FIRE SAFETY MANAGEMENT PLAN February 2014
2 Document Control Revision: 1 Date: 4 February 2014 Status: Document change control: Approved by EPC Revision # Change Description Date Author 1 Initial document release as per draft 04/02/2014 Andrew Sargent 1.4 approved by EPC TABLE OF CONTENTS 1. INTRODUCTION... 3 2. PURPOSE... 3 3. OBJECTIVES... 3 4. SCOPE AND LIMITATIONS... 3 5. LEGAL REQUIREMENTS... 3 5.1 Statutory Requirements... 3 5.2 Standards, Codes, Guidelines and References... 4 6. ORGANISATIONAL RESPONSIBILITIES... 4 7. FACTORS AFFECTING FIRE SAFETY... 5 8. MANAGING FIRE SAFETY... 6 8.1 Building Design and Commissioning... 6 8.2 Maintenance of Fire Systems and Associated Equipment... 6 8.3 Fire Safety Inspections and Risk Assessment... 7 8.4 ECO Members Management... 7 8.5 Fire Evacuation Drills... 8 9. TESTING OF FIRE EVACUATION ALARM SYSTEMS... 8 10. FIRE EMERGENCY RESPONSE... 8 11. MANAGEMENT OF FIRE SAFETY ISSUES / INCIDENTS... 8 11.1 Notification of Problems... 8 11.2 Incident Investigation or Identification of Fire Safety Risk... 9 11.3 Remediation of Issues... 9 Revision 1 Page 2 of 9
3 1. INTRODUCTION The University of Newcastle (UoN) has a legal obligation under the Work Health and Safety Act 2011 to ensure the health and safety of employees and visitor s to the University. This includes ensuring that fire systems and procedures are properly maintained and training requirements are undertaken to ensure staff are fully aware of their fire safety responsibilities. To ensure this level of safety, fire risks must be assessed and mitigated and emergency procedures implemented while ensuring the training and awareness of all staff in their responsibility to minimize fire risk and ability to report / respond accordingly. Fire is identified as a considerable risk in any organisation that has a large building infrastructure. This (FSMP) has been prepared so that the University can appropriately manage this risk. 2. PURPOSE This document was developed by Risk and Assurance Services in conjunction with Infrastructure and, Health and Safety and Security Services. The FSMP is designed to provide information on how the University manages fire risks. The FSMP is a sub plan to the University s Emergency Management Plan (EMP) which provides information for the controls to be implemented and steps that need to be undertaken to manage the University s emergency response. 3. OBJECTIVES There are four main objectives of the FSMP: To ensure a comprehensive fire risk management process is applied across the University aimed to minimize University risk and to protect life and property. To ensure that fire safety problems that arise are quickly and effectively contained and resolved. To ensure that the University complies fully with its legal obligations in relation to fire safety. To ensure that appropriate training and information is provided on fire safety to UoN staff. 4. SCOPE AND LIMITATIONS The term fire safety encompasses many aspects including; The methodology for carrying out fire safety risk audits. The design, installation and maintenance of fire safety systems to protect people and property from fire. The provision of fire safety awareness and training. The establishment and maintenance of a comprehensive Emergency Warden System. Bushfire planning and response procedures are documented in a separate Bushfire Response Plan. 5. LEGAL REQUIREMENTS 5.1 Statutory Requirements The following fire safety legislation is applicable to the UoN community: NSW Work Health and Safety Act and NSW Work Health and Safety Regulation 2011 Revision 1 Page 3 of 9
4 NSW Environmental Planning and Assessment Regulation 2000 - Part 9 Fire Safety and Matters Concerning the Building Code of Australia The Building Code of Australia 5.2 Standards, Codes, Guidelines and References The following Australian Standards and Codes of Practice apply: AS 3745-2010 Planning for emergencies in facilities; Health & Safety procedures (refer UoN web site); University Emergency Management Plan (refer UoN web site). 6. ORGANISATIONAL RESPONSIBILITIES The following are responsible for the implementation and management of the control measures discussed in this document: Person/Organisation Director, Council Services and Chancellery as Chair Emergency Planning Committee (EPC) Associate Director, Health & Safety Associate Director, Infrastructure and Associate Director, Risk & Assurance Head of Security Emergency Control Organisation (ECO) Associate Director, IT Business Continuity Responsibility Endorse FSMP as a sub plan of the Emergency Management Plan. Promote University-wide compliance with FSMP. Ensure the infrastructure design, installation and maintenance of Fire Systems is consistent with the Building Code of Australia, legislative requirements, Australian Standards and this FSMP. Ensure FSMP aligns with the Emergency Management Plan, Critical Incident and Business Continuity Framework. Responsible for ensuring appropriate response to emergencies and completion of building fire evacuation drills as scheduled. Responsible for coordinating evacuations to minimise fire safety risk across the University in accordance with the terms of the FSMP. Ensure FSMP aligns with Disaster Recovery plans Revision 1 Page 4 of 9
5 7. FACTORS AFFECTING FIRE SAFETY Factors Effects Control Options Responsibility Unidentified Fire hazards. Heightens the risk of fire and loss of property and life. A program of Risk Auditing that identifies hazards and generates remedial action. Associate Director, Inappropriate storage of waste material. Heightens the risk of fire and loss of property and life. Effective housekeeping practices ensuring rubbish is removed and material stored as required by procedures. Appropriate safety mechanisms are put into place. Precinct Manager, Staff not fully aware of fire issues. Incorrect action in the event of an emergency and unidentified fire hazards become a practical threat. Training for staff in fire safety awareness and practices. New staff induction training. Using OH&S web portal for fire safety information and guidelines. Associate Director, Health and Safety Lack of Emergency Wardens (ECO). Lack of fire response in designated areas particularly in emergency situations. Identification and training of ECO including Emergency Wardens for every area of the University. Precinct Owner via Health & Safety Inappropriate storage of chemicals and flammable materials. Lack of safety procedures in high risk areas such as laboratories and chemical stores. Exposure to a high risk of fire. Inability to reduce the risk of fire hazards and respond to emergency situations. Maintain a program of proper storage facilities and handling procedures in accordance with Material Safety Data Sheets (MSDS). Review policies and procedures for the work area under the guidance of H&S Team & Facilities Management. Precinct Manager, with Health & Safety. Precinct owner with Associate Director Health & Safety Buildings in poor condition and noncompliant with statutory fire requirements. Increased risk of loss of life and property in the event of fire. Increased exposure to prosecution and litigation. Building design to Building Code of Australia requirements; Annual fire safety inspections; Planned maintenance schedules; Rectification of identified fire hazards. Associate Director, In adequate or inappropriate fire protection measures in place such as alarms, extinguishers, sprinklers, etc. Inability or impaired ability to provide first response to a fire outbreak Regular code reviews to ensure compliance; Risk assessment of building activities to ensure fire protection measures are adequate; Annual fire safety inspections by specialist contractor. Associate Director, Bushfire Prevention and Preparedness Heightened risk of bushfire and loss of property and life. Hazard reduction procedures including regular inspections for bushfire hazards and fuel loads. Maintenance of bushfire protection zones. Monitoring during high fire danger periods. Environmental Officer (IFS) with fire danger monitoring by Security Services. Revision 1 Page 5 of 9
6 8. MANAGING FIRE SAFETY FSMP Strategy 1.Building Design & Commissioning 2.Fire Systems Maintenance 3.Fire Safety Inspections & Risk Assessment 4.ECO Members - Management 5.Fire Evacuation Drills Fire Safety Design Standards Preliminary Design Documents Handover Certificates Statutory Compliance Condition Assessment Fault Management Corrective Maintenance Annual Fire Safety Certificate Each Building Recruitment / Co-ordination Risk Assessment Housekeeping Compliance Maintenance Records Insurance Requirements Training ECO Fire Extinguishers Fire Safety Awareness Induction Each Building Annually Fire Safety Awareness & Education Projects Work Programs Corrective Action ECO Database Maintenance 8.1 Building Design and Commissioning All building design work shall comply with relevant codes and standards including Australian Building Code and University design guidelines. New building works and refurbishment projects that include fire safety equipment and systems will be assessed for compliance prior to entering into service. A certification process is in place whereby the University s fire services contractor is engaged to certify the installation to ensure compliance under the relevant Acts, Codes and Standards including UoN Standards. Building designers should consider any insurance company recommendations in relation to fire safety of University buildings. Records of insurance company recommendations are kept in Risk and Assurance Services. 8.2 Maintenance of Fire Systems and Associated Equipment Maintenance of fire safety systems is carried out by a contracted fire service provider. The provisions of the contract ensures maintenance on fire systems and equipment is carried out in compliance with Environmental Planning and Assessment Regulation 2000 Part 9 Building Code of Australia Appropriate Australian Standards, Codes of Practice and other associated legislation. The contract will ensure that Fire Maintenance Contractors are fully inducted for safe work practices at UoN and are fully qualified to carry out maintenance on fire safety systems. Revision 1 Page 6 of 9
7 8.3 Fire Safety Inspections and Risk Assessment Fire risk assessments and inspections of buildings and grounds belonging to the University are essential in identifying real and potential fire risks and hazards. University buildings are to be inspected annually by a contracted fire service provider who will provide a Fire Safety Statement. Annual Fire Safety Statements will include an assessment of Fire Risk which will be in accordance with the University s Risk Management Policy. It will include assessment of the location of the building, the equipment within the building and the storage of materials and activities within the building. Additionally, insurance companies may carry out risk assessment audits every 3 years of University buildings or carry out assessments as part of a larger program. Audit reports are to be reviewed jointly by Infrastructure and and Risk and Assurance Services to determine required actions and funding allocations. Records of Annual Fire Safety Statements will be kept by Infrastructure and. Insurance company audits will be kept by Risk and Assurance Services. 8.4 ECO Members Management 8.4.1 General An Emergency Control Organisation (ECO) member database is in place to assist in managing the provision of ECO members in all areas of the University as required by AS3745 Planning for emergencies in facilities. Authority is bestowed to the ECO to enlist the assistance of other people during an emergency response. It is the responsibility of Faculties, Schools and Campus Partners to appoint an ECO for their respective areas, ensuring adequate coverage, and to report membership changes to the Senior Safety Advisor. In the event of an emergency event, where all identified Emergency Wardens are not in attendance, the senior management person in attendance will take the ECO role to ensure a safe and efficient evacuation. 8.4.2 Training ECO Training is coordinated through the Senior Safety Advisor and provided through a contracted service provider. The course is delivered by a qualified fire contractor with manuals provided to all participants. It is the responsibility of all ECO members to attend one training course every 3 years. The ECO database can identify ECO members who have not attended training. Attendance reports will be provided to Faculties and Schools to ensure required training objectives are met. Revision 1 Page 7 of 9
8 8.5 Fire Evacuation Drills Fire evacuation drills will be carried out annually within individual buildings on University campuses. The purpose of these drills is to educate building occupants in the correct manner of evacuating a building in the event of an emergency situation and to meet University legal obligations. All evacuations will be conducted by Security Services with the assistance of the relevant ECO members to an annual schedule prepared by Health and Safety. Post de-briefing sessions will accompany each evacuation drill. Buildings that are assessed by the Associate Director, Health and Safety as a high fire safety risk may be required to undertake additional fire evacuation drills. Records of completed fire evacuation drills will be kept by Health and Safety. 9. TESTING OF FIRE EVACUATION ALARM SYSTEMS Testing Of Fire Evacuation Systems Tests of building fire evacuation systems are to be coordinated by a contracted fire service provider. Compliance books are kept in the building fire panel. Where possible, Emergency Wardens should be trained in the use of the evacuation system including identification of fire alarm tones where applicable. ECO members will report any faults or problems by submitting details on a maintenance request (Maximo) which will be actioned by Infrastructure and. 10. FIRE EMERGENCY RESPONSE Automated fire alarm systems on University sites are monitored and responded to by the NSW Fire and Rescue Service and Security Services. In the event of a fire alarm, the ECO members will evacuate the building as per the Emergency Management Plan. In the case of a fire where the alarm system has not been activated, Security Services are to be contacted on 4921 5888 with details of the location of the fire and details of any injuries and actions taken to evacuate the building. It should be noted that not all buildings are fitted with automated fire alarms. If a fire occurs in a building which is not fitted with a fire alarm, Emergency Wardens will need to raise the alarm verbally and ensure that all building occupants are notified. 11. MANAGEMENT OF FIRE SAFETY ISSUES / INCIDENTS This section describes the process for managing fire safety issues and incidents at the University of Newcastle. The aim is to define the reporting line for such issues and incidents to ensure timely management of the problem. 11.1 Notification of Problems Emergency Wardens and building occupants can assist the management of fire safety by reporting any issues or problems that they may identify. Generally, fire safety issues will be identified during routine maintenance and inspections by the Fire Maintenance Contractor. Revision 1 Page 8 of 9
9 Systems and equipment failures will be automatically identified through the network fire system that triggers a fault alarm when attention is required. Any fire issues that are otherwise identified may be reported via Maximo requests with follow up to the Infrastructure and Unit. 11.2 Incident Investigation or Identification of Fire Safety Risk In the event of an actual fire or the identification of a fire safety risk, the issue will be fully investigated by one or more of the following: Jointly by Risk and Assurance Services and Health & Safety. The NSW Fire and Rescue Service Investigation Unit (serious fire) Other external assistance depending on the nature and extent of the problem. Insurance agency if a claim is lodged. The Complaint/Incident Investigation report will be reviewed by all relevant stakeholders to agree a timely action plan to assess and address any gaps or deficiencies in the controls/measures in place to mitigate future fire risks. Responsibility for resolution of issues and completion of associated actions will be assigned. 11.3 Remediation of Issues The majority of fire safety issues at UoN can be rectified by Infrastructure and Facilities Services. Depending on the extent of the problem and the associated risk, a service contractor or other external organisation may be engaged to affect remedial action. Alternatively if it is a safety issue involving building occupants, the problem may be managed at the source for example, through a change in work practices. If the issue is identified as requiring major refurbishment or asset replacement work, the final resolution will be prioritised and placed on a works program. Revision 1 Page 9 of 9