The Health, Safety and Security Department
UNIVERSITY POLICY AND
MANAGEMENT PROCEDURE
Fire Safety
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Statement
This Management Procedure was approved and authorised by the Health, Safety and Welfare
Committee on 05 June 2007 on behalf of the University Council and forms part of the Health
and Safety Policy of the University.
This document is a Management Procedure for good health and safety management practice.
This Management Procedure provides Heads of Departments, College Provosts and all
managers, staff and students with the necessary information to incorporate healthy and safety
practices and relevant procedures into their activities.
Divergence from this Management
Procedure may result in Heads of Departments, College Provosts and the University being
exposed to possible legal proceedings.
The use of this Management Procedure and the incorporation of its requirements into working
practices and activities will ensure that the University and its community achieves compliance
with its legal duties with regard to health and safety.
The
most
recent
version
of
this
Management
Procedure
is
available
at
http://www.york.ac.uk/admin/hsas.
Date of Review
Date of Last Review
Date of Next Review
June 2014
October 2010
June 2016
By
By
The Director of Health, Safety and Security
The Director of Health, Safety and Security
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Serial
Content
Page
Statement
2
Content
3
UNIVERSITY POLICY
5
1.
INTRODUCTION
5
2.
LEGAL FRAMEWORK
5
3.
SUMMARY OF DUTIES
6
4.
AIMS
6
5.
5.1
5.2
5.3
ROLES AND RESPONSIBILITIES
Responsible Person (RP) Fire Safety
Building Co-ordinator/Facilities Manager (BC/FM)
Fire Evacuation Controller
7
8
8
8
ARRANGEMENTS
9
6.
6.1
6.2
6.3
6.4
6.5
6.6
6.7
6.8
PROCEDURES
Fire Risk Assessments (FRA)
Fire Prevention
Electrical Safety
Prohibitions
Fire Fighting Access
Personal Emergency Evacuation Plan (PEEP)
Monitoring and Review
Building Refurbishment
9
9
11
11
11
12
12
13
13
7.
7.1
7.2
7.3
7.4
7.5
7.6
7.7
FIRE PROTECTION AND SUPPORT SERVICES
Active Fire Protection
Passive Fire Protection
Fire Fighting Equipment (FFE)
Fire Safety Signage
Means of Escape Doors
Fire Assembly Points (FAP)
Hot Works
14
14
15
15
15
16
16
17
8.
8.1
8.2
RECORDS AND REPORTING
Records
Reporting of Incidents
17
17
18
9.
9.1
9.2
9.3
EMERGENCY PROCEDURES (INCLUDING EVACTION)
Shutting Down Circuital Plant and Equipment
Campus Services
Security Services
18
19
19
19
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Serial
10.
10.1
10.2
10.3
10.4
10.5
Content
FIRE ALARM ACTIVATIONS
Evacuation From Safe Refuge Areas
Fire Wardens and Sweepers
Use of Barbecues
Fire Doors
Fire Evacuation Drills
Serial
Appendix
Page
20
21
21
22
22
23
Page
1.
Fire Safety Training
24
2.
Fire Safety Training Matrix
27
3.
Fire Safety Log Book
28
4.
Fire Alarm Activation Investigation
33
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UNIVERSITY POLICY
1.
INTRODUCTION
Fire Safety is of paramount importance for the University of York (University). There
are areas that are considered to have a high fire risk. There are large concentrations of
people, many of whom may be unfamiliar with the buildings they occupy, for example
students, visitors, members of the public, conference delegates and contractors.
The abundance of combustible and flammable materials imposes high fire loads within
buildings, and there are many ignition sources.
The complexity of the University in terms of organisation and the need for free
movement of individuals provides additional difficulties with regard to fire safety in
relation to the clarity of roles and responsibility. This complexity affects both the
management of fire safety and the operational response.
These factors need to be considered in developing a framework strategy for Fire Safety
Management, which shall be a prime ingredient of successful premise management
with the commitment to enable full legal compliance.
The University has a general legal duty to protect the health, safety and welfare of staff,
students, visitors and the general public.
2.
LEGISLATIVE FRAMEWORK
The University has an absolute duty to achieve compliance with the following
legislation:

The Health and Safety at Work Act 1974.

The Management of Health and Safety at Work Regulations 1999.

The Building Regulations 2010, Approved Document ‘B’ (2007) Inc. 2013 and
2013 amendments.

Regulatory Reform (Fire Safety Order) 2005.
This Management Procedure provides direction and guidance on fire safety
management for University premises. Its purpose is to:

Inform
Heads
of
Departments
and
Managers
of
their
duties
and
responsibilities.

Inform the Building Co-ordinator/Facilities Managers of their role in facilitating
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legal compliance.

Provide guidance to enable managers to meet their obligations.

Minimise the risk to life and property from fire.

Ensure that all staff are aware of their duties in the event of fire and are
adequately trained.

Clarify the roles of responsible persons in matters of fire safety.

Demonstrate best practice in fire safety.

Ensure consistency in methodology of fire safety management.

Identify the standards and procedures to be implemented and maintained.
3.
SUMMARY OF DUTIES
To ensure compliance with the legal duties imposed upon the University, the list below
summaries the requirements:

To provide premises which are constructed and maintained with suitable fire
precautions to an agreed set standard.

To provide fire detection; alarm systems; emergency lighting; firefighting
equipment; evacuation signage and protected escape routes.

To have evacuation and emergency procedures in place, and to provide
relevant training to all occupants of University premises.

To periodically test, monitor and audit all fire protection, precautions and
prevention systems.

To carry out fire risk assessment of all the University’s Buildings, to assess the
risks to the occupants from fire and to analyse the adequacy of the protection
measures.

To appoint a competent person known as “the Responsible Person” for fire
safety within a designated area.
4.
AIMS
The University’s Health and Safety Policy Statement and Arrangements requires, in so
far as is reasonably practicable, the Health, Safety and Welfare of University employees,
students, conference delegates and visiting members of the public, including those
contractors appointed to work within University premises.
The University is committed to providing and maintaining safe buildings and effective
management of their occupation through competent persons in the University direct
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employment. This is in accordance with the current standards of best practice and in
full compliance with legislation. This includes effective Fire Safety Management.
In the context of fire prevention, this includes the provision of suitable instruction and
training when employees start work and to re-fresh this training at least annually, to
conduct regular practice fire drills, and the posting of Fire Action Notices, (including
floor plans where necessary) showing the location of fire alarm points, fire
extinguishers and fire exits.
In order to ensure compliance this Management Procedure requires that no change to
any premise or arrangement of space shall take place without prior consultation and
agreement of the Head of Estates Operations and the University Fire Safety Officer
(UFSO), and that suitable measures are undertaken to ensure fire breaks are not
compromised.
Whatever the number of employees, it is vital that responsibility for action in the event
of fire is assigned to a specific person(s). Premises with a large number of occupants
may have fire sweepers who will oversee the immediate evacuation of any people from
their area of responsibility. (The fire alarm system and/or Security Services staff will
notify the Fire Brigade).
Heads of Departments (HoDs) are to nominate a ‘senior person’, for example, the
Departmental Safety Officers (DSO) or Senior Manager to be responsible for all aspects
of fire safety, overseeing of Fire Safety Log Book, (including equipment maintenance)
and record keeping. This person will organise Personal Emergency Egress Plans (PEEP)
and co-ordinate fire drills with Estates Services. This person is referred to throughout
this Management Procedure as the Building Co-ordinator/Facilities Manager (BC/FM).
HoDs are to ensure that training is provided to all new employees and students;
induction training should be followed by regular re-training sessions.
5.
ROLES AND RESPONSIBILITIES
The effective implementation of the requirements of this Management Procedure will
require nominated personnel to perform certain duties. Some roles are created by the
adoption of this Management Procedure as University Policy. These include the roles
of BC/FM, Fire Warden and Evacuation Sweeper.
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5.1
Responsible Person (RP) - Fire Safety
The nominated RP is to execute the lead duty for the management of workplace
Fire Safety Management for the University through effective delegation and to
liaise and consult with the relevant HoD. To monitor and support the Fire
Safety Management of University premises. To ensure fire precautions shall be
adequately considered by Department Health, Safety and Welfare and
Committee meetings or, if there is no such named committee meeting, the most
appropriate substitute meeting.
Key concerns shall be referred to the appropriate BC/FM, Estates Services and
UFSO for consideration or action and if necessary to the University Health,
Safety and Welfare Committee (HSWC):

To ensure Fire Risk Assessments (FRA) are carried out for the designated
areas, ensuring all corrective actions and non-compliance issues
highlighted are closed out.

5.2
To ensure suitable records are kept.
Building Co-ordinator/Facilities Manager (BC/FM)
A member of staff usually from the Directorate of Estates and Campus Services
(DECS) or from an Academic Department and who is given the task of coordinating the Fire Safety activities. This person facilitates the University’s Fire
Safety Management within a specific buildings or areas of campus as directed
by the requirements of this Management Procedure.
BC/FM shall assist in the undertaking of FRA in liaison with the UFSO and if
appropriate the HoD in identifying the proportionate and most appropriate Fire
Safety Management control measures.
The BC/FM should have nominated
deputies for this role.
5.3
Fire Evacuation Controller
A member of Security Services or an on duty Porter will be assigned to the Fire
Assembly Point (FAP) to manage and control evacuating personnel and to
assume control of the incident until the emergency services arrive on site (if
required). It is necessary for the Evacuation Controller to be able to account for
all personnel including students, visitors and contractors at the FAP and they
will rely on the appointed Fire Wardens to provide this information.
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ARRANGEMENTS
6.
PROCEDURES
The BC/FM is responsible for monitoring and maintaining the level of Fire Safety of the
premise(s). The HoD in occupancy shall co-operate with the BC/FM to ensure the
University fulfils its obligations especially with regard to the management of personnel
directed to act as Fire Wardens/Sweepers.
BC/FM shall assist the UFSO to complete and undertake FRA. This will provide the
direction in implementing effective controls and operational procedures. A FRA shall
be provided for all buildings.
The prime responsibility of the BC/FM will be the establishment of a management
structure including designating named persons responsible for each part of the plan:

Action to eliminate hazards where practicable.

Monitoring of unavoidable risks.

Controls to prevent the spread of smoke and flames.

Measure to ensure safety of students, staff and visitors.

Measures to enforce fire safety.

Document
and
maintain
effective
emergency
procedures
(in
liaison
with Security Services).

Perform periodic inspection, audit and review.
6.1
Fire Risk Assessment (FRA)
With all activities which may entail significant risk, suitable and sufficient
assessment of the risk must take place.
The Health, Safety and Security
Department (HSSD) have produced a University Policy and Management
Procedure – Fire Risk Assessment.
The attention of all people with a
responsibility designated to them to manage and control premises are reminded
they should be consulted if there is doubt about the risk assessment process and
inform the HSSD.
The HSSD have developed set protocols for FRA in line with the requirements
of the Regulatory Reform (fire safety) Order 2005 and input from North
Yorkshire Fire and Rescue Services (NYFRS).
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A schedule for all buildings has been developed for the University; this has
been based on a risk rating within the premises and previous findings as
follows:

Accommodation, life safety is paramount and all buildings containing a
sleeping risk will be assessed as a priority. This group is further split
dependent on type of construction, with the Consortium of Local
Authority Special Projects (CLASP) buildings being of a higher priority.

Public access, buildings across the campus which give free access to
persons other than University staff and students.

Commercial outlets, campus bars, food outlets and shops.

Academic buildings (high risk), due to the nature of the operations
undertaken in the premises.

Academic buildings (medium risk).

Academic buildings (low risk), office accommodation.

Other University owned or University occupied buildings.
Dependent on the findings of the previous audit a schedule has been developed
to cover all buildings over a three yearly cycle.
This schedule has been added to a shared file store, \\projectfs\firerisk, and will
be made available to relevant persons to ensure FRA are scheduled with
appropriate notice and allow for flexibility where changes to the schedule need
to be agreed.
The HSSD Competent Person (CP) will, through regular meetings with the
appointed Responsible Person, escalate where required any items which have
not been appropriately actioned.
The RP will need to escalate issues at the appropriate management level if they
feel action is not being taken in the agreed timescales or where a deviation has
not been agreed, and documented, through regular meetings with appointed
RP.
A review schedule for all buildings will be issued annually. This will be based
on risk in line with the original assessment and buildings will be scheduled on
type and known risk from the previous FRA based against the format below:

Accommodation buildings.

Public access buildings.
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
Commercial outlets.

Academic buildings (high, medium and low risk) office accommodation.
Any layout changes or building works are to be notified to the HSSD prior to
commencement to ensure fire precautions/means of escape have been included
and are appropriate. On completion of any works the FRA will be reviewed
and where appropriate modified and reissued to the RP.
6.2
Fire Prevention
Proactive fire safety control measures should be implemented to reduce the
source of ignition and risk from fire and actively reduce the number of false
alarms/un-wanted activations:
6.3

Reducing potential fuel sources.

Control occupancy use and numbers.

Ensure awareness of fire detection/alarm system.

Reduce the threat of arson.

Isolation procedures for automatic fire detection systems.
Electrical Safety
The University has a large amount of residential accommodation and the
amount of electrical appliances within this accommodation is increasing at a
rapid rate. This Management Procedure includes reference to the condition and
number of electrical appliances, and that they shall not be detrimental to safety.
If Managers have concerns over the electrical safety of appliances they can
request that these are tested.
The College Provost/Principal of residential
accommodation are responsible for enforcing the license/lease agreement and
take appropriate disciplinary action in line with agreed procedures against
residents who breach fire safety instruction and ignore any prohibitions.
Guideline on safety of electrical appliances is available from Estate Services.
6.4
Prohibitions
To ensure a level of fire prevention the following activities are prohibited:

No storage of combustible materials against buildings.

No open refuge skips to be placed within ten metres distance of the
building.

No temporary buildings to be placed within ten metres distance of the
building unless of one hour fire construction and class 1 surface spread of
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flame.

No gas cylinder storage on site by contractors without prior written
permission.

Where written permission is given; no storage of any gas cylinders is
permitted overnight within buildings by contractors. At the end of the
working day gas cylinders should be removed from the building to a
secure area where they can be left (gauges and keys removed).

No burning of rubbish onsite unless within a designated incinerator or
area.

No portable heaters (except in an emergency by agreement with the
Building Co-ordinator and written permission from the University
Engineer).

No portable space heaters shall be used within University premise
without agreement from Estates Services and the UFSO.

No candles or other naked flames in any University premises.
Items that are prohibited will be removed and the owner notified as to where they may
collect them from etc.
6.5
Fire Fighting Access
Access to buildings must be maintained, control measures should be extended
to the building curtilage, surrounding land use and vehicle access together with
arrangements in the event of NYFRS attendance. Security Services, will when
informed of the premise requirements, provide assistance in meeting the
requirements in support of:
6.6

Access

Information

Water Supply

Salvage and Damage Control
Personal Emergency Evacuation Plan (PEEP)
It is essential that this plan identifies employees or others within the University
with a permanent or temporary need which may result in assistance being
required in the event of an evacuation.
The BC/FM shall establish and maintain the disabled user-profile for the
building, for example how many, where, when, the nature of their disability,
whether ambulant, accompanied, employee or infrequent visitor, and ensure
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the adequacy of arrangements. Where appropriate PEEP shall be developed,
and include:

The name and location of the person requiring assistance.

The nature of assistance required.

The method of evacuation.

Any special training requirements.

Names of any staff designated to assist in the safe evacuation.
Accommodation/Admissions Office (including HoD) will notify the BC/FM of
all residents/employees who may require assisted evacuation and their
locations.
A system of designated safe refuge areas is established and maintained in all
buildings, the location of such refuges must be such that the person evacuating
to the refuge should be protected from fire by a minimum of 30 minute fire
resisting construction. A copy of the location of all safe refuge areas is to be
forwarded to the Security centre and UFSO.
6.7
Monitoring and Review
BC/FM shall establish a regular audit of the premise fire precautions. The audit
shall be undertaken to a frequency demanded by the prevailing risk, but no less
than yearly. Fire audit checks shall be undertaken prior to special events with
large assembly and public entertainment events.
6.8
Building Refurbishment
Estates Services Managers or appointed consultants responsible for organising
works shall comply fully with the Approved Contractors’ Code of Practice for
Works on University premises available from Estates Services.
Where the
proposed alterations or refurbishment result in change to the internal design
with consequences for fire safety, the project manager shall ensure
consideration is given towards the premise’s current compliance with
standards. The UFSO must be informed and approve the alterations prior to
consultation with ‘City of York Building Control Department. A new FRA shall
be produced in liaison with the occupiers and communicated to the BC/FM and
HoD where any changes significantly affect the level of risk.
Where reasonable and practicable, fire precaution improvement to current
standards shall be included in all future works. When works are not fully
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undertaken, notice with details shall be provided to the Building Maintenance
Surveyor for inclusion in the long-term maintenance programme.
Managers responsible for organising maintenance or similar type works shall
comply fully with the Maintenance Code of Practice for Works in University
premises available from Estates Services.
A full inspection of the passive/active fire precautions will be carried out prior
to any re-furbished area being re-occupied, this is to include:
7.

Fire compartmentation.

Fire stopping.

Fire door installations.

Automatic fire detection – cause and effect.

Sounder level checks.

Emergency lighting requirements.

Portable fire extinguisher requirements.

All fire safety signage.

Formal Records and Handover.
FIRE PROTECTION AND SUPPORT SERVICES
Estates Services is responsible for establishing the standards and best practice in fire
precautions and in the design and maintenance for fire protection. No works to the
building fabric or services is to take place without prior approval from Estates Services,
who will seek the required approvals before the work can go ahead.
7.1
Active Fire Protection
Estates Services will provide and maintain to current standards, the active fire
systems necessary to identify and respond to an incident and to enable quick
escape including:

Fire Detection.

Emergency Lighting.

Smoke Control.

Fire Suppression.

Fire Hydrants.
The responsibility for all testing and logging of results will rest with the Estates
Services.
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7.2
Passive Fire Protection
Estates Services are responsible for maintaining to current standards the
permanent features that are part of the fabric and layout of the building
including:

Structural Fire Protection.

Cable installations that may breach fire barriers.

Means of Escape.

Smoke Control.

Fire stopping.

Fire safety signage.
BC/FM responsibilities will extend to activities that interfere with fire
precautions that are outside of Estates Services control, such as:
7.3

Misuses of escape doors or obstruction to means of escape.

Wedging open fire and smoke doors.

Obscuring fire door notices and observation panels.

Security measures that restrict emergency escape and evacuation time.
Fire Fighting Equipment (FFE)
Estates Services will provide and maintain FFE for use by University trained
staff and the Fire Brigade. HoDs/ College Provosts/Principals are responsible
for nominating staff for practical fire extinguisher training to be delivered by a
competent person, BC/FM are responsible for ensuring that FFE remains in the
proper position within the building and is not misused.
7.4
Fire Safety Signage
Estates Services will provide and maintain (including the fitting of) fire signage
to ensure legal conformity.
BC/FM are responsible for informing Estates
Services where they consider the signage provision to be insufficient, perhaps
due to changes in use, internal space arrangement or where users find
interpretation in direction unclear.
Fire Action Notices (FAN) will be provided through Estates Services, but the
controlled and effective display is the responsibility of BC/FM. FAN are most
appropriately displayed adjacent to fire call points, main entrances, final escape
doors (in all study bedrooms adjacent to the door) and not on the room inside
door face. Poster display, signs or any other form of notice must not obscure
fire door notices and vision panels.
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FAP signs will be the responsibility of the BC/FM. All areas must have a
designated signed assembly point agreed with the UFSO in the event of an
evacuation.
7.5
Means of Escape Doors
Emergency escape doors, including those along escape routes must not be
locked or fastened that they cannot be easily and immediately be opened by
any person who may require them in an emergency.
BC/FM shall ensure
sufficient controls are in place to minimize the risk to emergency escape.
Alterations or replacement to provide new emergency escape hardware shall
only take place after written assessment of user requirements and means of
escape by the BC/FM and Estates Services Managers. Liaison with the Security
Services and Support Services Manager shall take place to ensure optimum
security levels are achieved under the prevailing circumstances.
No electrical locking mechanism or security system shall be connected into the
fire alarm system in such a manner to act as primary means of opening the
escape doors and raising the fire alarm.
Persons considering the use of
electrical locking mechanisms shall make themselves fully aware of the safety
implications.
Automatic locking systems are only acceptable on doors to escape routes if they
are automatically overridden by the fire alarm system, and incorporate other
fail safe devices. Acceptance must be gained from the UFSO and in some cases
NYFRS in writing prior to installing such systems.
7.6
Fire Assembly Points (FAP)
FAP will be assigned for all buildings on the University premises. The location
of the FAP will be displayed adjacent to all fire alarm manual call points. All
personnel evacuating the building must know where their FAP is and must be
instructed to report there as quickly as possible in an evacuation.
In the event of an evacuation, Security Services Supervisors will assign an
Evacuation Controller to the FAP to manage and control personnel.
It is
necessary for the Evacuation Controller to be able to account for all personnel
including visitors and contractors at the FAP.
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7.7
Hot Works
A satisfactory standard of fire risk management is more likely to be followed
where a formal Hot Work Permit (HWP) is implemented. This must be under
the strict control of nominated competent persons who will have the authority
to issue HWP and ensure reasonable precautions are in place prior to the
commencement of the work.
In order to limit this type of incident a University Hot Work Permit system is in
place, formal risk assessments must be carried out for all work activities,
including the generation of heat or use of naked flame. The use of the
designated HWP scheme will result in a safer environment with fewer fire
incidents attributed to hot working.
8.
RECORDS AND REPORTING
8.1
Records
Estates Services shall maintain, readily accessible and in the building, a ‘Fire
Safety Log Book’ which shall record all the fire related activities, training and
servicing of equipment.
The initial provision of this record book shall be
provided by Estates Services. The contents of the ‘Fire Safety Log Book’ shall at
the very least contain records of:

Records of Manual Fire Alarm Tests, (weekly).

Records of Emergency Lighting Tests.

Records of Fire Fighting Equipment (FFE) Checks, Tests/Activations.

Records of Maintenance and Inspection of the Fire System.

Records of Isolations of the Fire System.

Records of Modifications and Work undertaken on the Fire System.

Records of Certificates/Endorsements/Exceptions and Restrictions.

Drawings and Plans.

Specific/Additional Supporting Information.

Monthly fire door/fire extinguisher checks by department.

Emergency isolation points for mains services.
In addition the BC/FM shall retain on the premises the following records:

Fire Safety Instructions

Records of Staff Training including Fire Safety Inductions.
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
Records of Fire Practices.

Records of Fire Risk Assessments including Fire Safety Check Sheets.

Records of Enforcement/Prohibition Notices.

Records of Audits/Enforcing Authority/Local Authority Visits.
The UFSO will maintain a central register of all FRA.
8.2
Reporting of Incidents
Any fire incident/alarm activation resulting in smoke or flames whether
damage is evident or not, and any near miss resulting in damage by charring or
overheating such as radiated heat from a heater or light source, or the
overheating of electrical wiring necessitating wiring repairs, shall be reported to
Security Services, giving a contact name and telephone number.
Security
Services will inform other relevant persons, but always the Head of Estates
Operations, the Director of HSSD/UFSO and appropriate BC/FM.
Security
Services have an Incident Form designed for this purpose. Lightning strikes
shall also be reported.
The UFSO will carry out follow up reports on all incidents of activation of the
fire alarm system.
9.
EMERGENCY PROCEDURES (INCLUDING EVACUATION)
On all occasions it is the Security Services who will take charge of a fire incident until
the arrival of the Fire Brigade
The UFSO is responsible for the development of University integrated emergency plans
and procedures. BC/FM and HoDs, College Provosts/Principals are responsible for
developing their own in-house emergency plans and procedures. Appropriate and
reasonable procedures for normal business hours 9am to 5pm and out of hours shall be
developed.
The University provides an effective emergency communication system through the
Security Centre, which is staffed at all times.
The emergency procedures are documented and notices displayed within the premises.
University staff should be familiar with the procedures specific to their place of
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occupancy. BC/FM and HoDs, College Provosts/Principals shall ensure staff, students,
conference delegates, visitors and contractors within the building and curtilage are
informed of the action to take in the event of an emergency.
9.1
Shutting Down Crucial Plant or Equipment
It will be necessary to include in the departmental emergency plan, details of
any arrangements implemented to deal with items of plant which if left
unattended may contribute to the fire or result in damage or danger to the plant
and must therefore not be unattended without good reason. The procedure will
vary depending on the location and type of equipment and therefore a standard
procedure has not been included.
9.2
Campus Services
Campus Services will implement and monitor the process of removal of
prohibited materials/equipment from University premises.
Cleaning staff will receive suitable training to permit them to undertake this
activity prohibited items will be given to Security Services. Campus Services
staff will leave information regarding information regarding collection details.
Where prohibited items are discovered in non-residential premises, Campus
Services will inform the BC/FM, who will manage the removal.
9.3
Security Services
Security Services will provide an emergency response to all fire alarm
activations; they will be assisted by the on duty Porters. This investigation will
be a minimum of two persons to enter the building and one person at the FAP.
Training for this response team will be refreshed every two years.
Security Services are to ensure that students are made aware that failure to
comply with the accommodation contract will lead to action being taken.
Security and Support Services Manager will formally notify the College
Provost/Principal of any breaches.
9.4
College Provosts/Principals
College Provosts/Principals are to take disciplinary action as deemed
appropriate where a breach of fire safety procedures has been identified.
The College Provosts/Principals will be involved in any remedial action to be
taken as a result of any fire follow up reports and investigations issued by the
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UFSO. A formal response will be required as requested.
10.
FIRE ALARM ACTIVATIONS
The response to fire alarm activations at the University provides an initial response by
the Security Services prior to the involvement of NYFRS. This approach is designed to
reduce the number of activations attended by the local fire service and reduce down
time to the University. A large proportion of alarm activations across the campus are
deemed unwanted alarms, where no fire is detected but detection systems have been
activated.
The type of activation impacts on the University:

Disruption to core teaching functions.

Downtime.

Possible loss of revenue (Conference)

Loss of confidence in the system leading to complacency and slow
evacuation.
Impact of unwanted activation of the NYFRS:

Diverting essential services away from genuine emergencies.

Unnecessary risk to attending fire crew and members of the public
whilst responding to activation.

Impact on the environment with unnecessary vehicle movement.

Drain on resource and finance.
It is recognised that this Management Procedure will not reduce the number of
activations but will greatly reduce associated risks for the emergency services and allow
the University to better manage unwanted alarm activations.
The University suffers from a high rate of unwanted fire alarm activations across the
campus. Upon investigation, the vast majority of these activations have no attributed
cause, or are traced to human error on the part of students, staff and contractors:

Faults – technical in detection system.

Unattended cooking leading to smoke formation.

Failure to isolate detection for works.

Miss-operation by users.

Malicious activation.
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The risks across the University from fire can be split into two distinct categories:

Life risk, primarily from sleeping accommodation.

Business risk, continuity issues resulting from loss.
The University response consider this and ensures that accommodation buildings with
a high sleeping risk out of hours, will still receive a response from the Fire and Rescue
Service.
It is recognised that this Management Procedure will not impact on the numbers of
unwanted activations across the campus but will allow better investigation and
management of the cause by the in-house Security Services Team and will play a part in
reducing the pointless drain on NYFRS resources.
Follow up reports will be carried out by the HSSD team and recommendations made
back to the Responsible Person (Fire Alarm).
The information passed to the
Responsible Person and the relevant actions taken will enable the University to trend
recurrent activations and action any remedial works, driving down the numbers of
unwanted alarm activations.
10.1
Evacuation From Safe Refuge Areas
As part of the building evacuation, it may be necessary to assist in the
evacuation of a person from a nominated refuge area. On confirmation that a
person is located within a refuge, the investigating team will be made aware of
the location. They will proceed to the alarm activation to ascertain if the call is
genuine. On confirmation of the cause of activation, the Security Supervisor
will advise the person within the refuge of the response; this may be assisted
evacuation or to stay in the refuge until the alarm is silenced and then return to
their area of work.
10.2
Fire Wardens And Sweepers
This Fire Safety Management Procedure sets out the requirements for
departments to nominate sufficient numbers of fire wardens/sweepers to assist
in the safe evacuation of designated areas of the building.
The main function of this role in the event of an alarm is to ensure that the area
that they are responsible for is evacuated safely in a timely manner and to
report this to the designated FAP.
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To be effective, fire wardens/sweepers must react quickly and issue relevant
instructions to all persons to leave the building. The sweep of the building is to
include all areas open and accessible to the occupants of the building including
toilet facilities.
At no time are fire wardens/sweepers to place themselves in any danger as part
of this role. If a fire is discovered this information must be passed onto the
Security Services staff in control of the FAP.
Where first aid firefighting
training has taken place and dependant on the nature and size of the fire, the
fire warden/sweeper may tackle the fire in line with the guidelines issued
during the training.
10.3
Use Of Barbecues
Purpose built Barbecues have been constructed around the Campus for
Residents use, the lighting of barbecues outside of these designated areas will
require written permission from the College Provost/Principal. Any organised
event must have supervision from a member of University staff and be
submitted through the events management procedures.
Any person lighting a barbecue outside of the agreed designated area without
permission from the appropriate College Provost/Principal will be subject to
disciplinary action.
10.4
Fire Doors
Fire doors are installed throughout all buildings in line with Building
Regulation requirements to provide a safe and adequate means of escape for
building occupants in the event of a fire and/or to provide structural fire
protection to compartments which are required to be fire resisting. To allow
day to day movement through a building these doors provide openings within
the fire rated construction, these openings can be adequately sealed in the event
of a fire by the correct installation of fire door(s).
A fire resisting door set is designed to function both as a door and as a barrier
to a developed fire within the building. Although any closed door will have
some delaying effect on the development of fire spread within a building, a fire
door must be proved by testing to be capable of resisting the effects of a fire for
a specific period as laid out in the relevant tests detailed in British Standard 476
part 22:1987.
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10.5
Fire Evacuation Drills
Once the FRA has been carried out and fire drill schedule agreed for the
building or department; relevant training for all persons must take place to
evaluate the system’s effectiveness. The best way to ensure that the plan is
effective is to carry out a scheduled fire evacuation drill.
Fire evacuation drills should be carried out at least annually, or at a greater
frequency if required as part of the FRA. To account for the natural turnover of
staff/students, a drill should be carried out during each academic term for
accommodation blocks.
(Additional drills will be required where two stage
evacuation systems are in place).
A well planned and executed fire evacuation drill demonstrates a level of
understanding of procedures and provides useful information for the building
occupants to assist with future training needs.
The purpose of the fire evacuation drill is to:

Identify any weakness in the University’s evacuation procedures.

Ensure all building occupants are familiar with University procedures.

Ensure all building occupants are aware of alternative exit routes from the
buildings they occupy.

Test any arrangements in place for the safe evacuation of occupants under
a Personal Emergency Egress Plan (PEEP).

Ensure that building alterations or fire system alterations have not
compromised the evacuation procedure.
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Appendix 1
University Policy and Management Procedure
Fire Safety
Fire Safety Training
Introduction
All staff must receive Fire Safety Training according to their responsibilities.
staff/student induction must include a Fire Safety Brief.
All
Details of all Fire Safety
Training will be recorded in the departmental Fire Safety Log Books and kept in a form
suitable for audit purposes.
All staff and students will receive periodic refresher
training (annually). All staff will be familiarized with fire precautions appertaining to
their work location.
All departments will be responsible for providing their staff and students with
sufficient information, training, instruction and supervision in respect of Fire Safety.
Administration and Records
HoDs, College Provosts/Principals, BC/FM will ensure that their staff receive Fire Safety
Training applicable to respective staff groups and that departments maintain records in
auditable form, giving details of the training received and the assessment results.
Arrangements for Fire Safety Training must ensure that the person giving the
instruction provides details of the training and assessment for recording purposes.
Basic Fire Safety and Refresher Training can be provided by the BC/FM.
Training Categories
General
Training in fire safety falls into three categories:

Basic Fire Safety Training.

Fire Safety for Supervisors and Managers.

Refresher Training.
Except for induction and refresher training, all other Fire Safety Training must only be
given by a qualified Instructor.
Refresher training may, if required, be given by
competent person(s) at local level. The refresher training of BC/FM and any competent
persons with delegated responsibility for undertaking the Fire Safety Refresher
Training of others must be given by a Qualified Instructor.
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Basic Fire Safety Training
All Staff
All staff will be given basic training in fire safety. Details of the training contained in
this module are summarized in the Fire Training Matrix.
New Staff
New staff will receive a basic fire safety brief as part of their initial induction training.
This brief must be undertaken within the first month of their appointment. New staff,
temporary and agency staff must be given familiarisation instruction detailed in above
as far as it is appropriate to their location at the commencement of their employment
and included on any subsequent departmental fire safety briefs.
Existing Staff
If it is discovered that a member of the existing staff has not received basic training,
they must attend a basic fire safety brief as soon as is practicable.
Supervisors and Managers Training
Subject to a person's grade, responsibility and location the basic training will be
extended for certain staff groups by further training. The needs of those who require
additional training can be identified from the Fire Training Matrix. The level of training
will be appropriate to each post, and give training in additional aspects of fire safety
specific to the duties performed.
Refresher Training
To maintain an appropriate standard of fire safety awareness, all staff, will receive
periodic refresher training. The frequency and nature of this will vary according to
their grade, responsibilities and location but should be at least annually.
Refresher training does not take into account any additional training or instruction
imposed as a statutory requirement in certain premises. Details of refresher training
applicable to staff is detailed below:

Basic fire precautions.

Fire warning systems and communication.

Fire evacuation and re-entry procedures.

Practical use of portable fire extinguishers.
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Assessment of Staff
All staff undertaking training will be assessed as part of the training process. An
unsatisfactory assessment result will require the trainee to be given appropriate
additional training and reassessment. Assessment can take the form of a short question
set or oral feedback to questions set by the trainer.
Fire Safety Training - Non University Staff
Staff who are contracted to work in the University of York premises must have received
Fire Safety Training commensurate with their duties and location. To satisfy these
requirements suitable provisions must be included in the contractual arrangements
under which staff is engaged.
Familiarisation/Induction
Familiarisation of staff with the fire safety arrangements applicable to their location is
necessary to consolidate training. This can be performed for new staff as part of their
University of York Departmental Induction Briefing. Induction training must include
recognition of the fire alarm, location of fire extinguishers, what to do in event of a fire,
evacuation and re-entry procedures. To be carried out within the first month of start
date and recorded.
Legislative Requirements
There are additional statutory requirements for training and instruction to be given to
employees in certain premises that are subject to the Regulatory Reform (Fire Safety)
Order 2005. It is important that where fire safety legislation imposes a statutory duty in
this regard, HODs, Provosts or College Principals and BC/FM and their nominated
deputies are fully conversant with both the statutory requirements and industry
standards and their responsibilities in respect of each.
Training Matrix
The Fire Safety Training Matrix graphically illustrates the required levels of training for
specific staff.
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Appendix 2
University Policy and Management Procedure
Fire Safety
All Students
Visitors
Contractors
Responsible person
Fire Warden
Sweeper
Security & Support Services
Action to be taken on discovering a fire
☻
☻
☻
☻
☻
☻
☻
☻
Action to be taken on hearing the alarm
☻
☻
☻
☻
☻
☻
☻
☻
Fire alarm recognition
☻
☻
☻
☻
☻
☻
☻
☻
Evacuation procedure
☻
☻
☻
☻
☻
☻
☻
☻
Re-Entry procedure
☻
☻
☻
☻
☻
☻
☻
☻
☻
Practical fire extinguisher training
☻
☻
Importance of fire doors
☻
☻
☻
☻
☻
☻
☻
☻
Un-wanted alarm call reduction
☻
☻
☻
☻
☻
☻
☻
☻
Evacuation of person with a special need
☻
☻
☻
☻
Inducting new staff / students
☻
☻
☻
☻
Fire risk assessments
☻
☻
Fire precautions log book
☻
☻
Annual fire audits
☻
Causes / spread of fire
☻
☻
Statutory duties
☻
☻
☻
☻
Special hazards
☻
☻
☻
☻
☻
Nominated staff only
All Staff
Fire Safety Training Matrix
☻
☻
☻
☻
☻
☻
☻
☻
Any contractor engaged in carrying out hot works under the University of York’s hot work permit
must be fully trained in the use of portable firefighting equipment, evidence of this will be
required prior to issue of permit.
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Appendix 3
University Policy and Management Procedure
Fire Safety
Fire Safety Log Book
Fire Safety Log Book
Main Building / Department Location:
Dependencies:
Dependencies:
Dependencies:
Dependencies:
Dependencies:
Content
Section
Fire Safety Written Instructions / Local Evacuation Procedures
1
Records of Staff Training including Fire Safety Induction
2
Records of Fire Practices
3
Record of Fire Alarm Activations
3a
Records of current Fire Risk Assessment including Fire Safety Check Sheets
4
Records of Enforcement / Prohibition Notices
5
FIRE ALARM SYSTEMS
Records of Weekly Manual Fire Alarm Tests
6
Records of Quarterly Maintenance and Inspection of the Fire Alarm System
7
Records of Isolations of the Fire Alarm System
8
Records of Modifications and Work undertaken on the Fire Alarm System
9
EMERGENCY LIGHTING SYSTEMS
Records of Emergency Lighting Tests
10
Records of Fire Fighting Equipment (FFE) Checks, Tests / Activations
11
Records of Certificates / Endorsements / Exceptions and Restrictions
12
Drawings and Plans
13
Specific / Additional Supporting Information / Fire Alarm Device Schedules
(where applicable)
14
Record of Audits / Enforcing Authority / Local Authority Visits
15
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Section 1:
Fire Safety Written Instructions / Local Evacuation Plans:
This section is maintained by the Building Co-ordinator / Facilities Zone Manager
Section 2:
Records of Staff Training including Fire Safety Induction:
This section is maintained by the Building Co-ordinator / Facilities Zone Manager
Date
Nature of Training
Name of Delegate
Signature of Delegate
Section 3:
Records of Fire Practices:
This section is maintained by the Building Co-ordinator / Facilities Zone Manager
Date
Time
Person in Charge
Time to Achieve Full
Evacuation
Section / Numbers
Section 3a:
Records of Fire Alarm Activations:
This section is maintained by the Building Co-ordinator / Facilities Zone Manager and
Security and Support Services
(All Fire Alarm Activations MUST be recorded below).
Date
Time
Name
of Person
Department
Location
of Alarm
or Device
Reason for
Activation
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Time/Date
of Silencing
& System
Reset
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Section 4:
Records of Current Fire Risk Assessment including Fire Safety Check Sheets:
This section is maintained by the Building Co-ordinator/Facilities Zone Manager
Section 5:
Records of Enforcement / Prohibition Notices:
This section is maintained by the Building Co-ordinator/Facilities Zone Manager
Section 6:
Records of Weekly Manual Fire Alarm Tests (as per BS 5839:1-2002):
This section is maintained by Estates Services
Date
Time
Actuation Point
Device/Location
Results
S
F
Action / Findings
Date Fault
Cleared
Note: S= Satisfactory, F = Fault
Section 7:
Records of Quarterly Maintenance and Inspection of the Fire Alarm System (as per
BS 5839:1-2002):
This section is maintained by Estates Services
Date
Competent Person
(Print Name)
Nature of Work Undertaken
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Action / Findings
Service Record
Sheet Reference
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Section 8:
Records of Isolations of the Fire Alarm System (as per BS 5839:1-2002):
This section is maintained by Estates Services
Date
Time
Competent
Person
(Print Name)
Nature of
Work / Isolations
Time
Reconnected
Comments
Section 9:
Records of Modifications and Work undertaken on the Fire Alarm System
(As per BS 5839:1-2002):
This section is maintained by Estates Services
Date
Competent Person
(Print Name)
Drawing / Plan
Reference
Nature of
Work / Modifications
Comments
Section 10:
Records of Emergency Lighting Tests (as per BS 5266-1:2005):
This section is maintained by Estates Services
Date
Time
Frequency of Test
Monthly
Annual
Results
S
F
Action / Findings
Date Fault
Cleared
Note: S = Satisfactory, F = Fault
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Section 11:
Records of Fire Fighting Equipment (FFE) Checks, Tests / Activations:
This section is maintained by Estates Services
Date
Service Record Sheet
Reference
Competent Person
Action / Findings
Section 12:
Records of Certificates/Endorsements/Exceptions and Restrictions:
Section 13:
Records of Drawings and Plans:
This section is maintained by Estates Services
Section 14:
Specific/Additional Supporting Information/Fire Alarm Device Schedules (where
applicable):
Section 15:
Records of Audits/Enforcing Authority/Local Authority Visits:
Date
Competent Person
Authority /
Organisation
Nature of
Audit / Inspection / Visit
Comments
Note: Enforcing Authority/Local Authority Visit due to False Activation of the Fire Alarm System
should not be recorded.
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Appendix 4
University Policy and Management Procedure
Fire Safety
Fire Alarm Activation Investigation
Health, Safety and Security Department
Internal Process – Fire Alarm Activation Investigation
Automatic Fire Alarm Activation Received
in Security Control Centre
(08:00 – 21:00)
ONE member of Security Services attends
the relevant
Fire Assembly Point (FAP)
To coordinate the evacuation
Custodian call received in Security Centre
(21:00 – 08:00)
Security Supervisor alerts ALL Duty staff of
the incident and provides relevant
information
NO
Liaise with all parties throughout the
activation and North Yorkshire and Rescue
Services (NYFRS)
if in attendance
Security Staff arrive at activated Fire Panel
and inform the Security Supervisor of their
attendance
Security Supervisor places ‘999’ Emergency
Call for NYFRS
Readmit building occupants upon
instructions from Security Services
Security Staff attend with 4 minutes
Immediately inform Security Supervisor and
request ‘999’ for NYFRS
Minimum TWO persons
to investigate the activation
Attempt to extinguish the fire is safe to do
so.
YES
FIRE
Building vacated by nearest safe exit,
NYFRS informed upon arrival
NYFRS arrive on site and control is passed to
their Officer In-charge
NO
Reset the Fire Panel, if no immediate
reactivation inform Evacuation Control to
readmit building occupants
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Incident closed down by Officer In-charge
NYFRS
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