STATEMENT OF SAFETY POLICY
Revised March 2001
FOR EMERGENCY PROCEDURES SEE INSIDE
ACTION IN THE EVENT OF FIRE
If you discover a fire:
Close doors and windows to the room.
Break the glass of a fire alarm call point.
Dial 999 and give details to the Security Officer.
Leave the building and go to the assembly point.
Important: You may tackle the fire with an extinguisher but only if it is safe to do
If you hear the fire alarm:
Close doors and windows to the room.
Leave the building and go to the assembly point.
Important: Do not stop to collect belongings.
Do not use the lift.
Do not re-enter the building until the Fire Service have declared it
safe to do so.
If you are disabled or in any way unable to use stairs, move to a
stairway enclosure and ask
a) someone to inform Security that you are awaiting rescue
b) someone to remain with you.
In this position you will be safe until Security and the Fire Service
ACCIDENTS AND FIRST AID
If you have an accident at work:
Report it immediately to your Supervisor or Line Manager.
Make sure an accident report form (available from your Area Safety Officer or Porter)
Familiarise yourself with the name of your local first aider and the location of the first
If you need first aid:
Contact a first aider or ask someone to do it for you.
The names of first aiders are listed under "First Aid" in the internal telephone
If you cannot quickly locate a first aider, dial 999 and give details to the Security
ANY OTHER EMERGENCY
Dial 999 and give details to the Security Officer.
STATEMENT OF INTENT 3
ORGANISATION FOR HEALTH AND SAFETY 4
University Council and Vice-Chancellor 4
Heads of Academic, Administrative and Service Departments 4
Academic Staff 5
University Safety Office 6
Occupational Health 6
Area Safety Officers 6
Departmental Radiation Officers 7
Biological Safety Officer 9
Trade Union Safety Representatives 10
ARRANGEMENTS FOR HEALTH AND SAFETY 11
Statement of Safety Policy 11
Manual of Safety 11
Departmental Safety Handbooks 11
Safety Training 12
University Health and Safety Committee 13
Departmental Safety Committees 13
Consultation on health and safety matters 13
Information for employees 14
APPENDIX - HEALTH AND SAFETY LAW 15
1 Section 2 of the Health and Safety at work etc Act 1974 requires the University
as an employer:
"to prepare and, as often as may be appropriate, revise a written statement of his
general policy with respect to the health and safety at work of his employees and
the organisation and arrangements for the time being in force for carrying out that
policy, and to bring the statement and any revision of it to the notice of all his
Regulation 5 of the Management of Health and Safety at Work Regulations
further requires the University:
"to make and give effect to such arrangements as are appropriate, having regard
to the nature of his activities and the size of his undertaking, for the effective
planning, organisation, control, monitoring and review of the preventive and
The University is required to maintain these 'preventive and protective measures'
by following a set of principles, which are:
to avoid risks
to evaluate the risks which cannot be avoided
to combat risks at source
to adapt work to the individual
to adapt to technical progress
to replace the dangerous by the non-dangerous or the less dangerous
to develop a coherent overall prevention policy which covers technology,
organisation of work, working conditions, social relationships and the
influence of factors relating to the working environment
to give collective protective measures priority over individual protective
to give appropriate instructions to employees
2 This, the fifth revision of the University's Statement of Safety Policy, outlines the
steps which will be taken to ensure compliance with the Health & Safety at Work
etc. Act 1974, with the Management of Health and Safety at Work Regulations
made under that Act and with the supporting Approved Code of Practice.
The document comprises three parts. The first is a statement of intent from the
Vice-Chancellor outlining the basic objectives to be achieved by the Safety Policy
Statement. This is followed by a description of the organisation for health and
safety, which designates the personnel responsible for carrying out the Policy.
The third part contains a description of the arrangements in force in the
University for ensuring that the preventive and protective measures required are
put into effect.
In addition to the 3 parts described above, the document also includes, as an
appendix, the leaflet on Health and Safety Law that is required to be given to all
The policy applies to all staff and students of the University and to all sites owned
or leased by, or otherwise under the control of, the University.
3 The University has a number of different designations of senior managerial posts
which, in the context of the organisation of health and safety, are regarded as
synonymous. For the purposes of this Statement of Safety Policy, "Head of
Department" includes the designations "Dean", "Director", "College Principal" and
any other similar senior manager. Similarly, "Department" includes the terms
"Library", "Faculty", "College", "School", "Centre", "Unit", "Institute", etc.
PART 1: STATEMENT OF INTENT
4 It is the policy of Lancaster University to ensure, so far as is reasonably
4.1 the health, safety and welfare at work of all employees.
4.2 that those not employed but who may be affected by the University's work
activities, such as students, visitors and contractors, are not exposed to
avoidable or unacceptable risks to their health and safety.
4.3 that articles and substances are used, handled, stored and transported
4.4 that appropriate health and safety information, instruction, training and
supervision is provided.
4.5 that safe plant and systems of work are provided.
5 Further, it is the policy of Lancaster University:
5.1 to provide and maintain appropriate procedures for action to be taken in
case of fire and other emergencies, including injuries and dangerous
occurrences, and for their effective reporting and recording.
5.2 to provide and maintain procedures for consultation with all employees on
any measures at the workplace which may substantially affect the health
and safety of employees.
5.3 to develop and maintain a high degree of safety consciousness and
positive attitudes to health and safety throughout the University.
Professor Paul Wellings
PART 2: ORGANISATION FOR HEALTH AND SAFETY
6 The University Council and Vice-Chancellor
The Vice-Chancellor, as Chief Executive Officer of the University, has overall
responsibility to the University Council for the health and safety of all persons
using University land or buildings for legitimate purposes. The University
Secretary will normally act on his behalf. In addition, the Vice-Chancellor may
delegate the authority for carrying out the health and safety policy to senior
members of staff.
7 Heads of Academic, Administrative and Service Departments
7.1 Heads of Department are responsible for ensuring that the preventive and
protective measures required by the University Safety Policy and Manual
of Safety are implemented locally and that any measures required over
and above those contained in the Policy and Manual of Safety are drawn
up and similarly implemented.
7.2 In addition, Heads of Department are responsible for ensuring:
7.2.1 that all staff in their department, but particularly new and temporary
employees, are aware of the locally established health and safety
arrangements in force as regards fire and other emergencies, first aid, and
the reporting of accidents and hazards.
7.2.2 that suitable and sufficient assessments of the risks to the health and
safety of staff, students and other persons in their department are carried
7.2.3 that, in entrusting tasks to staff, account is taken of their capabilities as
regards health and safety.
7.2.4 that all staff are provided with the necessary instruction, information,
training and supervision to enable work to be carried out safely.
7.2.5 that all staff are provided with the necessary safety training as outlined in
Section 19 of this policy.
7.3 In some larger departments, it may be necessary administratively for
Heads to delegate the authority for implementation of health and safety
arrangements to other senior managers in control of individual areas
within the department.
7.4 Where facilities used by departments are shared with other departments,
the appropriate Heads must determine between themselves the means by
which risk assessments of those facilities are carried out and any remedial
action so identified is implemented. Examples of such facilities are
"mixing" areas used for photocopying and other joint departmental
activities, machinery jointly funded by one or more departments, and
common stairways and corridors, where the procedures for reporting, for
example, defects and hazards must be clearly defined.
8 Academic Staff
Academic staff are responsible for ensuring that an equivalent standard of health
and safety is afforded to their students as is afforded to University staff generally
(see Section 7 above).
9.1 Whilst the overall responsibility for health and safety rests at the highest
management level, all employees at every level have to accept degrees
of responsibility for carrying out the policy.
9.2 It is the legal duty of all employees whilst at work:
9.2.1 to take reasonable care for the health and safety of themselves and other
persons who may be affected by the way in which they carry out their
9.2.2 to co-operate with supervisory staff to enable them to carry out their own
health and safety duties.
9.2.3 to report to supervisory staff any situation, working practice or procedure
which they may suspect is potentially hazardous.
9.2.4 to report accidents to supervisory staff.
9.2.5 to use, but not misuse, protective clothing, equipment or materials
9.2.6 to comply with the health and safety instructions, both verbal and written,
which are issued to them.
9.2.7 to use machinery, plant or equipment only with the appropriate guards or
safety devices in position.
10 University Safety Office
10.1 The Safety Office, comprising the University Safety & Radiation
Protection Officer, Assistant Safety Officers, and support staff, has been
established to co-ordinate the health and safety function across all
departments and colleges of the University.
10.2 The role of the University Safety & Radiation Protection Officer includes
10.2.1 liaising with the enforcement agencies to ensure compliance with legal
10.2.2 providing advice and information on health and safety to employees and
students directly or via training, instruction or the Manual of Safety.
10.2.3 assisting, where appropriate, in the drawing up of local rules and codes
of safe working practice.
10.2.4 servicing of the University Health and Safety Committee.
10.2.5 acting as Radiation Protection Adviser to the University in matters
involving the use of ionising radiations.
10.2.6 auditing departmental health and safety arrangements.
10.2.7 taking action to suspend any work which in the opinion of the University
Safety & Radiation Protection Officer poses an imminent risk of serious
11 Occupational Health
The University has access to an Occupational Health Adviser to provide advice
on occupational health matters.
12 Area Safety Officers
12.1 Area Safety Officers are appointed by the University Secretary on the
recommendation of the appropriate Head of Department in consultation
with the University Safety & Radiation Protection Officer. The Area
Safety Officer is usually the first point of contact locally in a department
on matters of health and safety and is able to provide appropriate
information and advice. The Area Safety Officer will, in addition, liaise
with other departments of the University or with the University Safety &
Radiation Protection Officer to effect remedial action where a hazard or
unsafe working practice has been notified, although the responsibility for
health and safety within the department rests with the Head of
Department, as detailed in Section 7 of this policy.
12.2 Additional functions of Area Safety Officers are:
12.2.1 to ensure, so far as is reasonably practicable, the provision of a safe
working environment within the department and compliance with the
appropriate safety legislation and local codes of safe working practice.
12.2.2 to provide safety advice and information to staff and students.
12.2.3 to arrange safety training where appropriate.
12.2.4 to ensure that the appropriate notifications of accident or hazard are
made to the University Safety & Radiation Protection Officer.
12.2.5 to receive notifications from staff and students of unsafe or unhealthy
working conditions and to effect remedial action.
12.2.6 to liaise with the University Safety & Radiation Protection Officer.
12.3 Where the Area Safety Officer's department uses rooms or areas in
buildings occupied and controlled by other departments, the Area Safety
Officer's jurisdiction will extend to those other rooms/areas.
12.4 Where the Area Safety Officer's department contains rooms or areas
occupied and controlled by other departments, the Area Safety Officer's
jurisdiction will not extend to those rooms/areas.
12.5 A current list of Area Safety Officer appointments is available from the
13 Departmental Radiation Officers
13.1 Departmental Radiation Officers are appointed by the University
Secretary for those departments which carry out work which is subject to
the legislation controlling work with ionising radiations. The function of
the Departmental Radiation Officer is to ensure, so far as is reasonably
practicable, that staff and students using ionising radiations do so safely
and without risks to health, although, as with the post of Area Safety
Officer, the responsibility for health and safety within the department
rests with the Head of Department.
13.2 The Departmental Radiation Officer will normally oversee the activities of
one or more Radiation Protection Supervisors who are similarly
appointed by the University Secretary. The function of the Radiation
Protection Supervisors is to ensure compliance with the ionising
radiations legislation in individual geographical locations of the
department. This involves a knowledge and understanding of the
requirements of the regulations and local rules, the command of sufficient
respect from persons doing the work as will allow the necessary
supervision of radiation protection, and an understanding of the
precautions to be taken and the extent to which those precautions will
13.3 The functions of the Departmental Radiation Officer include the following:
13.3.1 to keep up to date records of the acquisition, transfer and disposal of
radioactive materials in line with current certificates issued by the
13.3.2 to arrange for the secure storage and supervised issue of radioactive
13.3.3 to keep up to date records of any controlled or supervised areas, and to
oversee the arrangements for dose assessments of all persons who may
be exposed to ionising radiations.
13.3.4 to oversee the arrangements for routine contamination monitoring within
13.3.5 to arrange for the annual testing of radiation and contamination
instruments in association with the University Safety & Radiation
Protection Officer and for the biennial testing of sealed sources where
13.3.6 to draw up, and periodically revise when appropriate, the departmental
Local Rules for work with ionising radiations, which include the
procedures to be followed in case of an emergency.
13.3.7 to act as Laser Safety Officer, where appropriate, and to supervise the
use of any other non-ionising radiations in the department, eg. ultra-
violet, microwave and radio-frequency radiations.
13.4 A current list of Departmental Radiation Officer appointments is available
from the Safety Office.
14 Biological Safety Officer
14.1 A Biological Safety Officer has been appointed, by the University
Secretary, in the Division of Biological Sciences. The function of the
Biological Safety Officer is to ensure, so far as is reasonably practicable,
that staff and students working with biological agents and genetically
modified organisms, plants or animals do so safely and without risks to
health. As with the post of Area Safety Officer, the responsibility for
health and safety within the department rests with the Head of
14.2 The functions of the Biological Safety Officer include the following:
14.2.1 to provide advice to the Division of Biological Sciences on matters of
biological health and safety.
14.2.2 to liaise with the Area Safety Officer and other departmental safety staff,
as appropriate, and with the Safety Office over the implementation of the
University health and safety policy as it relates to biological health and
14.2.3 to co-operate with specialists inside and outside the University on
biological health and safety matters.
14.2.4 to advise officers in charge of the design and construction of new
buildings and the modification of existing buildings on matters affecting
biological health and safety.
14.2.5 to co-operate with the University Occupational Health Adviser in the
provision of occupational health surveillance and monitoring where
14.2.6 to advise, in collaboration with the University Safety and Radiation
Protection Officer, on
the design of biological work areas
the preparation of schemes of work and local rules
the management of Legionella risks
the acquisition of any required licences or authorisations
the establishment/authorisation of a health and safety committee for
genetic modification where required
the maintenance of, in consultation with the University Occupational
Health Adviser, a list of workers under the Genetically Modified
Organisms (Contained Use) Regulations and any other relevant
14.2.7 to oversee and co-ordinate the provision of biological health and safety
14.2.8 to keep staff conscious of the problems of biological health and safety
and their responsibilities for the health and safety of those who work or
study under or with them.
14.2.9 to undertake or assist with periodic inspections of University premises
where a biological health and safety input is required.
14.2.10 to audit and monitor departmental biological health and safety
14.2.11 to investigate any microbiological emergency or accident and instigate
any remedial action.
14.2.12 to liaise with the various relevant inspectorates and co-ordinate their
visits and inspections.
14.3 It should be noted that the functions listed above are carried out in
collaboration with the Safety Office.
15 Trade Union Safety Representatives
15.1 As a consequence of regulations made under the Health & Safety at
Work etc. Act 1974, the recognised Trade Unions in the University have
appointed Safety Representatives to represent the interests of their
members on health and safety matters. The functions of Safety
Representatives include the following:
15.1.1 to investigate accidents and reports of hazards.
15.1.2 to investigate complaints of a health and safety nature made by their
15.1.3 to discuss health and safety matters with the management of the
University as part of the joint consultation procedures.
15.1.4 to carry out inspections of the workplace.
15.1.5 to receive information from Inspectors of the Health & Safety Executive
and similar enforcing authorities.
15.1.6 to attend meetings of the University Health and Safety Committee.
15.2 Heads of Departments must arrange for appropriate facilities and
assistance to be given to Safety Representatives to enable them to fulfil
PART 3: ARRANGEMENTS FOR HEALTH AND SAFETY
16 Statement of Safety Policy
The Safety Policy Statement (this document) outlines the general arrangements
in force throughout the University for ensuring a safe and healthy working
environment. It is made available to every employee, both permanent and
temporary, and to those on contracts.
17 Manual of Safety
17.1 The Manual of Safety has been produced to supplement information
contained in the Safety Policy Statement.
It is available on the University's Web site at
It can also be downloaded for printing. The Manual contains Codes of
Safe Working Practice and policy documents which are applicable to most
departments, services and colleges of the University.
17.2 Particular attention is drawn to Sections 11 and 17 of the Manual. Section
17 requires the person responsible for safety in each department to
produce formal written risk assessments where significant risks to the
health and safety of staff, students or others have been identified.
17.3 Section 11 of the Manual describes the safety audit procedure, which is
one of the methods used to monitor implementation of the University's
policy on safety. The audits are carried out by the Safety Office at a
frequency determined by the risks that are present in a department.
17.4 The policy documents comprising the Manual are produced in consultation
with staff in departments, Area Safety Officers and Trades Union Safety
Representatives, and receive final approval from the University Safety
Committee, University Council and Senate.
18 Departmental Safety Handbooks
18.1 "High risk" departments are required to produce a Departmental Safety
Handbook which will detail the 'local' health and safety procedures and the
arrangements for dealing with emergencies. A list of which departments
are considered to be high risk can be found at
18.2 The Handbook should be drawn up by the Area Safety Officer in
consultation with the Head of Department and staff and be updated
annually. Copies should be held by all staff in the department and by
students where the academic supervisor has deemed it appropriate.
19 Safety Training
19.1 Safety training is needed at all levels. It is an important way of achieving
competence and helps to convert information into safe working practices.
Risk assessments in departments should help to determine the level of
training needed for each type of work as part of the preventive and
protective measures. The training should include basic skills training,
specific "on-the-job" training and training in health and safety or
19.2 Training needs are significant on recruitment and new employees must
receive basic induction training on health and safety, including the
arrangements for first aid, fire and evacuation. Particular attention must
be given to the needs of young employees and those who are disabled or
have special needs.
19.3 The responsibility for ensuring that safety training needs are assessed lies
with the Head of Department in consultation with the University Safety &
Radiation Protection Officer. Those for whom safety training is deemed
necessary are required to attend such training.
19.4 Identification of safety training needs of undergraduate students must be
carried out by the academic supervisor, normally during the first weeks of
the students' arrival at the University, and delivery of that training will
normally form part of the students' courses. A similar procedure should
operate for postgraduate students. The academic supervisor may call
upon the services of the Safety Office in determining safety training needs.
19.5 All new students are given instructions on the University's emergency
procedures by the University Safety & Radiation Protection Officer during
"Intro Week" at the beginning of each academic year.
19.6 Health and Safety training should normally take place during working
hours. If, however, it is necessary to arrange training outside normal
working hours, this must be treated as an extension of time at work.
20 University Health and Safety Committee
20.1 The University Health and Safety Committee is a joint Committee of the
Council and Senate and meets once each term. Its function, amongst
other things, is to advise the Council and Senate on the measures
necessary to comply with current health and safety legislation.
20.2 Information on the current membership and terms of reference of the
University Health and Safety Committee is available from the Safety
20.3 The Radiation Protection Committee is a sub-committee of the University
Health and Safety Committee and meets as and when necessary to
advise the University Health and Safety Committee on the measures
necessary to ensure, so far as is reasonably practicable, the health and
safety of all persons engaged in work with ionising and non-ionising
20.4 Information on the current membership and terms of reference of the
Radiation Protection Committee is available from the Safety Office.
20.5 The University Genetic Modification Safety Committee is a sub-committee
of the University Health and Safety Committee. The Committee is based
in the Division of Biological Sciences and meets as and when necessary
to advise the University Health and Safety Committee on the measures
necessary to ensure, so far as is reasonably practicable, the health and
safety of all persons engaged in work covered by the legislation on genetic
20.6 Information on the current membership and terms of reference of the
University Genetic Modification Safety Committee is available from the
secretary of the committee who is based in the Division of Biological
21 Departmental Safety Committees
21.1 The larger science and technology based departments normally have their
own Departmental Safety Committees.
21.2 The frequency of meetings and appointment of representatives for such
committees is decided by the Head of Department in consultation with the
Area Safety Officer.
22 Consultation on health and safety matters
The University will consult Safety Representatives, either through arrangements
made by the Head of Department or via the University Health and Safety
Committee, on health and safety matters as required by the Safety
Representatives and Safety Committees Regulations, the Management of Health
and Safety at Work Regulations and the Health and Safety (Consultation with
Employees) Regulations. The trade union appointed safety representatives, who
are members of the University Health and Safety Committee, have agreed to act
with respect to consultation on health and safety policy on behalf of all staff in the
category that they represent, even if they are not trade union members.
23 Information for employees
23.1 The Health and Safety Information for Employees Regulations require
information relating to health, safety and welfare to be given to employees
by means of posters or leaflets in the form approved for the purposes of
the Regulations by the Health & Safety Executive.
23.2 The leaflet is reproduced as an Appendix.
Your health, safety and welfare at
work are protected by law. Your
employer has a duty to protect
you and to keep you informed
about health and safety. You
have a responsibility to look after
yourself and others. If there is a
problem, discuss it with your
employer or your safety
representative, if there is one.
This leaflet is a brief guide to health and
safety law. It does not describe the law in
detail, but it does list the key points.
Your employer has a duty under the law to ensure so far as is reasonably
practicable, your health, safety and welfare at work.
Your employer must consult you or your safety representative on matters
relating to your health and safety at work, including:
- any change which may substantially affect your health and safety at work, eg in
procedures, equipment or ways of working;
- the employer's arrangements for getting competent people to help him/her satisfy
health and safety laws;
- the information you have to be given on the likely risks and dangers arising from
your work, measures to reduce or get rid of these risks and what you should do if
you have to deal with a risk or danger;
- the planning of health and safety; and
- the health and safety consequences of introducing new technology.
In general, your employer's duties include:
- making your workplace safe and without risks to health;
- ensuring plant and machinery are safe and that safe systems of work are set and
- ensuring articles and substances are moved, stored and used safely;
- providing adequate welfare facilities;
- giving you the information, instruction, training and supervision necessary for your
health and safety.
In particular, your employer must:
- assess the risks to your health and safety;
- make arrangements for implementing the health and safety measures identified
as being necessary by the assessment;
- if there are five or more employees, record the significant findings of the risk
assessment and the arrangements for health and safety measures;
- if there are five or more employees, draw up a health and safety policy
statement, including the health and safety organisation and arrangements in
force, and bring it to your attention;
- appoint someone competent to assist with health and safety responsibilities, and
consult you or your safety representative about this appointment;
- co-operate on health and safety with other employers sharing the same
- set up emergency procedures;
- provide adequate first aid facilities;
- make sure that the workplace satisfies health, safety and welfare requirements,
eg. for ventilation, temperature, lighting and sanitary, washing and rest facilities;
- make sure that work equipment is suitable for its intended use, so far as health
and safety is concerned, and that it is properly maintained and used;
- prevent or adequately control exposure to substances which may damage your
- take precautions against danger from flammable or explosive hazards, electrical
equipment, noise and radiation;
- avoid hazardous manual handling operations, and where they cannot be
avoided, reduce the risk of injury;
- provide health surveillance as appropriate;
- provide free any protective clothing or equipment, where risks are not
adequately controlled by other means;
- ensure that appropriate safety signs are provided and maintained;
- report certain injuries, diseases and dangerous occurrences to the appropriate
health and safety enforcing authority (see box below for who this is).
As an employee, you have legal duties too. They include:
- taking reasonable care for your own health and safety and that of others who
may be affected by what you do or do not do;
- co-operating with your employer on health and safety;
- correctly using work items provided by your employer, including personal
protective equipment, in accordance with training or instructions; and
- not interfering with or misusing anything provided for your health, safety or
If you think there is a health and safety problem in your workplace you should first
discuss it with your employer, supervisor or manager. You may also wish to discuss
it with your safety representative, if there is one. You, your employer or your safety
representative can get information on health and safety in confidence by calling
HSE's Infoline telephone service on 0845 345 0055.
If you think your employer is exposing you to risks or is not carrying out legal duties
and you have pointed this out without getting a satisfactory answer, you can contact
the enforcing authority for health and safety in your workplace. Health and safety
inspectors can give advice on how to comply with the law. They also have powers to
enforce it. The HSE's Employment Medical Advisory Service can give advice on
health at work. Your employer can give you their names and addresses.
You can get advice on general fire precautions etc from the Fire Service or your fire
More detailed guidance on health and safety law is set out in HSE priced
publications, such as:
Essentials of health and safety at work HSE Books
ISBN 0 7176 0716 X;
and in free leaflets such as:
An introduction to health and safety - INDG259 HSE Books
Full details of HSE publications can be found on HSE's Web site at:
All HSE publications are available from
Tel: 01787 881165 Fax: 01787 313995
HSE priced publications are also available from good booksellers.
Approved by the Health and Safety Executive 1 October 1999
Printed and published by the Health and Safety Executive
[End of HSE leaflet]