A to Z of health and safety
Browse the options below for information on specific hazards and where to get help if you need it.
- Actions and Interventions
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HS G063 Actions and Interventions for Health & Safety Non-Compliance and Breaches Guide
This guide outlines what action can be taken within the University for health and safety (H&S) non-compliance and/or breaches.
- Asbestos
-
Asbestos Management
Due to the original construction of our campus there is asbestos present in some of our buildings. When contained asbestos does not pose a risk to health. Problems can arise when asbestos dust is released due to uncontrolled works or accidental damage.
Asbestos risks are managed by Sussex Estates & Facilities on behalf of the University Estates, Facilities and Commercial Services division.
Works and Construction
Even drilling into a wall to put up a shelf can result in a release of asbestos.
Prior to carrying out any work likely to release asbestos by yourself or contractors you should ensure that the asbestos register has been checked.
This can be done by emailing the details of the proposed work to Sussex Estates & Facilities (SEF) Service Desk sef.servicecentre@mitie.com
Suspected Accidental Release
If you suspect that damage to a building has resulted in a potential release of asbestos please call the Sussex Estates & Facilities (SEF) Service Centre and report details of the incident.
Service Centre number 01273 877777
Policies and guidance documents
- Asphyxiants, pressure systems, gas cylinders, cryogenics and explosive atmospheres
-
The Hazard
Most asphyixiants have no smell or odour and can go undetected. They are commonly used and if they reduce the oxygen concentration in an area without an alarm it can result in loss of consciousness and death.
Common asphyixiants
- Liquid nitrogen
- Dry ice (Carbon dioxide also has other hazardous properties)
- Inert pressurised gases e.g. argon
Uses
- Laboratories
- Welding
- Theatre productions
Controls
- Where ever possible asphyixiants should be used and stored outside in a well ventilated space.
- If used and stored inside they should be in a well ventilated space.
- Warning signs should be in place and the area should be secured to prevent unauthorised access.
- Detectors and alarms should be fitted if asphyxiation calculations show a foreseeable risk of asphyxiation.
- Should form part of area or activity risk assessments.
- Training, information and instruction must be provided.
Effects of reduced oxygen concentration.
O2 concentration
Volume %
Effects and symptoms
20.9
Normal level of oxygen in the atmosphere
19.5
Minimum safe level of oxygen
< 18
Potentially dangerous.
< 10
Risk of unconsciousness followed by brain damage or death due to asphyxia is greatly increased.
< 6
Immediate loss of consciousness occurs.
0
Inhalation of only 2 breaths causes immediate loss of consciousness and death within 2 minutes.
Emergency First Aid
WARNING: Do not hurry to help without thinking. The risk is that you will become the second victim.
Only adequately trained personnel should attempt rescue using the correct equipment such as:
- Self-contained breathing equipment
- Safety belts/harnesses and winches
- Personal monitors
- Resuscitation equipment.
Where this equipment is not available, a rescue should not be undertaken.
References
- Guidance Note 11 the management of risk when using gases in enclosed workplaces revision 4: British Compressed Gases Association.
- European Industrial Gases Association Safety Newsletter 2003
Policies and guidance documents
- Audit and inspection
-
Inspection
Inspection is a range of approaches and techniques used for a number of reasons. These include:
- To monitor and maintain health and safety standards.
- To improve health and safety standards.
- To improve other areas of performance such as resource usage, pollution control, and quality of work.
- To improve culture and include staff in supporting the organisational goals to improve their work place.
Techniques
There are three basic techniques which can be used in different ways to monitor performance. These are:
- Visual inspection (can include physical measurements e.g. occupational health monitoring such as noise level measurements).
- Talk to people (sometimes referred to as interviewing but this implies quite a formal technique, when in fact a conversational style can be effective).
- Review documents (can include looking at simple on device records such as affixed test records).
Examples of approaches to measure performance
Simple check list. Can be repeated several times a day and can be as simple as an initialled checklist. Used for toilet checks or food temperature checks. Does need a process to escalate and deal with any issues found. Simple area check, as seen in catering facility toilets, and a temperature record as used in food storage areas. These can be adapted for other uses e.g. initial area check or for checking a guard on a high hazard piece of equipment.
Simple check list with more detailed recorded. Examples include:
- The function of an interlock guard on a guillotine.
- The contents of a first aid kit.
- Can be used to record weekly statutory tests such as water flows of rarely used outlets, or weekly fire alarm checks.
Periodic area or activity checklists. These are the most common inspection forms and processes used when a new area starts an inspection programme. High hazard area template shows a recently implemented form that was used within a laboratory area. Low hazard area template can be used for office envrionments for example. These can be adapted for specific areas. This form also allows progress tracking over a period of time to enable progress to be measured and trends to be identified.
HS F031 Health Safety Termly Inspection - High hazard area template
HS F043 Health Safety Monthly Inspection - Low hazard area template
Audit
There are many views and definitions of what constitutes a health and safety audit. It is sometimes described as an expert assessment of an organisation’s health and safety policies, systems and procedures, and should address:
- Are current procedures and systems correct and delivering the expected outcomes?
- Is the organisation protecting the wellbeing of the workforce and complying with the relevant regulations?
In the University Sector HASMAP (Health and Safety Management Profile) is a management standard developed for use in Higher Education Institutions (HEI) by the Universities Safety & Health Association (USHA) is a standard that forms the basis of more in depth audits.
Please add a link to document in Audit file
References
Inspection
- Managing for health and safety (p50) https://www.hse.gov.uk/pubns/books/hsg65.htm
- Inspections of the workplace https://www.hse.gov.uk/involvement/inspections.htm
Audit
- Managing for health and safety (p56) https://www.hse.gov.uk/pubns/books/hsg65.htm
- Auditing and reporting https://www.hse.gov.uk/leadership/auditing.htm
- Bad weather plans for campus
- Biological safety, genetically modified organisms and human or animal tissue
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Biological Safety Policy
Anyone working with human tissue, genetically modified cells/organisms and/or biological agents should ensure they are aware of and comply with the University’s Biological Safety Policy: HS P003 Biological Safety Policy.
Work with human tissue
Work with human tissue is regulated under the Human Tissue Act so as to ensure that appropriate consent has been given to any work.
See guidance on work with human tissue: HS G003 Work with Human Blood Products and other Human Tissue Specimens .
Work with human tissue at the University of Sussex is overseen by the Human Tissue Coordination Group, who should be contacted if you require further information.
Work with genetically modified cells or organisms
See guidance on work with Genetically Modified Cells or Organisms (GMOs): HS G002 Genetic Modification.
Prior to working with GMOs approval for your project must be approved by the Biological Safety Advisory Group. If you are starting a relevant project please submit the relevant risk assessment form below to safetyscienceschools@sussex.ac.uk. These cover working with:
- ED 009 Genetically Modified Animals
- ED 010 Genetically Modified Human/Animal Viruses and Viral Vectors
- ED 011 Genetically Modified Microorganisms Other Than Viruses
- ED 012 Genetically Modified Mammalian (and Other Animal) Cells
.For more information, contact either your School Biological Safety Officer or the Health & Safety Team.
Working with biological agents
Prior to working with biological agents in hazard group 2 or 3 approval for your project must be approved by the Biological Safety Advisory Group. Working with hazard group 4 biological agents on campus is not permitted. If you are starting a relevant project submit a HS F032 Bioagent risk assessment form to safetyscienceschools@sussex.ac.uk so it can be reviewed by the Biological Safety Advisory Group. The following links provide guidance on risk assessing human or animal pathogens, as well as details of their assigned hazard groups. In addition, ED 008 Local Rules for the Control of Biological Agents (SOP) contains more specific guidance on local practices regarding working with biological agents.
For more information please contact either your School Biological Safety Officer or the Health & Safety Team.
Further guidance
Guidance notes are provided below on the following topics:
- Disinfection: HS G028 Disinfection
- Emergency Spill Procedures: HS G030 Emergency spillage procedures
- Biological Safety Cabinets: See Ventilation section below
- Chemical safety and the Control of Substances Hazardous to Health (COSHH)
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Handling Chemicals
Chemicals can have the potential to cause diseases or ill-health, damage the environment or create dangerous environments (e.g. fire). When individuals handle chemicals they must be fully aware of the hazards associated with every chemical and how to manage that hazard so that harm does not occur.
Managing chemical risks involves:
- Removing the potential for being exposed to airborne dusts, vapours and controlling anticipated spillage situations
- Removing the potential of accidental gas or solvent releases and ignition
- Controlling waste disposal
- Good housekeeping, safe storage and best available laboratory techniques to minimise incidents whilst working with chemicals
When using chemicals on campus, the activity must be risk assessed prior to commencing and risk assessment stored for an appropriate length of time. For example, if carcinogens are being handled, the risk assessment should be stored for 40 years.
To ensure constant safe working spaces, housekeeping should be checked monthly by lab users, and identified actions followed up by Group leads, Principle Investigators or Supervisors.
Novel Chemicals
Novel chemicals have not been tested and have no safety information, however, in many cases hazards can be anticipated from understanding the structure.
Physical hazards
Explosive and flammability hazards can be predicted by predicting the physical properties and comparing with known tested similar compounds. Researchers should always use these predictions cautiously, until the novel chemical has been tested.
Health hazards
Chemicals with no health hazard rating should be regarded as being toxic, and appropriate controls should be put in place when handling the chemical to prevent inhalation, ingestion and absorption.
Environmental hazards
Chemicals with no environmental hazard rating should be disposed of by laboratory liquid and solid waste streams, rather than being put down the sink and being released into the environment.
Toxins and poisons
Toxins and poisons are substances which can be fatal to humans. At all times, they must be kept secure in a locked cabinet, and minimum quantities held.
If you wish to purchase a toxin or poison, contact your School Biological Safety Officer or the Health & Safety Team
Policies & Guidance Documents
- HS P002 Control of Hazardous Substances Policy [PDF]
- HS G054 Guidance for Implementation of COSHH - Control of Substances Hazardous to Health Regulations 2002
- HS F019 COSHH Risk Assessment Template
- HS F017 Hazardous Substance Inventory
- HS G006 Safe Storage of Chemicals [PDF]
- SPG-16-09 Personal Protective Equipment
- HS G004 Control of poisons regulated chemicals guidance [PDF]
- Children and young adults
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Young People and Children at Work
As an employer, the University has a responsibility, as far as reasonably practicable, to ensure the health and safety of all of their employees. This includes young people and children at work, on work experience or apprenticeships.
Definitions
Young Person (YP) - anyone under the age of 18.
Child - anyone who hasn’t reached ‘Minimum School Leaving Age’ (school year at which they turn 16 years old).The Management of Health and Safety at Work Regulations (1999) detail that YP should be protected from risks to their health and safety which are a consequence of their lack of experience, absence of awareness or lack of maturity. As YP are likely to be new to the workplace and therefore unfamiliar to the work-related risks, sufficient instruction, training and supervision is essential. They will require more supervision than adults, this can be used to gauge their capability and progress for future tasks during their time with the University.
The employer should discuss the placement beforehand with the organisers in order to understand the YP physical and psychological capacity and any specific needs, e.g. medical condition or learning difficulties.
Children and YP are a high risk group to the workplace, so it will be necessary to complete a written assessment before the placement begins detailing any risks the YP may be exposed to and control measures put in place. This Risk Assessment should be sent to the organisers, e.g. YP School/ organisation or parent/ guardian.
Work Experience Risk Assessment template: HS G021 Children and Young People on Work Experience [PDF]
Relevant Links
Management of Health and Safety at Work Regs. (1999)
Young Persons Guidance Notes (UoS) [PDF]
Young people and work experience - HSE
Young People at Work - HSE
- Confined spaces
-
A confined space is defined as:
“Any space of an enclosed nature where there is a risk of death or serious injury from hazardous substances or dangerous conditions (e.g. lack of oxygen)”.
Whilst some plant room areas on campus fall into this category, there is the potential for confined spaces to be created during incidents, related to how the rooms are used and activities done in them are performed. For example:
- Unventilated or poorly ventilated rooms, if there is the potential for substances to be released
- Unventilated underground rooms or open-topped chambers
- Sewers and enclosed drains
The dangers associated with confined spaces arise from:
- A lack of oxygen; resulting from oxygen being consumed biologically or chemically or carbon dioxide or other gas being released
- Hazardous gases, vapours or fumes building up in the space, creating a harmful breathable atmosphere
- Space being filled by solids or liquids, displacing breathable air and trapping occupants
- Risk of fire and explosions if solvents or flammable gases have been released
- Heating, leasing to a dangerous increase in body temperature of occupants
If you recognise that your work area or an area you need to access might be classified as a confined space, contact the Health & Safety Team prior to attempting entry into the area.
If you suspect that during an incident (e.g. large spillage or gas release) your area might become a confined space:
- Identify the conditions and circumstances where this situation is a possibility
- Identify the control measures you need to put in place to ensure that this situation will not occur
- Write it down as a risk assessment
- Contact the Health & Safety Team and your Health and Safety Coordinator to verify that appropriate measures are in place prior to starting work on the activity.
- Controlled and scheduled drugs
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Controlled Drugs
A Controlled Drug (CD) is any drug, therapeutic agent or chemical which is held under strict control as specified in law.
They are usually substances with potential for abuse or addiction. They are classified into five schedules according to the different levels of control attributed to each schedule.
To determine the Schedule of any compound you wish to order please check the list available here
The University of Sussex operates and an exemption for research that enables work to be undertaken with Schedules 2-5 compounds subject to suitable controls being in place. These controls include a single register for relevant substances entering site, records of use and controlled destruction. For details of these controls please see your Schools SOP for work with Scheduled Drugs.
The synthesis of Scheduled drugs and the use of schedule 1 substances for research is not permitted without an individual researcher holding a license from the UK Government. If research objectives necessitate a license, researchers should in the first instance contact the School Technical Services lead and the Health & Safety team.
In order to operate under the exemptions stated above the use of Controlled Drugs in humans or Animals (research or teaching) must be approved by the relevant University Research Ethics Committee.
Prior to attempting to order or otherwise obtain Schedule 2 & 3 drugs or applying for a Schedule 1 license you should receive training in the suitable receipt, storage and disposal arrangements.Any Scheduled drugs arriving on site must enter via a single point in the Pharmacy unit, this is to ensure that there is a central register of all relevant compounds.
The use of any controlled or scheduled drugs should be indicated on any project approvals submitted to research governance.
Novel Psychoactive substances
A Psychoactive Substance is defined as any drug capable of producing a psychoactive effect in a person who consumes it. New compounds that have not been assigned a Schedule that are created with the intention of having a Psychoactive effect are covered under the Psychoactive Substance Act 2016.
The synthesis of novel Psychoactive Substances is permitted for research purposes only and must be approved by a suitable University Ethics committee. A check against the current list of Controlled Drugs scheduled under the Misuse of Drug Regulations must be carried out prior to synthesis of and psychoactive compound to ensure that it is not a drug which has already been assigned a Schedule.
For additional guidance on this please contact either the Health & Safety team or the Pharmacy department within the School of Life Sciences.
Life Sciences Controlled Drugs SOP & Policy
For a copy of this document please contact the Health & Safety team
Legislation and external guidance
- Construction and contractors
- Covid-19
-
Covid-19 Health & Safety resources
For general updates and information please see the Covid-19 Health and Safety page. This includes information on
- Vaccinations
- Covid testing
- Ventilation
- Teaching/office space guidance, cold weather guidance and all archived guidance
If you believe you have identified an issue with regards to a ventilation system please complete a Covid Ventilation Review Request Form and a member of the Health & Safety team will review the area promptly.
To report a confirmed case of Covid-19 please complete the this form Report a Positive Test
- Decontamination
-
Equipment Decontamination
Prior to having equipment serviced or disposed of users of the equipment should make sure that the equipment is in a safe state and complete the following form to detail what actions they have taken. - Drones and autonomous vehicles
-
On campus
Operators of Drones on the University of Sussex Falmer Campus must gain permission from the Estates, Facilities Management & Commercial Services Division. Approval will only be granted to operators that have confirmed that they comply with the UK Civil Aviation Authorities rules on operating Drones and Unmanned Aircraft.
Off campus
Members of the University of Sussex operating Drones off campus must comply with the UK Civil Aviation Authorities rules on operating Drones and Unmanned Aircraft.
- Display Screen Equipment (DSE) and assessments
-
DSE Assessments are carried out locally within Schools or Divisions.
Please complete the self assessment form available below
HS ED 005 DSE Workstation checklist
After you have completed the self-assessment, we would advise that you contact the departments DSE Assessor if:
- You are left with any questions
- It has identified a change needed in the equipment or furniture you are currently using
- You are aware of any health problems potentially related to your workstation.
The DSE assessor will then meet you at your usual work station to assess your needs and make recommendations.
If you do not know who your local DSE Assessor is, please contact your Health and Safety Coordinator who will be able to advise you of the local process and assessor. If you struggle to find a DSE Assessor through your HSC, please do contact the H&S team
To train as a DSE Assessor please see the training section
Policies and guidance documents
- Electrical safety
-
On campus different types of electrical hazards require management. These are:
- The use of portable electrical equipment (e.g. laptops, kettles & heaters)
- The use of electricity or electrically powered equipment in research activities
- The creation of electrical circuits and components
- New technologies including the use of batteries and DC currents
Portable Equipment
All users of electrical equipment are responsible for the safe use of the equipment. This involves ensuring Portable Appliance Tests (PAT) have been completed, stopping the use of devices that have failed PAT, or if damage is noticed, taking out of service and getting the item electrically checked. Items must be turned off at the end of each working day, as this minimises both the fire risk and University’s energy consumption. To request a PAT test, please contact the SEF Service Centre: SEF.ServiceCentre@mitie.com
Hard wired, 3-phase or electricity generating research equipment
Equipment must be sourced from reputable insured suppliers, manufactured to relevant safety standards (EN or BS standards). Manufacturer’s recommendations on their installation and use must be considered.
The installation of these units should be planned to ensure that any changes to the facility’s electrical distribution system, including appropriate isolations and earthing points can be installed. Installation must be completed by a competent person, any alterations to the facility’s electrical distribution system must be completed by a qualified electrician, under a permit to work.
The equipment must be risk assessed and users trained in operating the equipment.
Creation of electrical circuits and components
Research activities may involve designing, building and testing electrical circuits and components. Individuals conducting this activity must have undergone appropriate training by their School, and appropriate supervision until they have been verified as suitable to work without supervision.
Equipment must be checked using methods which minimise the risk of harm if the unit fails (e.g. shorting or arcing), with appropriate fusing in place to ensure the facility’s electrical distribution system is not impacted.
Policies & Guidance Documents
- Event safety and bookings
-
The following types of event require approval
- Outdoor events
- Large events within School and Divisional areas (more than 100 attendees)
- Overnight events within buildings on the Falmer Campus
- Events with the potential to cause disruption to University activities
Members of Staff
Staff wishing to hold an event on campus should complete the event management plan below.
HS F033 University of Sussex Event Management & Planning [DOCX]
This should be submitted to the Sussex Estates and Facilities Service centre 2 weeks prior to the event to enable sufficient time to provide any support required
Service Centre email: SEF.ServiceCentre@mitie.com
Final approval for events comes from the University of Sussex Estates, Facilities Management and Commercial Services Division.
Student Union Events
Students, clubs or societies wishing to host events on campus should contact events@sussexstudent.com
Events arranged via the Students Union must be submitted to Sussex Estates and Facilities Service centre 2 weeks prior to the event to enable sufficient time to provide any support required
Final approval for events comes from the University of Sussex Estates, Facilities Management and Commercial Services Division.
External groups
External groups interested in holding an event on our Falmer Campus should contact Helen Power-Hosking (Head of Commercial Services) at
Sussex Estates & Facilities (SEF) Support for Events
As part of your event you may identify the need for additional cleaning, grounds support or porter assistance. There is a great number of services you can book through SEF to support your event. In the first instance, please discuss your requirement with the Service Centre who will be able to provide you with an up-to-date list of services and costs.
External Speakers Policy
Please see the external speakers policy and free speech code of practice
Catering
To arrange catering for an event please contact our on campus caterers
- Eye test and vouchers
-
Eye health is very important.
If it is not managed, it can lead to both short and long-term health conditions, including increased eye strain and headaches.
You can get a free eye test and basic glasses for screen work through the University.
Find out more about how to request a free eye test.
- Fire safety
-
Fire Safety Policy
Fire Assembly Points Falmer Campus
HS G016 UoS Map Fire Assembly Points [PDF]
Weekly Fire Alarm Bell Testing
April 2021 - Fire Alarm Bell Weekly Testing Schedule
Personal Emergency Evacuation Plans (PEEPs)
What is a PEEP?
A PEEP is an individual’s escape plan for those who may require extra assistance in the event of an emergency building exit. In order to evacuate rapidly and safely to a place of relative safety, the individual may require help, guidance or special equipment.
Who requires a PEEP?
Students and staff who have mobility, hearing, sight or cognitive impairments and/ or would have difficulty quickly and safely exiting the building or making their way to a relative place of safety require a PEEP.
A temporary PEEP may be necessary for those with short term conditions, e.g. a broken leg or those in later stages of pregnancy.
What is included in a PEEP?
The PEEP details:
- The individual’s main buildings and rooms on campus
- The personalised evacuation procedure
- Methods of assistance (guidance, procedures etc.)
- Equipment required (including means of communication, use of Evac-chairs etc.)
PEEP documentation [DOCX] following an individual’s PEEP is produced, and reviewed when something changes or at the start of the next academic year.
Who to contact if I or someone I know requires a PEEP?
Please contact the Health and Safety Team if you/ someone you know requires a PEEP. The Health and Safety Team will make contact with the individual and their School or Directorate to discuss a PEEP which covers an academic building.
If the individual also has residential accomodation, one PEEP will be discussed with the individual and School or Directorate.
Email: healthsafety@sussex.ac.uk
Telephone: 01273 87 7116
Further support
Fire Evacuation Drawings
Fire Evacuation drawings are posted in buildings along escape routes. Electronic copies are available here.
Digital Messaging Service (DMS)
DMS allows you to connect to the University fire alarm system simply by sending a text message from your mobile phone, once connected you will receive a notification by text message when the fire alarm for that building is activated.
To connect to any of these devices, simply send a text message with the location code to 07797 870 999.
Location codes are displayed at the entrance to all buildings on the Falmer Campus and in the table below DMS codes for each building
- Digital Messaging Service Building Codes
-
Name
Location Code
Name
Location Code
Jubilee Building
UOSJB
JMS
UOSJMS
Norwich House
UOSNH
Genome
UOSGNOME
Essex House
UOSEH
Pevensey I
UOSPEV1
Library
UOSLIB
Pevensey II
UOSPEV2
BSMS Teaching
UOSBTEA
Pevensey III
UOSPEV3
BSMS Research
UOSBRE
Chichester I
UOSCHICH1
Richmond House
UOSRH
Chichester II
UOSCHICH2
Friston
UOSF
Chichester III
UOSCHICH3
Attenborough Centre
UOSACCA
Shawcross
UOSSHAW
Arts A
UOSARTSA
Fulton Building
UOSFB
Arts B
UOSARTSB
Arundel
UOSA
Arts C
UOSARTSC
Trafford Centre
UOSTC
York House
UOSYH
JCW
UOSJCW
Bramber House
UOSBH
TFMRC
UOSTFMRC
Silverstone
UOSSIL
Ashdown House
UOSAH
IDS Building
UOSIDS
Freeman Centre
UOSFC
Falmer House
UOSFH
Falmer Sports Complex
UOSFSC
Meeting House
UOSMH
Kent House
UOSKH
Sussex House
UOSSH
Lancaster House
UOSLH
CRPC Building
UOSCRPC
Sport Centre
UOSSPORT
You will receive a confirmation message with a link which will take you to your DMS settings page. From here, you can select (or deselect) all buildings for which you wish to receive fire alarm notifications.
For example; To connect to DMS at the Meeting House, simply open a new text message and type the location code ‘UOSMH’. Send the message to 07797 870 999. You will then get a reply confirming the connection.
To disconnect from an individual building simply text STOP followed by the location code.
Text messages to DMS are charged at your network's standard
Fire Extinguishers
- First aid
-
First Aid Kit Contents
HS G019 First Aid Kit Contents list
Locations of Defibrillators on Campus
- JMS (Teaching lab 3B5)
- ERT Vehicle
- Sports Centre (Reception)
- Sports Complex (Reception)
- Security Vehicle
- Eat Central (kitchen entrance)
- Freeman Centre (entrance)
- Shawcross building (ITS Service Desk reception)
There are also some additional machines which were not purchased by the University:
- CISC
- Friston building
- Falmer Train Station
First Aider Training
To arrange First Aider Training please see the training section of the Health & Safety Website
- Hazardous waste
-
Hazardous Waste
Hazardous waste is classified by the Environment Agency as needing specific control and disposal routes. Hazardous wastes are generally regarded as hazardous to the environment, and in many cases hazardous to human health.
The management and disposal of hazardous wastes are subject to a specific regulatory framework. Other wastes are regulated, but have a different set of requirements and tend not to be hazardous to health.
- Induction
-
As part of their New Starter Induction, each member of staff should recieve a health and safety induction when starting the University or when moving to a new Division/ School. The University Health and Safety Induction document showing current health and safety arrangements is linked below.
HS G061 University Health and Safety Induction
Visit the Organisational Development New Staff webpages for further induction information: New staff : Organisational Development : Schools and services : University of Sussex
- Legionella control and water risk assessments
-
HS P006 Legionella Safety Management Procedure [PDF]
ED 001 Water Safety Plan Estates, Facilities and Contract Management Division [PDF 595KB]
- Lone working
- Machinery and workshops
-
Mechanical Hazards & Workshop Safety
It is important to maintain a safe working environment in workshops and with mechanical equipment as often they contain hazards which are not normally present in domestic or office environments. These hazards are associated with:
- Manual handling, lifting operations and lifting equipment resulting from interacting with heavy equipment or moving heavy items
- Machining equipment, potential for crush, entrapment, entanglement, impact, injuries from compressed air sources, swarf generation and chemical and biological risks from greases, fluids used in machining processes and degreasing agents
- Respiratory hazards from spray painting and coating, sand blasting, grinding and wood work
- Fire risks from using oil based products, creating sawdust and working with flammable equipment, against the ignition risk resulting from welding, sparks, friction and heat being generated by machining equipment
To ensure the safety of all using the workshop areas, it is necessary to ensure that each activity is risk assessed, individuals undertaking activities have been trained, certified as competent and are familiar with the equipment and the local emergency procedures. Each activity must be assessed using the hierarchy of control:
- Eliminate the hazard where possible
- Substitute the hazard with a less hazardous alternative
- Reduce the quantity that will be used, or reduction of hazard e.g. vibration
- Use of engineering controls, e.g. extracting fumes, guarding and interlocks
- Use of procedure controls, e.g. written instructions how to operate the machinery safely
- Use of PPE as a barrier between the worker and hazardous substances e.g. dust mask or gloves
Maintaining a good housekeeping standard, is essential for minimising fire risk and preventing harmful breathable air (from mists, dusts and vapours). Appropriate use of PPE and personal hygiene is necessary for minimising health effects from the substances being used and created. Housekeeping must be checked by the team working within the workshop on a monthly bases, and any identified actions must be implemented.
Policies and guidance documents
Pressure Systems
A pressure system is a closed system which holds steam at any pressure, any fluid or fluid mixture at greater pressure than 0.5 bar above atmospheric pressure or a gas dissolved under pressure in a solvent.
Pressure systems can range from steam-generating commercial coffee machines to large boilers.
The use of pressure systems and equipment at work are covered by the Pressure Systems Safety Regulations 2000 (PSSR).
The regulations ensure that the University and SEF appropriately maintain pressure systems to prevent serious injury or damage to property resulting from stored energy being released from a failed pressure system or component.
Staff members working with pressure systems must follow the HS G057 Pressure Systems Procedure.
Lifting Equipment
Lifting equipment can be defined as work equipment for lifting and lowering loads, including any accessories used in doing so (such as attachments to support, fix or anchor equipment).
Lifting equipment is covered under the Lifting Operations and Lifting Equipment Regulations (LOLER) 1998.
LOLER requires the University to undertake thorough periodic inspections of their lifting equipment by an independent, competent person, alongside user checks. For the University the independent inspector is Zurich.
Inspections
All lifting equipment must be inspected by an insurance engineer every 6 months or 12 months. This is summarised as:
• 6 months Lifting equipment that lifts people
• 6 months Lifting accessories, including shackles, hooks, chains etc.
• 12 months All other lifting equipment, including cranes and loading equipment
Technical Teams should have access to the insurance data base (Crimson). Please contact the H&S Team or Insurance Manager if access is required.
The insurance tags on lifting equipment for the past 12 months:
- EARLY 2021: BLUE
- LATE 2020: WHITE
- EARLY 2020: PURPLE
Untagged, or incorrectly tagged, lifting equipment should not be used (unless status verified via Crimson).
Staff members working with lifting equipment must follow the HS G058 Lifting Equipment Procedure.
- Management of Health & Safety (Guidance for Managers)
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A range of tools and information are provided to line managers here on how to fulfill their legal and ethical health and safety obligations to people under their supervision. These include but are not limited to
- Manual handling
- New and expectant mothers
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Introduction
This guidance document and risk assessment is aimed at new and expectant mothers, and their managers. It outlines helpful information and the University risk assessment process.
Specific laws relating to new and expectant mothers at work are mainly contained in:
- The Management of Health and Safety at Work Regulations 1999 (MHSW) which require employers to protect the health and safety of new and expectant mothers.
- The Workplace (Health, Safety and Welfare) Regulations 1992.
- The Equality Act 2010.
What sort of risks might I be exposed to?
You may be at risk from processes, working conditions or physical, biological and chemical agents and these risks will vary depending on your health, and at different stages of your pregnancy. Some of the more common risks might be:
- Lifting/carrying heavy loads;
- Standing or sitting still for long lengths of time;
- Exposure to infectious diseases
- Exposure to toxic chemicals;
- Work-related stress;
- Workstations and posture;
- Exposure to radioactive material;
- Threat of violence in the workplace;
- Long working hours;
- Excessively noisy workplaces.
These will be assessed as part of the risk assessment process.
- Noise
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Noise
Being exposed to loud noises or high sound levels can damage an individual’s hearing. Damage can be caused in two ways.
- Short duration of very loud noise or sound
- Repeated exposure to elevated noise or sound
The damage is caused by the sound waves over-exciting the detecting fibres in the cochlea, and can be irreversible. As listening to sound or being exposed to noise is a common feature of modern life, individuals are advised to not ignore elevated sound levels to best preserve their hearing throughout their working life.
How much noise is too much?
As a rough guide; there are some tests which individuals can do when equipment is being used and the sound or noise is being emitted, these are:
- Is the noise or sound level intrusive for most of the working day? (e.g. like a busy street, a vacuum cleaner or crowded restaurant)
- If 2 individuals standing 2 metres apart need to raise their voices to have a normal conversation.
- Do you use noisy powered tools or machinery for over half an hour a day?
- Do you work with noisy equipment routinely?
- Is noise generated because of mechanical impactions (e.g. hammering, pneumatic impact tools or explosive sources e.g. cartridge operated tools or destructive pressure testing)
- Do you have muffled hearing at the end of the day, even if it is better by the next morning?
If you answer “yes” to any of test questions this is a good indicator that the sound is a hazard in the working space.
To identify how individuals can be best protected, it is necessary to conduct a noise monitoring survey. This can be organised through contacting the Health & Safety Team. If a noise monitoring survey has already been done in a room, and the equipment or function of the room significantly changes, the survey will need to be repeated.
What can be done to reduce the sound levels in my area?
Sound and noise are often produced by moving equipment. Often the levels alter when the equipment experiences wear and increased vibration of the mechanical parts. A hierarchy of control exists to minimise noise levels within work spaces. The most effective control is to stop sound or noise being generated at source. The hierarchy is:
- Purchase low noise level equipment (quiet operation models)
- Conduct regular maintenance, replacing worn parts to minimise mechanical vibration
- Build in noise minimisation equipment into the equipment set-ups e.g.
- Sound absorbing casing
- Vibration absorbing matting
- Sound baffles in duct work
- Soft furnishings (where appropriate) to absorb rather than reflect sound waves in a room
- Reduce the quantity of time the equipment is operating for (emitting sound), or restricting the exposure time of individuals (for example job rotations)
- Increase the distance between the item generating sound and the individual e.g.
- If the equipment does not require direct supervision, people leave the work area
- People work away from the source of noise
- Using PPE. Different PPE options protect from different sound levels and sound frequencies. To ensure that the correct PPE has been selected, it is necessary to have completed a noise monitoring survey. It is also essential to fit PPE properly to ensure there is an adequate barrier to the sound waves and the PPE will provide appropriate protection.
Early symptoms of hearing loss
There are a few early signs of hearing loss. Hearing loss is generally gradual and in many cases by the time individuals have noticed the symptoms, their hearing has already been affected. The best protection is to prevent damage from occurring. If you are exposed to sound or noise and notice the symptoms listed below:
- Conversation becomes difficult or impossible
- Your family complains about the television being too loud
- You have trouble hearing the telephone
- You find it difficult to differentiate sounds like “t”, “d” and “s”, so you confuse similar words
- Permanent tinnitus (ringing, whistling, buzzing or humming in the ears) can also be caused.
Contact the University Occupational Health Service
Policies and guidance documents
- Occupational Health
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For support from Occupational Health please ask your line manager to submit a management Referral.
- Permit to work system
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Introduction
A range of contractors come to site to complete a whole range of tasks from routine servicing of office equipment such as printers through to contractors engaged in complex and high hazard activities such as access to confined spaces to complete inspections or repairs.
Control of contractors
Contractors should have a site host who can provide support, guidance and information to ensure the contractor works safely and does not adversely impact University operations. For higher hazard areas e.g. laboratories, the local controls must be increased to commensurate with the risk.
This is a complex area of health and safety management and expert advice should be taken to ensure competent contractors are engaged and appropriate planning and supervision takes place. Most activities will be completed by SEF or Estates and Facilities.
Permit to work (PTW)
PTWs are generally issued by SEF as part of their operations. Other specialists may also issue and use PTWs on site e.g. work associated with high voltage switching.
References
- Personal Protective Equipment (PPE)
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Respiratory Protective Equipment (RPE)
(RPE) should be used as a last resort. There are many different types of RPE and it is necessary to understand the material and approximate particle size needing to be filtered as well as confirm the mask creates a seal round the individual’s face. If RPE is selected, management processes need to be put in place to ensure that the mask continues to provide adequate protection for the duration the user requires. If you are intending to use RPE, please contact the Health & Safety Team for information about what is needed.
Prescription Safety Spectacles
If you require prescription safety glasses for a risk assessed activity that is part of your work please complete the following
Prescription Safety Spectacles Request Form - Prescription Safety Spectacles
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If you need safety spectacles to do you work and they require a prescription, you can request these.
You will need permission to place a request.
- Radiation (Ionising, Non-Ionising, Lasers & Electromagnetic Fields)
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Ionising Radiation
For information on working with Ionising Radiation including;
- Unsealed Sources of Ionising Radiation
- Sealed Source of Radiation
- X-ray Equipment and X-ray Generators
- Naturally Occurring Radioactive Material (NORM)
- Radon
See the Ionising Radiation web page.
Artificial Optical Radiation
For information on working with Artificial Optical Radiation including:
- Lasers
- Broad Beam Optical Sources
- Ultra Violet
- Risk Assessment
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HS F001 General Risk assessment template [DOCX] New
HS F001 General Risk assessment template (excel) New- now an Excel Document
HS G034 Risk Assessment Guidance
HS F001 Health and Safety Risk Assessment Matrix
Generic Risk Assments (Requires modification to accuratly potray the risks associated)
- Safety Signage
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Safety signage
The Health and Safety (Safety Signs and Signals) Regulations 1996 provide requirement for the University to provide safety signage where there is a significant risk to health and safety.
Safety signs are to warn people of remaining significant risk which has not been removed or controlled otherwise. They help to further reduce the risk but are not substitute for other control measures.
Using the correct symbol, colour and shape ensures that safety signage can be universally understood.
Common types of Safety signage
Prohibition signage- A sign which prohibits behaviour likely to increase or cause any danger, e.g. ‘no access for unauthorised persons’
Warning signage- A sign providing warning of a hazard or danger, e.g. ‘danger- electricity’.
Mandatory signage- a sign prescribing specific behaviour, e.g. ‘eye protection must be worn’.
Emergency escape or first-aid signage- a sign giving information on emergency exits, first aid or rescue facilities, e.g. emergency escape route’.
Fire fighting signage- a sign providing information on fire fighting equipment and fire alarm activation points, e.g. fire extinguisher
For support on safety signage please contact the Health & Safety Team.
References
Safety signs and signals The Health and Safety (Safety Signs and Signals) Regulations 1996
- Travel on University business and off-site working
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Travel on University Business and off-site working
This page contains information on how to approach a range of staff and student travel scenarios including guidance for specific work, template forms and a list of what is considered a hazardous activity.
This applies to research, work and teaching undertaken for the University of Sussex and not an individual’s annual leave or holiday time.
Other Divisions requirements
Links to required processes relating to ethics approval, expenses and insurance are provided below.
Ethics approvals
Research projects that are submitted for ethics review and require international travel will be asked to submit an Overseas Travel Safety and Security Risk Assessment (OTSSRA form see below) as part of the ethics application. This is to ensure that safety concerns have been addressed during the planning stage. The OTSSRA form for travel to higher risk areas (see below) will still need to be approved by the Head of School.
Applications undertaking hazardous activities (see below) should also submit a risk assessment.
Insurance
Prior to travel it is imperative that you review the Universities travel insurance information. It is best practice to do so as early as possible to ensure that there is time prior to the trip to secure insurance. Travel should not be undertaken without university insurance in place.
Finance
Details on finance and expenses can be found here
- Transport
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E-Scooter and E-skateboards
E-scooters and E-skateboards are not permitted on campus or in UoS buildings (inclusive of UoS residential accomodation. Please refer to HS G042 Safety Concern guidance below as to the legal and safety reasons as to why they are not permitted.
- Transport of dangerous goods
- Ventilation: room and Local Exhaust Ventilation (LEV)
- Waste (Water and Equipment)
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Waste Water (Disposal Via Sinks) and Trade Effluent
The UoS must not put down the sink anything that may:
Damage the sewers
Damage water treatment works
Cause a health hazard to sewerage workers or the public
Harm the environment
Please ensure a sink poster [PDF 121KB] is displayed above the sink in any relevant laboratory or workshop
Waste equipment from laboratory areas
Prior to being handed to technical services or removed from a laboratory for disposal the owner of the equipment should complete an equipment decontamination form. This specifics if the equipment could have become contaminated with a hazardous substance and if so what steps have been taken to clean the equipment prior to disposal.
Prior to disposing of equipment consult the operators instructions and check for
- Gas cylinders
- Sealed sources of radiation (Do not remove, contact site radiation protection officer)
- Hazardous chemicals in pipework and or holding tanks
- Mercury bulbs
Equipment cannot be disposed of as Waste Electrical Equipment with these present
If you find any of these contact your local technical services team or the health and safety office
- Wellbeing and mental health
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Factors impacting mental health
Multiple factors within a workplace can contribute to mental health including:
- Organisational factors – how the work is organised and the workplace culture
- Job factors – including the working environment, an individual’s job role, how much control they have over their role, what their job involves doing, their colleagues and students
- Individual factors – whether the individual has been able to form working relationships with colleagues and whether their work life balance is appropriate for them.
An individual’s home life and circumstances will contribute to their mental health and how they manage the challenges they face.
In order to support members of the University of Sussex the follow resources are available.
Staff
University of Sussex staff can access the Employee Assistance Program.
Organisation Development provide training and resources to support staff mental health. See information for line managers.
Staff can also contact their Human Resources Business Partners for more details on what support is provided. Find your Human Resources Business Partner.
Students
University of Sussex students can access services through the Student Centre.
These services include access to University of Sussex Counseling Service.
Email counsellingreception@sussex.ac.uk
Phone 01273 678156
Chaplaincy
All members of the University of Sussex can take advantage of the support provided by the Chaplaincy services including meditation and mindfulness sessions can be found here
Reporting an incident
If you or someone else has experienced behaviours such as bullying, harassment, a hate incident, sexual violence, domestic abuse or discrimination, you can let us know using this Report and Support tool.
- Working at Height
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Background
Working at height remains one of the commonest causes of fatalities and serious injuries in the UK. This page outlines the key standards and guidance documents available at the University of Sussex.
There are simple rules for work at height:
- AVOID work at height if you can - If you don't need to go up there, don't!!
- If work at height cannot be avoided- PREVENT falls by selecting and using the right access equipment.
- If you cannot prevent falls- MINIMISE the impact of any fall. Where you cannot eliminate the risk of a fall, use work equipment or other means to minimise the distance and consequences of a fall, should one occur.
- Steps and ladders can be used when the above methods not appropriate.
- Always check for fragile roofing materials, these must be protected.
Who can use access equipment on University of Sussex Premises?
Type of equipment
General use
Authorised UoS staff e.g. engineers or ACCA
SEF and Specialist contractors
Typical controls
Library stools
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Library steps
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A-frame steps
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Ladders
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Tower scaffolds and MEWPs
Contact Health and Safety if required
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PASMA or IPAF qualification
Scaffolds
Access only
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Lanyard and Harnesses
Contact Health and Safety if required
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Fixing points and running lines must be certified
University of Sussex Documents
References
Health and Safety Executive - Work at Height
For Advice and Assistance, contact the Health & Safety Team
- Workplace Environment
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A safe work place
This page outlines some of the key aspects of maintaining a safe work place. The focus is on general workplaces with additional or in some cases different controls for specialist areas.
Workplace maintenance
Your workplace should be:
- In good repair and maintained so that it is safe and works efficiently.
- Provided with enough space for safe movement and access.
- Maintained to ensure floors, corridors and stairs etc. are free of obstructions, e.g. trailing cables.
- Provided with good drainage in wet processes
Lighting
The facility should be provided with lighting which:
- Is good light – natural light where possible and measures to avoid glare.
- Includes local lighting at workstations where necessary.
- Includes suitable forms of emergency lighting.
- Ensures well-lit stairs and corridors
- Ensures well-lit outside areas – for pedestrians and to help with work activities such as loading/unloading at night.
Safe movement around the premises
Measures will include:
- Safe passage for pedestrians and vehicles – separate routes may be necessary.
- Level, even floors and surfaces without holes or broken boards.
- Hand-rails on stairs and ramps where necessary.
- Safely constructed doors and gates.
- Floors and surfaces which are not slippery.
- Minimisation of risks caused by snow and ice on outdoor routes, e.g. use salt or sand and sweep them.
Maintaining a clean workplace
Workplaces will be maintained to ensure:
- Floors and stairs are clean, with effective drainage where necessary.
- Premises kept clean, including furniture and fittings.
- Containers for waste materials.
- Dirt, refuse and trade waste are regularly removed.
- Spillages are promptly cleaned up.
- Internal walls and ceilings are kept clean.
Glazing, windows and sky lights
Measures include:
- Safety glass where necessary
- Windows capable of being opened can be opened, closed or adjusted safely.
- All windows and skylights are designed and constructed so that they may be cleaned safely.
Hygiene and welfare
Provisions include:
- Clean toilets and hand basins, with running hot and cold or warm water, soap and towels or another suitable means of drying.
- Drinking water.
- Somewhere to rest and eat meals, including facilities for eating food which would otherwise become contaminated.
- Accommodation or hanging space for personal clothing not worn at work (and somewhere to change if special clothing is worn for work).
- Rest facilities for pregnant women and nursing mothers.
Comfortable working environment
Work environments will be:
- A reasonable working temperature within workplaces inside buildings (usually at least 16 °C, or 13 °C for strenuous work, unless it is impractical to do so, e.g. in certain temperature controlled laboratories).
- Local heating or cooling where a comfortable temperature cannot be maintained throughout each workroom (e.g. hot and cold processes).
- Good ventilation – a sufficient supply of fresh, clean air drawn from outside or a ventilation system.
- Heating systems which do not give off dangerous or offensive levels of fume into the workplace
- Enough workspace, including suitable workstations and seating.
Working at height
The following controls will be put in place:
- Precautions to prevent people or materials falling from open edges, e.g. fencing or guard rails.
- Fence or cover floor openings, e.g. vehicle examination pits, when not in use.
Reporting issues
Any issues should be reported to the SEF Service Centre