EMLC Academy Trust. Fire Safety Policy 2017/19. Every child deserves to be the best they can be

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1 EMLC Academy Trust Fire Safety Policy 2017/19 Every child deserves to be the best they can be 1

2 Scope: EMLC Academy Trust & Academies within the Trust Version: 2 Filename: EMLC Academy Trust Fire Safety Policy Approval: October 2017 Next Review: October 2019 Owner: EMLC Academy Trust Board of Trustees This policy will be reviewed every two years by the DSW Group and approved by the Board of Trustees. Union Status: Not Applicable Policy type: Non-statutory Replaces Academy s current policy Guidance: Fire safety risk assessment: educational premises (Department for Communities and Local Government, 2006) 2

3 FIRE SAFETY POLICY 1. Introduction EMLC Academy Trust will ensure, so far as reasonably practicable, that all staff, pupils, contractors and visitors are protected from the risks of fire whilst on the premises. 2. Legal Requirements The Regulatory Reform (Fire Safety) Order 2005 (commonly referred to as the FSO) came into force on 1st October The purpose of the legislation is to place a greater emphasis on fire prevention by ensuring that all persons responsible for premises comply with their statutory duties and implement the general fire precautions which are needed to protect all persons from death or injury in the case of fire. This Policy explains how the Trust complies with the Regulatory Reform (Fire Safety) Order 2005 to ensure that, where possible, fire is prevented and that any fire risks are adequately controlled. 3. Responsibilities EMLC Academy Trust Fire Safety Policy forms part of EMLC Academy Trust s Health and Safety Policy and in common with that policy extends through the whole academy, with specific responsibilities as below: Governors ensure that an appropriate policy is in place in the academy and that arrangements are made for its effective implementation; The Principal has the ultimate responsibility for the implementation and management of this policy; The duty holder is responsible for the effective implementation of this Policy and its role within the Trust s Health and Safety Policy. The FSO places duties on the Responsible Person. EMLC Academy Trust is the employer they are therefore the Responsible Person. Certain day to day responsibilities can be delegated down to a duty holder. All employees have the responsibility to cooperate and to ensure that the workplace is safe from fire and its effects and must not do anything that will place themselves or other people at risk. 4. Policy Objectives To safeguard all persons from death or injury in the event of fire by the effective 3

4 management of fire safety; To minimise the risk of fire and to limit fire spread; To minimise the potential for fire to disrupt services, damage buildings and equipment, or harm the environment. 5. Managing Fire Safety The Trust has delegated day to day responsibility for managing fire safety to the duty holder The duty holder will: Ensure that all means of escape are properly maintained, kept free from obstruction and available for safe and effective use at all times; and that the means of escape have adequate emergency lighting; Provide and maintain in working order all firefighting appliances and devices including: o o o o o fire detection and alarm systems; emergency lighting systems; firefighting equipment; notices and signage relating to fire procedures; means of escape, taking into account the needs of any disabled users. Carry out or arrange to have carried out a fire safety risk assessment on each of the academy buildings to ensure that the academy s facilities are compliant; and reduce the risk of fire incidences by carrying out appropriate task risk assessments; Provide appropriate instruction and training for all academy staff on the action to be taken to protect people and property including regular fire evacuation practices for all the academy; Ensure that all staff, students, contractors, visitors and third-party hirers are made aware of and comply with the Trust and academy s fire procedures; Identify any special risks, e.g. the storage of hazardous materials, and put in place appropriate procedures to minimise the risks; Liaise with third parties; the emergency services, and the academy s insurers to ensure that best practice for fire prevention and procedures is in place; 4

5 Monitor and review this policy on a regular basis so as to ensure that any new risk or alteration to regulations is addressed. 6. Monitoring The academy utilises the services of various outside personnel to carry out effective monitoring of its duties. The academy fire detection and alarm system is maintained and checked by a qualified contractor quarterly The alarm sounders are tested on a weekly basis by duty holder The academy emergency lighting is checked bi-annuallly by a qualified contractor; Notices and Signage are updated as and when required and checked annually by the duty holder Firefighting equipment is visually checked weekly by the duty holder and extinguishers are replenished or replaced annually by a qualified contractor A Fire Log Book (Appendix 2) which contains records of fire safety issues is maintained by the duty holderand located in the school office These issues include: fire drills; hot work permits, etc.; the storing of hazardous materials; the inspection and testing of: o o o o fire detection and alarm systems; emergency lighting systems; firefighting equipment; staff training records. 7. Fire Risk Assessment The academy has carried out a comprehensive fire risk assessment for each of its buildings. These assessments are recorded on the Trust s online health and safety portal The fire risk assessment identifies who will be at risk if there is a fire, where people may be working and who else may be at risk, either in the premises or nearby, such as members of the public, visiting contractors, etc., and where these people are likely to be located. 5

6 The fire risk assessment will be reviewed and amended [annually if it is either no longer valid or if any changes are planned, such as: Any structural changes (alterations to the layout of the premises, erection of partitions, refurbishment etc.) which may affect the spread of fire; Any change to the use of the premises which may affect the risk rating; Any change to work processes or work equipment which may introduce new fire hazards; Any change to the numbers of people using the premises to ensure that escape routes can accommodate the numbers safely. 8. Fire Safety Training All staff receive basic fire safety induction training through the Trust s online health and safety portal and attend refresher sessions as required by legislation Key staff in the individual academy buildings receive more detailed instruction in the form of fire warden training Pupils are given instruction by their class teachers during the first week of the Autumn term on their actions to be taken in the event of a fire. Fire drills are planned each term to evaluate the effectiveness of the academy s evacuation procedures. The findings of the drill are reported to staff through the through the Trust s online health and safety portal and any conclusions and remedial actions are recorded and implemented. 9. Evacuation Procedures Appendix 3 details the evacuation procedures which are to be followed in the event of a fire alarm. This document details the responsibilities of staff and individuals during an evacuation and subsequent roll call. Specific Guidance on the Evacuation of Disabled Persons from the Academy Buildings is detailed in Appendix 4. 6

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8 Appendix 1: Fire Maintenance / Test Procedures Fire Drills TERMLY Fire Evacuations must be carried out at least once in each term. Ensure all occupants are able to evacuate to a place of safety in a reasonable time. (3 mins.) Record details of drill, evacuation time and any problems. Fire Alarm Panel / System DAILY Check fire alarm panel for normal working conditions Report any faults and actions WEEKLY Fire alarm audibility test conducted by site with a different call point tested each week in rotation. Number each call point for identification. (each zone to be tested every 13 weeks) Record details of call point test and call point number Repair / replace defective units Check alarm is audible in all areas (test to be carried out during full occupation) Check that any fire doors on automatic door closures linked to the fire alarm are closing properly. Check any doors fitted with electromagnetic locks are released. SIX MONTHLY For systems with battery back up a six monthly battery check by a competent service engineer is Site to keep maintenance records 8

9 required. This check may also include 50% of the automatic smoke / heat detectors, sounders and manually operated devices ANNUALLY For 230 volt systems without battery back up An annual test and examination of the alarm system by a competent service engineer is required. Site to keep maintenance records. Test and examination of alarm system by competent service engineer including all automatic smoke / heat detectors, sounders and manually operated devices. Means of Escape DAILY Check for any obstructions on escape routes (internally and externally) Doors: check self-closing devices, and that push bars/ other emergency fastening devices are operational Site to record details and actions only if there is a fault WEEKLY Check all internal fire doors for ease of opening, that they are a good fit, closing fully, fire door seals and self-closures working correctly, correctly signed etc. Site to record details and actions only if there is a fault 9

10 MONTHLY Check all electronic release mechanisms on escape doors work correctly (i.e. fail safe in the open position on activation of alarm / loss of power) Site to record details and actions only if there is a fault Fire Fighting Equipment WEEKLY Check all extinguishers, hose reels 1, fire blankets etc. are available for use, undamaged and unobstructed. Extinguishers properly affixed to wall brackets or on plinths. Site to record details and actions only if there is a fault Check for any evidence of tampering. ANNUALLY Full check and test of extinguishers, fire blankets and hose reels by competent service engineer. Maintenance records to be kept on site. Fixed Systems (where applicable e.g. sprinkler systems) Frequency specified by installer Programme of inspections and checks dependant on type of system and to be specified by installer. e.g. weekly checks on water and air pressure gauge readings, water levels in storage tanks. Weekly test Site to record details and actions only if there is a fault 1 Fire hose reels may well be able to be removed and capped off, approval for this should be sought from your district Fire and Rescue officer 10

11 on automatic pump and diesel engines etc. ANNUALLY or to insurance / installers guidelines Formal inspection and testing of fire sprinkler system Maintenance records to be kept on site. Emergency Lighting (where applicable) DAILY Check indicator lights functioning (report faults to contractor) Operate and replace batteries in torches if necessary. Site to record details and actions only if there is a fault MONTHLY In house operational test for a short period (a maximum of one quarter of the rated duration). Maintenance records to be kept on site. YEARLY Emergency lighting full duration discharge test by competent person. Maintenance records to be kept on site. 11

12 Appendix 2: Guidance for Keeping a Fire Log Book 1. Introduction 1.1 To assist with the fire risk assessment under The Regulatory Reform (Fire Safety) Order 2005, it is necessary to maintain a log book in which the results of all routine maintenance and testing, should be recorded, (as applicable to the particular premises) e.g.: Fire Alarm; Emergency Lighting; Means of Escape; Fire Fighting Equipment; Active and passive fire safety systems and construction. 1.2 Details of Fire Instruction given to employees should be recorded, together with the following information: Date of the instruction or drill; Duration of the instruction or drill; Name of the person giving the instruction; Names of the persons receiving the instruction; Nature of the instruction or drill. 2. The Log Book 2.1. The attached sheets are a suggested layout, which will comply with the above. In addition a record of visits to the premises by an Inspecting Officer of the Fire Authority should be maintained The Log Book should be maintained in current order, and kept readily available, for inspection by an authorised officer of the Fire Authority It is also recommended that evidence of equipment maintenance and staff training is retained within these log books The fire logs will start to be recorded on the Trust s online health and safety porta during the academic yearl 12

13 Alarm Test Sheet Frequency of test: In accordance with the relevant system standard. Daily, weekly, annually. Date Call Point Number or Location Audible and visual warning devices working (Yes / No) Electronic /Automatic Doors Functional (Yes / No) Tested By Print Name Signature 13

14 Alarm Defects Date Item Action Rectified By Date Evidence of the required Annual / 6 monthly tests as per the current British/European Standard must be demonstrated in the form of a full report or detailed invoice from a competent service engineer. Compliance of the relevant standard must be confirmed. 14

15 Means of Escape: Check Sheet Records of Defects / Obstructions etc. Frequency of test: Daily, weekly, annually. Exit Door fastenings operable Exit Signs clear Escape routes clear and Unobstructed Fire Doors Closed, Self-closers working Date Item Defect / obstruction etc. Action Signature 15

16 Fire Fighting Equipment: Records of Defects Frequency of test: Weekly, annually. Hose reels and extinguishers available for use and unobstructed Extinguishers properly affixed to wall brackets Date Location or number Defect Action Signature 16

17 Evidence of the required annual checks must be demonstrated in the form of a full report or a detailed invoice from a competent service engineer. Compliance with the current British/European standard must be confirmed. 17

18 Emergency Lighting Test Sheet Frequency of test: In accordance with relevant system standard. Daily, monthly, annually Date Location or number Satisfactory Yes / No Tested By Print Name Signature 18

19 Emergency Lighting Defects Date Item Action Rectified By Date Evidence of the required annual and full duration tests as per the current British/European standard must be demonstrated in the form of a full report or a detailed invoice from a competent service engineer. Compliance of the relevant standard must be confirmed. 19

20 Fire Instruction and Drills Record of When Given Termly Evacuation Drill Date / time Time taken to Evacuate Carried out By Observations / actions 20

21 Staff Training Frequency of training: On Induction, termly drill, annually. Date Duration Persons Instructed Subject Instructed By 21

22 Appendix 3: Evacuation Procedures Evacuation Procedure Evacuation Route Designated Staff 22

23 Appendix 4: Guidance on the Evacuation of Disabled Persons from the Academy Buildings Pupils and employees with a disability should already have been identified and information held in reception. The SENCo prepares PEP s for pupils and the Business manager will prepare PEP s for employees. Having considered the risks, the SENCo will propose specific procedures for assisting in the evacuation of persons with a known disability. A buddy will be appointed for any pupil or employee requiring assistance in an emergency evacuation. Where teachers have a pupil with a known disability, they must ensure that the pupil is aware that the alarm has been triggered and that they follow the evacuation procedure accordingly. Disabled staff must have identified themselves to the Principal and any specific requirements must be addressed as soon as they are known. Specific Evacuation Requirements Wheelchair users/persons with Mobility Difficulty Wheelchair users or any person with difficulty walking (e.g. anyone temporarily using crutches) should wait until everyone else has left the room before making their way to the exit, assisted by their buddy or other third party if required. Visitors with disabilities On arrival, disabled visitors to the academy should be asked to identify any special requirements in the case of an emergency evacuation. The person hosting the visitor should ensure the visitor s safety in the event of an emergency evacuation. Wherever possible (i.e. when on ground floors) all persons, including wheelchair users, should make their own way out of the building by utilising the fire escape routes. Whenever the route is blocked or the person is above ground floor, wheelchair users must be either assisted by their buddy or other third party. When evacuating the upper floors of the buildings, anyone unable to leave without assistance should wait for assistance in the refuge as discussed on your arrival. The use of the term Refuge is intended to mean a place where people can safely wait for a period of time whilst the evacuation process is being undertaken. It is not a place to leave people for the duration of the alarm, but it has been selected for its additional protection from fire, meaning that it will remain a safe place to wait. Lifts must not be used during an emergency evacuation. 23

24 Appendix 5: Evacuation Plan 24

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