Special No 10
Friday 22 January 2010
Vol cxl
pp. 1–80
This Report covers the calendar year 2008 and follows the same format as in previous years. The reports of the Fire Safety Team and Occupational Health Service are included.
1.1 Dr Martin Vinnell took over from Mrs Sara Cooper as Director of Health and Safety.
2.1 The Health and Safety Offences Act 2008 came into force on 16 January 2009. The Act increases penalties and provides courts with greater sentencing powers for those who break health and safety law.
Overall, there was a decrease in the number of visits made by the Enforcement Authorities in 2008 compared to previous years.
The Safety Office continues to work in liaison with HSE specialist inspectors on the development of regulations relating to safe working with nano-particles, in particular carbon nano-tubes.
For the purpose of this report, HSE and other Enforcement Authority visits to the Colleges are not listed.
Key visits in 2008 include:
3.1 An Environment Agency (EA) inspector visited regarding the licences required for the use of radioactive substances.
3.2 Police Counter Terrorism Security Advisers (CTSAs) visited University locations where High Activity Sealed Sources (or equivalent) are being used. All required arrangements have been completed and the EA Certificates of Registration are now in place.
3.3 TSAs visited a Department to ensure the building of a new Containment Laboratory was in compliance with the ATCWSA2001.
3.4 An HSE specialist inspector visited a Containment Level 3 laboratory and suggested minor improvements to the physical infrastructure.
3.5 There were nine Environmental Health Officer (EHO) visits made to University catering outlets in 2008, three being awarded the maximum five stars, five awarded four stars and one awarded three stars.
3.6 An HSE inspector attended the Annual Safety Seminar on Lone Working.
3.7 An HSE specialist inspector attended the Universities Safety and Health Association (USHA) Autumn Conference organized by the Biological/Food Section of the Health and Safety Office and gave a presentation on Legionella.
3.8 The National Counter Terrorism Adviser gave a presentation at the University on compliance aspects of the ATCSA2001.
The current cycle of vertical auditing following the RoSPA Safety Management Systems process is due for completion in July 2009, although there maybe some audits rescheduled for reasons outside of the control of the Safety Office for later in the year. Due to the early retirement of Mrs Sara Cooper a number of audits have had to be rescheduled from 2008 to 2009.
4.1 Health and Safety Management Systems audit reports completed in 2008:
•Department of Genetics
•Department of Haematology
•Department of Oncology
•Institute of Continuing Education
•Department of Physiology, Development, and Neuroscience
Smaller institutions where the full process of auditing is unjustified are covered by formal inspections.
4.2 Horizontal audits completed in 2008:
|
Radioactive substances |
All completed 9/07 |
|
X-ray |
6 |
|
Lasers |
6 |
|
Food Safety |
27 |
|
Biological/Clinical waste |
5 |
4.3 Future Auditing The present auditing system is a qualitative assessment, focusing on whether Depart-ments have documented health and safety policy rather than reviewing the quality of that policy. The auditing system is to be reviewed and enhanced to include a quantitative element to the assessment. The results of the current auditing cycle will be used to determine the sequence of the next auditing cycle together with an appreciation of the risk of the type of work being undertaken in each Department. This risk-focused approach will enable continued assurance that the University is achieving compliance with statutory indicators in health and safety.
The Safety Office continues to develop and deliver a wide range of health and safety training courses to meet University, Departmental, and institutions needs. In 2008 this amounted to 3,411 people/half-day training sessions, including (total numbers attending):
• Safety course for new graduate students (922)
• Radiation Protection Supervisors (79)
• Radiation New Users (300)
• X-Rays (25)
• Chartered Institute of Environmental Health, Level 2 award in Food Safety in Catering (14)
• Food Hygiene training (21)
• Institute of Occupational Safety and Health – Managing Safely (30)
• Head of Department Health and Safety Briefings (47)
• Biological Safety Officers attending the annual BSO event (45)
In addition, training is now available to College staff. Currently, fifteen Colleges have purchased training from the Safety Office including CIEH Food Safety, Asbestos Awareness, Manual Handling, Ladder Safety, and Risk Assessment.
The University hazardous chemical waste service contract was awarded to Veolia on the basis of value for money and service provision. The Safety Office continues to manage the registrations as required under the Hazardous Waste Regulations 2005, of 23 licensed University sites. The Safety Office directly handles and manages the disposal of low level radioactive waste from Departments in accordance with our Authorizations issued by the Environment Agency. In 2008 this included the disposal of approximately 20 cubic metres of low level radioactive waste (no change from 2007 levels) from Departments, processed through the University High Cross Site Store which continues to afford a considerable cost saving compared to current commercial disposal prices.
Environmental monitoring is seen as a key function of the Safety Office and central to the principles of health protection of staff in our buildings, particularly those with historic use of mercury. The monitoring programme has continued across the University Departments and institutions and in 2008 was extended to the monitoring of radon gas.
7.2 The noise survey programme continues in close liaison with Occupational Health.
7.3 Reports completed in 32 Departments in 2008:
• Mercury monitoring 168(this includes 106 where mercury was detected)
• Noise survey 22
• Other (light, air flow, humidity, dust) 10
The Safety Office also tested 335 portable radiation monitors.
Table 1 shows the accident rate over the last five years for staff 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).
• Since November 2008, some of the Safety Office services (predominantly training for which there is a nominal charge) have been offered to Colleges. Mr John Emmines took on the role of College Liaison Officer. It is of note that College accidents and incidents reported to the HSE are officially listed as happening at the ‘University of Cambridge’; in addition the public perception and media reporting of safety issues in Colleges has previously brought bad press to the University. Extending advice and training to Colleges is therefore beneficial both in terms of achieving a certain degree of uniformity of approach for safety management in Colleges and receiving revenue towards the operation of the Safety Office.
• The health and safety committee structure (non-Departmental) was reviewed with a view to improving their efficiency and effectiveness, involving a consultation process with the recognized Unions and members of the Consultative Committee for Safety and Health and Safety Executive Committee. The agreed proposals for changes will be implemented during 2009 and are detailed in the relevant reports submitted to those committees.
• Each School has been designated a ‘Lead Officer’ based in the Safety Office, whose job it will be to support and enhance the management of health and safety issues in each School. For the Schools of Clinical Medicine and the Biological Sciences, this will involve close liaison with the School Safety Officers together with an exchange of expertise in their respective specialist fields. Named contacts within the other Schools will act as the main two-way conduit for health and safety information.
• 24 Key Performance Indicators have been implemented in the Safety Office in line with HR management policy, with an aim to further improve service delivery by the Safety Office to all sectors of the University.
• The Safety Office has continued to be involved in the Outreach programme, which in 2008 included the provision of advice, training, and support to the Cambridge Museum of Technology.
• The Safety Office has supported the various activities of the 800th Campaign, with Mr Will Hudson being actively involved in the substantial task of risk assessing these activities.
• The Safety Office website continues to receive a significant number of search hits per week and has been regularly improved, updated, and enhanced to include a service level agreement for Departments, institutions and Colleges, risk assessment templates and other documentation, online teaching, training, and course booking.
For students (all types) a total of eleven RIDDOR reportable injuries were recorded.
FIRE SAFETY UNIT
9.1.1 The number of reported incidences of fires has increased by 12. (Section 9.2.2)
9.1.2 There have been no reports of enforcement action. (Section 9.3.1)
9.1.3 Combined proactive inspections with officers from the enforcing authority have now started. (Section 9.3.2)
9.1.4 There has been a marginal decline in the number of unwanted fire signals. (Section 9.4.2)
9.1.5 Attendance on training courses has increased by 12%. (Section 9.5.1)
9.1.6 The programme to review and issue revised Fire Risk Assessments in respect of all relevant premises is almost complete. (Section 9.6.1)
9.1.7 The introduction of new guidance has signalled the need to revise and rationalise the content of DREAM files. (Section 9.7.2)
9.1.8 Following new advice, a separate Fire Risk Assessment has been introduced for residential properties. (Section 9.9.4)
9.1.9 Most work programmed in the FSU 2007/08 Business Plan was completed on schedule and future activity will continue to focus on Integrated Risk Management Planning. (Section 9.10.4)
9.2.1 During the period under report there have been 24 reported incidents of fire and Table 1 provides relevant details. None of these resulted in serious injury, significant damage to property, or interruption to business continuity.
9.2.2 Compared with the previous year (2007) there has been an increase in the incidence of reported fires. Analysis of cause indicates that the majority of this increase is a result of accidents occurring during experimental work in laboratories and attention is now being focused on this particular area of risk.
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 & Peterborough Fire & Rescue Authority (the enforcing authority).
9.3.2 In the summer, agreement was reached with the enforcing authority to undertake a combined proactive fire safety inspection and audit of two University premises every six months. Conduct will be in accordance with an approved enforcement concordat with evidence of statutory compliance being assessed in a range of 0 (fully compliant) to 5 (major infringement).
9.3.3 At the end of the year two formal visits by inspecting officers from the Cambridgeshire Fire & Rescue Service (CFRS) accompanied by officers from the FSU had been completed. Each inspection attracted a grade 1 assessment resulting only in the need to address minor issues affecting the day to day management of fire safety arrangements.
9.4.1 Table 2 illustrates causation trends during the period of report. Table 2 and Table 2A also make comparisons with the number of UwFS in the previous year (2007).
9.4.2 End of year figures confirm that there has been a marginal decline in both the number of activations and attendance by the CFRS. Whilst encouraging, the relatively small number of occasions when CFRS operational appliances were returned en route remains indicative of the need to continue to improve local procedures to confirm whether fire alarm activations are genuine, false, or accidental.
9.4.3 In September the Chief Fire Officers Association (CFOA), in partnership with the Fire Industry Association, British Security Industry Association, and Telecare Services Association, issued a revised ‘Policy for the Reduction of False Alarms and Unwanted Fire Signals’.
9.4.4 This change is likely to influence further adjustment to local (CFRS) policy affecting the mobilisation of operational appliances to calls generated by Remotely Monitored Fire Alarm Systems (RMFAS). It also confirms the need to continue to improve the management of Automatic Fire Detection and Alarm Systems (AFD) at local level, a concept supported by the ongoing programme to replace or upgrade obsolescent installations.
9.5.1 Attendance figures for training courses are shown in Table 3. Table 3A compares subscription rates with the previous year (2007). Although this illustrates a 12% increase in uptake, the ultimate goal remains to achieve 100% coverage of all University employees. Achievement will continue to depend on the support and commitment of Departmental Heads to allow staff time to participate in this activity.
9.5.2 During the course of the year the FSU has been updating various training facilities to improve service delivery by making this particular area of responsibility more user-friendly. This process will eventually include the introduction of a new electronic portable demonstration unit which will afford the opportunity to experience practical use of first aid fire fighting apparatus in a classroom environment.
9.5.3 In the autumn, research into the availability of a suitable e-learning programme culminated in the start of a pilot scheme involving staff from pre-selected University Departments engaging in a basic fire safety training refresher module.
9.5.4 This trial has proved very successful, not least of all because the system modules are amenable to access and completion in the users’ own time. It will therefore continue to be extended to capture a wider audience and improve the uptake of training which is a statutory requirement.
9.6.1 The programme to review all FRAs and which is being conducted by the FSU has continued to remain on schedule and at year end 198 revised format reports had been completed and released to designated ‘Responsible Persons’ at Departmental level. This exercise is expected to be completed in Q2/09 when a total of 223 revised FRAs will have been produced.
9.6.2 During Q3–4/08 the FSU trialled a new FRA audit procedure involving joint inspections with Departmental Fire Safety Managers. This process, which includes assistance with meeting prescribed legal requirements relating to evacuation drills has proven successful and was introduced on 1 January 2009 to supersede all previous audit arrangements.
9.6.3 The progress referred to here continues to be of relevance to adjustment of the FSU Priority Works Programme (PWP) which is one of the main components of both the Annual Business Plan and also the Medium Term (five yearly cycle) planning process. This programme is critical to ensuring available financial resources are directed to addressing improvements in areas of greatest risk.
9.7.1 Progress in Year 2 of the three-year programme to review all DREAM files has continued on schedule and at the end of Q4/08 106 files had been reviewed. The introduction of Premises Information Boxes (PIB) has now also been successfully tested by the CFRS as a means to provide immediate information affecting emergency intervention.
9.7.2 The coincidence of the introduction of new guidance coming midway in the audit programme (and referred to later in item 9.9.1 of this report) has signalled a need to review and rationalise the content of existing DREAM files. This matter has now been referred for consideration by the University Emergency Management Team.
9.8.1 The FSU continues to develop and extend its interest in ensuring that access and other requirements prescribed by the Disability Discrimination Act 1995 are compatible with those for Means of Escape in Case of Fire contained within the provisions of the Regulatory Reform (Fire Safety) Order 2005 (The Fire Safety Order).
9.9.1 The British Standards Institute (BSI) has now published a new ‘Code of Practice for Fire Safety in Design, Management and Use of Buildings’. BS9999:2008 came into effect on 6 October 2008 and supersedes the majority of the BS5588 series together with DD9999:2005 which are being withdrawn from 1 April 2009.
9.9.2 Implicit by its title, this new ACoP provides comprehensive guidance on virtually every aspect of building development, use, and maintenance together with reference to associated matters having the potential to infringe on business continuity. In particular, and specifically relating to fire fighting, recommendations have been updated to take account of the most recent findings of the Building Disaster Assessment Group which deals with the interactivity between building design and the operational response of fire and rescue services.
9.9.3 In late 2008 new guidance was also made available in relation to the Building Regulations 2000. The latest version of Approved Document B: Fire Safety (Volume 2) now incorporates ‘Insurers Requirements for Property Protection’, advice deemed of significant importance in respect of buildings on the University estate.
9.9.4 New advice has also been published by the Local Government Association who, working together with CFOA and the Institute of Environmental Health, have introduced revised ‘Guidance on Fire Safety Provisions for Certain Types of Existing Housing’. Working in partnership with the Estate Management Building Surveyors team and Accommodation Service the FSU has used the new guidance to formulate a standard FRA for residential properties and the principles are now being applied to all premises where the University has an interest.
9.9.5 Four years after its introduction, a pattern of case law is beginning to emerge in relation to successful prosecution by enforcing authorities for breach of the Fire Safety Order. In one particular case of late it has been reported that a designated ‘Responsible Person’ was subject to the maximum legal sanction of both fine and custodial sentence for repeated contravention of regulations.
9.10.1 Following a detailed Year 2 of 4 review of services relating to the planned preventative maintenance (ppm) of all active fire safety systems, the existing contract with Hallmark Fire Ltd has been extended into Year 3 of 4. This same review process will be repeated again in Q4/09 with a view to final extension into Year 4 of 4 after which the contract will be retendered.
9.10.2 The existing contracts with Total Protection Services (TPS) for a variety of fire safety services have also been renegotiated to combine all aspects of service provision into a single Integrated Fire Risk Management Contract. This new agreement was implemented in Q3/08 and will assist in improving delivery of the full range of services which are the responsibility of the FSU.
9.10.3 The majority of small works identified by the FRA process as being necessary to improve passive fire safety arrangements are now being contained within the ppm term contract let to T Butler & Son (Sawston). The initiative to use this arrangement, and which was first adopted almost three years ago, has proved very successful and retendering is now underway to extend this process.
9.10.4 With certain minor exceptions the majority of programmed work contained in the FSU 2007/08 Business Plan was completed on schedule by the end of the University financial year on 31 July 2008 (Q3/08). The 2008–09 Business Plan will continue to focus on the development and use of the approved system of Integrated Risk Management Planning as the most cost effective and manageable concept of securing statutory compliance and safeguarding life, the built environment, and our heritage and reputation.
|
Date |
Time |
Building Code |
Location |
Cause* |
|
02-Jan-08 |
0424 |
D034 |
Switch Room |
Overheating switch terminal |
|
07-Jan-08 |
am |
M034 |
Laboratory |
Research work |
|
23-Jan-08 |
Not known |
M034 |
Laboratory |
Research work |
|
29-Jan-08 |
1620 |
C018 |
Laboratory |
Incorrect use of oven |
|
30-Jan-08 |
1840 |
L010 |
Laboratory |
Research work |
|
18-Feb-08 |
2300 |
E041 |
Laboratory |
Research work |
|
18-Feb-08 |
1230 |
C018 |
Laboratory |
Research work |
|
24-Feb-08 |
2115 |
E041 |
Graphics Room |
Faulty lamp |
|
02-Apr-08 |
0930 |
M034 |
Research Area |
Unknown |
|
23-Apr-08 |
0355 |
W054 |
Clean Room |
Regenerator in glove box |
|
09-May-08 |
1700 |
E041 |
Laboratory |
Research work |
|
31-May-08 |
0114 |
E030 |
Switch Room |
Electrical short circuit |
|
20-Jun-08 |
1830 |
E041 |
Patio |
Barbeque |
|
07-Jul-08 |
1430 |
R016 |
Laboratory |
Research work |
|
07-Jul-08 |
1650 |
E041 |
Laboratory |
Research work |
|
15-Aug-08 |
1750 |
M034 |
Laboratory |
Bunsen burner |
|
08-Aug-08 |
1300 |
L010 |
External exit |
Cigarette bin |
|
28-Aug-08 |
1820 |
L010 |
Laboratory |
Research work |
|
09-Sep-08 |
1200 |
L010 |
Laboratory |
Leak from distillation system |
|
18-Sep-08 |
2000 |
E041 |
Laboratory |
Research work |
|
30-Nov-08 |
1550 |
L010 |
Kitchen |
Electric hob |
|
09-Dec-08 |
1945 |
E041 |
Laboratory |
Research work |
|
16-Dec-08 |
1330 |
E041 |
Plant Room |
Hot work by contractor |
|
18-Dec-08 |
1215 |
E041 |
Laboratory |
Research work |
* The term ‘Research work’ refers to a number of different causes resulting from experimental work being undertaken in laboratories.
|
Jan |
Feb |
Mar |
Apr |
May |
June |
July |
August |
Sept |
Oct |
Nov |
Dec |
Total |
|
|
1 = Good Intent |
0 |
1 |
0 |
1 |
0 |
1 |
2 |
1 |
2 |
5 |
6 |
3 |
22 |
|
2 = Malicious |
0 |
0 |
0 |
0 |
0 |
0 |
0 |
0 |
0 |
0 |
0 |
0 |
0 |
|
3 = Dust etc |
3 |
4 |
2 |
6 |
4 |
4 |
9 |
7 |
11 |
7 |
2 |
2 |
61 |
|
4 = Fault |
6 |
9 |
8 |
3 |
2 |
9 |
3 |
10 |
11 |
12 |
3 |
9 |
85 |
|
5 = Design |
1 |
0 |
1 |
0 |
0 |
0 |
0 |
0 |
0 |
0 |
0 |
0 |
2 |
|
6 = Other |
2 |
8 |
5 |
7 |
12 |
10 |
10 |
19 |
14 |
7 |
13 |
8 |
115 |
|
7 = Fire* |
1 |
1 |
1 |
1 |
0 |
0 |
0 |
0 |
0 |
0 |
1 |
0 |
5 |
|
TOTAL Activations |
13 |
23 |
17 |
18 |
18 |
24 |
24 |
37 |
38 |
31 |
25 |
22 |
290 |
|
CFRS Attended |
9 |
17 |
7 |
11 |
13 |
16 |
19 |
21 |
22 |
17 |
19 |
16 |
187 |
|
Non Attendance |
4 |
6 |
10 |
7 |
5 |
8 |
5 |
16 |
16 |
14 |
6 |
6 |
103 |
|
ReR ** |
0 |
2 |
2 |
0 |
0 |
2 |
5 |
2 |
6 |
2 |
1 |
1 |
23 |
|
* Detector activated as the result of a fire |
|||||||||||||
|
** Returned en route |
|||||||||||||
|
2007 Activations |
24 |
21 |
15 |
29 |
28 |
14 |
30 |
23 |
37 |
33 |
20 |
13 |
287 |
|
2007 Attended |
16 |
15 |
11 |
24 |
21 |
8 |
12 |
13 |
24 |
16 |
12 |
7 |
179 |
|
2008 |
Jan |
Feb |
Mar |
Apr |
May |
June |
July |
Aug |
Sept |
Oct |
Nov |
Dec |
TOTAL |
|
Contractors Awareness |
0 |
0 |
0 |
0 |
0 |
0 |
0 |
0 |
0 |
0 |
0 |
0 |
0 |
|
Catering Committee |
0 |
0 |
0 |
0 |
0 |
0 |
0 |
0 |
25 |
0 |
0 |
0 |
25 |
|
DREAM Awareness |
0 |
1 |
0 |
0 |
1 |
0 |
0 |
0 |
0 |
0 |
0 |
0 |
2 |
|
Fire Managers |
0 |
5 |
5 |
8 |
10 |
13 |
9 |
0 |
8 |
12 |
11 |
0 |
81 |
|
Head of Department Safety Briefing |
0 |
0 |
0 |
0 |
0 |
0 |
0 |
0 |
0 |
0 |
0 |
0 |
0 |
|
New Staff Induction |
47 |
64 |
27 |
52 |
0 |
43 |
42 |
0 |
54 |
130 |
50 |
0 |
509 |
|
Fire Wardens |
80 |
71 |
198 |
49 |
0 |
36 |
41 |
0 |
5 |
11 |
24 |
46 |
381 |
|
Postgraduate H&S Induction |
0 |
0 |
0 |
0 |
0 |
0 |
0 |
0 |
0 |
1400 |
0 |
0 |
1400 |
|
Undergraduate Induction |
0 |
0 |
0 |
0 |
0 |
0 |
0 |
0 |
0 |
355 |
0 |
0 |
355 |
|
New Academic Staff Exhibition |
0 |
0 |
0 |
0 |
0 |
0 |
0 |
0 |
0 |
0 |
0 |
0 |
0 |
|
Annual Summer School |
0 |
0 |
0 |
0 |
0 |
0 |
19 |
0 |
0 |
0 |
0 |
0 |
19 |
|
Annual Safety Seminar |
0 |
0 |
0 |
0 |
0 |
0 |
0 |
0 |
0 |
0 |
0 |
0 |
0 |
|
Postgraduate Fire Safety Procedures |
0 |
0 |
0 |
0 |
0 |
0 |
0 |
0 |
0 |
0 |
0 |
0 |
0 |
|
Liquid Fire |
0 |
0 |
0 |
0 |
0 |
0 |
0 |
36 |
0 |
39 |
0 |
0 |
75 |
|
Fire Awareness |
12 |
14 |
9 |
40 |
46 |
40 |
67 |
6 |
110 |
164 |
98 |
88 |
694 |
|
Extinguisher |
22 |
86 |
5 |
75 |
50 |
89 |
203 |
6 |
121 |
209 |
132 |
96 |
1094 |
|
Wet Chemical Fire Extinguisher training |
0 |
0 |
0 |
0 |
0 |
0 |
7 |
0 |
0 |
0 |
0 |
0 |
7 |
|
Electro Mechanical Evacuation Aids |
0 |
25 |
39 |
24 |
17 |
47 |
30 |
0 |
27 |
13 |
14 |
20 |
186 |
|
E-Learning Refresher |
0 |
0 |
0 |
0 |
0 |
0 |
0 |
0 |
40 |
72 |
85 |
43 |
240 |
|
TOTAL |
163 |
266 |
283 |
248 |
124 |
268 |
418 |
48 |
390 |
2405 |
414 |
293 |
5320 |
Gerry Dacey (University Fire Safety Manager)
March 2009
During the reporting period the Occupational Health Service (OHS) extended health surveillance in response to new legislation for workers exposed to hand-arm vibration (using vibrating tools) and noise, adopted changes in NHS requirements for honorary research contracts (research passports) and expanded blood-borne virus screening to all medical students, and set up health screening of veterinary medicine students. In addition, the new OHS database (OPAS) went live and the website was redesigned.
The University Consultant Occupational Physician provides one clinical session and one administrative session per week. He also attends committees, meetings, and undertakes environmental workplace visits. Three external occupational physicians are employed to do three clinic sessions per week. The full-time occupational health nurse manager and office manager work with the team of qualified occupational health nurse advisers (2.2 fte), a part time clinic nurse, and administrative staff (2.5 fte).
There were 649 new referrals to the OHS during the year; 306 referred by managers or Human Resources and 343 self referrals. In those with health problems musculo-skeletal disorders (239) and psychological ill health (158) predominate. The number of individuals referred for long-term sickness absence has fallen by 27%. ‘Other reasons’ for referral are newly diagnosed or progressive illnesses and the manager seeking occupational health advice to assist with successfully managing the condition (Table 1).
Following the development and implementation of the OPAS database, the patient referral figures have for the first time been split by Schools (Table 2). The largest number of referrals was from the School of the Biological Sciences, but by head count per School/Division the Unified Administrative Services (UAS) was the highest. In the future OPAS should allow more detailed breakdown, e.g., giving the numbers who come under the Disability Discrimination Act (DDA).
Where sickness absence was the reason for referral the OHS advised Schools on expediting and managing returning to work.
Psychological conditions accounted for 24% of the new referrals during the year, a 7% reduction from the previous year. Of the 158 cases 41% were directly related to or aggravated by work, whilst 59% were due to a combination of reasons that impacted on an individual’s ability to work. Such reasons given by staff, included perceived poor work relationships, lack of role clarity, unmanageable work load, and a seeming lack of support or control.
All 27 persons referred to a clinical psychologist had a successful outcome (Table 3).
Of the 249 individuals referred, 92 (37%) were due to musculo-skeletal disorders. Seventy-two of these conditions were either caused or aggravated by work activities such as computer keyboard or pipette work, though 20 were not work-related. Eighty-seven visits to do ergonomic assessments were carried out by the occupational health staff. Each visit was supported with comprehensive ergonomic advice and a written report to the manager and the individual.
Collaborative work with the Health and Safety Office to develop a University ergonomic strategy aimed at reducing the prevalence of musculo-skeletal problems within the University is in progress.
Over the last year, 69 persons with work-related musculo-skeletal disorders were referred for physio-therapy assessment and advice. This 20% decrease from last year is likely to be due to the improved self-help guidance given out by OHS staff to individuals reporting symptoms.
Future proposed initiatives, through the Higher Education Occupational Health (HEOPS) forum, should make benchmarking health trends against other HE establishments possible.
A total of 475 individuals attended the OHS for baseline health surveillance before starting work. The majority were also seen at six and at twelve weeks post commencement, as required by the Health and Safety Executive (HSE).
Annual LAA health surveillance questionnaires were sent to 937 registered workers over 39 Departments, with a response rate of 98% following reminder letters. We now see only a very small number of people with new sensitisation problems or aggravation of existing symptoms, largely due to robust control and preventative measures within the containment facilities. Thirty-two individuals who reported symptoms which could be related to their work exposure were assessed in the OHS. Of these twelve were seen by an occupational physician and two referred to a respiratory specialist for further investigation (Table 4).
During this period 38 persons were seen who had previous controlled allergy symptoms and required a higher level of monitoring by the OHS and were followed up at 3, 6, or 12 month intervals.
All individual health surveillance consultations involve comprehensive education and information about the hazards and procedures for reporting new symptoms.
The number of employees registered on the HAVS surveillance programme has increased to 73. During this period the 43 initial screenings by an occupational health nurse adviser (OHNA) resulted in six employees being referred for a further assessment by an occupational physician (Table 5).
Two individuals were diagnosed with RIDDOR-reportable vibration related health problems that required expert occupational health advice in relation to their continued exposure to work with vibrating tools. These reported cases prompted an investigation by two specialist inspectors from the HSE whose recommendations have been implemented by the Health and Safety Office and the OHS.
Noise risk assessments conducted by the Health and Safety Office have increased the number of people requiring noise surveillance and audiometry (hearing test) screening by 64% since the commencement of this revised programme in 2007 and by 37% over the last year (Table 5). There are now 157 people in this programme with numbers likely to increase further. Of those on the programme six were referred for an appointment with an occupational physician and one for a specialist opinion. No work-related hearing problems were identified.
Also included are rolling initial and annual statutory health surveillance programmes for work involving the use of lasers, classified ionising radiation workers, and staff who choose to continue to wear latex gloves in laboratories (Table 6).
Recent NHS guidance requires that where staff and students are involved with short or long term research projects and are in contact with patients, an application for a ‘Research Passport’ is needed. This involves an occupational health assessment and clearance to the same standard as that required by the NHS for all health care workers. Management guidance for this new programme has been prepared by members of the HR division and OHS.
A total of 460 medical students (at 1st and 4th year) were seen for a face-to-face health assessment with the administration of immunisation and related blood tests on entry to medical school (Table 7). Following discussions with the Director of Studies (Pathology) at the Veterinary School a health screening programme was introduced for the 78 new students entering veterinary training at Cambridge in 2008. This ‘on entry’ health screening programme will continue for all new veterinary students. In addition, an annual health questionnaire specific to working with large animals, will be sent to all students for completion during their training.
A total of 480 prospective school teacher students were health screened by questionnaire prior to entry to the Postgraduate Certificate in Education (P.G.C.E.) course. Of these, 54 students declared a medical history that necessitated further information, 44 were contacted by telephone, and 11 attended an assessment with the Occupational Health Physician before receiving health clearance.
Of the 1,725 pre-employment health questionnaires completed during this period 10% required further information via a telephone assessment and 2% were seen for a face-to-face assessment with an occupational health adviser (Table 7). This scheme also ensures that any necessary adjustments to the work environment are in place from the outset in compliance with the Disability Discrimination Act (DDA).
There was a decrease in the number of travel health assessments for staff and students travelling on University field trips, conferences, or veterinary electives, but with an increase in those undertaking medical student electives. All travel health assessments include relevant immunisations and malaria chemoprophylaxis and, for medical students, HIV post exposure prophylaxis where indicated (see Table 7).
Attendances at the OHS for work-related accidents or incidents requiring occupational health advice rose from 40 to 59. This increase is likely to be a direct result of an improved reporting system agreed between the Health and Safety Office and the OHS. Accidents involving exposures to human blood or tissue through a sharp or splash injury, fell during this period (Table 8).
There was a 16% increase in the number of ergonomic assessments conducted by occupational health advisers during this year where an individual reported significant musculo-skeletal problems at initial assessment or ongoing problems subsequently at a review meeting (Table 8).
The OHS is a focal point for giving updated information and guidance to staff and students during an influenza pandemic.
There were no reported meningitis cases during this period.
• Work with animals
• Draft hand arm vibration policy
• Draft health surveillance policy
• Veterinary student health assessment procedure / questionnaire
• Blood borne virus programme and explanatory guidance
• Skin care guidance
• P.G.C.E. student health assessment questionnaire
• Travel health process and guidance
• Computer health information
• Website design
Stress management training programmes continue each term through the Centre for Personal and Professional Development, as well as ad hoc requests from Departments. Throughout the year members of the OHS delivered occupational health awareness training sessions to Departmental Administrators and safety officers. The occupational health nurse manger attended the Schools’ Head of Department and Departmental Administrators meetings outlining service developments and gaining constructive feedback for improving partnerships and service delivery.
The Consultant Occupational Physician is chairman of:
• The Sub-committee for First Aid (now a working group)
• The Sub-committee for Chemical Hazards
and a member of:
• Fitness to Practise Committee
• Advisory Committee on Disability
• Consultative Committee for Safety
• Sub-committee for Ionising and Non-Ionising Radiation
• The Sub-committee for Biological Hazards
• The Committee of Management of the University Health Services
• The Advisory Group for Communicable Diseases
• Medical Advisory Admissions Group (as required)
The Occupational Health Nurse Manager attends:
• The Consultative Committee for Safety
• The Sub-committee for First Aid
• The Sub-committee for Physical Hazards
• The Committee of Management of the University Health Service
• The Advisory Group for Communicable Diseases
• The Trainer Network
• The Staff Support Services Group
• The Sickness Absence Management Working Group
The tables show an overall decrease of 7% in the number of psychological ill health cases seen by the OHS and a 14% decrease in those seen with work-related musculo-skeletal cases. There was a 12% rise in the management referrals for sickness absence seeking advice about an individual’s suitability to return to work.
Although there was a 6% rise in the number of pre-employment health questionnaires processed, the number of individuals seen for face-to-face pre-employment health screening decreased by 9% with a 9% increase in telephone assessments.
There was a 12% decrease in numbers in the baseline LAA health surveillance on employment and a 19% decrease in the annual questionnaires processed this year. The numbers of new cases of LAA remained very low and were mild symptoms only. Only two individuals needed to be referred for further advice from a respiratory specialist.
The 44% increase in laser eye tests performed in 2007 was directly related to the review of the University Departmental procedures and improved referral to the OHS for eye test screening (Table 6) and hence has settled in 2008.
There was a 7% increase in staff training delivered by the OHS and a 12% increase in attendance at meetings followed the restructuring of the Human Resources Division. Changes in statutory and regulatory demands affecting the OHS have led to a 23% increase in the attendances over the last year and are likely to increase further next year.
The clinical demands of the service continue to grow with the introduction of Department of Health and NHS requirements on immunisation and infection control in health care workers, research staff, and medical students. A further increase is inevitable next year due to the changes in the national tuberculosis (TB) screening programme in 2005 and the impact of this on next year’s medical student entry. With the introduction of the ‘Research Passport’ required for research staff whose substantial employer is the University but whose work involves patient contact within NHS Trusts, comes a predicted increase of 200 face-to-face pre-employment health assessments per annum.
|
School / Division |
Current population |
Divisional split per headcount |
Psychological ill health |
Musculo-skeletal disorders |
Sickness absence |
Performance issues |
Other reasons |
Total cases seen |
Cases per division headcount |
|
Arts and Humanities |
562 |
6.2% |
8 |
8 |
3 |
2 |
3 |
24 |
4.3% |
|
Clinical Medicine |
1,291 |
14.2% |
21 |
42 |
12 |
6 |
18 |
99 |
7.7% |
|
Technology |
1,027 |
11.3% |
13 |
17 |
13 |
3 |
13 |
59 |
5.7% |
|
Biological Sciences |
1,629 |
17.9% |
40 |
24 |
15 |
4 |
27 |
110 |
6.8% |
|
Humanities and Social Sciences |
983 |
10.8% |
8 |
22 |
8 |
4 |
11 |
53 |
5.4% |
|
Physical Sciences |
1,462 |
16.0% |
11 |
27 |
8 |
1 |
16 |
63 |
4.3% |
|
UAS |
1,030 |
11.3% |
26 |
41 |
16 |
5 |
12 |
100 |
9.7% |
|
Independent |
1,127 |
12.4% |
24 |
42 |
8 |
4 |
12 |
90 |
8.0% |
|
Colleges |
7 |
16 |
15 |
3 |
10 |
51 |
|||
|
Grand total |
9,111 |
100% |
158 |
239 |
98 |
32 |
122 |
649 |
