esac ESAC Health, Safety and Security Manual ESA UNCLASSIFIED For Official Use

Transcription

1 ESA UNCLASSIFIED For Official Use esac European Space Astronomy Centre P.O. Box Villanueva de la Cañada Madrid Spain T F ESAC Health, Safety and Security Manual Page 1/22 ESAC Health, Safety and Security Manual, EIFM/ESAC/HS/MAN/1001/OPS-EV Date 11/09/2013 Issue 1 Rev 3

2 Title Issue 1 Revision 3 Author Panos Machairas Date 11/09/2013 Checked by Antonio Castoldi Date Approved by ÁÁlvaro Giménez Date Reason for change Issue Revision Date Changes on the bagdes, Security Zones, appendix A (Evacuation Assembly Point) and appendix C Changes for the improvement of the coordination with contractors. Changes on the site map, minor amendments /09/ /07/ /09/2010 Issue 1 Revision 3 Reason for change Date Pages Paragraph(s) Changes on sub Paragraph 3.1 Changes on sub Paragraph 3.6 Changes of Appendix A Changes of Appendix C Addition on Sub Paragraph Addition of Appendix C Change of the Site Map, Pets are not allowed on Site, Vehicles are not allowed on Site Introduction of ESAC Security and ESAC Safety, Security & Environment Offices 11/09/ /07/ /09/ Various 22, Various Appendix A, Appendix C, New paragraphs, Appendix C Appendix A, Par. 2, Par. 2 Various Page 2 of 22

3 Table of contents: 1 INTRODUCTION Scope Applicability Roles and Responsibilities HEAD OF ESAC HEALTH, SAFETY AND SECURITY OFFICER ESAC HEALTH, SAFETY & ENVIRONMENT OFFICE ESAC SECURITY OFFICE MEDICAL ADVISOR Abbreviations and Definitions Applicable Documents Reference Documents HEALTH & SAFETY Health Medical Assistance Smoking Alcohol Drugs Pets Safety What to do in an Emergency Accident Fire First Aid Evacuation of Buildings Vehicles Traffic and Safety Precautions Due Care and Attention Accident Reporting Asbestos Tools and Protective Clothing Private Electrical Appliances Work Permit Works with special risks Presence of prevention resources Hot Work Permit Cleanliness, Order and Waste Disposal SECURITY Badges and Checks Working Hours & Access to Site Damage to Property Visitors Golden Badge Holders Page 3 of 22

4 3.6 Security Zones Zone Zone Zone Keys Reporting Loss or Damage and Defects CCTV Alarms USEFUL TELEPHONE NUMBERS SAFETY AND SECURITY SIGNS...19 appendix a Evacuation Assembly Point appendix b HOT WORK REQUEST FORM appendix c: LEGAL REQUIREMENTS FOR PERFOMING WORKS AT ESAC INTRODUCTION 1.1 Scope It is the Agency s policy to provide a safe, healthy and secure working environment. The Agency cooperates in this task with the competent authorities of the Member States. By integrating Health, Safety & Security (HSS) within ESAC, the aim is to ensure a safe, secure and healthy working environment. This guide sets out the basic health, safety and security rules applicable at ESAC. 1.2 Applicability All ESA staff and contractors, as well as visitors and companies working at ESAC, are required to adhere to the set of rules contained in this document. The HSS policies are applicable ESA-wide and are based on the fundamental principles and standards agreed by the ESA Member States. 1.3 Roles and Responsibilities HEAD OF ESAC The Head of ESAC is the official ESA authority on site. He is responsible for ESAC and determines the requirements in compliance with the ESA Staff Regulations, Rules and Instructions and with the ESA policies on health, safety, environmental and security provisions (AD 01-03). The responsibilities in the domain of health, safety and environmental management include; - ensuring that the Establishment is a secure, safe and healthy place in which to work; Page 4 of 22

5 - issuing special instructions on the management of health and safety and environmental requirements; - implementing an approach to environmental management that meets the requirements of relevant ESA policies and takes full account of the local legislation aimed at promoting the sustainability of resources; - appointing Investigation Boards The Head of Establishment is the highest authority on site for security matters. He is responsible for the implementation of the ESA Security Directives within the Establishment HEALTH, SAFETY AND SECURITY OFFICER The Health, Safety and Security Officer (HSSO) is in charge (inter alia) of the safety and security at ESAC, ensuring the implementation of the relevant ESA Security Directive requirements. He belongs to the ESAC Facility Management Service, but also reports functionally to the Head of Establishment. The HSSO has the authority to instruct ESA staff and contractors on technical safety matters as needed. He also has the authority to order works to be stopped any time he sees that personnel on site fail to comply with the applicable health & safety regulations as well as in the case of imminent danger, e.g. safety of individuals or facilities is compromised ESAC HEALTH, SAFETY & ENVIRONMENT OFFICE The ESAC Health, Safety and Environment Office is the operational arm of the HSSO and the reference / contact point for all questions concerning Health, Safety and Environmental management issues at ESAC. Working hours: 09:00 17:00, Telephone: 70137, ESAC.Health.Safety@esac.int ESAC SECURITY OFFICE The ESAC Security Office is the operational arm of the HSSO and the reference / contact point for all questions concerning security issues, measures and precautions at ESAC. Working hours: 08:30 12:30, Telephone: 70159, ESAC.Security@esac.int MEDICAL ADVISOR The medical advisor carries out the occupational medical services for ESA staff1 such as: The annual medical examination Ad Hoc consultations on request (e.g. general health advice) Medical checks after long-term sickness Workplace visits (on request) The final examination when leaving the Agency 1 Contractor staff is covered by their companies medical policies and provisions. Page 5 of 22

6 1.4 Abbreviations and Definitions ACS Access Control System. The system that controls access to ESAC BAEC Building Area Evacuation Coordinator; Person nominated to ensure that an area of a building has been fully evacuated Contractor staff Staff employed by companies working under a contract for ESA ESA staff Staff employed by ESA ESA ID badge A badge allocated to all individuals entitled to enter an ESA site ID document A document that provides proof of identity, e.g. passport, driving licence HSSO Health, Safety and Security Officer. Security Coordinators ESA staff and contractors in charge of the security awareness in their domains / areas of activity. Security Zones Classification of areas, reflecting the level of security required Technical Officer ESA staff responsible for the technical management of a contract 1.5 Applicable Documents AD01 ESA Health & Safety Policy, ESA/ADMIN/IPOL(2005)2 AD02 ESA Security Directives, ESA/ADMIN/IPOL(2008)6 AD03 Heads of ESA Establishments and Centres, ESA/ADMIN/ORG(2009)3 AD04 D/OPS Instruction 7 (D/OPS/ ) 1.6 Reference Documents RD01 ESA Staff Regulations, Rules and Instructions 2 HEALTH & SAFETY The Agency s position on health and safety is based on the ESA commitment to comply with local labour legislation (RD 01). Page 6 of 22

7 Since the early 1990s, the European Member States have harmonised their legislative requirements for health and safety through the adoption of the framework directive by the Council of the European Union. This means that by conforming to the requirements of National legislation, ESA can achieve a broadly harmonised approach to health and safety across the Agency. 2.1 Health Medical Assistance The ESAC Human Resources Service organises examination and consultation visits for ESA Staff; they are performed by the ESAC Medical Advisor. During this consultation visits, advice, information and preventive measures for ESA staff on mission to potentially dangerous areas can also be provided. Workplace visits can be arranged and take place on an as required basis Smoking Smoking is prohibited inside the buildings and at the close vicinity of the buildings main entrances Alcohol The possession and consumption of alcohol on site is generally prohibited. Exceptions are made for the drinks offered in the canteen, or during approved events organised on site. In such cases, the drinks shall not be brought to the offices or meeting rooms, but consumed in a reasonable quantity, on the spot. Alcohol consumption on site shall not impact the business activities of the centre in any way, or create risks for personnel or property on site. ESA staff and contractors remain liable for their own actions and particularly to Spanish law concerning allowed levels of alcohol when driving Drugs The possession and consumption of drugs at ESAC is strictly prohibited Pets Pets are not allowed within the premises of ESAC Page 7 of 22

8 2.2 Safety What to do in an Emergency Accident In case of an accident involving personnel injury or major damage to property, try to make sure that the immediate danger is taken care of (e.g. turn off electricity if an electric device is involved) and Call: 3333 or (from a mobile 2 ) State: Your name Location of accident Kind of emergency Person(s) injured or involved Nature of injury Wait to respond to questions Then: Without endangering yourself, try to make sure that the area of the accident is safe Provide assistance if needed Provide the rescue services with detailed information Any accident at work must be reported to the HSSO and to the ESAC Security Office Fire In case of fire, immediately press the fire alarm and call: 3333 or (from a mobile) State exactly: Location of the fire Nature of the fire Cause of the fire (if known) 2 It is highly recommended to add this number to your emergency numbers list. Page 8 of 22

9 Number of persons are injured or involved Your name Then: Without endangering yourself, try to extinguish the fire Warn your colleagues and co-workers Close windows and doors surrounding the fire area to prevent air from getting in Evacuate the building via the designated escape routes and make your way to the ESAC assembly point (see Appendix B) First Aid Provide first aid if you are qualified to do so and if necessary. Then call, 3333 or (from a mobile 3 ) Stating exactly: Location Kind of emergency Person(s) injured or involved Nature of injuries Name and telephone details Then: Reassure the injured person Do not leave the site of the accident Give the details of the situation to the paramedic or doctor WARNING! NEVER endanger yourself! Do not touch any injured person before the electrical power has been switched off! Evacuation of Buildings The Agency has implemented the procedures necessary to ensure proper and safe evacuation of the buildings. 3 It is highly recommended to add this number to your emergency numbers list. Page 9 of 22

10 All ESAC buildings are equipped with an evacuation alarm system and must be evacuated when the alarm sounds. This applies to every single person present on the premises. The Building Area Evacuation Coordinators (BAEC) are the persons who supervise the evacuation of premises in case of emergencies. Their task is to: Ensure that the all persons have left the building (clear their Area of Responsibility) Proceed to the assembly point and report to the HSSO Keep escape routes and emergency exits free at all times Check regularly the building evacuation plan closest to your office. Evacuation exercises will be conducted on a yearly basis. On hearing the evacuation alarm you must immediately: KEEP CALM DO NOT PANIC DO NOT TAKE RISKS Leave the office and close the door behind you Leave the building calmly via the designated escape routes Proceed immediately through the designated escape routes to the ESAC assembly point (see Appendix A) Inform the BAEC at the assembly point of any specific fact noticed Do not return to the building unless the BAEC informs you to do so Vehicles All vehicles, including motorcycles and bicycles are to be parked in the staff and contractors parking area. A special permission should be requested from ESAC Security Office if a person needs to enter the Site with his/her vehicle. Staff and contractors have to make sure that their car is parked properly within the border lines; motorcycles and bicycles shall be parked at the dedicated for this purpose covered parking space near the entrance turnstiles. Visitors have to make sure that they follow directions given by the guards and that their vehicle is parked properly within the border lines in the Visitors Parking areas Traffic and Safety Precautions The national road traffic regulations together with the special in-house regulations where indicated apply on site. ESAC speed limit = 20 km per hour Page 10 of 22

11 All ESA staff and contractors must register their vehicle with the ESAC Security Office. The vehicle registration database will be used in case there is a need to contact the owner for specific issues (e.g. remove the vehicle (works on site) or inform about problems (lights still on, open windows, leaks)). ESA staff and contractors should not in general leave their vehicles parked on Site overnight. In exceptional cases (leave, mission, e.t.c) a person is allowed to leave the vehicle on site provided that they have reported to security their reasoning and that they have left the keys of the vehicle at the guards Due Care and Attention ESAC is not responsible for the loss of property, in particular for materials, tools and equipment belonging to the ESA staff and contractors. All ESA staff and contractors must keep track of their belongings, tools and equipment and store them in a safe place. All ESA staff and contractors shall ensure that their activities never endanger themselves or anyone else at ESAC or in the vicinity. Contractor companies must ensure that any of their employees engaged in dangerous work have been trained in the use of their tools, fire extinguishers and other safety equipment. The HSSO reserves the right to ask for the relevant certificates to be produced for inspection on reasonable notice and to ascertain that the contractor has complied with the statutory regulations on training for those who are to give first aid Accident Reporting The ESAC Security Office (Ext ) and the ESAC Health, Safety & Environment Office (Ext ) have to be informed without delay in case of any accident or incident. The HSSO will lead any relevant accident investigation Asbestos In 2006 an ESA wide study was performed by a professional company specialized in the assessment and removal of asbestos. Some areas within ESAC that still contain asbestos are not a source of danger. All areas containing asbestos are marked with a clear sign (see below. In these areas, the following rules apply: Do not carry out any mechanical installation work in this area. Do not open the false ceiling or the false floor. Do not drill any holes. Do not install any kind of visual aids, signs or posters yourself. For support call the Site Helpdesk (Ext. 99) Page 11 of 22

12 2.2.8 Tools and Protective Clothing Tools and equipment used by ESA staff and contractors must be in good working condition and must be tested in accordance with the applicable regulations. Tools and equipment may only be used for the purpose for which they were originally designed. Specific tools and equipment may only be used by skilled and trained persons. The HSSO may ask to see the relevant test reports at any time. Should the ESA staff or contractors fail to have equipment tested at the proper time, work may be stopped until properly tested equipment is available Private Electrical Appliances All private electrical appliances (e.g. boilers, coffee machines) that will be plugged into the site electrical network should be checked and approved by ESAC Maintenance in advance (contact Site helpdesk Ext. 99). The HSSO reserves the right to check, disconnect or disable any private electrical equipment at any time Work Permit In order to perform works at ESAC premises, the guidelines described in Appendix C have to be fulfilled. All documentation described in that Appendix, has to be submitted to the Health, Safety and Environmental management Office beforehand Works with special risks In case that contractor staff performs a work that is included in Appendix I of the Royal Decree 39/1997 (Ref ), regarding the regulation of the Prevention Services, e.g.; Radiation exposure Toxic or very toxic agents exposure Use of high risk chemical products Presence of biological agents Construction, excavations, earth movements and tunnels, with risk of falling or burial High concentration of silicon dust High tension risks, this must be communicated to the ESAC Health, Safety & Environmental management Office, before the starting of any activity. Page 12 of 22

13 The company has to prove special compliance to ESAC Health, Safety & Environmental Management Office. This means that the formation of all the contractor staff responsible for prevention must be certified, or the certificate of the legal audit of the company s own Prevention Service has to be presented. In case that the company chooses to assume the prevention with an external prevention service, they must accredit the validity of the relevant contract Presence of prevention resources In cases that the presence of a prevention resource is necessary (see Prevention Law 31/1995, the Royal Decree 604/2006 and the Royal Decree 1627/1997) e.g. ; When the risks can be modified or aggravated in the course of a process or activity, as a result of the concurrence of several activities. When there are activities with (list not exhaustive): 1. Special risk of falling 2. Burial or subsidence risks 3. Use of machines that haven t got CE conformity declaration. 4. Work in confined spaces. 5. Risk of drowning. the staff and the company that they represent must inform the ESAC Health, Safety & Environmental management Office for the prevention resources they plan to employ, identifying the person, and his accreditations (formation, certificates) Hot Work Permit The term hot work is used to define all works related to high temperature generation (e.g. cutting of metals, welding, soldering). No hot work can take place without authorisation. Hot Work Permit (Appendix B) must be obtained at least 24 hours in advance through the ESAC Health, Safety & Environment Office. Additionally, the following tasks require prior authorisation: Works which are carried out on weekends or outside normal working hours All works producing gases, vapours or smoke Works requiring the deactivation of safety installations (e.g. smoke detectors) The HSSO and ESAC Security have the right to order work to stop or close down construction sites at any time if construction companies employees fail to comply with the applicable rules Cleanliness, Order and Waste Disposal All ESA staff and contractors are required to keep their working areas clean and tidy in order to keep the risk of a fire at a minimum. Page 13 of 22

14 Waste disposal should follow the established ESAC procedures; in case of doubt call ESAC site helpdesk (Ext 99). All risks associated with hazardous materials should be notified to the ESAC Site Helpdesk who will arrange for its removal. Oils, greases, chemicals, hazardous materials, washing water, waste water and other soil pollutant materials must be disposed off following the environmental regulations. Flammable, explosive or hazardous materials must not be stored on ESAC premises without the prior authorisation of the HSSO. The HSSO reserves the right to refuse or revoke such requests if safety requirements are not met. Page 14 of 22

15 3 SECURITY 3.1 Badges and Checks All ESA Staff and contractors require an ESA ID badge to enter ESAC. All personnel must apply for an ID badge via HR (ESA staff) or the responsible Technical Officer (ESAC contractors). The ESA ID badge must be worn visibly at all times while on an ESA site. Security will perform spot checks to ensure that badges are worn and are visible. Each badge contains personal access rights which are valid only for the person to whom it is issued. It is non-transferable. Lost badges shall be reported to ESAC Security Office without delay, even in case of doubt, since cards can be disabled and re-enabled very quickly. Every person entering and leaving ESA premises must badge in and badge out. Security might ask visitors to produce an identity document at any time, at the request of the HSSO. Security may randomly inspect vehicles entering or leaving ESAC, at the request of the HSSO. 3.2 Working Hours & Access to Site Normal working hours are between and 19.30, Monday to Friday. Suppliers / couriers delivering parcels to ESAC will only be admitted during the Good Inwards working hours (09:00 to 17:00). Delivery of food and beverage to the Canteen will only be admitted between 08:00 and 12:00. Page 15 of 22

16 The main gate of ESAC will be closing daily (Monday to Friday) at 19:30 hrs and it will remain closed during the Weekends and ESA holidays. The ESA staff and contractors parking gate will be closed from 22:30 until 06:30 and during Weekends or ESA holidays. ESA staff and contractors wishing to leave or enter the parking area during this time will have to contact ESAC Security or the Gate house (through the interphones installed) and state the reason for visiting. 3.3 Damage to Property Any damage to employee or to third party property must be reported without delay to ESAC Security Office (Ext ). 3.4 Visitors All ESA Staff and ESAC Contractors may receive visitors during normal working hours; as a rule, visitors should have left the site before 19:30 hrs. In exceptional cases, an authorization has to be requested in advance to the ESAC Security Office. Visitors need to register at the main gate and will receive a Visitor Badge. Every visitor needs to present a valid identification (National ID, Passport or Driving License with a standard photo) and to name a contact person on site (sponsor) who will be called upon arrival to confirm the visit; the visitor will not be allowed to enter the Site until its sponsor is contacted. For professional visits of large groups (e.g. more than 15 people), the sponsor is requested to provide the ESAC Security Office with a full list of the names and ID card numbers in advance. A private visit may include up to four visitors; exceptions to the rule are to be approved by the ESAC Security Office. Visitors sponsors have to ensure that the visitor has left the site before they do so. Visits are not allowed during weekends, public holidays or outside normal working hours, unless prior authorisation is granted by the ESAC Security Office. 3.5 Golden Badge Holders The ESAC pensioners may request a Golden badge in order to access ESAC whenever they wish to do so without the need to present an ID and sponsor. They are not entitled to invite any visitor, unless a request has been made to the ESAC Security Office. Page 16 of 22

17 3.6 Security Zones The cornerstone in the application of physical security is the protection provided by a number of concentric security thresholds which increase the level of protection in relation to the value or sensitivity of the assets to be protected. For this purpose, security zones have been defined. The term security zone can apply to areas or individual rooms/offices Zone 1 Low sensitivity Common accessible areas for all ID badge holders (visitors included) Examples are reception, canteen, sport facilities, conference rooms Zone 2 Mainly used for administrative purposes Basic security measures Examples are common / normal staff office and meeting rooms Zone 3 High sensitivity Areas containing sensitive equipment, information, or activities Security measures (control access, electronic locks, cameras, MDS, guard patrols) Examples are programme coordination rooms, IT and cabling rooms, test centres, technical areas, specific project premises 3.7 Keys In general, keys are not handed to ESA Staff and Contractors. In exceptional cases and when there is a sound reason for locking an office, keys will be provided through the ESAC Security Office after approval of the HSSO. 3.8 Reporting Loss or Damage and Defects Any loss or damage suffered or caused by ESA staff, contractors or visitors must be reported to ESAC Security Office (Ext ) without delay. 3.9 CCTV All office buildings and accesses to the Site, are equipped with CCTV. Within the office space the system is operational only during non working hours (19:30 to 07:30). Collected video material is being handled according to the local Page 17 of 22

18 Legislation. The data is controlled by the ESAC Security Office, for security purposes only Alarms Many areas at ESAC are secured with alarm systems. This includes all the areas and rooms covered by the Access Control System (badge readers). If these doors stay open for longer than a specified period of time (generally between 1 and 2 minutes) an alarm sounds at the main gate. Security shall be contacted before any of the alarm secured doors are left open for an extended period. Do not open secured doors from inside to let people in! Authorised persons have appropriate access rights! 4 USEFUL TELEPHONE NUMBERS EMERGENCY 3333 or (from a mobile) ESAC SECURITY or (from a mobile) ESAC.Security@esa.int ESAC SITE HELPDESK 99 ESAC HEALTH, SAFETY & ENVIRONMENT ESAC.Health.Safety@esa.int Page 18 of 22

19 5 SAFETY AND SECURITY SIGNS There are a number of signs used on the site to assist personnel on site. These follow national standards and guidelines. Personnel on site should familiarise themselves with this sign and in particular the emergency numbers and escape routes posted in all buildings on Site. Page 19 of 22

20 APPENDIX A EVACUATION ASSEMBLY POINT Page 20 of 22

21 APPENDIX B HOT WORK REQUEST FORM 1. INITIATOR OF REQUEST Name: Dept./Contractor: Order nr./ spec. nr.: Received / Date: Hour: 2. DESCRIPTION OF ACTIVITY (P.T.O. for full description): 3. EXPECTED DURATION Start: Date:, Time: Completion: Date:, Time: 4. LOCATION 5. ASSESSMENT OF RISK BY INITIATOR 6. CHECK LIST (Completed by ESAC Security) minor IMPACT OF EVENT major MEDIUM MEDIUM LOW LOW HIGH MEDIUM LOW HIGH HIGH MEDIUM 6.1 Assessment of risk (indicate on graph) low PROBABILITY OF EVENT high 6.2 Preventive measures? - stand-by personnel yes no - fire extinguisher yes no 6.3 Area prepared accordingly (e.g. road signs, barriers )? yes no 6.4 Written procedures on emergency alarms and first aid available? yes no 7. APPROVED BY THE HSSO: Date/time: Signature: Page 21 of 22

22 APPENDIX C: LEGAL REQUIREMENTS FOR PERFOMING WORKS AT ESAC All contractor staff that performs any activity in the facilities of ESAC, have to prove compliance with the requirement of Law 31/1995 regarding Prevention of Risks and its derived regulations: 1. They have to possess a prevention plan, an evaluation for labour risks of the different types of activities that they are going to perform in ESAC, and a planning of the preventive actions as told in article 16 of Law 31/1995, and send a copy to the ESAC Health, Safety, Security and Environment Office. 2. They have to possess justifications that have given the information of the labour risks to their staff, as described in articles 18 and 19 of Law 31/1995, and send a copy to the ESAC Health, Safety, Security and Environment Office. 3. When the contractor staff use for work tools or machines (e.g. drills, grinders, saws, etc ), they have to prove compliance with European law (e.g. CE mark). The tools or machines must have their instructions manuals and be compliant with the Royal Decree 1215/1997 about health and safety of work equipment. 4. The contractor staff have to possess their own EPI s (individual protection equip) that should be in line with their risk evaluation. The company must provide to the ESAC Health, Safety, Security and Environment Office, justification that it has given these EPI s to its employees. They have to be compliant with Royal Decree 773/1997, regarding health and safety in the use of EPI s. 5. The company must send to the ESAC Health, Safety, Security and Environment Office the medical aptitude and the certificates of formation in prevention of risk of all of the staff that work in the ESAC facilities, as described in Royal Decree 171/ If the contractor staff makes works that implicates risk of falling from height, they must prove legal compliance (e.g. safety harness, formation, etc ) as described Royal Decree 2177/ If the contractor staff makes works that implicates electrical risks they must prove compliance with regulations (e.g. EPI s for electrical risks, formation, etc ) as say the Royal Decree 614/2001 about protection of health and safety from electrical risks. 8. If the contractor staff makes works that include chemical products, they must inform the ESAC Health, Safety, Security and Environment Office of the characteristics of the products, using the MSDS (material data safety sheets), and prove compliance about safety packing, labelling, etc as described in Royal Decree 363/1995 about notification, classification, packing and labelling of dangerous substances. In addition, they must prove compliance with the Royal Decree 374/2001 regarding the protection of the health and security from chemical risk. 9. They have to comply with any other documentation applicable to prevention of risk, and inform the ESAC Health, Safety and Environment Office, of any other important issue. Page 22 of 22