory designed to meet that objective’.

It is Union's Policy to:

• Risk assessments for tasks, processes must include consideration of the need for PPE, reasons for selection of the PPE should be stated, and if the decision is that PPE is not required, that decision must be justified;
• As a minimum, PPE is CE marked and complies with any relevant BSEN standard;
• Provision is made for the proper storage of PPE;
• Users are provided with information, instruction, training and supervision in the use, maintenance and storage of PPE;
• PPE is issued and replaced as necessary – with no charge to its employees;
• Any required PPE is provided to all ICU employees at no charge.

Exclusions from the Policy:

• Ordinary working clothes and uniforms which do not specifically protect the health and safety of the wearer including clothing designed for food hygiene purposes;
• Crash helmets for use on the roads (i.e. motorcycle and cycle helmets);
• Items of sporting PPE except where the wearer is using them in the course of their employment.

Further Guidance

• Imperial College London - PPE Code of Practice

Imperial College Union is committed to ensuring the health, safety and welfare of its members, staff, customers, suppliers, visitors, and all others who may be affected by its activities and recognises its responsibilities under legislation of specific relevance to the inspection and testing of portable electrical equipment:

• Health & Safety at Work Act 1974
• Management of Health & Safety at Work Regulations 1999
• Electricity at Work Regulations 1989
• Provision and Use of Work Equipment Regulations 1998

And to prevent danger arising from electrical work equipment, a pre-planned preventative maintenance programme is essential, an essential element of which is portable appliance testing (PAT). This shall be achieved by ensuring that effective and auditable processes and procedures are in place for the recording of all inspection and testing of all such appliances.

Definition

Portable appliance testing (PAT) is the term used to describe the examination of electrical appliances and equipment to ensure they are safe to use. A portable or movable appliance is any electrical equipment that is capable of being moved whilst either connected or disconnected from an electrical supply. In general, it will have a lead (cable) and a plug but includes fixed equipment that is connected via fused connection.

This policy covers both new and existing single-phase equipment up to 230 volts that is intended to be connected to a fixed installation by means of a flexible cable and plug.

It is Union's Policy to:

• Endeavour to protect all staff and other persons from the risks of receiving an electric shock by encountering defective or faulty portable electrical appliances within its premises.
• This shall be achieved by ensuring that effective and auditable processes and procedures are in place for the recording of all inspection and testing of all such appliances.
• Ensure that all defective equipment is immediately withdrawn from use.
• Provide a system to ensure that all electrical work equipment used by ICU Clubs, Societies and Projects (CSP) is subject to portable appliance testing (PAT) which will be carried out as per current regulations

Imperial College London - Electrical Safety‌ Code of Practice

Imperial College Union will adhere to Imperial College London - Electrical Safety‌ Code of Practice.

The Code of Practice sets down the standards for safe management of electrical equipment, lighting and portable appliance equipment i.e., maintenance, servicing, testing, use etc. It is intended to assist in meeting the requirements of current legislation and sets out procedures on how to achieve safe systems of work.

Portable Electrical Equipment

User Check Guidance

Inspect the appliance prior to use to ensure:

• The lead insulation is intact and without cracking or fraying;
• There are no joins or areas of cable with tape;
• It is not badly kinked;
• The length of lead is appropriate for the positioning of the appliance;
• Inspect the appliance casing for deterioration or damage;
• If readily visible, check that the wiring terminations on the appliance are correctly made. DO NOT remove any covers;
• The plug should be checked to ensure that it is in good condition and the cable is secure. Check for any broken parts in the plug casing or scorch marks, and that the outer sheath securely grips the cable;
• Finally, you should ensure that the equipment is being used for the sole purpose that it was originally intended.

Review date: March 2025

Imperial College Union is committed to ensuring the health, safety and welfare of its members, staff, customers, suppliers, visitors, and all others who may be affected by its activities and recognises the risks to health and accepts its responsibilities to comply with legislation and its duty under the Confined Spaces Regulations 1997.

The Confined Spaces Regulations 1997 Require employers to undertake a number of key duties. These include avoiding entry to confined spaces in the first instance e.g., by doing the work from outside. If this is unavoidable, a safe system of work will be required. Additionally, an adequate emergency plan will be required prior to the commencing of any work within a confined space.

Definition

Under these Regulations a "confined space" must have both of the following defining features: it must be a space which is substantially (though not always entirely) enclosed and one or more of the "specified risks" must be present or reasonably foreseeable. Specified risks include:

• Flammable substances and oxygen enrichment;
• Excessive heat;
• Toxic gas, fumes or vapours can lead to asphyxia or unconsciousness;
• Oxygen deficiency;
• Ingress or presence of liquids;
• Free-flowing solids which can submerge a person, preventing breathing;
• Risk of structural collapse which could entrap a person.

Imperial College Union is committed in providing, as far as reasonably practicable, a safe and healthy working environment for employees, members, staff, customers, suppliers, visitors, and all others including measures to protect their health and safety when working in confined spaces

It is Union's Policy to:

• Priority must be given to avoiding work in confined spaces, but, if it is not reasonably practicable to carry out the work without entering the confined space, then the Imperial College London Permit to Work and Safe System for work within the confined space must be implemented;
• Where there are confined spaces, the Imperial College London Permit to Work and and Safe System of Works must be deployed to control high-risk activities:
  • where the space in question is part of the Estate (part of a building or a component fixed to or within a building) this should be managed through the Imperial College London Permit to Work and and Safe System of Works process;
  • where the space is part of a piece of free-standing equipment or system not connected to a building the this should be managed through the Imperial College London Permit to Work process and and Safe System of Works;
• Undertake risk assessments to identify any spaces which might be considered to meet the criteria outlined above;
• Where the need to enter cannot be avoided steps must be taken to reduce the duration of such entry and to ensure that suitable means of escape and /or rescue are in place, and that associate emergency arrangements are documented with the control measures;
• Control measures must document the Personal Protective Equipment (PPE) (including any harnesses, atmospheric monitoring devices and Breathing Apparatus) which might be required for those entering the space and for the rescue team(s);
• Risk assessments must include the assessment of substances which might be present within the space and what might come into the space whilst work is underway.

Further Guidance

• HSE Confined spaces
• HSE Confined spaces: A brief guide to working safely
• Imperial College London Code of Practice – Confined Spaces