This Report covers the calendar year 2004. The report on fire safety produced by the Fire Safety Team in the Estate Management and Building Service is appended.
1. Legislation updates
No new regulations relevant to the University were introduced in 2004, but worthy of note is the Health and Safety Commission (HSC) publication on 'Options for Management Standards to Tackle Work-Related Stress' which was launched in the summer.
The main legislative burden in 2004 has arisen in connection with regulatory compliance such as counter terrorism measures, much of which is not in the domain of safety.
2. Health and Safety Executive (HSE), Environment Agency (EA), and other Enforcement Agency Information
The Health and Safety Division (HSD) accommodated several visits by the Enforcing Authorities throughout 2004, and this has continued at a high frequency. Thus in 2004 there were 14 series of visits, one lasting four days, and some involving multiple agencies. No improvement notices or prohibition notices were received.
A new dimension has been added in that declarations and returns are now required by DTI, for the Chemical Weapons Convention, for the Weapons of Mass Destruction, and for the Non-Proliferation Directorate. This has taken considerable effort, and is likely to continue to remain high on the agenda. A briefing by speakers from DTI and the National Counter Terrorism Office was arranged in response to these requirements.
Co-ordination and feedback from Environmental Health Officer visits to catering facilities, an area previously unreported in any consistent manner, is now possible through the appointment of a Food Safety Adviser within the Health and Safety Division.
Speakers from HSE, the EA, and the Police have given sessions on training courses organized by the HSD: these continue to provide valuable input both for the University and for the Enforcement Agencies.
3. Safety policy and information
Codes of practice and new guidance notes were issued during 2004 on:
Animal allergy including that to laboratory animals
Disposal of biological/clinical laboratory waste
Safe biological practice (SBP) for prevention and control of exposure to biological agents in the laboratory
Hazardous substances policy
Safe chemical practice, (Rev 2)
Working safely with carcinogens, mutagens, and substances toxic to reproduction
The safe use of laboratory ducted fume cupboards
Chemical hazard risk assessment form
Travel at work
Leaflets were issued on:
Using ethidium bromide
Handling of peroxides and peroxide-forming chemicals
A guide to hazardous substance risk assessment
Safety stations (integral eye wash and drench units)
Patrolling scientific departments (Second Edition)
Your responsibility for safety
Risk assessment, COSHH, safe systems of work, and safety data sheets. What's the difference?
Health and Safety in the University - Information for New Departmental Administrators
Health and Safety - Head of Department - What you need to know...
Health and Safety in the University - Safety in supervising students
Health and Safety in the University - Safety for students
Driving at work - A brief guide for administrators and managers
Permits to work
Guidance on the use and siting of photocopiers and similar equipment
All publications may now be ordered via the website (http://www.admin.cam.ac.uk/offices/safety/), and many forms can be directly downloaded.
A site-wide licence for the Technical Index information service online was taken on in 2004 which allows access and printing of documents from any computer workstation for all safety publications including British Standards.
The HSD website continued to be well-visited, averaging 16,000 to 17,000 hits some months, and the 'Safety Auditing' page is ranked top on the Google Web search.
4. Safety strategy
Progress against targets for phase 2 of Strategy for safety is proceeding satisfactorily, and includes the adoption of suggested performance standards for safety, clarification of duties for those with safety significant roles and continued policy review and preparation.
5. Accident and incident summary report
Table 1 shows the accident rate over the last five years for staff for all incidents reportable under RIDDOR (Reporting of Injuries, Diseases and Dangerous Occurrences Regulations), and comparing rates at Cambridge with other universities nationally (data provided by the Universities Safety and Health Association).
| Rate/1,000 staff at risk |  |
The accident rate across all reporting universities and at Cambridge has remained at a similar level in 2004. Slips, trips, and falls account for over a third of all reportable accidents with injuries arising from lifting and handling coming in second. No cases of occupational disease were reported for 2004 from Cambridge, compared to the national data of 26 cases across 112 universities, the majority being work-related upper limb disorders.
6. Safety auditing
The University safety auditing programme is running on time and to schedule. Most Departments audited so far, despite their initial concerned anticipation, found the process systematic, supportive, and valuable. Eighteen months into the programme has given the Division the practice and experience to refine the procedures: the present process is a safety auditing system to be proud of, and the recognition of this via the popularity of the website is confirmation.
Specialist audits run alongside the 'general' safety auditing, and now include laser safety. In the final stages of development is an audit of compliance with the Construction, Design, and Management (CDM) regulations.
Inspections by HSD complement auditing and provide valuable 'snapshot' information: these include both scheduled and impromptu visits, the latter tending to be undertaken in anticipation of a visit by the Enforcement Agency.
7. Safety education and training
The safety education programme provides the University with a comprehensive and customized training service, despite the significant sickness absence of key HSD staff. Data from HSD are now submitted to the Staff Development section of Personnel which permits comparison of year-on-year performance, and of proportionate contribution overall to Staff Development for the University.
Table 2 shows a comparison of the number of half days' training given, and the number of person half days' training delivered for 2003 and 2004, excluding first aid courses.
| Table 2 | ||
| Safety Training Contact Hours | 2003 | 2004 |
| No of half days' training | 81 | 139 |
| No of person half days' given | 4,131 | 5,913 |
This shows a significant increase, and is nevertheless probably an underestimate as it takes no account of informal guidance and coaching given by HSD staff. However, it does include the postgraduate safety courses which provided sessions to some 1,300 postgraduate students, the October session of which is possibly one of the biggest formally presented training courses within the University.
Many events were fully subscribed, and numbers attending the regular 'hot topics' briefings session run in most months, were consistently high, some exceeding 50 participants.
8. Health issues - Occupational Health Service 2004
Work-related stress and musculoskeletal problems now comprise the two largest groups of referrals to the Occupational Health Service (OHS). In response to this trend the OHS has been trialling two new schemes for improving the management of individuals with these clinical problems where they have a clear relationship with the workplace. Funding provided by the HEFCE Human Resources Strategy has been used when there is a demonstrable need to fast-track certain individuals to private physiotherapy or to a consultant clinical psychologist for assessment and a limited number of treatments, if appropriate. A formal evaluation of the two referral schemes is planned, including reasons for the original referral to the Service and the subsequent outcome, but already it is proving to be very successful and adding to the effectiveness of the Service in dealing with what can become very protracted health problems.
Representatives of the Occupational Health Service are members of the team led by Personnel Division that is continuing to work towards the implementation of a revised stress policy. The OHS will also be involved with its introduction in the University (a seminar is planned for May).
The new University Code of Practice for the Safe Use of Display Screens has been completed by the OHS and submitted to the Consultative Committee for Health and Safety.
A revised guidance leaflet for pregnant workers has been produced, with an accompanying pregnancy risk assessment form for supervisors. Members of the OHS will lead a seminar for Departmental Safety Officer's and Administrators planned by the Health and Safety Division (July).
9. The Health and Safety Division
During 2004, the post of Food Safety Adviser was filled, a position which will bring consistent standards to the many diverse food-related activities throughout the University. Improved availability of environmental measurement capability, and an enhanced capacity for electrical safety testing have assisted Divisional responsiveness to demand.
Despite significant unexpected staff absences, the Division has delivered a high standard of service defensible to the sustained attention of the Enforcement Agencies.
EMBS Fire Safety Unit
| Report: | Health and Safety Executive Committee for Safety |
| Author: | Gerry Dacey (University Fire Safety Manager) |
This report covers the calendar year 1 January to 31 December 2004.
1. Operational emergencies
1.1 In May 2004 the Fire Safety Unit (FSU) introduced a revised system for recording operational emergencies and since that date there have been eleven reported incidents of fire. None involved serious injury, damage, or disruption to business continuity.
2. Enforcement action
2.1 During the period covered by this report the FSU did not receive any notification of enforcement action by the Cambridgeshire and Peterborough Fire Authority.
3. Unwanted fire signals
3.1 From January 2005, all causation returns will be aligned to correspond with the categories used by the Fire and Rescue Service. This change is now in the process of being completed.
3.2 Trend analysis indicates that poor management practice is a significant causation factor in relation to Unwanted fire signals (UwFS) and the FSU is working in partnership with all stakeholders to improve the situation.
3.3 Work continues with the University Security Officer, Insurance Officer, Defensor, and the Cambridgeshire Fire and Rescue Service to prepare for 1 April introduction of Chief Fire Officers Association (CFOA) 'Model Agreement between Fire and Rescue Authorities and Users of Remotely Monitored Fire Alarm Systems (RMFAS)'. This will have significant implications in terms of the need for heightened awareness in the management of fire safety arrangements in University of Cambridge premises.
4. Training
4.1 Attendance at training courses for the period subject to report is as follows:
| • | Fire Wardens | 152 |
| • | Fire Safety Managers | 31 |
| • | Fire Safety Awareness | 62 |
| • | Induction Training (course arranged by Staff Development Office) | 400 (approx) |
| • | Abridged Safety Course (for the Safety Office) | 114 |
| • | Postgraduate Course (for Safety Office) | 833 |
| • | Practical Use of First Aid Firefighting Equipment | 70 |
4.2 A need has been identified to improve the level of training for all University employees and arrangements are currently being progressed to employ an additional Assistant University Fire Officer (Training) to improve delivery. This appointment will initially be based on a temporary contract for a ten-month period commencing on 4 April 2005. The FSU training profile is being developed and improved to coincide with this appointment.
5. Fire Risk Assessments (FRA)
5.1 A revised Stage 1 FRA (FRA1-05), together with a guidance note, was issued to all Departmental Heads (copied to Departmental Fire Safety Managers) on 28 January 2005 for completion and return to the FSU by the end of April 2005. Having taken account of stakeholder's commentary, the revised report has been re-designed and simplified to make it more user friendly, whilst at the same time maintaining compliance with legal requirements.
5.2 Safety shortfalls identified in the original and more comprehensive Stage 2 Fire Risk Assessment reports have been analysed to categorise risk in premises as High, Normal or Low. This information is being used to inform a Priority Works Programme of building improvements linked to available resource allocation (finance and staff).
6. Departmental Fire Safety Managers
6.1 During 2004 the FSU undertook a trawl of each Department/Faculty to determine the position in relation to the appointment of a Departmental Fire Safety Manager to comply with University Health and Safety policy. A definitive list of University Departments has now been provided by the University Secretariat offices and the current position regarding appointment of Departmental Fire Safety Managers has been reported separately to the Health and Safety Executive Committee.
7. Emergency planning
7.1 During the year the sub-group appointed to consider existing emergency planning arrangements has produced two new draft plans:
| SIMPLE: | Serious Incident Management Plan (Lengthy Emergencies) |
| DREAM: | Departmental Response Emergency Action Manual |
7.2 These proposals have been considered and agreed in principle by the University Emergency Management Team (EMT) and a final decision on finance, management, and roll out programme is pending.
8. Provision for disabled persons
8.1 The FSU is now working with other EMBS sections as part of the EMBS Disability Policy Implementation Group to develop a cohesive and co-ordinated response to the access and egress provisions of the Disability Discrimination Act.
9. Legislative update
9.1 Although 'The Fire and Rescue National Framework 2005/06' document published by the Office of the Deputy Prime Minister (ODPM) in December 2004 indicates that the Regulatory Reform (Fire Safety) Order and associated guidance will take effect this Autumn, this is still by no means certain. The FSU is therefore seeking further clarification on the current status of the Fire Precautions Act 1971 which may result in the need for a number of Departmental Heads to submit an application for a Fire Certificate.
10. Integrated Risk Management Plan (IRMP)
10.1 In October 2004 the University Fire Safety Manager (UFSM) responded to the invitation by the Cambridgeshire and Peterborough Fire Authority to consult on their proposed 2005/06 IRMP. Whilst generally supportive the response outlined a number of specific concerns resulting from the potential impact of proposed changes to current levels of service delivery by the Fire and Rescue Service.
10.2 The original proposals outlined in the IRMP were approved by the Fire and Rescue Authority at a full Council meeting on 10 February 2005 and the UFSM response was acknowledged on 17 February 2005.
11. General
11.1 During the remainder of this financial year the FSU will be trialling its own 'Business Plan'. This identifies a number of key target areas for delivery of services which are both time based and measurable.
11.2 These link directly with relevant parts of University and EMBS plans and the objective is continued development and improvement of services provided by the FSU to all stakeholders throughout the University.