RISK ASSESSMENT FORM
Activity: Attending Graduation Ceremonies using the buildings, marquees and Ceremonial Halls provided to accommodate Graduands and
Guests of Graduation.
Location: On all University campuses in pre-arranged venues, these being buildings, marquees and Ceremonial Halls.
Turner Simms, Nuffield theatre, student union, staff club, Law Building (4)
Who may be exposed: Graduands, Guests of graduation, visitors to University, University staff, Cleaning and maintenance staff, security, Estates and Facilities
Assessors name : Sharon Hinwood Chapman Assessors job title : Graduation team leader
Assessors signature : Date of assessment June 2008
Legislation applicable : HASAWA, MHSWR, EWR, MHOR, FAW, W(HSW)R Review date: November 2008 for Winter graduation
No. Hazard Control measures Risk Additional control measures required Residual Date control
Rating risk completed
(L X S) (L X S)
1 Lifting and moving of heavy 1. Core team trained in MH. 1x4=3 none 1x4=3 -
boxes/trolleys. 2. Trolleys provided for moving heavy objects.
2 Fire 1. Buildings fitted with fire detection equipment which is 1x5=5 1. Duty electrician on site to reset alarms if 1x4=4 -
tested regularly and maintained. required.
2. Fire extinguishers located in buildings to assist with fire 2. UoS staff briefed on emergency procedures
fighting. for all buildings in use
3. Site visit to check fire exits are clear and accessible. 3. UoS staff wearing identifiable clothing-
4. Fire exits to be maintained clear of obstructions during crimson, silver, sky blue robes.
event. 4. Evac chair provided for mobility impaired
5. Security staff present to assist in the event of visitors in Turner Simms / Nuffield.
emergencies. 5. Ground floor access and egress for mobility
6. Two days prior to Graduation the Graduation Team impaired in Nuffield.
Leader will have a meeting with Security and Health & 6. Stair lift in Turner Simms for mobility
Safety and a debrief on sites/s. impaired.
7. Two way radios for graduation staff to stay in
communication with security and graduation staff.
3 Bomb / chemical / biological 1. Security staff present to assist in the event of 1x4=4 none 1x4=4 -
2. Security have procedures in the event of bomb warnings.
4 Collision of pedestrians and 1. Two days prior to Graduation the Graduation Team 1x5=5 None 1x5=5 -
vehicles moving around the Leader will have a meeting with Security and Health &
campuses (cars, bicycles, Safety and a debrief on sites/s.
motorcycles, buses). 2. Practice ‘run through’ of procedures with all involved on
the day, i.e. ushers, marshals, Security, Safety Officer,
Collision of pedestrians and Halls and House managers, etc to highlight problems.
buses in interchange. 3. Separation of normal buses from additional graduation
4. Buses every 10mins to avoid build up of people in
5. Segregate passengers from traffic when alighting bus.
6. Bus driver to have student assistant on bus to assist
7. Parking attendants (x4) in pay car park Gower, Nuffield
cap park and student union crescent.
8. Restricted access to crescent.
9. Deliveries before 8am on ceremony days only.
10. No requirement for people to cross University Road.
11. Dedicated additional requirement ushers for guests and
graduands with mobility, visual and hearing
5 Slips , Trip hazards 1. Guest ushers overseeing all guests and graduands. 2x3=6 1. Site survey for marquees for trips. 1x3=3 -
2. Push chairs and prams not permitted in ceremonial halls
3. Dedicated childrems area in family marquee – supervised
by parents / grown up helper.
4. Graduands not permitted to take hand baggage into
6 Electric shock from equipment 1. Electrical equipment to be inspected / tested. 1X4=4 1. RCD used where electrical equipment may 1X3=3 -
used for graduation (eg 2. University electricians on standby come in to contact with liquids.
microphones, lights) 2. Harpers Audio Visual to provide plasma
screens – RA and test certs.
3. AV equipment in TS and N managed by
7 Theft / vandalism to university 1. NO ACCESS signs at appropriate places. 1x1=1 none 1x1=1 -
property 2. Doors locked where needed.
3. Clear signage for visitors and graduands.
4. Security staff on duty.
5. Graduation visitor information on website
8 Protest 1. Security staff on duty. 1X1=1 none 1x1=1 -
9 Congestion / overcrowding 1. Security staff on duty. 1x3=3 1. Graduation staff and security to monitor 1x2 =2 -
2. Additional graduation assistants to direct visitors. through graduation event.
3. Ticket only event.
4. Two way radios for graduation staff to stay in
10 Accidents / Sickness/ Injuries 1. During Graduation St John Ambulance representatives will 1X4=5 1. Additional water fountains provided. 1X4=4 -
be in attendance.
2. Security guards are also present to handle issues of
safety, inappropriate behaviour and are also First Aid
3. Inspection of location before the event by graduation,
security and safety staff.
4. 2 way radios for central support staff.
5. Access to Highfield Health if required – defibrillator
available. Sports centre.
Risk = Likelihood x Severity
Use the hazard matrix below to calculate the risk rating for the activity:
First Aid injury/illness Minor injury/illness ‘3 day’ injury/illness Major injury/illness
1 2 3 4 5
Very likely 5 5 10 15 20 25
Fairly likely 4 4 8 12 16 20
Likely 3 3 6 9 12 15
Unlikely 2 2 4 6 8 10
Very unlikely 1 1 2 3 4 5
Use the following to rate the risk and plan corrective action:
Risk Level Category Tolerability Comments
1- 2 VERY LOW acceptable No further action is necessary other than to ensure that the controls are maintained.
3–4 LOW acceptable No additional controls are required unless they can be implemented at very low cost (in terms of time,
money and effort).
5–7 MEDIUM tolerable Consideration should be given as to whether the risks can be lowered, where applicable, to a tolerable
level, and preferably acceptable level, but the costs of additional risk reduction measures should be taken
into account. The risk reduction measures should be implemented within a defined time period.
8 - 14 HIGH tolerable Substantial efforts should be made to reduce the risk. Risk reduction measures should be implemented
urgently within a defined time period and it might be necessary to consider suspending or restricting the
activity, or to apply interim risk control measures, until this has been completed. Considerable
resources might have to be allocated to additional control measures.
15 and VERY HIGH unacceptable Substantial improvements in risk control are necessary, so that risk is reduced to a
above tolerable or acceptable level.
Risk assessment reviewed as acceptable
by accountable manager/supervisor Signed:
Date: Job Title:
APPENDIX 4 – RISK ASSESSORS CHECKLIST
Stage Requirement(s) Completed (date)/Comments
Preparation Selection of team – competency of those
Team includes staff representative with
special assistance from ASA if required
Apply Elimination of hazards possible? (1.)
hierarchy If not, proceed with risk assessment
Step 1 List tasks. (4.1)
Site of operation visited?
Existing records checked?
Nature of equipment and substances used
People involved and/or likely to be affected?
Different locations involved?
Record details (Appendix 1)
Step 2 Identify hazards (4.2)
Use of hazard prompt list (Appendix 2)
Step 3 Estimate risk (4.3)
Step 4 Evaluate risk (4.4)
Without risk controls
After application of workplace controls
Residual risks acceptable/tolerable?
Action(s) required? (YES/NO)
Step 5 Record assessment (4.5/Appendix 3)
Inform those likely to be affected
Record details of any further control, who is
responsible for implementation and by when
Step 6 Review Date (4.6)
Reviews need to take place as required, but
must be within the following minimum
3 yearly (LOW)
2 yearly (MEDIUM)
Assessor/team: Date of completion:
Team leader: Signature: