This Report covers the calendar year 2007 and follows the same format as in previous years. The reports of the Fire Safety Unit and Occupational Health Service (March 2007 to April 2008) are included.
1. People
1.1 The Director of the Health and Safety Division (HSD), Mrs Sara Cooper, retired at the end of 2007.
2. Legislation
2.1 The main legislative changes came with the consolidation of the Construction Regulations in the Construction, Design, and Management Regulations 2007 (CDM2007). These regulations increase the focus on effective planning and management of construction projects. HSD and EMBS have developed an inspection programme for construction sites.
2.2 There have also been changes in the Anti-terrorism, Crime, and Security Legislation whereby the list of pathogens known as 'Schedule 5' was modified, notably by the addition of a number of animal pathogens.
3. Enforcement Agency actions and visits
The University and HSD have continued to work closely with the enforcement agencies and their partners. Key visits in 2007 include:
3.1 In May 2007, the HSD arranged for a collaboration with the Health and Safety Laboratory (HSL) and the Health and Safety Executive (HSE) on a project developing nanoparticle measurement methodology. This involved twelve days' work across four Departments. The project aims to assist HSL in developing validated methods of environmental measurement for nanoparticles.
3.2 Dr Paul McDermott, HSE's Biological Agents Unit and Dr James Taylor, HSE Specialist Radiation Inspector, gave presentations at the Head of Department's Briefings.
3.3 A compliance officer from the HSE's Biological Agents Unit visited two Departments, with the officer commenting that laboratory safety was 'sensibly managed'.
3.4 The Environment Agency (EA) and the Counter Terrorism Security Adviser (CTSA) visited five locations in connection with the adequacy of security arrangements for High Activity Sealed Sources. CTSA have a statutory duty to advise the EA. At one location enhanced security measures were installed to achieve compliance. CTSA also visited two Departments in connection with holdings of Schedule 5 toxins and pathogens. In this case the police are the enforcing agent.
3.5 As part of its national campaigns strategy, the HSE visited to discuss management of stress and safety management on construction sites. The University was able to show that it has good management systems in place in both these areas.
3.6 An Environmental Health Officer from the City Council inspected seven University food outlets. Two were awarded 5 stars and four were awarded 4 stars in the 'Scores on the Doors' system for scoring restaurants.
4. Audits and inspections
The rolling programme of safety audits provides the Committee with its principal source of evidence concerning the quality of safety management in the University.
4.1 Health and Safety Management Systems audit reports completed in 2007:
Faculty of Music
Central Science Library
Dental Service
Mill Lane Lecture Rooms
Graduate Union
Telecommunications Office
Faculty of Education
Department of History and Philosophy of Science (formal inspection)
Centre of International Studies
Centre of African Studies (formal inspection)
UAS Part 2 Management of Information Services Division, Greenwich House
Faculty of Modern and Medieval Languages
Department of Materials Science and Metallurgy
Department of Engineering
Department of Medicine
Faculty of History
Institute of Astronomy
Cambridge Programme for Industry
Centre for Applied Research in Educational Technology (CARET)
Faculty of Social and Political Sciences
Faculty of Divinity
Institute of Criminology
Smaller institutions of the University are covered by formal inspections.
4.2 Horizontal audits completed in 2007:
16 Radioactive substances
20 X-ray
7 Lasers
11 Food Safety
4.3 Work continued to develop chemical and biological/clinical waste, construction, electrical safety, and chemical safety audits. The audit and inspection programmes are designed to help and assist Departments and institutions of the University with their responsibilities towards legal compliance. All high risk Departments have been audited.
5. Health and safety training
5.1 Training delivered during the year included:
6. Hazardous wastes
6.1 The University has a contract for the disposal of hazardous chemical waste with Veolia (formerly Cleanaway). The HSD manages the registrations as required under the Hazardous Waste Regulations 2005, of 22 licensed University sites, to dispose of hazardous wastes, and directly handles and manages the disposal of low level radioactive waste from Departments in accordance with Authorizations issued by the Environment Agency. An inspection and audit programme has been introduced for the handling, storage, and disposals of clinical/biological wastes.
7. Environmental monitoring
7.1 The environmental monitoring programme has continued across the University Departments and institutions.
7.2 The noise survey programme is conducted by HSD in collaboration with the Occupational Health Service who advise on the need for audiometry (hearing testing) when individuals are at risk of exposure to excessive noise levels.
7.3 Mercury contamination remains a potential problem in older buildings that were once used for scientific research.
7.4 Reports completed in 2007:
| 230 | Mercury monitoring (includes 104 where mercury was detected) |
| 25 | Noise Survey |
| 7 | Dust monitoring |
| 3 | Others (light, aid flow, humidity) |
The Division also tested over 300 portable radiation monitors.
8. Accidents and incidents
8.1 Table 1 shows the accident rate per 1,000 staff over the last six years for incidents which are reportable under RIDDOR (Reporting of Injuries, Diseases, and Dangerous Occurrences Regulations), and compares the rates with those for universities nationally (data provided by the Universities Safety and Health Association). The rate is stable over this period and remains below the national average.
9. Fire Safety
FIRE SAFETY UNIT
9.1 Executive Summary
9.1.1 A 46% reduction in the incidence of fire is a positive indication that revised strategy and policy is beginning to take effect. (Section 9.2.)
9.1.2 Despite the continuing avoidance of enforcement action, the latest Integrated Risk Management Plan published by the Cambridgeshire and Peterborough Fire and Rescue Authority indicates a strengthening of audit arrangements. (Sections 9.3 and 9.9.)
9.1.3 Improving management arrangements of Automatic Fire Detection and Alarm Systems is now being clearly evidenced by the reduction in Unwanted Fire Signals (false alarms). (Section 9.4.)
9.1.4 The momentum of training delivery is now being recovered following a mid-year shortfall due to staffing problems. (Section 9.5.)
9.1.5 The fire risk assessment (FRA) programme continues on schedule and revised Stage 2 FRA reports are being issued to Departmental Fire Safety Managers. A new audit procedure is also being introduced. (Section 9.6.)
9.1.6 Although the benefit of investing in emergency planning is becoming more evident, there is a need to concentrate on the introduction of a formalized Business Continuity System. (Section 9.7.)
9.1.7 Revised guidance on Means of Escape for disabled persons has been promulgated. (Section 9.8.)
9.1.8 The University Legal Services Office has provided additional advice on the meaning of the term 'Responsible Person' in the new Fire Safety Order and a revised policy statement has been issued. (Section 9.9.)
9.1.9 The FSU continues to develop engagement in a full range of activities commensurate with protecting the University's interest on all matters associated with fire safety. (Section 9.10.)
9.2 Operational emergencies
9.2.1 During the period under report there have been twelve reported incidents of fire. None of these incidents resulted in serious injury, significant damage to property or interruption to business continuity. Compared with the previous year (2006) there has been an overall reduction of the incidence of fire of 46%.
9.3 Enforcement action
9.3.1 During the period covered by this report the Fire Safety Unit (FSU) did not receive any notification of enforcement action by the Cambridgeshire and Peterborough Fire and Rescue Authority.
9.4 Unwanted Fire Signals (UwFS)
9.4.1 Table 2 illustrates causation trends during the period of report and includes a comparison with the number of UwFS in the two previous years (2005 and 2006).
9.4.2 In April 2007 the Cambridgeshire Fire and Rescue Service (CFRS) introduced the anticipated changes to policy affecting the mobilization of operational appliances to calls generated by Remotely Monitored Fire Alarm Systems (RMFAS). This followed detailed consultation with the FSU and coincided with publication of new guidance to Departmental Fire Safety Managers regarding management of the modified arrangements.
9.4.3 Bringing with it the need to focus more carefully on the management of Automatic Fire Detection and Alarm Systems (AFD) at local level, the outcome of this change has been a significant reduction in the number of attendances made by the CFRS to false alarms. This initiative is also consistent with the FSU's own policy to continue to work in partnership with the CFRS to develop the process of Integrated Risk Management Planning.
9.4.4 The phased plan to replace and upgrade obsolescent AFD systems will also continue to contribute to the reduction of UwFS by ensuring the introduction of new installations that not only comply with current standards but also provide the option for staged evacuation of premises. This facility will also assist in avoiding unnecessary disruption to academic teaching and research activities.
Comparison to previous years (2005 and 2006)
9.5 Training
9.5.1 Attendance figures for training courses are shown in Table 3. Table 3A compares attendance levels with the previous two years (2005 and 2006).
9.5.2 Service delivery during Q2 and Q3 was affected by staffing difficulties and the need to recruit and induct a new Assistant University Fire Officer (Training). Despite this, momentum has been regained and the FSU will continue to ensure the specific objective of ensuring that all statutory requirements relating to training of key staff and other University employees is met.
9.5.3 Although the FSU will continue to develop and customize training courses to best suit stakeholders needs, the ability to maintain the appropriate level of legal compliance is also dependent on the preparedness of Departmental Managers to release staff for training.
January - December 2007
Comparison to previous years (2005 and 2006)
9.6 Fire Risk Assessments (FRAs)
9.6.1 The revised Departmental Audit Report - redesignated as the Fire Safety Audit Report (FSAR1-07) was issued in Q1. The main purpose of the revision exercise was to simplify the format, thereby encouraging Departmental Fire Safety Managers to proactively audit and maintain fire safety arrangements at local level. However, the 83% response level continues to be unsatisfactory and further consideration is now being given as to how best to address this problem.
9.6.2 The introduction of a revised Stage 2 FRA process (also in Q1) and a current review of audit procedures may ultimately provide the vehicles necessary for the acceptance of full responsibility for the management of fire safety arrangements at local level. The comprehensive review is being undertaken by FSU Officers and continues to remain on schedule for completion by 31 December 2008. At the end of 2007, 127 revised Stage 2 FRA reports have been completed and issued to relevant Departments.
9.6.3 As the results of this review unfold, the FSU Priority Works Programme continues to be adjusted to allocate financial resource towards introducing active and passive fire safety improvements in those areas of greatest risk. These works are also being introduced on a structured basis. Of significant relevance is the identification of a need for major improvements on the Arup building which will attract an estimated cost in the region of £0.75m. Since this is almost beyond existing annual budgetary allocation a separate bid will be made to finance this project once detailed costings are available.
9.7 Emergency planning
9.7.1 Since completion of the DREAM rollout programme of 160 files on 31 March 2007, a further fourteen have been raised in respect of new buildings or cases where there have been significant changes to occupation. The system has been favourably received and the three-year audit programme which started on 1 April 2007 continues to remain on schedule.
9.7.2 Installation of the new security rated Premises Information Boxes (PIBs) was also completed on time to coincide with issue of each DREAM file to respective Departments. At the same time, the FSU provided external familiarization training to all CFRS operational fire fighters based at Parkside Fire Station, Cambridge. Although marginally outside the scope of this report the value of this exercise was proven in the early hours of 1 January 2008 when a fire occurred at the Department of Physiology on the Downing site. Attending fire fighters took advantage of the plans section of the DREAM file to quickly locate and extinguish the seat of fire.
9.7.3 Although considerable progress has been made to develop the University's preparedness to respond and deal with emergencies, two critical areas still need to be addressed. The first is the need to concentrate on the aspect of recovery by enlisting the interest of all relevant stakeholders to develop and introduce a uniform system of Business Impact Analysis (BIA) together with local Business Continuity Plans (BCP) for insertion into each DREAM file. The second is to fully test and exercise the existing strategic contingency plans contained in SIMPLE.
9.8 Provision for the disabled
9.8.1 Following issue by HM Government of new supplementary advice to complement the suite of other guidance issued to assist stakeholder compliance with the Regulatory Reform (Fire Safety) Order 2005 (The Fire Safety Order) the FSU has published revised advice regarding Means of Escape for disabled persons.
9.8.2 The FSU also continues to expand its interest in advice, procurement, and maintenance of a full range of fixed and portable devices available to assist both access and safe egress from University buildings. This is necessary to ensure compliance with the provisions of both the Fire Safety Order 2005 and the Disability Discrimination Act 1995.
9.9 Legislation
9.9.1 Responsibility for all Fire and Rescue Services and associated fire matters still rests with the Department of Communities and Local Government. In a year that has seen a number of very serious fires nationally in a variety of premises types and which have also involved the loss of lives of both members of the public and fire fighters, a review of certain aspects of the new fire law and the Building Regulations can be expected.
9.9.2 It is anticipated that this will result in the need for enhanced building design, protection, and management, all of which have the potential for long-term impact on stakeholders. In September 2007, the central government Department for Children, Schools, and Families also published Building Bulletin 100 (BB100), Design for Fire Safety in Schools, and the FSU is currently considering any corresponding effect on premises in the Higher Education sector.
9.9.3 Although the FSU continues to develop the University's portfolio of evidence of compliance with The Fire Safety Order 2005 this has still to be challenged by the local Fire and Rescue Authority. Although the professional partnership arrangement with the CFRS remains very positive, at the moment it is considered that challenge may most likely arise following a reactive attendance to an operational incident.
9.9.4 The possibility of enforcement action is particularly relevant in respect of the legal definition of the term 'Responsible Person' and whose duty it is to ensure the maintenance of satisfactory fire safety arrangements. At a national level, this particular aspect of The Fire Safety Order 2005 has still not been subject to test in court proceedings. In order to clarify the position the University Fire Safety Manager has taken further advice from the University Legal Services Office and this is now reflected in a revised policy statement circulated to all Heads of Departments.
9.10 General
9.10.1 Hallmark Fire Limited, the new contractor appointed to service and maintain all active fire safety systems, commenced work on 1 August 2007. At the same time, responsibility for all matters affecting emergency lighting was transferred to the EMBS Servicing and Maintenance Unit.
9.10.2 Hallmark are initially employed on a two-year contract with an option for extension to a further two years subject to satisfactory performance. A Senior Engineer is now based permanently on site with the FSU team at Kenmare House and manages two field engineers. A detailed set of Key Performance Indicators (KPIs) is being used to monitor service delivery levels which are kept under review at scheduled monthly meetings.
9.10.3 A programme of scheduled visits to a range of buildings at eleven selected University sites by representatives of the University's principal insurers, Royal Sun Alliance (RSA), ended in December. RSA staff were accompanied by the University Insurance Manager together with a Lead Officer from the FSU which also assumed responsibility for organizing the programme. The visits were concerned with the adequacy of specific fire safety arrangements and with the exception of only two Risk Control Programmes (Recommendation for Improvement) notices were very satisfactory from the client's perspective. RSA have also commented favourably on the introduction of the DREAM system which files were also used to inform the conduct of each inspection.
9.10.4 The appointment of a 'Term Contractor' to undertake the majority of remedial passive works emanating from both proactive and reactive sources has greatly improved the FSU's ability to respond and introduce improvements within Service Level Agreement timescales. As a result of the success, use of the arrangement is now being extended in order to continue to reduce response timeframes.
9.10.5 Involvement in giving advice on fire safety strategies for all new build and refurbishment works continues to place a considerable demand on the time and experience of FSU Lead Officers dealing with both internal EMBS Project Managers and external architectural and design consultants. The FSU also provides a professional link to other Local Authority Departments including Building Control on all fire related matters and the hidden benefits of these combined arrangements, not least of all in terms of financial economy, should not be underestimated.
GERRY DACEY (University Fire Safety Manager)
July 2008
Report to the Health and Safety Executive Committee, March 2007 - April 2008
As reported last year, and in line with the experience of other universities and most other large organizations, work-related mental ill-health and musculo-skeletal disorders continue to be the two main reasons for referral to the Occupational Health Service (OHS). We are able to continue to manage these problems effectively using the funding provided by the HEFCE Human Resource Strategy to support a limited number of fast-track, private referrals for specialist assessment and advice. A large sector of the workload continues to be devoted to assisting Departments in managing sickness absence issues, including conditions in individuals who come under the Disability Discrimination Act, and the health surveillance of laboratory animal workers. New activity relates to recently revised legislative requirements for monitoring workers exposed to hand-arm vibration (using vibrating tools) and noise, and the growing area of nanotechnology. We have also been very active in working with the Clinical Dean to fulfil the increasing requirements for fitness to practise in medical students being laid down by the General Medical Council and Department of Health.
1. Stress
The number of staff helped with stress-related problems has increased by 24%. This improved figure is likely to be as a result of enhanced management training and increased awareness through proactive workshops to staff members. The Occupational Health Nurse Manager (OHNM) is one of four tutors providing stress management training for Departmental administrators and managers each term.
The promotion of mental well-being at work requires a multi-disciplinary approach that incorporates both organizational and individual management strategies. A work culture that promotes respect and dignity is likely to improve the overall mental wellbeing of its employees, reduce sickness absence, grievance, and discrimination claims, in addition to reducing the incidence of common mental health problems such as anxiety and depression. As part of the University's proposal to actively manage work stress, a meeting was set up led by the HR Director in November 2007 where it was agreed that a stress management steering group would be formed to proactively address the issue.
1.1 Clinical psychologist referrals
Where occupational factors play an important part in triggering or prolonging mental ill-health, a targeted assessment by a skilled clinical psychologist can be invaluable in bringing about a rapid resolution of personal difficulties. Our experience is that this treatment has reduced length of sickness absence and improved outcomes.
Since this provision began four and a half years ago, 60 employees have been referred for a clinical psychology assessment; seventeen in the last year. Half of those referred in the past year had mental health problems that were directly related to work and a third had pre-existing mental ill health problems that affected the employee's ability to work. Of those referred in the last year, three-quarters were treated and remained at work, two were successfully redeployed within the University, and four individuals left to seek jobs outside the University or took early retirement.
Ten individuals were referred by the OHS to the University Counselling Service.
2. Work-related musculo-skeletal disorders (Table 6)
The number of computer-related upper limb disorders attending the OHS have fallen slightly (-7%) this year, but other (non-computer and non-work related) disorders have increased (+11 %).
The new OHS three-year strategic plan to develop policy and guidance for all work-related musculo-skeletal disorders will be developed with the collaboration of the Health and Safety Division. It will incorporate the revision of the University Display Screen Equipment (DSE) Policy.
2.1 Physiotherapy and rheumatology referrals (Table 4)
Where appropriate a fast-track referral for a private physiotherapy assessment is made for individuals who have developed a work-caused or aggravated musculo-skeletal disorder, often within twenty-four hours of first being seen by the OHS.
Over the last year, 88 individuals with work associated musculo-skeletal disorders were referred for physiotherapy assessment and advice. The average number of physiotherapy sessions per person was four.
Twelve individuals with chronic work related or work aggravated musculo-skeletal problems were referred for specialist rheumatology opinion.
3. Disability issues
The Disability Discrimination Act (DDA) 1995 and 2005 defines disability as 'a physical or mental impairment which has a substantial and long-term adverse effect on a person's ability to carry out normal day-to-day activities'. Managers are being made aware of their obligations in supporting employees and students who may come under the DDA, even though some of these conditions, especially some mental health problems, may not initially be considered by the manager as under this legislation.
An important part of the work of the OHS is advising when individuals come under the DDA by making appropriate assessments of their health and recommending to mangers and supervisors any 'reasonable adjustments' that may be required to the working environment. This assessment may be necessary at the recruitment stage.
4. Laboratory Animal Allergy (LAA) health surveillance programme
Two hundred and seventy two staff and students underwent a 'baseline' health screening prior to commencing work with laboratory animals. The majority were also seen at six and at twelve weeks post-commencement, as part of the programme.
Nine hundred and sixty eight allergy health questionnaires were sent to registered laboratory animal workers in over 33 Departments, with a response rate of 98% following reminder letters. We continue to see only a small number of persons with new sensitization problems or aggravation of existing symptoms compared to before the animal houses were refurbished some years ago. Thirty-three individuals reported symptoms that could be related to their animal exposure and were assessed in the OHS. Of these, eight were seen by an occupational physician and two referred to a respiratory specialist for further investigation (see Table 5).
Thirty-nine individuals, who have previous but controlled allergy symptoms, are monitored by the OHS at three, six or twelve month intervals.
All individual health surveillance consultations, including LAA, involve comprehensive education and information about the hazard, associated health risk, and reporting procedures.
Discussions are progressing with the Health and Safety Division on including routine mask fit-testing as recently required by the Health and Safety Executive.
5. Hand-arm vibration (HAVS) and noise health surveillance
5.1 HAVS
Following changes in health and safety legislation governing exposure to hand-arm vibration, the Health and Safety Division and OHS agreed the way forward on the health surveillance requirements for the staff and students at risk.
The OHS carried out a survey to identify individuals requiring hand-arm vibration health surveillance. Nine Departments were surveyed, keeping the relevant professional or Departmental Safety Officer informed. Some Departments identified unusually high numbers of individuals requiring surveillance, resulting in the distribution of a further, more specific questionnaire to identify staff who definitely met the criteria.
Forty-one employees have been registered on the HAVS surveillance programme and seen for baseline screening by an Occupational Health Nurse Adviser (OHNA). Nine employees were referred for a further assessment by an occupational physician and two referred for a specialist opinion. One individual, with a RIDDOR reportable vibration related health problem, has been given appropriate occupational health advice.
5.2 Noise
Following the changes in the Control of Noise at Work Regulations and the subsequent introduction of a noise risk assessment programme conducted by the Health and Safety Division, the number of people requiring audiometry (hearing test) screening has risen by a further 55% (Table 6). There are now 128 people on this programme with numbers predicted to increase.
5.3 Other health surveillance and screening
There has been an overall increase in other health surveillance and screening under regulations during the past year, such as classified ionizing radiation workers, containment level 3 workers, latex allergy, as well as night workers, food handlers, and VDU eyesight tests.
Attendances for work-related accidents with health implications have fallen from 49 to 36.
6. Emerging risks
The OHS is a member of the working group reviewing the possible health risks associated with nanotechnology and their implications for the growing number of scientists who perform related work in the University.
7. Meningitis
There were four meningitis cases involving College students during the Michaelmas Term. Chemoprophylaxis advice and information were given to 32 contact students.
The OHS has contributed to the revised meningitis guidelines.
8. OH projects
A specialized software package has been implemented and went live in March 2008. This will facilitate the collection and presentation of the OHS activity statistics and health trends within the University.
The Occupational Health nurse advisers have developed comprehensive web pages which are undergoing final proof prior to the final version being launched.
9. Occupational Health related guidance
9.1 New
Safe work with laptops
Pause gymnastic - DSE leaflet
Travel health information
9.2 Revised
Working with Display Screen Equipment (DSE)
Referral to the OHS form
Referral to the OHS information for managers
Referral to the OHS information for staff
Pre-employment health questionnaire/information
Medical student health assessment form
LAA health surveillance questionnaires
Laboratory animal allergy information (LAA)
Food handlers health questionnaire
Respiratory health surveillance questionnaire
10. Staff and recruitment
The office manager appointed at the beginning of April 2007 is equipped with IT skills and has proved to have a pivotal role in the development of the service. An additional locum Consultant Occupational Physician started three-hour weekly clinical sessions in May 2007 to help with the increasing clinical load.
New Department of Health requirements on immunization and infection control in health care workers, including medical students, has already led to a sharp increase in the clinical demands on our service and the need for more clinic nurse time. A further increase is inevitable over the next year if we are to fully implement the changes. As the demands on the OHS increase, continuous planning is needed to expand resources and accommodation.
11. Statistical comparison of data from 2007-08 against 2006-07 (Table 6)
The 24% increase in the number of work-related stress cases and 23% increase in work-related musculo-skeletal cases seen by the OHS are likely to be a direct result of improved training and information to managers as well as raised awareness about referral to the OHS for advice. There has been an 18% rise in sickness absence referrals seeking advice on fitness and return to work arrangements.
There was a 16% rise in the number of pre-employment health questionnaires processed this year and an 18% increase of individuals seen for face-to-face pre-employment health screening. Although there was a 13% decrease in baseline laboratory animal surveillance on employment there was a 20% rise in the annual questionnaires processed. The 44% increase in laser eye tests performed is directly related to the review of the University Departmental procedures and improved referral to the OHS for eye test screening. Consistent with last year's figures, 70% of the sharps injuries reported involved medical students, 33% of which were during their overseas medical electives. The OHS has further strengthened advice and information given to this group of students.
There has been a 7% increase in staff training delivered by the OHS and a 12% increase in meetings attended. Statutory and regulatory changes, affecting the OHS, have led to a 23% increase in the clinical demands of the service over the last year and this is set to increase further.
Summary points
A. C. MINSON
(Chairman)