GENERIC RISK ASSESSMENT – Displa

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					University of Cumbria

GENERIC RISK ASSESSMENT FACULTY / SCHOOL / SERVICE Occupational Health and Safety REF NO. GRA9

TASK / OPERATION / RISK BEING ASSESSED

Office Safety

PURPOSE OF RISK ASSESSMENT This risk assessment is prepared under the Management of Health and Safety at Work Regulations 1999 and the Workplace (Health, Safety and Welfare) Regulations 1992. The office environment is a familiar one to many staff working for the University of Cumbria and is generally regarded as relatively low risk. This is certainly the case compared to other more obviously high risk environments, such as might be found in heavy industry or agriculture, but it would be a mistake to regard the office environment as risk free. Every year over 5,000 office workers sustain serious injuries in the workplace; bad enough to keep them off work for three days or more. The most common accidents involve slips, trips and falls and manual handling. This document has been produced in order to indicate the procedure for assessing the safety of the office environment and to identify the hazards which are likely to be encountered.

SPECIFIC LEGISLATIVE REQUIREMENTS The Health and Safety at Work Act 1974 The Management of Health and Safety at Work Regulations 1999 The Workplace (Health, Safety and Welfare) Regulations 1992 The Electricity at Work Regulations 1989 The Health and Safety (Display Screen Equipment) Regulations 1992 The Control of Substances Hazardous to Health Regulations 2002 The Manual Handling Operations Regulations 1992 The Provision and Use of Work Equipment Regulations 1998 The Fire Precautions (Workplace) Regulations 1997

LEVEL OF SKILL/TRAINING REQUIRED Health and Safety Awareness Training COSHH Awareness Training Basic Fire Safety Training Manual Handling Training DSE Training

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University of Cumbria

CHEMICALS/ MATERIALS INVOLVED Printer Ink Toner Cartridges Correction Fluid Marker Pens

HSC ASSESSMENT NO. DATE

SPECIFIC WORK EQUIPMENT PROVIDED

Desks, chairs, computers and peripherals - keyboards / mice / monitors / printers, storage cupboards, drawers and sundry other items of office equipment

MAIN HAZARDS IDENTIFIED Lack of Space Small working area, obstructions in work area, low level clutter due to lack of storage space, limited access for manual handling, obstructions blocking emergency access routes

WHO WILL BE AFFECTED Office workers, visitors

CONTROL MEASURES TO REDUCE THE RISK  Target of 11m3 (3.6m2 if ceiling height is 3m or greater) of working space should be met whenever possible. If not met due to unavoidable circumstances – alternative means of mitigating effects need to be considered, e.g. frequent breaks away from workstation. Note: working space does not include area occupied by desks, cupboards, etc Locate desks against walls with open areas behind them Avoid surrounding desks with clutter Provide suitable storage for work items

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Temperature Extremes of heat and cold can lead to ill health and effect performance

Office workers, visitors

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Target minimum temperature of 16oC should be met whenever possible. Offer portable heating if necessary If room temperatures uncomfortably high, offer desk fans, portable air conditioning, advise on mitigation techniques, e.g. drink plenty of water, take regular breaks away from desk

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University of Cumbria

Furniture and fittings Collision with furniture, overbalancing cabinets, loose fittings, trailing cables, awkward access to furniture, blocked gangways, loose floor coverings

Office workers, visitors

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Place furniture sympathetically, i.e. against walls rather than in the centre of rooms Avoid placing furniture where it may limit the open width of doors, in gangways, in front of windows, radiators, signs or fire fighting equipment Avoid placing metal furniture where there is a risk sharp edges may contact passers by or users Close cupboards and drawers immediately after use Do not make cupboards and filing cabinets top heavy – load furniture from the bottom up, so that greatest weight is at the base Place electrical appliances as close to sockets as possible to avoid trailing cables, use cable tidies and bridges to prevent trip hazards Avoid using rugs – re-fit or remove if lifting Replace or re-fit loose, lifting or frayed carpets

Tidiness Trip hazards, fire hazards, hygiene hazards

Office workers, visitors

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Do not leave litter lying on the floor Avoid accumulations of paperwork outside of cabinets and drawers. Provide adequate storage Do not store boxes, stacks of paper, etc in gangways Do not place litter bins in gangways Clean up spills of liquid immediately Broken glass should be wrapped in paper an labelled ‘Broken Glass’ prior to disposal

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University of Cumbria

Slips, trips and falls When reaching for objects on high shelves, using stairs, obstructed gangways

Office workers, visitors

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Place frequently used items on easily reached shelves Avoid placing objects above head height Use appropriate steps to reach high shelves, never chairs or tables Avoid leaving trailing cables – use cable tidies and bridges if necessary Clean up spilled liquids immediately Always use handrails when ascending or descending stairs Never use stairs for storage Do not store items in gangways Be alert when moving around in the office – look out for trip / slip hazards Do not run in the office environment

Manual handling Muscular strains, back problems, cuts and bruises due to dropping heavy items

Office workers

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Check route of travel before start – clear obstructions and open doors if necessary Test weight of item before lifting - if too heavy, get assistance Take firm grip of item and lift using legs, keeping back straight Avoid twisting movements Keep load close to body Use mechanical aids if available, e.g. trolleys and trucks Avoid placing heavy items above head height If manual handling is a regular part of the job – request manual handling risk assessment

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University of Cumbria

Office equipment Electric shock, guillotines, chemicals, laminators

Office workers

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All electrical equipment should be PAT tested Report any faults immediately and do not use equipment which appears dangerous, e.g. loose / exposed wires, loose or missing casings, odd noises or smells emanating from machine, smoke emanating from machine Switch off electrical equipment after use Read instructions for new equipment prior to use Check for safety data sheets accompanying chemicals used in office and read if available, e.g. for printer cartridges, toner cartridges, screen cleaning chemicals, correction fluid, cleaning chemicals Cleaning chemicals should be stored securely, away from the work area Ensure that guillotines are appropriately guarded

Fire Fire signage, blocked exits and gangways, fire fighting equipment, waste paper

Office workers, visitors

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All electrical equipment should be PAT tested Report any faults immediately and do not use equipment which appears dangerous, e.g. loose / exposed wires, loose or missing casings, odd noises or smells emanating from machine, smoke emanating from machine Switch off electrical equipment after use Ensure appropriate fire signage is fitted, visible and accurate Ensure all staff are aware of their nearest fire exits and of what to do in the event of a fire Ensure fire fighting equipment is in good condition, easily accessible, fully charged and regularly inspected

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University of Cumbria

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Place all waste paper and other combustible material into waste bins Do not use radiant type electric fires Smoking is not permitted in offices on campus Do not place flammable items against heaters Keep containers of flammable liquids tightly closed when not in use Ensure fire escape routes and exits are kept clear

Display screen equipment Musculo-skeletal disorders, headaches, blurred vision

Office workers

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Identify users of display screen equipment and carry out a specific Display Screen Equipment Assessment

Stress Lack of control over work, excessive work load, external factors

Office workers

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Provide clear management structure Clearly identify areas of responsibility Monitor employees work load Hold regular meetings with staff Monitor sickness absence Conduct stress risk assessment if necessary

Lighting Dim lighting can cause eyestrain, headaches, etc. Bright lighting creates glare

Office workers, visitors

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Use natural lighting where possible Provide adjustable window coverings Monitor light levels to ensure standards are met Provide localised lighting if close or detailed work is necessary Use matt finishes on walls and furniture to minimise glare Replace flickering or dead bulbs / tubes immediately

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University of Cumbria

1. Welfare facilities Should be readily accessible, clean, well ventilated and lit, are there enough for the number of staff

Office workers, visitors

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Toilets and washing facilities should ensure privacy of users Toilets and washing facilities should be well ventilated and suitably lit Ensure toilets and washing facilities are regularly cleaned Toilets and washing facilities should be located within a reasonable distance of the workplace Follow approximate guidelines of 1 set of welfare facilities for every 10-15 staff Washing facilities must include soap and running hot and cold water. Hot water must not be hot enough to scald Drinking water must be readily accessible

MANUAL HANDLING RISK

PERSONAL PROTECTIVE EQUIPMENT REQUIRED None specifically required

Has a manual handling risk been identified? YES Is the risk considered to be Low Is a further detailed assessment required? NO If the answer to the above question is YES a separate manual handling assessment will be required to fulfil the requirements of the Manual Handling Operations Regulations 1992.

Is training and instruction required NO Is there need for special accommodation NO Is there need for test/examination NO Is all P. P. E. compatible NO

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University of Cumbria

FREQUENCY OF MONITORING N/A 3 Months 6 Months 1 Year > 1 Year

ASSESSMENT REVIEW PERIOD < 1 Year 2 Years 3 Years 4 Years > 4 Years

Signed --------------------------------------------------------------------------------------------Post/Title -----------------------------------------------------------------------------------------Date ------------------------------------------------------------------------------------------------

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