Management Standard: Fire Safety

Transcription

1 OHSS: H&S Management 201 Fire Safety Management : Fire Safety 1. Legal framework This standard is produced to comply with the following legislation in respect to fire safety: 1.1. Regulatory Reform (Fire Safety) Order (RRO) Equality Act Licensing Act Building Regulations The Dangerous Substances and Explosive Atmospheres Regulations 2002 (DSEAR) 2. Purpose and scope The aim of this management standard is to encourage and promote the safe management of all university activities and premises to reduce the risk of fire. This management standard is to be considered as university policy for controlling the risk of fire. It establishes a framework for fire safety management to enable staff and students to comply with the legislative requirements of the RRO It seeks to ensure the integration of fire safety into the management of activities and facilities to prevent harm to staff, students and other relevant persons working within the University, and to continually assess how well we are developing a positive fire safety culture.

2 3. Definitions 3.1. Relevant Persons. Under the RRO 2005 the relevant person is any person who is, or may be, lawfully on University premises and any person in the immediate vicinity of the premises who is at risk from fire (or explosion resulting from a fire) on University premises. This may include staff, students, visitors and members of the public on the street adjacent to the premises Competent persons: Person who has sufficient training and experience or knowledge and other qualities to allow them to assist, dependent upon the complexity of the situation 3.3. Duty Holders: There are a number of quasi responsible persons who have responsibility under The Regulatory Reform (Fire Safety) Order 2005 (RRO) Duty holders (RRO Article 5 (3) - Those employed by the University. The Vice-Chancellor; is deemed a duty holder by having executive responsibility delegated by University Council. Head of units; are deemed as duty holders to ensure the safety from fire of members of staff and, where appropriate, students under their supervision, and any others using facilities within areas for which they have control Duty holders (RRO Article 5 (4) Those contracted by the University to undertake work e.g. Fire alarm engineers, tenants. 3.5 Responsible Person: The primary Responsible Person is the employer, in this case it would be Newcastle University as the organisation that employs people to work on the premises and as such, has the ultimate responsibility for fire safety management in respect of activities and premises under its control. 4 s and Responsibilities The following table sets out the standards that all University staff and students must adhere to. Occupational Health and Safety Services (OHSS) will monitor compliance with this management standard and will undertake a review of fire precautions on a regular basis according to university audit programme and/or whenever deemed necessary. The following management structure is provided to clearly define where accountabilities are held for managing the potential risk of fire. Heads of Units carry ultimate responsibility at Unit level. They must ensure that the relevant staff and students are aware of their responsibilities and implement the same. This will necessitate having appropriate arrangements in place for communication, training, management, emergencies, reporting, monitoring, review and other aspects in respect of the requirement of this Management.

3 4.1 Fire Safety Infrastructure, Installations and Equipment. The fire safety infrastructure of all university buildings must be so far as reasonably practicable designed, installed, maintained, tested and managed in accordance with the relevant standards and guidance in liaison with the OHSS Fire Safety Adviser and should include; a) Measures to reduce the risk of fire spread such as the installation of; Fire doors Fire dampers Fire compartmentation. b) Detection of fire and means of giving warning in case of fire. c) Measures to ensure means of escape can be used safely and effectively at all times by all occupants. This must include, where appropriate; Designated fire escape routes. Emergency lighting systems Evacuation chairs/lifts Refuge areas and communications Pressurisation systems Signage d) Each building must be provided with appropriate firefighting equipment e.g : Dry risers Smoke extract systems Fire extinguishers Auto suppression systems where necessary. ESS Director Provide the necessary resources and funding to ensure the provision and adequate maintenance of building elements, systems and general infrastructure provided for fire safety to ensure compliance with Regulatory Reform(Fire Safety) Order Appoint competent persons to assist in managing the provision and maintenance of building fire precautions ESS Head of Maintenance. Head of Improvements. Head of estates Planning and Development, Head of Customer Service OHSS Fire Safety Adviser Staff Students Appoint competent persons to ensure fire safety systems 4.1 (a-d) are installed, tested, serviced and maintained in accordance with current standards and guidance. Ensure liaison, when appropriate, with the OHSS Fire Safety adviser. Provide advice and guidance where necessary to ESS regarding the fire safety requirements for new build and refurbishment projects. Advise faculties on general fire precautions. Report defects or abuse of buildings fire safety provisions in accordance with 4.1 (e) or directly to school safety officer, fire marshal/warden, halls manager or security. e) Defects in protective measures or equipment must be reported using the Fire related defect report form.

4 4.2 Risk Assessment a) A suitable and sufficient fire risk assessment must be undertaken,recorded and kept up to date for each University Building. b) This must include an assessment of: the building s structural condition the adequacy of fire safety provision fire hazards including the storage and handling of hazardous/dangerous materials persons a risk emergency procedures staff training. c) Risk assessments must be reviewed following: a change in work practices changes in any of the building fire precautions significant changes in occupancy levels structural or material alterations to the building an fire or smoke incident. subject to review date on the fire risk assessment. d) An action plan will be generated as a result of the risk assessment including: a description of any deficiencies in life safety and property protection measures recommendations for constraints on the use of the premise remedial actions required and time limits for rectification the priority rating assigned to the unit. OHSS - OHSS Fire Safety Adviser Chair of Faculty Health & Safety Committee. Heads of Units School Safety Officers. Residences Managers. Faculty coordinators. Establish and conduct a fire risk assessment programme in accordance with 4.2 (a and b). Based on the findings of the fire risk assessment determine the appropriate fire precautions and formulate an action plan in accordance with 4.2 (d). Review the fire risk assessment in accordance with 4.2 (c). Provide risk assessments and action plans to the ESS Compliance Officer and Contracts Manager for input into records for buildings database in accordance with 4.2 (e) Receive a copy of the fire risk assessments and action plans for each Unit within the Faculty. Provide oversight and monitoring of the status of fire risk assessments and action plans for Units within the Faculty and liaise with Heads of Units to ensure actions are completed in accordance with 4.2 (f). Address actions assigned to unit within the recommended time periods in accordance with 4.2 (f). Upon completion of actions, inform OHSS fire adviser so that the information can be recorded on the records for buildings database. Communicate significant findings with employees and in accordance with 4.2 (h).

5 e) Risk assessments must be entered into the electronic compliance system (Records for buildings database) in order to assign actions to ESS maintenance teams. f) Defects and deficiencies identified in the risk assessment and action plan should be addressed within the timescales agreed with dutyholders. g) All duty holders must receive a copy of the risk assessment and action plan. When relevant this must be shared (see 4.4 (a and b)) h) Staff and if relevant, students must be notified of: Deficiencies identified in the risk assessment which may result in a risk to their safety. Preventative or protective measures taken or are required. 4.3 Fire Safety Arrangements a) Each Unit must make satisfactory arrangements for; The safe management of fire risks in areas occupied by their unit. Responding to fire alarm activations (emergency procedures) including operation of fire panel(refer ESS Compliance and Contracts Manager ESS Head of Maintenance ESS Maintenance team Discuss any issue with action plans and timescales with the OHSS Fire Adviser. Where problems are identified such as with the risk assessment, controls or the need for additional training or supervision then action must be taken and the necessary changes or improvements must be to the risk assessment, procedures, instructions, training or supervision. Enter risk assessments and action plans into Records for buildings database in accordance with 4.2 (e) Assign actions to the relevant maintenance team in accordance with 4.2 (e) Provide the necessary oversight to ensure that actions assigned to ESS maintenance are carried out in agreed timescales. Agree extensions to given timescales with the OHSS Fire Safety Adviser. Carry out assigned actions within the priority timescale to the necessary standard and notify OHSS fire adviser upon completion of actions or delay s in completion. Heads of Unit Ensure the Unit has adequate arrangements in place in accordance with 4.3 (a-b and h) and that these arrangement are monitored and reviewed regularly. Ensure arrangements are in place for the provision of PEEPs in accordance with 4.3 (c).

6 to link to fire marshal duties) Special arrangements for dangerous substances and/or processes where appropriate Personal Emergency Evacuation Plans (PEEP) Information for firefighters regarding the risks within the building. b) Fire precautions must be commensurate with the risks and the significance of consequential losses. Precautions must help contain and prevent fire spread and contribute towards maintaining business continuity. c) A Personal Emergency Evacuation Plan is required for individuals who are unable to exit a building unaided in an emergency. The plan should be developed using the Emergency Egress Questionnaire and PEEP form d) Common user areas must have the Common user room signage posted. e) Organised events planned either during normal core hours or out of hours, where the university s facilities are to be used by external organisations must be arranged through the conference office. The required event risk assessment must include arrangements for the safe evacuation of any disabled persons attending. f) Campus-teaching rooms used by Students Union societies and clubs must be booked through Timetable Services. Universities student rooms booking policy School Safety Officer. Faculty coordinators. Halls managers. Conference office. Timetable services. Security. PEEPS should be monitored and reviewed as and when necessary. Nominate Fire Wardens and Fire Marshals in accordance with 4.3 (h). Maintain a current list of fire marshals and wardens for unit. Review fire marshal/warden list regularly to ensure gaps in cover are filled. Ensure fire evacuation drills are planned. Ensure all occupants of both academic buildings and residences, including visitors, are familiar with emergency procedures. Assist in the creation, development, monitoring and review of the unit s fire safety arrangements. Organise fire evacuation drills. Complete PEEP form in accordance with 4.3 (c). PEEP should include satisfactory arrangements for safe evacuation from both academic buildings and residences, out of hours. PEEP s will need to be monitored to ensure continued applicability and suitability. Security should be included in the list of recipients of PEEP s Ensure adequate familiarisation of local fire precautions and instructions during inductions. Residences managers should ensure suitable and

7 g) Sufficient number of appropriately trained persons must be available to undertake a safety role. h) Each Unit must have sufficient Fire Wardens and Fire Marshals to ensure the building is evacuated safely. The number of personnel assigned these roles must be informed by the size of the premises including occupancy numbers and the fire risks present. Sufficient cover for planned and unplanned absences must also be taken into account. i) Fire Wardens ensure that their designated area/s are evacuated in response to a fire alarm. other duties allocated. j) Fire Marshalls coordinate evacuation procedures in response to a fire alarm and carry out other duties allocated k) Fire drills must take place periodically and at least once per year to test emergency procedures. l) Fire incidents and fire alarm activations (including fire drills) must be reported using the OHSS Incident Report System. Staff, Students and visitors sufficient fire instructions are provided to students. Common user room fire action signage must be posted in a prominent location and completed with the relevant information. In accordance with 4.3(e,f,g), organisers arranging events through the Conference Office or Timetable Services are responsible for ensuring that room users familiarise themselves with emergency evacuation procedures of the building, and that sufficent number of fire wardens and marshals are appointed for the duration of the event, and arrangements are in place to ensure disabled persons attending are evacuated safely. Comply with Units fire safety arrangements and emergency procedures. Follow instructions given by Fire Wardens and Marshals. Cooperate with fire drills Cooperate with PEEPs where necessary. Fire Wardens Carry out duties in accordance with 4.3 (i). Fire Marshalls. Unit managers. Carry out duties in accordance with 4.3 (j). Investigate and report on fire related incidents in accordance with 4.3 (l). OHSS Fire Safety Adviser/s Assist Units to develop and implement appropriate fire policies and emergency procedures including PEEP s.

8 4.4 Cooperation and coordination with others a) Where a building is shared by more than one Unit a shared emergency plan must be developed to: Identify and communicate fire risks within the respective units and the way in which these risks may affect others in the building Ensure that fire precautions and protective measures are effective throughout the building. Determine whether additional fire mitigation measures are required. b) Units occupying parts of NHS Trust premises must cooperate with Trust procedures which have primacy, and vice versa. c) Contractors on University premises must provide a clear fire strategy, risk assessments and method statements to: Provide assurance that suitable arrangements and risk assessments are in place. identify building safety arrangements likely to be effected by construction works. ensure appropriate systems of work are in place when work is carried out in Ensure fire drills are conducted. Assist managers/fire marshals in incident investigation. Liaise with the Fire Service during an emergency or as part of an incident investigation. Heads of Unit Ensure the necessary arrangements for the cooperation and coordination with others in accordance with 4.4 (a),(b). Communicate shared arrangements with staff and students in their Unit. School Safety Assist the Head of Unit in Officers making arrangements for the cooperation and coordination with others in accordance with 4.4 (a),(b). Staff and Students ESS - Project Managers, Maintenance Officers, Engineers, Surveyors Understand and comply with fire safety arrangements in shared premises. Obtain assurance and documentation from contractors commensurate with 4.4 (c). Ensure the necessary permits to work are issued Ensure close liaison between OHSS Fire Safety Adviser is maintained.

9 hazardous areas or involves hazardous activities. maintain the protection of means of escape. maintain the integrity of fire compartmentation ensure adequate arrangements for raising the alarm. implement appropriate storage and housekeeping management. 4.5 Information, Instruction and Training a) All staff and postgraduate students (where deemed employees)must complete on-line Basic Fire Safety Training. b) Nominated Fire Wardens and Fire Marshals must attend Fire Warden/Marshal Training organised through OHSS. c) Fire wardens are recommended to attend EVAC chair training. d) Fire wardens/marshals assisting in evacuation using an Evac Lift should attend training delivered by OHSS Fire Adviser on request. e) Ensure all staff receive refresher training periodically. a. Fire Marshal/Warden 3 years b. Basic Fire Safety 3 years f) Fire marshal nominated to investigate/operate local fire panel should attend training provided by OHSS fire adviser. g) Records of all fire related training must be maintained. Head of unit Ensure adequate arrangements are made for Fire Safety Information, Instruction and Training. School Safety Officers. Staff and Students. OHSS Fire Adviser. Include fire safety arrangements and emergency response procedures as part of local training and inductions and maintain records. Where problems are identified such as the need for additional training then action must be taken and the necessary changes or improvements must be made to procedures, instructions, training or supervision. Attend training courses as required. Provide training courses as described in 4.5 (a-f).

10 4.6 Monitoring Ensure suitable monitoring arrangements are in place. Monitoring arrangements should be proportional to the risks. Periodically review. Heads of units OHSS Ensure suitable and sufficient arrangements are made within their respective department to monitor that the requirements of this management standard have been implemented and are being maintained. This standard will be reviewed periodically to ensure it meets any new legislative requirements or appropriate guidance.