Personal Protective Equipment Policy

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.  

1. 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.

2. Responsibilities 

  • ICU Board of Trustees

    The Health and Safety at Work Act 1974 places a statutory duty on organisations to ensure, so far as reasonably practicable, the safety, health, and welfare of its employees at work and other people who may be affected by their activities, e.g., membership, volunteers, members of the public.   

    The Board of Trustees, as the governing body of the Union, has overall and final responsibility for Health and Safety matters within the Union, and for ensuring that Health and Safety legislation is complied with. 

  • Managing Director (MD)

    The ICU Trustee Board has devolved day-to-day responsibility for Health, Safety and Welfare to the Managing Director.    

    The MD, and those acting on their behalf, will ensure:  

    • Ensure that adequate arrangements are in place to achieve compliance with the policy; 

    • MD delegates responsibility for undertaking aspects of these duties through line management & identified roles. 

  • Senior Leadership Team

    The Managing Director will delegate to the membership of the leadership team the following responsibility:  

    • Monitoring and reviewing the effectiveness of Health and Safety activities and the Union's Health and Safety Policy and associated policies and procedures, and for ensuring that, at the strategic level, performance standards and timescales are adhered to.  

    • Chairing the Students' Union's Health and Safety Committee and ensuring it has the time, facilities and resources to carry out its business effectively.  

    • Keeping under review this Health and Safety Policy and the Health and Safety performance of the Students' Union. 

  • Facilities, Health and Safety Manger (FHSM)

    The FHSM is appointed by the MD to undertake the following: 

    • A suitable & sufficient risk assessment is carried for tasks, processes to determine PPE requirements;

    • Suitable information, instruction & training is provided where PPE is being used by ICU staff.  

  • Imperial College Union Line Managers

    Health and Safety is a delegated line management responsibility requiring managers to undertake operational Health and Safety duties identified in this policy. Imperial College Union Line Managers to undertake the following:    

    • Cooperate and enable implementation of this policy;

    • Ensure that PPE is appropriate for the user, worn and used correctly, and only used in the relevant areas. 

  • ICU Employees

    Individual members of staff, students and visitors have a legal duty to co-operate and comply at all times with the ICU Health and Safety Policy, instruction and training provided. Staff and students are responsible for: 

    • Using PPE provided in accordance with training and instruction given;

    • Using PPE in accordance with the findings of the relevant risk assessment e.g., COSHH, Manual Handling, Noise etc;

    • Checking equipment for defects before use and reporting any loss or defects in the PPE provided to their supervisor or Line Manager;

    • Take all reasonable steps to ensure that their PPE is returned to the storage areas provided for it after use. 

  • Imperial College London

    The Students' Union, whilst an independent charity in its own right, is an integral part of the Imperial College community and could not exist without the College. The Union and College work in partnership to ensure that adequate measures are in place to ensure health, safety and welfare within the Union. The Union is committed to working with the Imperial College London Safety department and where appropriate, ensuring that the Union's Health and Safety Policy, Codes of Practice and arrangements are in accordance with the College Health and Safety Policy, Codes of Practice and arrangements. 

    The Union is in an unusual position in that whilst colleagues work directly for the Students' Union their contracts of employment are with the College. Whilst the Union accepts its duty of care and responsibilities, the College also has a duty to ensure, and support, the safe management and operation of the Students' Union.

Further Guidance

Review date: March 2025