Campus services healthandsafetymanual

CS/H&S/003
CAMPUS SERVICES
Safety Manual
August 2012

University of Exeter Safety Manual
Campus Services CS/H&S/Doc003 Issue A
Date
Issue
Author
Reviewed
Approved
Issue
17/05/12
Draft
SWJones
Aug 12
Issue
SW Jones
M.Williams
WK Courtney
A
CONTENTS PAGE NUMBER
1.0 INTRODUCTION 1
2.0 BSI GUIDANCE 2
3.0 INTEGRATED MANAGEMENT 3
4.0 H&S ARRANGEMENTS 3
APPENDICES
A Hazards and Risks
B Roles and Responsibilities
C Procedures

1.0 INTRODUCTION
1.1 The University of Exeter (UoE) has 2 main campuses in Exeter at Streatham and St Lukes, plus various other properties within the city of Exeter.
1.2 Campus Services(CS) is a large and diverse organisation of approximately 750 staff within the University of Exeter operating under the Universities Health and Safety Policies and procedures – see website link for details:
http://www.exeter.ac.uk/staff/wellbeing/safety
1.3 Campus Services scope of services is diverse and includes functions such as catering, administration, maintenance, portering, utilities specialists, estate management and construction.
1.4 The university is supported by a H&S Office providing advice to all aspects of university function, with additional specialist advice available within Campus Services on construction health and safety.
1.5 This document assesses all aspects of H&S management within Campus Services and aims to set out an effective and efficient system of management and reporting in line with OHSAS 18001:2007.
This needs to be proportionate to the risk, while ensuring we have a competent and confident workforce.
1.6 A Campus Services H&S Policy document exists (incorporating the H&S Policy Statement) – CS/H&S/ 001.
1.7 A Campus Services OHSAS 18001 Management Plan (CS/H&S/ 002) exists illustrating how compliance is to be achieved. This also incorporates the programme for compliance and improvement.

2.0 BSI GUIDANCE
Design the OHSAS 18001 Management System The OHSAS 18001 Specification follows the Plan-Do-Check-Review cycle, with a concurrent emphasis on continual improvement. This model fits in neatly with the structure of other management system documents such as ISO 14001. This alignment of the management system documents helps in the facilitation of Integrated Management Systems. The following steps help form the basic structure of the management system and link into the structure of OHSAS 18001. Plan During the planning stage you should: 1. Ensure you have the commitment of top management. 2. Define, with the authorization of top management, the company's occupational health and safety policy. 3. Planning must be completed to establish a framework for identifying hazards, the assessment of risks and the implementation of necessary control measures. 4. Legal obligations must be identified and understood, objectives set and a management programme for achieving them implemented. This entire process should be documented. Implement your Health and Safety Management System At this point you should: 1. Establish roles and responsibilities. 2. Develop procedures for the consultation and communication of OHS information to employees and other interested parties. 3. Document your processes and develop a system of document and data control. 4. Apply a system of operational control. 5. Establish plans and procedures for emergencies. Check your management system and take any necessary corrective action You should aim to continually improve your management system by: 1. Introducing performance, measuring and monitoring practices. 2. Establishing and documenting responsibility and authority for accidents, incidents, non-conformities and corrective & preventative action. 3. Establishing a procedure for records and records management. 4. Auditing and assessing the performance of the management system. 5. Performing management reviews of the system at identified and defined intervals.

3.0 INTEGRATED MANAGEMENT
Campus Services achieved accreditation to ISO 14001: 2008 in May 2012.
Within Campus Services, Estate Development Service have had accreditation to ISO 9001:2008 since 2010.
Campus Services as part of UoE Professional Services hold accreditation to Investors in People (IiP).
Campus Services also hold accreditation to Customer First, a recognised accreditation for the customer services industry.
Campus Services Residential Services comply with the Universities UK (UUK) Student Housing Code of Practice and are audited against this standard.
As part of corporate governance the University employ Mazars as independent auditors who audit various aspects of Campus Services operations.
Campus Services aims to set out an effective and efficient system of management and reporting in line with OHSAS 18001:2007.
4.0 H&S ARRANGEMENTS
The numbering system from the OHSAS 18001 standard has been used in this section for ease of reference.
Risk Profiles will be developed for each of the services within Campus Services from the outlines included within the Campus Services H&S Policy CS/H&S/001.
4.3.1 Hazard and risk identification
Requirement: Identification of hazards Determination of the risks associated with the identified hazards Indication of the level of the risks related to each hazard, and whether they are, or are not, tolerable Description of, or reference to, the measures to monitor and control the risks, particularly risks that are not tolerable Where appropriate, the OH&S objectives and actions to reduce identified risks and any follow-up activities to monitor progress in their reduction Identification of the competency and training requirements to implement the control measures Necessary control measures should be detailed as part of the operational control element of the system
Records generated by each of the above mentioned procedures

Risk Profiles will be established and maintained at least annually for each of the CS divisions.
A risk assessment will be established and maintained at least annually for each building
where CS staff act as the Director of Building. Where there is sufficient commonality a generic assessment may be used.
Within buildings it may be necessary to establish a particular risk assessment for a functional area e.g. a kitchen or workshop.
Assessments of plant and equipment use and material/substance handling will generate Task risk assessments used to brief operation staff.
Task assessments will be developed for specific tasks as required.
See Appendix A and the following documents for more detail.
Campus Services – Risk Profile Register
CS/H&S/004
Campus Services – Building / Functional Area RA Register
CS/H&S/005
Campus Services – Task RA Register
CS/H&S/006
Campus Services – Fire RA Register
CS/H&S/007
Campus Services – COSHH RA Register
CS/H&S/008
Each of the above will be reviewed at least annually or when any change occurs. Staff will be briefed and a record kept – see 4.5.3 below.
Competency and training is defined in 4.4.2 within this document.
Ongoing review of legislation changes planned and implemented will be considered, and information disseminated to staff by use of bulletins or briefings.
4.3.2 Legal compliance
Requirement: Procedures for identifying and accessing information Identification of which requirements apply and where [this can take the form of register(s)] Requirements (actual text, summary or analysis, where appropriate), available in locations which are to be decided by the organization Procedures for monitoring the implementation of controls consequent to new OH&S legislation.

Risk Assessments may need to be updated accordingly – see 4.3.1 above.
HSE will be used as the main source but University safety professionals share information via the Hasnet e-mail group so are able to assess and assist with legislation and other changes.
Refer to CS 18001 Management Plan CS/H&S/002 which demonstrates how compliance is achieved.
Refer to Campus Services H&S Policy CS/H&S/001 which includes list of all nominated parties and current duty holders.
Appendix B also includes responsible Services / parties for various statutory compliance and hazard management categories.
4.3.4 OH&S Programme
Requirement - The organisation shall establish and maintain (an) OH&S programme(s) for achieving its objectives. It shall include documentation of : designation of responsibility and authority for achievement of the objectives at relevant functions and levels of the organisations; and the means and time-frame by which they are to be achieved
4.4.1 Resources, roles, responsibilities, accountability and authority
Requirement: Definitions of OH&S responsibilities and authorities for all relevant personnel Documentation of roles/responsibilities in manuals/procedures/training packages Process for communicating roles and responsibilities to all employees and other relevant parties Active management participation and support for OH&S, at all levels.
4.3.3 Objectives and Programme(s)
Requirement - Documented, measurable, OH&S objectives for each function in the organization.
Examples of types of OH&S objectives include: Reduction of risk levels The introduction of additional features into the OH&S management system
The steps taken to improve existing features, or the consistency of their application The elimination or the reduction in frequency of particular undesired incident(s).

A competence matrix will be established and a programme of training undertaken to meet the level required where there are shortfalls. The staff Personal Development Review (PDR) process will be used to set training requirements. This is an annual review with a 6 monthly update.
New staff are provided by UoE with basic H&S courses. Campus Services staff have their own general induction. CS staff will then receive a building induction and specific training appropriate to task.
Records will be maintained by UoE Training and Development – see also staff online resource.
Records of building / work area and task induction will be held by line management, based on risk assessment findings.
Line management should advise the CS H&S Adviser where any changes have occurred to allow risk assessments to be updated. Refresher training should be provided annually where deemed necessary ie non-regular activity, or more frequently in response to the introduction of a new hazard or non-conformance issue.
Refer to Campus Services H&S Policy CS/H&S/001 for consultation.
4.4.3.1 Communication
With regard to its OH&S hazards and OH&S management system, the organization shall establish, implement and maintain a procedure(s) for:
a) internal communication among the various levels and functions of the organization;
b) communication with contractors and other visitors to the workplace;
c) receiving, documenting and responding to relevant communications from external interested parties.
4.4.2 Competence, training and awareness
Requirement: Competency requirements for individual roles Analysis of training needs Training programmes/plans for individual employees Range of training courses/products available for use within the organization Training records and records of evaluation of the effectiveness of training.

Refer to Campus Services H&S policy CS/H&S/001.
Campus Services H&S Management system main documents are :-
Campus Services H&S Policy CS/H&S/001
CS 18001 Management plan CS/H&S/002
CS Safety Manual CS/H&S/003 (this document)
The Safety Manual includes or references all procedures and work instructions. Individual services within Campus Services have safety procedures / manuals specific to their activities. The Safety Manual provides the link to theses various other documents.
4.4.3.2 Participation and consultation
The organization shall establish, implement and maintain a procedure(s) for:
a) the participation of workers by their :
—— appropriate involvement in hazard identification, risk assessments and determination of controls;
—— appropriate involvement in incident investigation;
—— involvement in the development and review of OH&S policies and objectives;
—— consultation where there are any changes that affect their OH&S;
—— representation on OH&S matters.
Workers shall be informed about their participation arrangements, including who is their representative(s) on OH&S matters.
b) consultation with contractors where there are changes that affect their OH&S.
The organization shall ensure that, when appropriate, relevant external interested parties are consulted about pertinent OH&S matters.
4.4.4 Documentation
Requirement: OH&S management system documentation overview document or manual Document registers, master lists or indexes Procedures Work instructions.
4.4.5 Control of Documents
Requirement: Document control procedure, including assigned responsibilities and authorities Document registers, master lists or indexes List of controlled documentation and its location Archive records (some of which can need to be held in accordance with legal or other time requirements).

Campus Services H&S Documents will be managed by the H&S adviser under the Estate Development Service ISO 9001:2008 Quality Management System.
The main documents are listed below:
Campus Services H&S Policy
CS/H&S/001
Campus Services OHSAS 18001 Management Plan
CS/H&S/002
Campus Services Health & Safety Manual
CS/H&S/003
Campus Services – Risk Profile Register
CS/H&S/004
Campus Services – Building/ Functional Area RA Register
CS/H&S/005
Campus Services – Task RA Register
CS/H&S/006
Campus Services – Fire RA Register
CS/H&S/007
Campus Services – COSHH RA Register
CS/H&S/008
University Documents
Campus Services will comply with the following University documented management arrangements.
The Management of Asbestos – Policy, Responsibilities and Procedures
Managed by EDS
Asbestos Management Plan
Managed by EDS
Legionella & Water Quality Management Plan
Managed by EDS
University of Exeter Safety case – Gas Engineering
Managed by EDS
Contractors’ General Code of Safe Practice
Managed by EDS
Confined Spaces Management Plan
Managed by EDS

6.2 Plant and equipment
All plant and equipment that requires maintenance will be identified, that the maintenance done and that new or secondhand plant and equipment meets health and safety standards before we buy it.
Service Managers will be responsible for identifying all equipment/plant needing maintenance, and will be responsible for ensuring effective maintenance procedures are drawn up and implemented.
Staff will report any problems found with plant/equipment to Service Managers initially.
Service Managers will check that new plant and equipment meets health and safety standards before it is purchased.
Procedures will be put in place to ensure compliance, and suitable records maintained. Refer to Appendix C for specific procedures.
6.3 Safe handling and use of substances
The University has in place the following:-
COSHH Policy including Code of Practice and Guidance Notes & RA Forms
Radiation and Radionuclide’s Code of Practice and Guidance Notes
The Management of Asbestos; Policy, Responsibilities and Procedures
University of Exeter Safety Case Gas Engineering
We will monitor compliance to these guides. There are a number of specialists within Campus Services and contributions to safety reports will be provided by them. Refer to Appendix B for Roles and Responsibilities relating to statutory compliance.
H&S Coordinators will be responsible for identifying all substances which need a COSHH assessment, and carry out the assessment with assistance by the H&S Adviser or H&S Office as appropriate.
H&S Coordinators be responsible for ensuring that all relevant employees are informed about the COSHH assessments and monitor their use and the introduction of any new substances/ products.
Assessments will be reviewed every year or when the work activity changes, whichever is soonest.

Appendix C sets out University procedures and those established for Campus Services.
Individual Services will develop their own safety procedures for other aspects of their operations specific to that service eg Swimming Pool Safety.
4.4.6 Operational Control
Requirement: Procedures Work instructions.
Examples of areas in which OH&S risks typically arise, and examples of their associated control measures, include:
a) general control measures including
—— regular maintenance and repair of facilities, machinery and equipment to prevent unsafe conditions from developing,
—— housekeeping and maintenance of clear walkways,
—— training and awareness programmes relating to the use of particular controls (e.g. permit-to-work systems),
—— access controls;
b) performance of hazardous tasks
c) use of hazardous materials including
—— knowledge in the use of and availability of emergency equipment (4.4.7);
d) facilities and equipment
e) purchase of goods, equipment and services
f) contractors
g) other external personnel or visitors in the workplace.
4.4.7 Emergency Preparedness and Response
Requirement: Documented emergency plans and procedures Emergency equipment list Test records for emergency equipment Records of the following:
Practice drills Reviews of practice drills Recommended actions arising from the reviews Progress against the achievement of recommended actions.

MAJOR ACCIDENTS
IMMEDIATE ACTION Determine continuing danger and extent of injury
If necessary, evacuate area,
Summon help & ensure that the following are contacted:
the EMERGENCY SERVICES (999 or 112 from any phone)
a FIRST AIDER (where available)
the SECURITY STAFF (01392 263999 or Ext 3999)
If safe to do so, ensure that the injured are accompanied until help arrives
AS SOON AS POSSIBLE
University staff must ensure that the following are informed:
the HEALTH & SAFETY OFFICE (Ext 5340)
the HEAD OF SCHOOL / DIRECTOR OF BUILDING
the SCHOOL or SERVICE SAFETY OFFICER
a TRADE UNION HEALTH AND SAFETY REPRESENTATIVE
PERSONNEL & STAFF DEVELOPMENT (3120)
Also ensure that the accident details are recorded on a UNIVERSITY ACCIDENT / NEAR MISS REPORT FORM & sent to the Health & Safety Office. MINOR ACCIDENTS
IMMEDIATE ACTION
Determine continuing danger and extent of injury
Summon help & ensure that:
a FIRST AIDER (where available) is contacted
the injured are accompanied until help arrives
AS SOON AS POSSIBLE
University staff must ensure that:
the accident details are recorded on a University Accident / Near Miss Report Form & sent to the Health & Safety Office.

The University basic emergency procedures are included above.
See Campus Services H&S Policy CS/H&S/001 for more details.
For records of fire drills, call outs etc reference will be made to the UoE Fire Officer in the H&S Office.
A workplace compliance checklist has been developed and each Campus Service building will be assessed annually or when there is any significant change of use or function.
Property Services will maintain records of all plant and equipment inspections, maintenance and calibration – see Appendix B. Other services will maintain such records where they are directly responsible for specialist equipment.
Accident, incident and near miss records will be maintained by the H&S Office and be available for review and analysis by Campus Services.
Safety inspection records will be maintained by Service Managers.
Wherever possible benchmarking of performance shall take place.
All monitoring records shall be available for review and analysis at Management Reviews.
4.5.1 Performance Measurement and Monitoring
Requirement: Procedure(s) for monitoring and measuring Inspection schedules and checklists "critical" equipment lists Equipment inspection checklists Workplace conditions standards and inspection checklists Measuring equipment lists Measurement procedures Calibration scheme, and calibration records Maintenance activities and results Completed checklists, inspection reports (OH&S management system audit) Non-conformance reports Evidence of the results of implementing such procedure(s).

Campus Service H&S Adviser will monitor with the assistance of specialists within Campus Services that Legal compliance is maintained – see Appendix B for Roles and Responsibilities – Statutory Compliance.
UoE H&S Office carry out audits of specific services and will monitor an independent overview of compliance.
Campus Services achieved accreditation to ISO 14001: 2008 in May 2012.
Within Campus Services, Estate Development Service have had accreditation to ISO 9001:2008 since 2010.
Campus Services as part of UoE Professional Services hold accreditation to Investors in People (IiP).
Campus Services also hold accreditation to Customer First, a recognised accreditation for the customer services industry.
4.5.2 Evaluation of compliance
4.5.2.1 Consistent with its commitment to compliance [see 4.2c)], the organization shall establish, implement and maintain a procedure(s) for periodically evaluating compliance with applicable legal requirements (see 4.3.2).
The organization shall keep records of the results of the periodic evaluations.
NOTE The frequency of periodic evaluation may vary for differing legal requirements.
4.5.2.2 The organization shall evaluate compliance with other requirements to which it subscribes (see 4.3.2). The organization may wish to combine this evaluation with the evaluation of legal compliance referred to in 4.5.2.1 or to establish a separate procedure(s).
The organization shall keep records of the results of the periodic evaluations.
Evaluation of the organization’s compliance should be performed by competent persons, either from within the organization and/or using external resources.
A variety of inputs can be used to assess compliance, including:
—— audits,
—— the results of regulatory inspections,
—— analysis of legal and other requirements,
—— reviews of documents and/or records of incidents and risk assessments,
—— interviews,
—— facility, equipment and area inspections,
—— project or work reviews,
—— analysis of test results from monitoring and testing,
—— facility tours and/or direct observations.
A compliance evaluation programme can be integrated with other assessment activities. These can include management system audits, environmental audits or quality assurance checks.

Campus Services Residential Services comply with the Universities UK (UUK) Student Housing Code of Practice and are audited against this standard.
As part of corporate governance the University employ Mazars as independent auditors who audit various aspects of Campus Services operations.
Campus Services will aim to comply with the requirements of OHSAS 18001:2007 and this will be subject to independent audit.
H&S Objectives and targets are incorporated in the CS 18001 Management plan CS/H&S/002.
4.5.3 Incident investigation, nonconformity, corrective action
and preventive action
The Campus Services H&S Action Plan will compile actions and opportunities for improvement derived from various sources such as inspections, audits, reviews and suggestions – this will be kept up to date and be reviewed at quarterly Management Reviews.
Outcomes of investigations will be reported to management at monthly meetings or sooner if urgent action is required.
4.5.3.1 Incident investigation
The organization shall establish, implement and maintain a procedure(s) to record, investigate and analyse incidents in order to:
a) determine underlying OH&S deficiencies and other factors that might be causing or contributing to the occurrence of incidents;
b) identify the need for corrective action;
c) identify opportunities for preventive action;
d) identify opportunities for continual improvement;
e) communicate the results of such investigations.
The investigations shall be performed in a timely manner.
Any identified need for corrective action or opportunities for preventive action shall be dealt with in accordance with the relevant parts of 4.5.3.2.
The results of incident investigations shall be documented and maintained.
Incident investigation is an important tool for preventing reoccurrence

See Campus Services H&S Policy CS/H&S/001; Section 8 - Monitoring.
The Campus Services H&S Action Plan will compile actions and opportunities for improvement – this will be kept up to date and be reviewed at Management Reviews.
H&S Group meetings – a report will be submitted with a summary for review.
OHSAS 18001 Text
Examples of issues that can give rise to nonconformities include:
a) for OH&S management system performance
—— failure of top management to demonstrate commitment,
—— failure to establish OH&S objectives,
—— failure to define responsibilities required by an OH&S management system, such as responsibilities for achieving objectives,
—— failure to periodically evaluate compliance with legal requirements,
—— failure to meet training needs,
—— documentation being out of date or being inappropriate,
4.5.3.2 Nonconformity, corrective action and preventive action
The organization shall establish, implement and maintain a procedure(s) for dealing with actual and potential nonconformity(ies) and for taking corrective action and preventive
action. The procedure(s) shall define requirements for:
a) identifying and correcting nonconformity(ies) and taking action(s) to mitigate their OH&S consequences;
b) investigating nonconformity(ies), determining their cause(s) and taking actions in order to avoid their recurrence;
c) evaluating the need for action(s) to prevent nonconformity(ies) and implementing appropriate actions designed to avoid their occurrence;
d) recording and communicating the results of corrective action(s) and preventive action(s) taken; and
e) reviewing the effectiveness of corrective action(s) and preventive action(s) taken.
Where the corrective action and preventive action identifies new or changed hazards or the need for new or changed controls, the procedure shall require that the proposed actions shall be taken through a risk assessment prior to implementation.
Any corrective action or preventive action taken to eliminate the causes of actual and potential nonconformity(ies) shall be appropriate to the magnitude of problems and commensurate with the OH&S risk(s) encountered.
The organization shall ensure that any necessary changes arising from corrective action and preventive action are made to the OH&S management system documentation.

—— failure to carry out communications;
b) for OH&S performance
—— failure to implement the planned programme to achieve improvement objectives,
—— consistent failure to achieve performance improvement objectives,
—— failure to meet legal or other requirements,
—— failure to record incidents,
—— failure to implement corrective action in a timely manner,
—— consistent high rates of illness or injury that are not being addressed,
—— deviations from OH&S procedures,
—— introduction of new materials or processes without appropriate risk assessments being conducted.
Inputs into corrective action and preventive action can be determined from the results of:
—— periodic tests of emergency procedures,
—— incident investigations,
—— internal or external audits,
—— the periodic evaluations of compliance,
—— performance monitoring,
—— maintenance activities,
—— employee suggestion schemes and feedback from employee opinion/satisfaction surveys,
—— exposure assessments.
Records will be managed under the EDS quality management system.
4.5.4 Control of Records
Requirement: Procedure (for the identification, maintenance and disposition of OH&S records)
Adequately stored and readily retrievable OH&S records.
The organization shall establish and maintain records as necessary to demonstrate conformity to the requirements of its OH&S management system and of this OHSAS Standard, and the results achieved.
The organization shall establish, implement and maintain a procedure(s) for the identification, storage, protection, retrieval, retention and disposal of records.
Records shall be and remain legible, identifiable and traceable.
Archive durations will be defined – and archiving will follow UoE procedures?

Audit templates will be set up and a programme established. Records of findings and follow up actions will be established. Trends will be monitored.
The EDS templates for Audit Plan and Register will be used.
The H&S Office also carry out Audits and these will be logged and managed as part of the Campus Services compliance process.
OHSAS 18001 text
The organization shall ensure that internal audits of the OH&S management system are conducted at planned intervals to:
a) determine whether the OH&S management system:
1) conforms to planned arrangements for OH&S management including the requirements of this OHSAS Standard; and
2) has been properly implemented and is maintained; and
3) is effective in meeting the organization’s policy and objectives;
b) provide information on the results of audits to management.
Audit programme(s) shall be planned, established, implemented and maintained by the organization, based on the results of risk assessments of the organization’s activities, and the results of previous audits.
Audit procedure(s) shall be established, implemented and maintained that address:
the responsibilities, competencies, and
a) requirements for planning and conducting audits, reporting results and
retaining associated records; and
b) the determination of audit criteria, scope, frequency and methods.
Selection of auditors and conduct of audits shall ensure objectivity and the impartiality of the audit process.
4.5.5 Internal Audit
Requirement: OH&S management system audit plan/program OH&S management system audit procedures OH&S management system audit reports, including non-conformance reports Recommendations and corrective action requests Signed-off/closed-out non-conformance reports
Evidence of the reporting of the results of OH&S management system audits to management

Management Review is detailed in Campus Services H&S Policy CS/H&S/001, Section 8 – Monitoring.
4.6 Management Review
Requirement: Minutes of the review Revisions to the OH&S policy and OH&S objectives Specific corrective actions for individual managers, with target dates for completion Specific improvement actions, with assigned responsibilities and target dates for completion Date for review of corrective action Areas of emphasis to be reflected in the planning of future internal OH&S management system audits.

APPENDIX A - HAZARDS AND RISKS
A.1 A risk profile for each division will be established. Hazards associated with the work activities will be identified and risks assess and reported to the head of division. Head of division shall be responsible for ensuring the action required is implemented and will check that the implemented actions have removed/reduced the risks.
Assessments will be reviewed at least annually or when a work activity changes, whichever is soonest.
A summary of risk assessments including revision and date will be reported to the H&S adviser for monitoring purposes.
A.2 The overall risk profile is set out here:-
WORK ACTIVITY:
Management of University of Exeter activities and facilities to ensure the safety of all staff, students, visitors, and contractors.
BRIEF DESCRIPTION:
Higher Education establishment with main Streatham campus in Exeter, St Lukes campus in Exeter, various halls of residence on campus and across Exeter, plus teaching facilities at Thornlea in Exeter.
Activities of the divisions within Campus Service are outlined below:-
Operations – including
Property Services (building and facility maintenance and works),
Residential Services (UoE and partners),
Retail Services (catering, shops, functions, family centre and print services),
Sales and Events (including Reed Hall),
Security,
Facilities Management (including cleaning, portering, transport and waste management), and
Customer Services (including Helpdesk and stores).
Sport and Student Activities – including Sports park management at Streatham and St Lukes and within Exeter (including swimming pools), and Music.
Estate Development Service – responsible for capital and minor works projects, furniture procurement, space planning, energy management and sustainability.
Legal and Insurance services – office staff including Business Continuity team.
Business support – includes office staff involved in training and quality.
Grounds – including a workforce, machinery and tree climbing/felling.
ESTIMATED No OF EMPLOYEES AT RISK: Approx. 750
ESTIMATED No OF NON EMPLOYEES AT RISK: Typically 15-20,000

A.3 Each service will summarise the status of their risk assessments as follows:-
CAMPUS SERVICES Hazard and Risk Assessment Register Division:
Ref
Title
Author
Rev.
Date
Teaching Space
Office Space
Circulation spaces/areas
Catering
Cleaners stores
Above are examples of model assessments
The aim will be to rationalise assessments to ensure commonality of approach. This will assist if staff movement occurs within Campus Services, and help ensure best practice and lessons learnt are incorporated and disseminated to all.
The headings included are examples of model assessments that can be used by Services.
A.4 A UoE template hazard and risk assessment template has been in use in each division for some time.
The following UoE forms are available from :-
http://www.exeter.ac.uk/staff/wellbeing/safety/formssignsandtemplates/
Hazard and Risk Assessment Template
Manual handling assessment form
DSE assessment form
Children, young persons (or vulnerable adults) – RA form
Also available on the website is guidance on how to complete assessments.
http://www.exeter.ac.uk/media/universityofexeter/humanresources/documents/healthsafety/ManageOfHealthSafetyAtWorkGuideNotes.pdf
normal working hours

APPENDIX B – ROLES AND RESPONSIBILITIES:-
Compliance Management including Statutory compliance
Item
Aspect
Responsibility
Dutyholder Air conditioning plant Testing Property Services Compliance Manager Air handling plant Inspection Property Services Compliance Manager Performance Property Services Compliance Manager Fan cleaning Property Services Compliance Manager Filter change Property Services Compliance Manager
Asbestos
Management
Estate Development Service
Asbestos Manager Bio-hazards All H&S Office
Building Management Systems
Management
Head of Engineering BSL 3 lab ventilation equipment Testing Property Services Compliance Manager Maintenance Property Services Compliance Manager Cleaning Property Services Compliance Manager Catering equipment Testing Property Services Compliance Manager Maintenance Property Services Compliance Manager Cleaning Property Services Compliance Manager
Confined Spaces
Management
H&S adviser
Commercial fridges and freezers Testing Property Services Compliance Manager Maintenance Property Services Compliance Manager Compressed gases Testing Property Services Compliance Manager
COSHH
Management
All
H&S Coordinators
Emergency lights Testing Property Services Compliance Manager Emergency procedures – Fire Drills H&S Office
Emergency procedures - other
Management and Testing
Insurance and Business Continuity
Business Continuity Manager Fire alarms Testing Property Services Compliance Manager Fire extinguishers Supply and testing Property Services Compliance Manager Fire extinguishing systems Management Property Services Compliance Manager
Fire Doors Inspection Property Services Compliance Manager Maintenance Property Services Compliance Manager
Fire door frame fire stopping
Management
Estate Development
Head of Building

Fire Risk Assessment
Annual review
H&S adviser Fixed wiring Testing Property Services Compliance Manager
Fume cupboards Testing Property Services Compliance Manager
Gas Network
Management
Gas Safety Engineer via Head of Engineering Gas installations Inspections Property Services Compliance Manager
Generators Testing Property Services Compliance Manager Maintenance Property Services Compliance Manager Fuelling Property Services Compliance Manager
Grounds maintenance equipment
Maintenance
HV Network
Management
Authorised Electrical Engineer via Head of Engineering
Insurance inspections Inspections Property Services on behalf of insurance office Compliance manager
Lasers H&S Office
Legionella Testing Property Services Compliance Manager
Lightening protection Testing Property Services Compliance Manager
Lifts Testing Property Services Compliance Manager Maintenance Property Services Compliance Manager Alarms Property Services Compliance Manager Mansafe systems - fixed Testing Property Services Compliance Manager
Mansafe systems – harnesses (incl Grounds equipment)
Management
PAT testing Organising Property Services Compliance Manager
Pest control Management Property Services Compliance Manager
Plant and Equipment (other)
Purchasing
Maintenance
Pressure vessels Property Services Compliance Manager
Radiation H&S Office Roof work Management Property Services Assistant Managers

Roof work
Management
Construction H&S Officer
Security - CCTV
Management
Estate Patrol
Head Security – Door access Management Property Services Manager
Temporary Works
Management
Construction H&S Officer Water features Management Property Services Assistant Managers
Workplace assessments
Management incl annual review
All
Director of Building

APPENDIX C - PROCEDURES
6.7 Procedures
Existing procedures such as those of Property Services and UoE Guides etc need to be incorporated into a Campus Services management arrangements (Safety Manual), again sharing best practice where appropriate.
University Policy Statements, Guidance Notes and Codes of Practice
Campus Services will comply with the University Policy Statements, Codes of Practice and Guidance Notes on individual health and safety issues. Some of these are listed below. Campus Services procedures are also listed. For a full guide refer to all procedures relevant to Campus Services see CS H&S Procedures A-Z below.
University Procedure
General Risk Assessment
H&S Office
Smoking
H&S Office
Portable Electrical Appliance Inspection and Testing
H&S Office
Driving vehicles on University Business
H&S Office
- Minibus Passenger Transport Vehicles
- The staff use of private vehicles on University of Exeter Business
H&S Policy and Management
H&S Office
Fire Safety
H&S Office
H&S Office
Working with Display Screen Equipment
H&S Office
Manual Handling
H&S Office
Radiation Safety - Radiation and Radionuclide’s Code of Practice and Guidance Notes
H&S Office
Meningitis
H&S Office
Children, Young People and Vulnerable Adults on Campus
H&S Office
Safety in Fieldwork
H&S Office

First Aid
H&S Office
Dogs in University Buildings
H&S Office
Staff Counselling
Occ. Health
Workplace assessment
Occ. Health
Staff assessment – pre-employment and during
Occ. Health
Health Surveillance
Occ. Health
Alcohol abuse: Policy and Guidelines
HR
Bullying and Harassment
HR
Disability Policy statement
HR
Drug Abuse: Policy and Guidelines
HR
Fit Notes: Guidance for managers
HR
Homeworking
HR
Induction Code of Practice
HR
Learning and Development Policy
HR
Mental Health: Guidance
HR
Stress: staff guidelines
HR
Substance abuse: Policy and Guidelines
HR
Whistleblowing – see Public Interest disclosure policy
HR

Campus Services Procedure Ref. Issue
Managing the Workplace
CSP001
Aug.12
General Hazards and Controls
CSP002
Aug.12
Health and Safety Training
CSP003
Aug.12
Contractor Performance Monitoring
CSP004
Aug.12
Out of Hours Emergency Callout
(plus Appendices A to E)
CSP005
Aug.12
CDM Clients Representatives Guidance
CSP006
Aug.12
CDM Management Arrangements
CSP007
Aug.12
Reporting of Incidents (RIDDOR)
CSP008
Aug.12
Investigating Accidents & Incidents
CSP009
Aug.12
HV Systems – refer to HTM 2021 available via the Principal Electrical Engineer, Lafrowda House
CSP010
Aug.12
LV Electrical Safety Rules
CSP011
Aug.12
Hot work
CSP012
Aug.12
Confined Space Working
CSP013
Aug.12
Noise and Vibration in the Workplace
CSP014
Aug.12
Personal Protective Equipment Use and Storage
CSP015
Aug.12
Provision and Use of Work Equipment
CSP016
Aug.12
Lifting Equipment and Lifting Operations
CSP017
Aug.12
Safe Use of Machinery
CSP018
Aug.12
Transport Safety
CSP019
Aug.12
Lone Working
CSP020
Aug.12
Working at Height
CSP021
Aug.12
Working on the Grounds
CSP022
Aug.12
Working in University Laboratories
CSP023
Aug.12
Estate Statutory Compliance
CSP024
Aug.12
CSP025
Aug.12

Noise at Work - Guidance
CSP026
Aug.12
Insurance Works Notification
CSP027
Aug.12
Health & Safety Procedures (combined list)
Alcohol abuse: Policy and Guidelines
HR
Asbestos Management Plan
EDS doc
Asbestos - The Management of Asbestos – Policy, Responsibilities and Procedures
CS website A-Z
Bullying and Harassment
HR
Business Continuity Plan
Confidential
CDM Clients Representatives Guidance
CSP006
Aug.12
CDM Management Arrangements
CSP007
Aug.12
Children, Young People and Vulnerable Adults on Campus
H&S Office
Confined Spaces Management Plan
EDS doc
Confined Space Working
CSP013
Aug.12
H&S Office
Contractors’ General Code of Safe Practice
EDS doc
Contractor Performance Monitoring
CSP004
Aug.12
Counselling service for staff
Occ.Health
Disability Policy Statement
HR
Display Screen Equipment – Working with…
H&S Office
Dogs in University Buildings
H&S Office
Driving vehicles on University Business
H&S Office
- Minibus Passenger Transport Vehicles
- The staff use of private vehicles on University of Exeter Business
Drug abuse: Policy and Guidelines
HR
Estate Statutory Compliance
CSP024
Aug.12
Fieldwork – Safety in…
H&S Office
Fire Safety
H&S Office
CSP025
Aug.12
First Aid
H&S Office
Fit notes: Guidance for managers
HR
Gas - University of Exeter Safety Case – Gas Engineering
EDS doc
General Hazards and Controls
CSP002
Aug.12
General Risk Assessment
H&S Office
H&S Policy and Management
H&S Office
Health and Safety Training
CSP003
Aug.12
Health Surveillance
Occ. Health
Homeworking
HR
Hot Work
CSP012
Aug.12
HV Systems – refer to HTM 2021 available via the Principal Electrical Engineer, EDS, Lafrowda House
CSP010
Aug.12
Induction code of practice
HR

Insurance Works Notification
CSP027
Aug.12
Investigating Accidents & Incidents
CSP009
Aug.12
Learning and Development Policy
HR
EDS doc
Lifting Equipment and Lifting Operations
CSP017
Aug.12
Lone Working
CSP020
Aug.12
LV Electrical Safety Rules
CSP011
Aug.12
Machinery… Safe Use of
CSP018
Aug.12
Major Incident Plan
Confidential
Managing the Workplace
CSP001
Aug.12
Manual Handling
H&S Office
Meningitis
H&S Office
Mental Health: Guidance
HR
Noise and Vibration in the Workplace
CSP014
Aug.12
Noise at Work - Guidance
CSP026
Aug.12
Out of Hours Emergency Callout
(plus Appendices A to E)
CSP005
Aug.12
Personal Protective Equipment Use and Storage
CSP015
Aug.12
Portable Electrical Appliance Inspection and Testing
H&S Office
Provision and Use of Work Equipment
CSP016
Aug.12
Radiation Safety - Radiation and Radionuclide’s Code of Practice and Guidance Notes
H&S Office
Reporting of Incidents (RIDDOR)
CSP008
Aug.12
Smoking
H&S Office
Staff assessment – pre-employment and during
Occ. Health
Stress: Staff guidelines
HR
Substance abuse
HR
Transport Safety
CSP019
Aug.12
Whistleblowing – see Public interest disclosure policy and procedure
HR
Working at Height
CSP021
Aug.12
Working on the Grounds
CSP022
Aug.12
Working in University Laboratories
CSP023
Aug.12
Workplace assessment
Occ. Health

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