Fire Safety Policy and Procedure Document Type Author Owner (Dept) Fire Safety Policy and Procedure Health & Safety Advisor Human Resources Issue Date April 2015 Date of Review April 2016 Version 2
List of Contents Page 1. Introduction... 3 2. Policy Statement... 3 3. Fire Safety Measures In all workplaces... 3 3.1 Prevent Fire... 4 3.2 Fire Detection... 5 3.3 Contain Fire fire doors and sprinklers... 6 3.3.1 Contain Fire fire extinguishers... 6 4. Escape from Fire... 9 4.1 Written Procedures... 10 5. Duties and Delegated Responsibility for Managers... 11 6. Duties and Responsibilities of all Employees... 13 7. Further Information... 14 Page 2
1. Introduction This policy and procedure document has been developed to ensure The Mungo Foundation and its employees adequately control the risks of fire. The aim of the document is to give guidance on the basic principles of Fire Risk Management and the Fire Safety Arrangements which must be implemented in all projects and offices of The Mungo Foundation (TMF). The document will be retained within the specific work location and an electronic copy is available on the staff website for all employees including any part time employees, relief workers, students on placements, work experience and volunteers. To ensure a level of understanding is achieved regarding adequate fire safety arrangements, Fire Awareness Training incorporating the Fire Risk Assessment process is provided to Managers. The training will be cascaded, by Managers, to all their employees at their specific work location. 2. Policy Statement The Directorate of The Mungo Foundation accepts that premises managed by them and premises that are jointly occupied have to be safe from the risk of fire. Within the scope of our legal obligations as contained in the Fire (Scotland) Act 2005 and the Fire Safety (Scotland) Regulations 2006, the organisation is committed to providing a safe working environment, where our key objective will be to provide and maintain adequate fire safety arrangements for our employees including part time and relief staff, our volunteers, service user groups and any visitors or contractors. All mangers will ensure the implementation of this policy document to all concerned in the first instance. Thereafter all staff can refer to the document as part of the organisation s commitment to securing a safe working environment. The Health and Safety Advisor of The Mungo Foundation will review this document annually or whenever there is a significant change in legislation. 3. Fire Safety Measures In all workplaces Managers of premises have the delegated responsibility to assess the fire risks associated with our work activities/tasks, our work setting environment and where necessary the risks posed by any individual. Notwithstanding their legal responsibilities, it is likely that managers will employ proficient staff to assist them to assess fire risks in the premises and record the findings in the Specific Fire Risk Assessment form. The risk assessment process should consider a number of aspects of fire safety. For example, how to: Prevent Fire: This includes Fire Risk Management, Fire Safety Training, Service and Maintenance of equipment, reference to other, appropriate policies and procedures e.g. Tobacco at Work Policy; Page 3
Detect Fire: Smoke/Heat Detectors, Alarms; Contain Fire: Fire Extinguishers, Hose Reels, Fire Extinguishing systems, Sprinklers, Fire doors and door release systems; Escape from Fire: Evacuation chair, Emergency Lighting, Training, Procedures, Notices, Signage. 3.1 Prevent Fire Maintaining high standards of Fire Prevention is a fundamental part of The Mungo Foundations objectives and this is predominantly achieved through the in house Specific Fire Risk Assessment and fire safety inspections which are part of the Fire Safety Management System. Our Fire Risk Management System is essential to safeguard our support and service to clients, service users, residents, people in the community and employees and also enables the organisation to comply with the appropriate legislation. Managers must undertake a Specific Fire Risk Assessment once the appropriate training has been provided. The Health and Safety Advisor will provide guidance, advice and support with the relevant documentation. When the fire risk assessment is complete and the control measures are in place, the document must be retained on site. It should be kept within the Fire Register as it may be requested for inspection by the enforcing authorities, such as The Fire Service, The Care Inspectorate, The Health and Safety Executive, or the Health and Safety Advisor and Regional Manager. Fire Safety Assistance Note 1 of 7 LIVING ROOM/LOUNGE Specific Fire Risk Assessment Form Part 1 ACTIVITY/TASK ENVIRONMENT INDIVIDUAL Address (Service, Office etc) Specific location (room, outdoor etc) Date of Assessment Conducted by (signature) (print name) Brief description of area assessed: Part 2 Identify people at risk: Electrics Overloaded plugs Fit one plug per socket unless you use a bar adapter on a lead. Don't plug appliances into the adapter that use more than 13 amps of current altogether. Electric cables Check for worn or taped up cables or leads. These can be dangerous so you should replace them. Don't put cables under carpets or mats where they can become worn. Dangerous wiring Watch out for hot plugs and sockets, fuses that blow for no obvious reason, flickering lights, scorch marks on sockets or plugs. They're all signs of loose wiring or other problems Identify fire hazards: Page 4
3.2 Fire Detection In the smallest of workplaces which are staffed at all times, it may be that all fires would be quickly discovered and staff could give a warning to all present. In other circumstances, it may be necessary to install a hand operated warning device to be sited on the way out. In most work areas however there is automatic fire detection and warning systems which is usually by a combination of detectors and manual break glass call points. Fire Safety Assistance Notes KNOW YOUR FIRE SAFETY EQUIPMENT/SYSTEMS Smoke alarms are essential for every home. You're If you have difficulties hearing or seeing twice as likely to die in a fire at home if you haven't got or if you sleep deeply, there are special a smoke alarm. smoke alarms to warn you if there's a fire and to give you time to get out safely. Mains powered alarm with strobe light and vibrating pad These alarms are designed for people who are deaf or have hearing difficulties. If there's a fire, you'll be alerted instantly by the smoke alarm's flashing light or vibrating pad. Battery alarm with emergency light If the alarm goes off the emergency light alerts people with hearing difficulties. Interconnecting or linked alarms Some alarms connect to each so that when one senses smoke all the alarms sound. These alarms are useful for people with hearing difficulties and also in larger homes. Mains powered alarm which plugs into a light socket This alarm uses a rechargeable battery which charges up when the light is switched on. It lasts for 10 years and can be silenced or tested by using the light switch. A fire alarm system may include a control panel, sensors, detectors, emergency lights, call points and sounder. Where these are available you must ensure that.. Weekly tests of equipment must be supplemented by six monthly inspections by an engineer (typically this is part of the arrangements under a service agreement). All inspections and tests must be recorded in the Fire Register. Weekly Tests and Checks Record DATE TESTED/INSPECTED BY CALL POINT/LOCATION LOCATION FAULTS FOUND ACTION TAKEN Page 5
3.3 Contain Fire fire doors and sprinklers Where practicable it is good practice for all doors in the escape route to open in the direction of the escape. All doors must be able to be opened from the inside without the use of a key or pass card. Fire doors should be self closing and doors to cupboards on escape routes kept closed. Automatically closing fire doors (on alarm) should be checked weekly when the alarm test is carried out. Some new builds may have sprinklers fitted. ` 3.3.1 Contain Fire fire extinguishers On discovering a fire, no matter how small, you must always firstly raise the alarm. You should NOT attempt to attack a fire, which is more than 1 square metre in size. However, be aware of heat, smoke & toxic fumes from even a small fire & the possibility of very rapid fire spread. Where possible do not enter a fire scene without a second person and a second extinguisher to back you up. Always have a clear route of escape. When in doubt GET OUT! Always test the extinguisher before you attack the fire. Before you decide to attack a fire with an extinguisher On all occasions the first action must be to Raise the Alarm. Never put yourself at un necessary risk. Only use fire extinguishers when it is safe to do so and you are confident in doing so and you have been instructed on the safe use of extinguishers. If attempting to extinguish a small fire it is essential to ensure that you select the correct extinguisher and have immediate access to a safe and suitable means of escape. If the fire is small the use of extinguishers may aid your safe means of escape or it may contain the fire. Fire extinguishers must be sited near to the specific fire risk, be clearly visible and ideally sited one metre from the floor. They require a monthly visual check by staff to ensure they appear to be working effectively and the visual Page 6
display is within the safe use margin. Annual maintenance checks must also be undertaken by a service engineer, and should have a dated notice on them indicating the inspection date. Monthly Check Record DATE INSPECTED BY ITEM INSPECTED (FIRE EXTINGUISHERS, LIGHTS ETC) LOCATION FAULTS FOUND ACTION TAKEN Six Monthly And Annual Maintenance/Test By Contractor DATE ITEM OF INSPECTION (E.G. ALARM, DETECTORS, EMERGENCY NAME OF COMPANY NAME OF ENGINEER ACTION REMARKS The type of extinguisher is identified by a colour coding system. In the old standard the whole of the body of the extinguisher was painted the appropriate colour code e.g. blue black etc. (you may find these in our premises and they remain legal). They do not need to be changed unless the extinguisher is defective. New extinguishers use a new standard BS EN 3 part 5 "Portable Fire Extinguishers Specification and supplementary tests". Within this new standard, water extinguishers will continue to be coloured signal red and all other extinguishers will be predominantly signal red with either the manufacturers label, a band or circle covering at least 5% of the surface area of the extinguisher, showing its second colour which indicates the contents e.g. blue dry powder etc. (For a full view of the chart please refer to staff website>health and safety >fire safety >fire extinguisher chart). Page 7
Fire Extinguisher Chart Extinguisher Colour Type Water Type of Fire Solids (wood, paper, cloth, etc) Flammable Liquids Flammable Gasses Electrical Equipment Cooking Special Notes Oils & Fats Dangerous if used on 'liquid fires' or live electricity. Various types of extinguisher are used for different classes of fire, as follows: Water: Suitable for most types of fire other than electrical fires and fires involving flammable liquids. Foam Dry Powder Not practical for home use. Safe use up to 1000v. Foam: Suitable for burning oils, fats and flammable liquids (foam cannot be used on electrical fires). Dry powder: Suitable for all types of fires. Carbon Dioxide (CO2) Safe on high and low voltages. Carbon dioxide: Suitable for electrical fires but can be used on burning liquids. Halon Halon fire extinguishers are not recommended for home use but will knock fire down quickly and can be used on all domestic fire types. Halon: Can be used on the same types of fire as carbon dioxide but contains a gas that should not be inhaled. This type of extinguisher contains one of a family of gases, the most common of which is BSF, which has been identified as contributing to damage to the ozone layer and, whilst not illegal, is not recommended for use in confined spaces. The best place for a fire blanket is in the kitchen. Fire blanket: Fire blankets are very useful for small discrete fires such as those in kitchens or work area machinery. Page 8
4. Escape from Fire Means of escape should be as short as possible and dependent on the fire risk. Persons in workplaces where there are two or more ways out should be able to reach a place of safety in about two to three minutes. In workplaces where there is a single direction of escape, persons should be able to reach the place of safety in about one minute. Thought must be given to the number of persons using the escape route at one time. This should take into consideration the fact that people move slower when using staircases, the possibility of persons with disabilities being involved in the escape and anything that staff need to do before they start their evacuation (e.g. isolating machinery, closing solvent or fuel lines etc.). Emergency lighting and self contained sealed battery luminaries for exit routes must be inspected monthly either visually or by a competent person using a test key. Thereafter a full test must be conducted by a contractor, at least annually. Emergency Procedures Managers must ensure that details of all fire wardens/awareness training together with date and details of routine testing and servicing carried out is detailed in the project Fire Register. Fire Instruction and Training Record Date Nature of training/instruction (category 1, 2 etc Name of person giving instruction Training received by Duration of training/instruction Comments The Manager must ensure that routine fire action notices and written procedures specific to the premises are displayed in prominent positions throughout. Details will include the action to be taken by employees, residents/service users, visitors and contractors. Page 9
On discovering a fire On Hearing the Alarm Raise the alarm immediately Start the emergency evacuation process (based on the fire risk assessment) Call the Fire Brigade Dial 999 Close doors and windows on leaving the building if it is safe to do so. Only use fire extinguishers when confident in doing so and you have been instructed on the safe use of extinguishers Start to evacuate the building Call the Fire Brigade How to call the Fire Service Do not attempt to contact the local Fire Station. Dial 999. When the operator replies, ask for the Fire Brigade and when asked, give the telephone number you are calling from. When connected to the Fire Service, state slowly and clearly the address where the fire has occurred. Specific Fire Safety Emergency Procedures Contents List 1.0 Introduction 2.0 Fire Alarm System 2.1 Location and types of detectors 2.2 Break glass points 3.0 Fire doors and door closing system 4.0 Fire Extinguishers 5.0 Responsibilities 5.1 The Duty Co-ordinator Other Staff 6.0 Fire Emergency Procedures On leaving the building Do not panic Follow instructions Do not delay your departure by collecting personal belongings Make your way towards the predetermined assembly point. Do not replace the receiver until this information has been correctly acknowledged Answer all questions slowly and clearly. Outside the building Conduct a roll call of all occupants at predetermined assembly point. Do not re-enter the building until instructed to do so 4.1 Written Procedures Written Procedures must include the following, as a minimum: A description of the fire alarm sound e.g. bell, klaxon etc.; A detailed floor plan (one copy at least sited near the building entrance) showing: Location and type of detectors; Break glass points (if fitted); Fire doors; Final exit doors; Fire extinguishers. Responsibilities and duties of Staff including what to do: On discovering a fire; When the fire alarm is activated; On hearing the alarm; On leaving the building; When outside the building; When it s a false alarm. Type of evacuation Immediate or Progressive; Information on the dependency of people; Action plan for alternative accommodation arrangements where necessary. Page 10
Please note: The Specific Fire Risk Assessment will determine what emergency arrangements are required for your work setting. Where there are varying dependencies groups in the building, further guidance from the Scottish Government may apply. Please contact the Health and Safety Advisor for further assistance. Supported accommodation With an increasing number of The Mungo Foundation employees working with people in their own homes, it is likely that the community fire safety advice will prove useful. Managers will therefore ensure all employees are introduced to the fire safety assistance notes, the fire risk assessment process and the applicable parts of the fire register e.g. smoke detectors, no fire alarm system. (See 3.1). The Scottish Government introduced mandatory licensing of houses in multiple occupation (HMO) in October 2000. A licence is required for every house or flat where three or more people live who are not all members of one family or of one or other of two families. Flats or bed sits which are otherwise separate are considered part of one house if they share cooking, washing or toilet facilities. Please contact the Health and Safety Advisor for further advice. 5. Duties and Delegated Responsibility for Managers In each work setting within the organisation, the most senior manager of the premises will have the delegated responsibility to ensure that: Employees, service users, visitors etc. are informed of the fire safety arrangements for the premises. As a minimum, employees must be Page 11
introduced to the contents of the Fire Emergency Procedures and the Fire Register as part of the on site health and safety induction process. Fire Safety arrangements must be conveyed to residents, service users, all employees including any part time employees, relief workers, student or work experience placements and volunteers. Employees receive fire safety awareness training. This may be specific fire awareness training or fire warden training as part of a working partnership agreement in a multi occupancy property. Where appointed, Fire Wardens will, on a day to day basis, seek to maintain reasonable awareness amongst staff of the fire precautions within the building. In addition their role will be decided by the specific fire risk assessment process. As a minimum, Fire Wardens will: Assist in the effective evacuation of their part of the building; Conduct a role call; Liaise with the senior person and/or fire brigade in terms of information on missing persons or the location/type of fire etc. Fire Training/Instruction All fire safety training and/or instruction should complement the emergency fire action plan, be verifiable and be evidenced by management records. Minimum training/instruction intervals should be adhered to unless otherwise identified through the fire risk assessment. All topics must be specific to the premises and include the following categories: Category 1 on arrival at the premises The action to take on discovering a fire; How to raise the alarm and what happens then; The action to take upon hearing the fire alarm; The identity of people nominated with responsibilities for fire safety; Any special arrangements for serious and imminent danger to persons from fire; The arrangements for calling the Fire and Rescue Service; The personal emergency egress plans for disabled persons; The location of the escape routes, especially those not in regular use; How to open all doors on the escape routes, including the use of any special fastenings; The reason for not using lifts (except those specifically designed or designated for evacuation use). Category 2 within one week Instruction on the operation of any fire alarm control the procedures for alerting visitors and members of the public Fire Practice Drills are conducted at six monthly intervals for sleeping type accommodation and for all other properties as deemed necessary through the fire risk assessment process. The practice drill should assume a fire scenario in which one or more escape routes are obstructed. During the drill, a member of staff who is told of the supposed outbreak should operate the fire alarm and staff should then rehearse the routine as fully as circumstances allow. Participation of disability groups or individuals in the fire drill will be subject to their capabilities. Page 12
To achieve the most effective preparation for an emergency situation, every effort must be made to ensure at least one practice drill involves everyone on the premises and a discussion with employees should follow each practice drill or emergency evacuation. This will assist managers in evaluating the suitability of the fire safety arrangements. All drills and actual emergency evacuations are to be recorded in the Fire Register. All visitors and contractors are instructed as necessary, on the action to be taken in the event of a fire outbreak or an alarm sounding (may be in the form of a notice or direction from nominated staff). Please note: This includes any planned test or fire practice drill on the day of their visit. Fire hazards are identified and the fire risks are adequately controlled. The Specific Fire Risk Assessment format will assist in this process. Routine testing and maintenance of the fire alarm system, detection and safety equipment must be conducted and recorded in the Fire Register and immediate action is taken for repairs. All fire safety arrangements and documentation meet the requirements within the scope of the enforcing authorities expectations and as applied by The Mungo Foundation internal audit system conducted by the Regional Managers and the Health and Safety Advisor 6. Duties and Responsibilities of all Employees As each of our work places have different circumstances, layouts etc., it is likely that the Specific Fire Risk Assessment and the Specific Emergency Procedures will determine the exact duties and responsibilities for employees. However, as a minimum, the following must be adhered to: On Discovering a Fire: Raise the alarm immediately; Start the emergency evacuation process (based on the fire risk assessment); Call the Fire and Rescue Service - Dial 999; Close doors and windows on leaving the building if it is safe to do so; Only use fire extinguishers when it is safe to do so and you are confident in doing so and you have been instructed on the safe use of extinguishers. On Hearing the Alarm: Start to evacuate the building Call the Fire and Rescue Service On leaving the building: Do not panic; Follow instructions; Do not delay your departure by collecting personal belongings; Make your way towards the predetermined assembly point. Page 13
Outside the building: Conduct a roll call of all occupants at predetermined assembly point; Do not re enter the building until advised by the fire officer that it is safe to do so. On discovering a fire On Hearing the Alarm On leaving the building Raise the alarm immediately Start the emergency evacuation process (based on the fire risk assessment) Call the Fire Brigade Dial 999 Close doors and windows on leaving the building if it is safe to do so. Only use fire extinguishers when confident in doing so and you have been instructed on the safe use of extinguishers Start to evacuate the building Call the Fire Brigade Do not panic Follow instructions Do not delay your departure by collecting personal belongings Make your way towards the predetermined assembly point. How to call the Fire Service Do not attempt to contact the local Fire Station. Dial 999. When the operator replies, ask for the Fire Brigade and when asked, give the telephone number you are calling from. When connected to the Fire Service, state slowly and clearly the address where the fire has occurred. Do not replace the receiver until this information has been correctly acknowledged Answer all questions slowly and clearly. Outside the building Conduct a roll call of all occupants at predetermined assembly point. Do not re-enter the building until instructed to do so 7. Further Information For full viewing of displayed documents and further information you should refer to the staff website at: Health and Safety/Fire Safety. The content includes: Specific Fire Safety Emergency Arrangements Template; Fire Register; Fire Safety Guidance; Portable Fire Extinguishers; Fire Safety Assistance Notes; Specific Fire Risk Assessment Form; Practical Fire Safety Guidance for Care Homes (The Scottish Government) ; Fire Extinguisher Chart (Strathclyde Fire and Rescue). Page 14