UNIVERSITY OF ROEHAMPTON FIRE SAFETY POLICY

UNIVERSITY OF ROEHAMPTON
FIRE SAFETY POLICY
Originated by Estates Committee*:
(*via health & safety committees)
8 February 2010
Revised:
April 2016
Recommended by Health and Safety Committee:
4 May 2016
Endorsed by Senate:
27 January 2010
15 June 2016
Approved by Council:
8 March 2010
27 June 2016
Review Date:
April 2017
UNIVERSITY OF ROEHAMPTON FIRE SAFETY POLICY
UNIVERSITY OF ROEHAMPTON
FIRE SAFETY POLICY
CONTENTS
1.
Introduction ............................................................................................................. 2
2.
Application .............................................................................................................. 2
3.
Aims ........................................................................................................................ 2
4.
Legislation............................................................................................................... 2
5.
Responsibilities ....................................................................................................... 3
6.
Fire Risk Assessment ............................................................................................. 4
7.
Dangerous Substances and Explosive Atmospheres Regulations ......................... 4
8.
Maintenance ........................................................................................................... 4
9.
New building and alterations ................................................................................... 5
10. Fire alarms and evacuations ................................................................................... 5
11. Fire drills ................................................................................................................. 5
12. PEEPs .................................................................................................................... 6
13. General staff instruction .......................................................................................... 6
14. Academic staff instruction ....................................................................................... 6
15. Student instruction .................................................................................................. 6
16. Inspection, audit and fault reporting ........................................................................ 7
17. Reports and investigation of incidents .................................................................... 7
18. Training ................................................................................................................... 7
19. Major Emergency Response Plan .......................................................................... 8
APPENDICES
Appendix A
Appendix B
Appendix C
Appendix D
Appendix E
Fire Safety Responsibilities …………………………………………………
Fire Brigade call-out protocol ………………………………………………..
Duties of security officers at fire alarm / fire incidents …………………...
Duties of fire wardens ………………………………………………………..
Personal emergency evacuation plans (PEEPs) ………………………….
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10
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1.
Introduction
1.1
Further to the University’s Health and Safety Policy, the University of Roehampton has
established this Fire Safety Policy as part of its commitment to ensuring that its buildings
are safe places in which to work, study and visit. The Fire Safety Policy sets out audit and
control measures designed to ensure that fire safety is efficiently and effectively managed.
1.2
The University will, so far as it is reasonably practicable:
•
•
•
•
Safeguard all persons on University premises from death or injury in the event of fire;
Minimise the risk of fire and limit the spread of fire if it occurs;
Minimise the potential for fire to disrupt teaching and routine University business, to
destroy or damage unique research materials, buildings, equipment, valuable works
held by the University and harm the environment; and
Comply with the requirements of legislation relating to fire and fire safety (see 4.2
below).
2.
Application
2.1
This policy applies to all staff, including temporary and contract workers, and to students,
visitors and contractors.
2.2
This policy is overseen by the Head of Health and Safety and Environment who will review
the policy at least annually or in response to legislative or procedural change.
3.
Aims
The aims of the policy are to:
•
•
•
•
Define fire safety responsibilities of staff;
Comply with the Regulatory Reform (Fire Safety) Order 2005 and related legislation
(see also 4.2 below);
Reduce the number of false fire alarms generated in University premises by developing
sound management practices including fire search, alarm system design and
maintenance, dealing with those who misuse or abuse the alarm systems, and tackling
poor working practices that cause alarm activations;
Adopt a consistent approach to fire safety within the University to ensure clarity in
communication on fire safety matters.
4.
Legislation
4.1
The Regulatory Reform (Fire Safety) Order, 2005 (the “RRO”) is the primary fire safety
legislation in England and Wales. The RRO focuses on fire prevention in all non-domestic
premises and applies to all workplaces, teaching spaces and halls of residence at the
University. It covers general fire precautions and fire safety duties required to protect the
University as employer, employees of the University, anyone who may be lawfully on
University premises and anyone in the vicinity of University premises who may be at risk
in the event of a fire.
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4.2
Other legislation relevant to this policy is contained in:
the Health and Safety at Work etc Act 1974;
the Management of Health and Safety at Work Regulations 1999;
the Building Regulations 2010;
the Dangerous Substances and Explosive Atmospheres Regulations 2002: and
the Fire and Rescue Services Act 2004.
5.
Responsibilities
5.1
Functions related to the fire safety duties 1 in Articles 8 to 22 of the RRO are delegated by
the Vice Chancellor who has appointed the Director of Estates and Campus Services and
the Head of Health and Safety and Environment as the competent persons to assist in
undertaking preventive and protective fire safety measures (Article 18).
5.2
The fire safety measures undertaken by Estates and Campus Services and the Health
and Safety Office are specified in Appendix A.
5.3
The Head of Health and Safety and Environment exercises governance of fire safety
compliance at the University of Roehampton.
5.4
Every member of staff has a general duty under Article 22 to take reasonable care for the
safety of themselves and others who may be affected by their acts or omissions
concerning fire safety and must co-operate with the University concerning any duty or
requirement made under the RRO.
5.5
The chair of the University Health and Safety Committee is responsible for ensuring that
fire safety is adequately considered by the Committee.
5.6
Heads of Department are responsible for promoting fire safety and for ensuring that fire
wardens are appointed as required by this policy. The Health and Safety Office should be
consulted over the appointment and training of fire wardens.
5.7
The numbers of fire wardens per building is dependent on the fire risk and the use to
which the building is put. Usually there should be a minimum of two wardens per floor and
preferably a third to provide resilience in the event of absences. In larger, or complex,
buildings, or where there is a higher risk of fire, more may be necessary to ensure that
evacuations can be managed safely and the wardens can carry out their duties safely.
The Health and Safety Office should be consulted.
5.8
In shared occupancy buildings i.e. those occupied by more than one academic
department or support unit, the senior managers of the departments/units are responsible
for coordination of fire safety in those buildings.
5.9
All staff with line management responsibility for others must ensure that their direct reports
have received instruction on the fire evacuation procedure for their workspace, that they
have completed their fire safety training or as fire wardens, that any local procedures and
precautions are followed and that any fire safety concerns are referred promptly to the
Health and Safety Office.
1
These duties include general fire precautions and safety arrangements, risk assessment,
maintenance, training, cooperation, prevention and detection, escape routes and exits,
procedures for serious and imminent danger.
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5.10 All staff must ensure that they understand the fire evacuation procedure for their
workspace, complete their fire safety training, comply with any local procedures or
precautions, and report any observed concerns about fire safety to their line manager who
will ensure that the matter is referred to the Health and Safety Office.
6.
Fire Risk Assessment
6.1
The Health and Safety office is responsible for ensuring that fire risk assessments are
undertaken for all occupiable premises at the University of Roehampton and maintained
up-to-date. Completed assessment reports are held by the University Safety Office.
6.2
Fire risk assessments must be maintained up-to-date and shall be reviewed:
•
•
•
At least annually for all Halls of Residence, licensed premises, catering facilities,
workshops and places where dangerous substances 2 are used or present;
Biennially in respect of offices and teaching spaces; or
Following a fire, however slight, or fire alarm activation where evacuation was
impeded or ineffective, e.g. an obstructed exit path or defective equipment.
6.3
Individual departments are responsible for maintaining a register of dangerous substances
used and stored by the department. A copy of the register must be provided to the
University Safety Office for inclusion in the appropriate building emergency information
pack.
7.
Dangerous Substances and Explosive Atmospheres Regulations
7.1
Workplaces, teaching spaces and activities 3 to which the provisions of the Dangerous
Substances and Explosive Atmospheres Regulations, 2002 apply must be risk assessed
for fire and other risks in accordance with the current legislation. Advice from the Health
and Safety Office must be obtained.
8.
Maintenance
8.1
As set out in Appendix A, the maintenance and testing of the fire detection and alarm
systems at the University are the responsibility of the Assistant Director, Campus
Services, together with the maintenance of fire extinguishers and fire related signage e.g.
on fire doors and fire exits, and other preventive measures.
8.2
Regular and frequent inspections and tests of the fire detection and alarm systems, fire
doors, fire extinguishers, fire related signage and emergency lighting are carried out and
recorded by Estates and Campus services.
2
Dangerous substances include any substances used or present at work that could, if not properly
controlled, cause harm to people as a result of a fire or explosion. They can be found in nearly all
workplaces and include such things as solvents, paints, varnishes, flammable gases, such as liquid
petroleum gas (LPG), dusts from machining and sanding operations and dusts from foodstuffs.
3
This includes all workshops and trade yards at the University.
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9.
New building and alterations
9.1
When new buildings or alterations are being planned, the project manager shall ensure
that the proposed work meets fire safety legislative requirements. The Health and Safety
Office must be consulted at an early stage in the project planning for new buildings and
alterations.
10.
Fire alarms and evacuations
10.1 Campus Security staff are the first responders to fire alarm activations and will follow the
agreed call-out protocol (see Appendix B) in respect of summoning the London Fire
Brigade.
10.2 Campus Security staff attending fire alarm activations will support the fire wardens by
assisting in the direction of people toward the fire assembly point 4, ensuring safety by
keeping people away from traffic routes, supporting the fire fighters by keeping people
away from fire engines and other fire service vehicles and ensuring that people do not
enter the building until it has been verified that to do so will be safe (see Appendix C).
10.3 If a fire alarm sounds or if a fire is discovered, fire wardens shall instruct building
occupants to evacuate promptly, check designated spaces where evacuation could be
delayed and assist persons that cannot evacuate unaided to reach a refuge, before
proceeding to make a report to the person taking charge of the evacuation at the master
fire alarm control panel. Outside the building, fire wardens shall direct occupants to go to
the designated fire assembly point and await further instructions from the person taking
charge of the emergency response.
10.4 In the event that the Fire Brigade was not called in response to the fire alarm activation,
the decision to allow staff to re-enter will be taken by the senior security officer present.
11.
Fire drills
11.1 The Regulatory Reform (Fire Safety) Order 2005 requires formal fire drills to be carried out
at regular intervals and as a minimum at least once each year. Fire drills should take place
once each term in all workspaces, teaching spaces and halls of residence.
11.2 The responsibility for selecting the timing and dates for a fire drill is that of the Health and
Safety Office which may choose to but is not obliged to first consult the Heads or Directors
of Departments who will be affected by the fire drill.
11.3 Each fire drill will be observed by a member of staff from the Health and Safety Office and
a report created to record any deficiencies or lessons learned from the drill.
4
The Health and Safety Office establishes the location, identification and communication of fire assembly
points.
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12.
PEEPs
12.1 Personal emergency evacuation plans (PEEPs) must be completed in respect of staff,
students, visitors and contractors who may require assistance in an emergency
evacuation. This applies to all forms of impairment* and whether it is permanent or
temporary.
12.2 The guidance document (see Appendix D) describes the procedure for requesting and
generating a PEEP.
*Affecting mobility, manual dexterity, physical coordination, ability to lift, carry or move everyday
objects, speech, hearing or eyesight, memory or the ability to learn, concentrate or understand,
or the ability to recognise physical danger (Disability Discrimination Act, 1995).
13.
General staff instruction
13.1 All members of staff should familiarize themselves with the fire evacuation procedures for
their workspace i.e. what to do and where to go in the event of a fire alarm. Fire action
notices are posted throughout the university and can be found on exit routes normally
adjacent to fire alarm call points or fire extinguisher points. The fire action notices describe
the location of the nearest assembly point as well as identifying the exits from the building.
13.2 All staff must ensure that they are familiar with alternative means of escape where these
exist.
14.
Academic staff instruction
14.1 Teaching staff should make their students aware of the evacuation plan for the room in
which they are taught. This extends to lecture rooms, halls and theatres.
14.2 In all teaching spaces and lecture rooms the lecturer or other staff member present must
take charge of the students and ensure that they are evacuated in the event of a fire
alarm.
14.3 In the event of a fire alarm the member of staff must direct the students to the nearest
escape route and ensure that all students leave the room.
14.4 At the assembly point the member of staff must assemble the class, remain with them and
notify the fire marshal of any student who cannot be accounted for.
15.
Student instruction
15.1 All new resident students and flat reps must receive fire safety training within their first two
weeks.
15.2 The Health and Safety Office provides additional training, similar to that for staff fire
wardens, to flat reps.
15.3 Fire drills for each Hall will take place during the first month of the new academic year.
15.4 Students should familiarise themselves with the fire evacuation procedures for the areas
in which they study or attend classes or lectures, and should also become familiar with the
evacuation procedure if they are resident in Halls or in accommodation provided by the
University off-campus.
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16.
Inspection, audit and fault reporting
16.1 Inspection and testing of fire safety equipment (detection, alarm and emergency lighting
systems, fire extinguishers, fire blankets, signage), fire prevention and protection
measures (fire doors, means of escape) and arranging service contractor visits are the
responsibility of the Estates and Campus Services department.
16.2 All maintenance, including alarm testing logs, must be recorded for audit purposes.
16.3 The Health and Safety Office is responsible for fire safety audit, review and risk
assessment.
16.4 Staff and students are encouraged to report fire safety faults or concerns, e.g. a missing
or damaged fire extinguisher or an alarm that is difficult to hear, to the Estates and
Campus Services helpdesk or through their line manager or academic supervisor
immediately the fault or concern becomes apparent. The normal fault reporting process
should be followed.
17.
Reports and investigation of incidents
17.1 All fire alarms, fires, and all fire safety related events will be reported by security staff on
the fire report form and distributed according to the distribution lists.
17.2 Initial investigation will be made by the security officer(s) attending the event in
accordance with normal security procedure.
17.3 Follow-up action arising from incident reports will be determined by the University Health
and Safety Office on receipt of the incident report, who will ensure that relevant parties
are contacted as soon as practicable to discuss remedial actions.
17.4 The Estates and Campus Services Assistant Directors will investigate all technical issues
and feedback conclusions to the University Health and Safety Office.
17.5 Key stakeholders will work in partnership to resolve issues identified in the incident
reports.
18.
Training
18.1 All members of staff must complete the online e-learning fire safety training module
annually. Line managers must ensure that new members of staff complete the training
module within their first week in the workplace and that all their direct reports complete
this training module annually.
18.2 The online e-learning fire safety training is administered by the Health and Safety Office.
18.3 The Health and Safety Office will provide additional risk-based fire safety training where
required. The Health and Safety Office should be contacted for further advice.
18.4 Fire warden and fire marshal training is provided by the Health and Safety Office.
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19.
Major Emergency Response Plan
19.1 The University Major Emergency Response Plan must be activated in the event of any
significant fire affecting one or more buildings.
19.2 A significant fire is any fire that causes or is likely to cause any of the following:
• the death or serious injury of any person
• damage likely to prevent reoccupation of all or part of any building
• damage to equipment or facilities that will seriously interrupt the function of the
University or services provided by the University
• significant environmental damage or pollution
• significant adverse publicity or a significant level of wider concern for the safety of staff
and students.
APPENDICES
Appendix A
Appendix B
Appendix C
Appendix D
Appendix E
Fire Safety Responsibilities
Fire Brigade call-out protocol
Duties of security officers at fire alarm / fire incidents
Duties of fire wardens
Personal emergency evacuation plans (PEEPs)
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APPENDIX A
FIRE SAFETY RESPONSIBILITIES
1.
The Head of Health and Safety and Environment is designated as Fire Safety Compliance
Lead in line with the requirements of the Regulatory Reform (Fire Safety) Order, 2005.
2.
The Head of Health and Safety and Environment (Fire Safety Compliance Lead) will be
responsible for ensuring that the following requirements are fulfilled, liaising with other
managers and service providers where necessary to carry out these duties:
• Ensuring that fire risk assessments are performed and maintained up-to-date for all
occupiable Campus buildings.
• Annual fire safety inspections of all buildings.
• Ensuring that any improvements required to manage fire risk are carried out.
• Training related to fire, including training of employees, “Flat reps”, hall wardens, fire
marshals, first year students and a rolling refresher programme.
• Ensuring that any corrective action arising from inspections, risk assessments and
incident reports are assigned and completed within a suitable timeframe.
• Evacuation practices and follow-up actions.
• Personal emergency evacuation plans (PEEPs) for persons that will require assistance
to escape from buildings in an emergency.
• Writing and updating fire procedures and policies.
3.
The Assistant Director Campus Services will be responsible for ensuring that the following
requirements are fulfilled, liaising with other service providers where necessary to carry
out these duties
• Maintaining logs and records of all statutory fire safety equipment maintenance and
testing.
• Maintaining fire detection systems and fire extinguishers (annual and periodic
inspections as needed).
• Arranging service contract visits from alarm / detection system providers.
• All fire related signage.
• Replacement of discharged extinguishers.
• Emergency lighting maintenance and testing.
• Inspection of means of escape to be carried out on an ongoing basis by Security staff;
who should record findings (eg of obstruction etc) and communicate these to the
University Health and Safety Office
• Inspection of fire doors to be carried out on an ongoing basis by Security staff, Security
staff to record defects and report to the Estates and Campus Services helpdesk for
correction.
• Emergency response to fire alarm calls.
• Preparation of incident reports, to be forwarded to the Health and Safety Office
• Summoning of fire brigade.
The following matters will be shared between Campus Services and the Health and Safety
Office.
• Liaison with the London Fire Brigade.
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APPENDIX B - FIRE BRIGADE CALL-OUT PROTOCOL
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APPENDIX C
DUTIES OF SECURITY OFFICERS AT FIRE ALARM / FIRE INCIDENTS
1.
Security officers have key roles concerning fire alarms, fire incidents and fire drills.
2.
The primary duty at a fire alarm is to investigate the alarm panel in the building, or part of
a building, where the alarm has been activated and decide whether to call the Fire
Brigade (see also the Fire Brigade call-out protocol at Appendix B).
3.
As soon as cause has been established and the evacuation is in progress, the security
officer(s) present should collect the first aid kit from the building reception together with a
copy of the building or zone plan.
4.
The security officer(s) should then leave the building, unless they are assisting the
evacuation of someone in respect of a PEEP, and support the fire wardens by:
• Directing people away from the building to the assembly point;
• Ensuring safety by keeping people out of traffic routes as the fire brigade arrive;
• Reassuring those who have evacuated, and responding to any requests or
requirements for first aid at the assembly point(s).
Those actions apply also to all fire drills. In fire drills it shall be the responsibility of the
security officer(s) to activate the alarm, support the fire wardens as above, and reset the
alarm once the drill is complete.
5.
Security officers should note any shortcomings or hazardous activities during fire
evacuations and drills and make these known at any debriefing session that takes place.
6.
Security officers and fire wardens must ensure that, while the alarm is sounding, no one
re-enters the building for any reason.
7.
People can re-enter only when either the security officer(s) have determined the cause of
the alarm and declared it safe, or if the fire brigade is in attendance, the senior fire officer
present has declared it safe.
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APPENDIX D
DUTIES OF FIRE WARDENS
1.
Fire Wardens play a key role in fire safety at the University. Although the position is
voluntary it is a vital component of the University’s defence against fire.
2.
The duties of a fire warden comprise:
•
providing a proactive presence within their workplace to challenge behaviours that
compromise the University fire safety precautions
• taking appropriate action in the event of a fire;
• play a leading part in fire drills and evacuations; and ensure safe evacuation in the
event of a fire or alarm activation - Fire wardens are not expected to fight fires or put
themselves at risk - they receive training from the Health and Safety Office to ensure
that they can carry out their duties safely and effectively.
• spotting and reporting fire hazards - Fire Wardens should report any potential fire
hazard that they encounter in the course of their normal working day, or that is
brought to their attention by another person. Some common examples are:
o missing fire extinguishers,
o a fire door not closing properly,
o an alarm that is difficult to hear,
o rubbish left in a fire escape route.
• Fire Wardens should take immediate action if this is appropriate, for example by
closing a fire door that has been propped open.
• Evacuations - fire drills and alarm activations should, in all circumstances, be treated
as if there were a real fire. There should be no compromise or complacency when it
comes to fire safety.
• In any drill or evacuation the fire warden(s) should:
o sweep through their allocated area;
o turn off equipment and close doors/windows in passing but without delaying their
own escape unduly;
o encourage people to leave via the nearest fire escape route;
o the Fire Warden should normally be the last person off their floor after checking
all accessible rooms including toilets and offices to make sure people are leaving;
o check any refuge in their area in case someone is waiting for assistance to
evacuate;
o report to the member of Campus Security in charge of the emergency response,
normally located at or near the master fire alarm panel, to advise their area is
clear (or to report anyone who can’t or won’t leave the building) - NB the Fire
Brigade require, in explicit terms, to know whether there are any staff still inside
the building.
o assist the person in charge to manage the evacuees, directing people towards
the assembly area and keeping them there until further instruction;
o ensure that evacuees keep out of the way of any Campus Security or emergency
services vehicles arriving at the scene; and
o take part in any post-incident debriefing to identify any shortcomings in the
evacuation procedures.
NB: Lecturers must ensure that students whom they are teaching leave their lecture room
if an alarm occurs during teaching.
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APPENDIX E
PERSONAL EMERGENCY EVACUATION PLANS
1.
Introduction
Knowing what to do if a fire breaks out or there is a need to evacuate a building, can be a matter
of life or death. The University of Roehampton has a legal duty to ensure that every person in
our buildings can escape safely to a place of safety. This means we must make arrangements
for the evacuation of people that may need assistance to escape.
Many people with disabilities are able to evacuate a building without assistance or with minimal
help from others. Some individuals may require further assistance and in such cases a Personal
Emergency Evacuation Plan (PEEP) needs to be created.
A PEEP is a type of risk assessment that is specific to an individual, and that takes into account
the nature and/or severity of the Disability, condition or temporary impairment, as well as the
building in which that person works, studies or visits.
In order for Roehampton to fulfil this duty and ensure a PEEP is in place, students and staff
need to inform Health and Safety if they believe there is a need for assistance to escape in an
emergency.
2.
PEEP Process
The PEEP process is commenced by completing the University Personal Emergency
Evacuation Plan (PEEP) Questionnaire and sending it to the University Safety Office at
healthandsafety@roehampton.ac.uk
Students requiring assistance to complete the form can seek assistance from one of the
University Disability Advisers and University employees should discuss and complete the form
with their line manager.
When Health & Safety receive a completed form, they will create a preliminary Personal
Emergency Evacuation Plan (PEEP). This will be sent to the requestor to review, at which point
they may request a meeting to discuss and confirm their PEEP, identifying any specific building
or support requirements they may have.
For students, Disability Services may attend the meeting as well. The requestor will be offered
the option of a tour of key buildings, where Health & Safety will show them the best ways of
getting to a place of safety.
In creating a PEEP, Health & Safety may seek advice from other services at the University such
as the Human Resources Department, the University Occupational Health Service provider,
Accommodation Services and University Disability Advisers.
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3.
Responsibility for PEEPs
3.1
University Employees
It is the responsibility of the staff member to advise their line manager, HR or the
University Health & Safety Office if they have a permanent or temporary impairment that
may mean they will need a PEEP (whether full or part-time, including temporary, agency
staff, or staff on a short term or interim contract). The staff member will need to submit a
completed questionnaire to the University Health & Safety Office.
3.2
Students
It is the responsibility of the student to make contact with Disability Services, their Student
Welfare Officer (SWO), their Departmental Disabilities Coordinator or the University
Health & Safety Office if they have a disability or impairment that may mean they will need
a PEEP. If this need is identified by a Disability Adviser during a 1:1 meeting, this will be
discussed with the student.
3.3
Visitors
Standardised PEEPs have been prepared by the University Safety Office for issue to
visitors to the University that inform us when they arrive about impairments likely to affect
their ability to escape. Receptionists and Departmental Officers should ensure any such
visitors are provided with a copy of the PEEP and the contents are explained to both them
and their host at the beginning of their visit. The University Health and Safety office can
provide advice on the most suitable PEEP to use.
4.
Making Reasonable Adaptations to Premises
The Estates and Campus services Department is responsible for making reasonable
adaptations to premises, when identified as necessary by a PEEP. This can include providing
the following:
•
•
•
•
•
Visual fire alarm signals in addition to audible signals
Vibrating pillow alarms in sleeping accommodation
Refuges and associated communications equipment
Specialist equipment for assisted evacuation on staircases
Emergency escape signage
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