STATEMENT OF FIRE SAFETY MANAGEMENT POLICY by hvg98489

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									                                                                                        UCL Mandatory Fire Safety Instruction No: 01


LONDON’S GLOBAL UNIVERSITY




           STATEMENT OF FIRE SAFETY MANAGEMENT POLICY

1.0.     STATEMENT OF INTENT

1.1.     This fire safety management policy reflects the importance University College London
         (UCL) attaches to Fire Safety Management1. UCL is committed to achieving good practice
         in the management of fire safety by assessing and managing fire risks to prevent harm to
         its staff, students, visitors and anyone else who may be affected by its activities. UCL
         recognises that fire safety is an important management function and is committed to the
         integration of fire safety into the management of activities and facilities.


2.0.     THE POLICY

2.1.     UCL Council, as the employer of UCL's staff, has the ultimate responsibility for fire safety
         management in respect of the activities and premises under UCL control. It has delegated
         the duty of the day-to-day running of UCL, which includes the management of fire safety, to
         the Provost and President. Overall responsibility for fire precautions within UCL therefore
         rests with the Provost and President, who has constituted a Health & Safety Management
         Team (HSMT) to draw up and monitor the implementation of this Fire Safety Management
         Policy and the executive arrangements therein, in accordance with terms of reference laid
         down by Council. Head of Departments2 are responsible as ‘Duty Holder(s)3 to the
         Provost and President for the fire precautions and safe management of fire risks in all
         workplaces4 under their authority.

2.2.     UCL will use its best endeavours to comply with the Regulatory Reform (Fire Safety) Order
         2005 [RR(FS)O] and any other applicable legislation. In his capacity as Chief Executive of
         UCL the Provost and President is the ‘employer’ who is the 'Responsible Person5 under
         these Regulations. The Regulations involve an approach to fire safety which is based on
         risk assessment with the responsibility for fire safety resting with the person(s) in charge of
         the premises and activities therein. Heads of Department are responsible for fire safety
         within the areas occupied by their Department and for ensuring that departmental activities
         do not put relevant people at risk of injury from fire. In premises under UCL’s control, the
         maintenance of the building elements and systems infrastructure provided for fire safety is
         the responsibility of the Director of Estates and Facilities or other senior manager
         responsible for the relevant maintenance budget.



1.       Fire Safety Management - arrangements to monitor and control fire safety standards and to ensure that once the standards
         are reached, they continue to be implemented.
2.       Heads of Departments - This term includes Heads of Academic Departments, Institutes, Centres, Schools etc and the
         Heads of Corporate Support Services Divisions, Dean of Students and Director of Student Residences.
3.       The definition of the term ‘Duty Holder’ at Article 5(3) of the RR(FS)O would apply to the Heads of Departments that are in
         sole occupation of UCL premises. Similar duties are held by Heads of Departments in buildings occupied by more than one
         department, but only in respect to the part of the premises, which their Department occupies. For further explanation see the
         notes to Annex A.
4.       ‘Workplaces’ means any premises or parts of premises, not being domestic premises, used for the purposes of an
         employer’s undertaking and which are made available to an employee of the employer, as a place of work.
5.       In the RR(FS)O ‘Responsible Person’ means the employer in relation to a workplace, if the workplace is to any
         extent under his control.
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  Date last amended: 21 May 07 / Rev: 2.0.                                                                                  1 of 14.
        Issued by the: UCL Fire Officer, Estates & Facilities, Gower Street, London, WC1E 6BT / Email: fire.officer@ucl.ac.uk
                                         UCL Statement of Fire Safety Management Policy


         In cases where the Director of Estates and Facilities is not the budget holder, the
         responsible manager shall carry out all maintenance work identified by his/her estates
         manager or equivalent, or reasonably advised as being necessary by the Director of
         Estates and Facilities. In premises leased by UCL the responsibility will be in accordance
         with the repairing obligations under the Lease.

2.3.     A diagram and explanation is provided at Annex A to this Policy.

2.4.     This UCL Statement of Fire Safety Management Policy will be revised and updated as
         necessary, and submitted to the Provost and President and Council for their approval at
         least once per year. A current copy of this statement will be available on the Internet and
         may be found in the UCL Fire Safety Web Site at: http://www.ucl.ac.uk/fire.

2.5.     Each department must ensure that all persons who may be affected by its activities
         understand the nature of the arrangements for fire safety management as outlined in the
         Fire Risk Assessment and Emergency Plans relevant to the buildings occupied by the
         department. As risk assessments and emergency plans become available they will be
         posted at the UCL fire safety web site: http://www.ucl.ac.uk/fire.

2.6.     The attention of all UCL staff is drawn to their legal responsibilities under RR(FS)O Article
         23 and Section 7 of the Health & Safety at Work etc Act 1974. These require them ‘to take
         reasonable care’ of themselves and all others who may be affected by their acts and
         omissions, and to follow both UCL and Departmental policies and arrangements regarding
         fire precautions and general fire safety. It shall be a condition of registration of students
         and the terms of attendance of academic visitors, that they follow these policies and
         procedures.

2.7.     The attention of all staff, students of UCL and visitors is drawn to their legal responsibility,
         under Article 23 of the RR(FS)O and Section 8 of the Health & Safety at Work etc Act
         1974, not to interfere with or misuse anything, whether appliances, systems, building
         elements, or systems of work provided by UCL in the interests of fire safety. In addition, all
         members of staff, students, contractors and visitors are required to comply with the fire
         policies approved by the HSMT and issued to Heads of Departments. In particular, in the
         event of a fire alarm sounding in UCL occupied premises, all occupants are required
         diligently to evacuate the building and may only re-enter upon the instruction of the UCL
         Fire Officer, Security Officers or the Fire Brigade. Nothing must be done which would
         affect the proper opening or closing of a fire door or cause any obstruction to the doorway
         or general means of escape from fire.

2.8.     Teaching Staff - The attention of all UCL teaching staff is drawn to their 'Duty of Care' to
         students under their control whilst studying or carrying out associated activities, to ensure
         that they are safe from fire. Staff must further ensure that student activities do not place
         other occupants at risk. UCL teaching staff must as far as reasonably possible direct and
         encourage students, to observe legal obligations, regulations or UCL instructions in respect
         to fire safety while in their direct charge. Teaching staff have a ‘duty of care’ under the
         authority placed over them as supervisors of students, to provide clear information and
         instructions in the event of a fire regardless of their location and take all reasonable steps
         to ensure safe egress for students etc in any teaching space used by them, regardless of
         the location.

2.9.     Managing Fire Precautions - UCL is committed to managing fire precautions and fire
         risks through the processes of risk assessment and risk control measures in respect to all
         facilities, which it owns or leases6, UCL will use its best endeavours to:


6.       Leases - In leased buildings some of the responsibilities outlined below rest with the Landlord or Landlord’s agent as the
         ‘Responsible Person’.
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  Date last amended: 21 May 07 / Rev: 2.0.                                                                                  2 of 13.
        Issued by the: UCL Fire Officer, Estates & Facilities, Gower Street, London, WC1E 6BT / Email: fire.officer@ucl.ac.uk
                                         UCL Statement of Fire Safety Management Policy


         (a).      Provide appropriate Means of Escape in case of fire and ensure that the means of
                   escape are kept free from obstruction at all material times.

         (b).      Provide and maintain in working order the fire alarm systems.

         (c).      Provide and maintain in working order all fire extinguishing appliances, and
                   equipment and facilities that are provided for use by the Fire Brigade.

         (d).      In the event of a fire, to take all reasonably practical steps to ensure the safety of
                   persons (including visitors) on UCL property who are at risk from a fire on the
                   premises, from death or injury in the event of a fire or associated explosion.

         (e).      Seek to reduce fire incidences by:
                   (i).   Minimising the potential for fire to occur and disrupt the work of UCL and
                          cause damage to property and the environment.
                   (ii)      Minimise the potential for unwanted fire alarms to occur, which disrupt work
                             and place an undue burden on the Fire Brigade.
                   (iii)     Provide appropriate instruction, information and/or training for all persons,
                             including contractors and temporary staff as necessary, on the actions to be
                             taken in the event of fire.
                   (iv)      Provide relevant ‘Duty Holders’ with general Fire Risk Assessments,
                             Emergency Building Plans and Departmental Action Plans stating the
                             precautions to be observed and steps to be taken to protect people and
                             property.
                   (v)       Ensure that measures that are commensurate with the risks and the
                             significance of consequential losses are taken, to protect buildings,
                             installations and equipment from fire with an emphasis on business
                             continuity and containing and preventing the spread of fire.

Fire Training – Departmental Responsibilities

2.10.    Staff Training - UCL is committed to ensuring that all work activities performed within UCL
         will be performed by persons competent to carry out those activities. Heads of
         Departments must ensure that all members of staff receive such training as is required for
         them to be able to discharge their tasks and duties in a competent manner.

         (a).      Induction Safety Training (Staff and Postgraduate Research Students) - It is
                   UCL policy that all new members of staff and full-time postgraduate research
                   students must attend the Health and Safety Induction Course run by UCL Safety
                   Services, which includes an element of fire safety training and information. A
                   written record shall be kept by the Head of Department of those persons trained.

         (b).      Local Fire Induction Training (Staff, including temporary staff, employed by
                   the Department) - It is UCL policy that all Heads of Departments shall provide
                   Local Fire Safety Induction Training as part of their local safety arrangements for
                   permanent new and temporary staff, whether or not directly employed by UCL,
                   working in their department, to comply with the RR(FS)O and Health & Safety
                   requirements. This staff training is required at the following periods or events and
                   shall be provided as soon as reasonable practicable after starting, or changing
                   location of, work. A written record shall be kept by the Head of Department of those
                   persons trained:
                   (1).    at the time when they are first employed and thereafter annually,
                   (2).      on their being exposed to new or increased risk because of:
___________________________________________________________________________________________________________
  Date last amended: 21 May 07 / Rev: 2.0.                                                                                  3 of 13.
        Issued by the: UCL Fire Officer, Estates & Facilities, Gower Street, London, WC1E 6BT / Email: fire.officer@ucl.ac.uk
                                         UCL Statement of Fire Safety Management Policy


                             (i)       being transferred to another building or given a change of
                                       responsibilities;
                             (ii)      the introduction of new work equipment, or a change in the work
                                       equipment already in use or the introduction of new technology;
                             (iii)     the introduction of a new system of work or a change in the system
                                       of work already in use.

                   (3).      the training shall include:
                             (i)     Action on raising the alarm on discovery of fire;
                             (ii)      Action on ‘hearing the fire alarm’;
                             (iii)     A physical walk around local escape routes;
                             (iv)      Routes to and the location of, the building’s Fire Assembly Point;
                             (v)       any relevant hazards, processes or other relevant information.

         (c).      Local Fire Induction Training (Undergraduates and Taught Postgraduates) –
                   all relevant Heads of Department shall as ‘good practice’ and to comply with UCL's
                   'Duty of Care' under both the RR(FS)O as well as their Department’s Health &
                   Safety arrangements provide at the start of each academic session, fire safety
                   information for all undergraduates / postgraduates studying in their Department as
                   far as reasonably practicable. This information shall include ‘action in the event of
                   fire & emergency evacuation procedures’ and be provided as soon as reasonably
                   practicable after starting the academic session. A written record shall be kept by
                   the Head of Department that the training event has taken place with a copy of the
                   information provided at the event (individual student names will not be necessary).

         (d).      Fire Evacuation Drills – During the first term of each Academic Year the Estates
                   and Facilities Division will schedule and organise a fire drill to take place in all UCL
                   premises which are part of the Bloomsbury campus. Heads of Departments at UCL
                   premises that are not included in these organised fire drills are to ensure that they
                   carry out at least once annually a fire drill and keep a record of such drills. Any
                   unscheduled alarm activations should be treated as supplementary evacuation
                   drills. These do not obviate the need for an annual supervised fire drill. Further
                   guidance is available from the Fire Safety Web Site: www.ucl.ac.uk/fire - See UCL
                   Fire Safety Technical Note: TN 103.

         (e).      Training Records – Heads of Department must ensure that a written record is kept
                   of local (departmental) fire safety or FEM training undertaken by their staff or
                   students. The records should include the type of training, local information &
                   instructions provided, date and names as necessary. These records must be made
                   available by the Department to the Local Fire Authority on request. Further
                   guidance & training record template is available from the Fire Safety Web Site:
                   www.ucl.ac.uk/fire - See UCL Fire Safety Technical Note: TN 086 & TN 086a.

2.11.    Fire Evacuation Marshals - Due to the size and complexity of UCL, it is neither practical
         nor feasible to maintain a meaningful register of building occupants to account for those
         persons using premises during normal working hours. Therefore, it is UCL policy that all
         Heads of Departments shall designate sufficient staff to act as Fire Evacuation Marshals
         (FEMs), who are to be provided on a ratio of approximately two FEMs per floor or area
         occupied (one to deputise for the other), during the Department’s published opening or
         normal working hours. The Head of Department must also appoint a senior member of
         staff in each building that the Department occupies to become a Senior Fire Evacuation
         Marshal (SFEM – see Section 3.15. below). FEMs should undergo refresher training at
         intervals not to exceed 18 months between formal courses.

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  Date last amended: 21 May 07 / Rev: 2.0.                                                                                  4 of 13.
        Issued by the: UCL Fire Officer, Estates & Facilities, Gower Street, London, WC1E 6BT / Email: fire.officer@ucl.ac.uk
                                         UCL Statement of Fire Safety Management Policy


         A written record shall be kept by the Head of Department of those persons trained. Fire
         Evacuation Marshals’ primary responsibilities are:

         (a).      To compensate for UCL not being able to maintain any meaningful building
                   occupant registers, by sweeping their areas of responsibility to ensure that all
                   persons are accounted for and are instructed to leave the premises immediately by
                   the nearest available fire exit.

         (b).      To act as ‘trained staff’ in the use and safety procedures for employing fire
                   extinguishing equipment supplied in UCL premises where safe & practical to do so.

         (c).      To identify, assist or report the location of any individual requiring assistance as
                   necessary.

         (d).      To identify, assist or report any day to day damage or problems in respect to the
                   means of escape, fire fighting equipment or fire safety issues to the Head of
                   Department (or their representative) to ensure that suitable and relevant action is
                   taken immediately or as soon as reasonably practicable after discovery.

         (e).      Further guidance is available from the Fire Safety Web Site: www.ucl.ac.uk/fire -
                   See UCL Fire Safety Technical Note: TN 099.

Halls of Residence

2.12.    Provision of ‘Appointed Persons’ – The Dean of Students will designate as ‘Appointed
         Persons’; all Wardens, Vice Wardens, Residential and Managerial Staff for each Hall of
         Residence. The principal duties of an ‘Appointed Person’ are:

         (a).      Raising the local fire alarm where necessary and ensuring that the Emergency
                   Services are called by dialling ‘999’ on a suitable landline or mobile telephone;

         (b).      Marshalling students (or guests) to the appropriate Fire Assembly Point;

         (c).      Liaising with the Senior Fire Officer in attendance in respect of providing key
                   access, local information and general assistance as necessary, to deal with the
                   incident.

2.13.    Normal Working Hours Cover – Appointed Persons will act as Fire Evacuation Marshals
         during normal working hours at those residences where the following facilities are provided,
         in addition to their principal duties set out at Para 2.11 above:

         (a).      Ensure that all visitors, other staff and students located in residence offices,
                   refectories, kitchens and reception areas are evacuated and directed to an
                   appropriate Fire Assembly Point.

2.14.    Out of Normal Working Hours Cover – An ‘Appointed Person’ must be provided (or
         suitable arrangements must be in place) to ensure that the principal duties set out at Para
         2.12 above are undertaken.

2.15.    Local Fire Induction Information Students / Guests – The Dean of Students shall as
         ‘good practice’ provide fire safety information to students and visitors. It is recommended
         that this information includes 'action in the event of fire and emergency evacuation
         procedures’ relevant to the student accommodation.
         This will generally take the form of a Fire Action Notice displayed in each residential
         bedroom, flat or suite of rooms in addition to being placed adjacent to fire alarm manual
         call points and by fire fighting equipment in common areas.

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  Date last amended: 21 May 07 / Rev: 2.0.                                                                                  5 of 13.
        Issued by the: UCL Fire Officer, Estates & Facilities, Gower Street, London, WC1E 6BT / Email: fire.officer@ucl.ac.uk
                                         UCL Statement of Fire Safety Management Policy


2.16.    Appointed Persons Training - designate ‘Appointed Persons’ (Wardens, Vice Wardens,
         Residential and Managerial Staff) must undergo annual formal training.

2.17.    Halls of Residence Training Record - A written record of Appointed Person Training
         must be kept by the Dean of Students (this may be delegated to responsible person(s)
         within the Department). These records should include the type of training, local information
         & instructions provided, the dates and names as necessary. These records must be made
         available by the Department to the Local Fire Authority on request.

General Arrangements

2.18.    All staff and work activities undertaken on behalf of UCL must be supervised by a
         Competent Person(s)7 who have the authority commensurate with their supervisory
         responsibilities. In particular, Head of Departments must ensure that all students and
         visitors to UCL are adequately supervised to ensure that they comply with all fire safety
         requirements to protect themselves and others who might be affected by their acts or
         omissions.

2.19     UCL will manage its facilities as required, to ensure the fire safety of persons occupying or
         visiting the premises over which it has control.

2.20.    UCL will co-operate with other employers with whom it shares a workplace and coordinate
         with them the measures it takes to control the fire risks arising from its activities. Where
         UCL staff work alongside the employees of another organisation, they shall work to the
         higher standard.

2.21.    UCL shall consult with staff representatives for employee safety on matters pertaining to
         fire safety through the Safety Committee (SC).

Assessment of Risks & Hazards from Laboratories, Research Areas and Departmental
Space

2.22.    Heads of Departments have a duty to ensure that ‘Relevant Persons8’ that may be
         affected by their acts or omissions are mitigated from exposure to fire and risks as far as
         reasonably practicable. These risks including sources of ignition leading to fires, cause
         and effects of chemicals and gases, explosive or harmful atmospheres, flammable or
         dangerous substances, ionising radiation exposure, biohazards, experimental or industrial
         processes etc within their Department’s occupied space and responsibilities.

2.23.    Heads of Departments are to ensure that suitable and sufficient assessments of risks have
         been carried out by their staff under the Health & Safety Management Regulations 1992
         (as amended).      Furthermore, they should ensure that arising from those Risk
         Assessments, suitable risk controls using the steps laid out in these regulations (and other
         relevant documents such as Control of Substances Hazardous to Health (COSHH) and
         Health & Safety Executive (HSE) Guidance on the storage and handling of flammable
         substances and gasses etc) are undertaken, and that suitable management and controls
         are introduced as necessary.




7.       Definition of ‘Competent Person’ - A person with sufficient training and experience or knowledge and other qualities to
         enable them properly to assist in undertaking the preventive and protective measures identified.
8.       'Relevant Person' means under the RR(FS)O: Any person (including the responsible person) who is, or may be lawfully on
         UCL’s premises; and any person in the immediate vicinity of the premises who is at risk from a fire on UCL’s premises - this
         may include staff, students, visitors or members of the public on the street adjacent to the building.
___________________________________________________________________________________________________________
  Date last amended: 21 May 07 / Rev: 2.0.                                                                                  6 of 13.
        Issued by the: UCL Fire Officer, Estates & Facilities, Gower Street, London, WC1E 6BT / Email: fire.officer@ucl.ac.uk
                                          UCL Statement of Fire Safety Management Policy


Elimination or Reduction of Risks from Dangerous Substances [Article 12 of the RR(FS)O]

2.24.    Where dangerous substances9 are present in their Department, Heads of Departments
         must ensure that all reasonable steps are taken to either eliminate or reduce the risks by
         replacing the dangerous substance with a substance or process that either eliminates or
         reduces the risk. Where the risk cannot be eliminated, Heads of Departments must apply
         measures to control the risk and mitigate the detrimental effects of a fire and its effect to
         members of staff or relevant persons. Heads of Departments, Departmental Safety
         Officers and other relevant staff must under these regulations consider the following:

         (a)        Are there adequate controls of dangerous substances?
         (b)        Is there adequate control of ignition sources?
         (c)        Are safe handling, storage and transportation procedures in place?
         (d)        Is the use of dangerous substances being eliminated or reduced as far as
                    reasonably practicable?

Procedures for Serious & Imminent Danger & Danger Areas [Article 15 of the RR(FS)O]

2.25.    Heads of Departments must establish and where necessary put in place procedures to be
         followed in the event of serious and imminent danger to ‘relevant persons’ by nominating
         Competent Persons7 to implement procedures and inform and instruct other occupants
         concerned. Heads of Departments, Departmental Safety Officers and other relevant staff
         must under these regulations consider the following:
         (a)    Is there an effective specific emergency plan for the dangerous substances and is it
                published?
         (b)        Are appropriate emergency procedures in place?
         (c)        Are there sufficient numbers of Competent Persons7 to manage the evacuation?
         (d)        Are there procedures in place to restrict exposure of relevant persons to special
                    risks unless trained?
         (e)        Is there adequate information and signage?

Emergency Planning For Disabled Persons

2.26.    Heads of Departments as ‘Duty Holders’ must ensure that specific and suitable
         Departmental arrangements are in place for all members of staff, students or visitors who
         work, study or visit their Department and who have restricted mobility, sensory disabilities
         or who are temporarily incapacitated. In particular they must ensure that safe egress from
         their area of responsibility to a place of safety in case of a fire or emergency evacuation
         has been given due consideration.

2.27.    To ensure that the most appropriate measures are taken to assist fully any disabled
         persons, an assessment has been produced for use by department(s) and individuals. The
         form is intended to provide a framework for a systematic and standardised assessment for
         the needs of disabled persons. It includes the suitability of the accommodation and
         activities and provides a basis on which to determine what adaptations and management
         procedures may be needed to assist fully.


9.       ‘Dangerous Substance’ means - (a). A substance or preparation which meets the criteria in the approved classification and
         labelling guide for classification as a substance or preparation which is explosive, oxidising, extremely flammable, highly
         flammable or flammable, whether or not that substance or preparation is classified under the CHIP Regulations; (b) a
         substance or preparation which because of its physico-chemical or chemical properties and the way it is used or is present in
         or on premises creates a risk; and (c) any dust, whether in the form of solid particles or fibrous materials or otherwise, which
         can form an explosive mixture with air or an explosive atmosphere.
___________________________________________________________________________________________________________
  Date last amended: 21 May 07 / Rev: 2.0.                                                                                     7 of 13.
        Issued by the: UCL Fire Officer, Estates & Facilities, Gower Street, London, WC1E 6BT / Email: fire.officer@ucl.ac.uk
                                         UCL Statement of Fire Safety Management Policy


2.28.    Once persons with disabilities have been identified by the ‘duty holder’ then a suitable
         person (such as the Departmental Administrator, Line Manager or Departmental Safety
         Officer) is to be nominated to conduct an assessment. The form is called 'Assessment for
         Emergency Evacuation Planning of People with Restricted Mobility or Sensory
         Disabilities from UCL Premises'. This document and further guidance is available from
         the Fire Safety Web Site: www.ucl.ac.uk/fire - see (Disabilities) UCL Fire Safety Technical
         Note: TN 009 & TN 010.

2.29.    Disabled Persons - have a duty to make Heads of Departments or their representatives
         aware of their condition as far as it is relevant to the individual’s Emergency Planning and
         Egress in the case of fire. UCL can only effectively discharge its 'duty of care' fully to
         individuals who may be affected during an emergency, on being informed of their relevant
         conditions as soon as reasonably practicable.

Fire Risk Assessments

2.30.    The Regulatory Reform (Fire Safety) Order 2005 is a Fire Risk Assessment based
         approach where the Responsible Person(s) and ‘Duty Holders’ for premises must decide
         how to address the risks identified, while meeting certain basic requirements. By adopting
         a fire risk assessment approach, the Responsible Person(s) will need to look at how to
         prevent fire from occurring in the first place, by removing or reducing hazards and risks
         (ignition sources) and then look at the precautions to ensure that people are adequately
         protected, if a fire were still to occur.

2.31.    Estates & Facilities - The Director of Estates and Facilities will ensure that Fire Risk
         Assessment and Fire Safety Audits are carried out by a Competent Person7 for the
         buildings for which he is responsible and that the persons responsible for all other UCL
         buildings are given the advice and guidance necessary to ensure that they are aware of,
         and are able to discharge, this responsibility. Fire Risk Assessments and Audits will focus
         primarily on the condition and adequacy of the building’s fire safety provision and fire
         brigade equipment and facilities. The audit will look at general departmental fire safety
         management and training requirements and will be carried out in a way which takes
         account of the size of the department and complexity of its activities and premises which it
         occupies. These fire audits will normally take place approximately every 3 years.

2.32.    Heads of Department’s Responsibilities – Heads of Department are required to
         undertake simple fire risk assessments in respect of their areas of responsibility as
         circumstances dictate and at shorter intervals than the full 3 year cyclical audits. These
         simple fire risk assessments serve the purpose of interim reviews and should focus on the
         Department’s fire and emergency arrangements, liaison with other departments, occupiers
         or the landlords of the building, the management of risks & hazardous processes
         generated by the Department, staff responsibilities and ensure that general fire precautions
         have been addressed locally. The enforcing authorities may require to see evidence of
         these risk assessments to show that arrangements for fire safety in departments are
         adequate and in place.

2.33.    In particular, these risk assessments should identify the Department’s ongoing requirement
         to carry out fire safety training for staff on arrival, annually and changes of job or location
         etc. Simple risk assessment guidance and information may be carried out by a suitable
         member of staff using HM Government’s Regulatory Reform Fire Safety Guides that are
         designed to enable lay people to carry out and document simple fire risk assessments and
         the action(s) necessary to remedy any significant deficiency(ies). These guides also
         provide templates and straightforward guidance regarding this level risk assessment. This
         guidance is available on the fire safety website at www.ucl.ac.uk/fire.



___________________________________________________________________________________________________________
  Date last amended: 21 May 07 / Rev: 2.0.                                                                                  8 of 13.
        Issued by the: UCL Fire Officer, Estates & Facilities, Gower Street, London, WC1E 6BT / Email: fire.officer@ucl.ac.uk
                                         UCL Statement of Fire Safety Management Policy


Fire Safety Arrangements for UCL Project Management of Construction Works

2.34.    The Director of Estates & Facilities has implemented systems and procedures to enable
         the management and control of the means of escape and the risk of fire during construction
         works. Where construction or refurbishment work is to be carried out in occupied
         premises, the responsible Project Manager10 staff must ensure that suitable arrangements
         and risk assessments are in place to establish the extent of the building’s fire safety
         arrangements likely to be affected by the works.

2.35.    Where projects are notifiable under the Construction, Design & Management Regulations
         2004 (CDM) the appointed CDM Coordinator (CDM-C) is responsible for ensuring that they
         have all relevant information to provide these assessments to the Principal Contractor as
         part of the Pre-tender Safety Plan. UCL requires the Principal Contractor to use the
         information supplied, to enable him to put in place suitable safety control measures to
         remove, reduce, protect or mitigate the risk of fire and provide suitable Means of Escape
         and Warning of Fire for the duration of the project. These details are to be included in the
         Construction Phase Safety Plan.

2.36.    Where projects are not Notifiable under the CDM, the person responsible for the
         management of the project will be responsible for ensuring that the impact of construction
         operations on the fire safety of the building has been assessed and that all relevant
         information and requirements have been communicated to the Principal Contractor as part
         of the Pre-tender Safety Plan.

2.37.    The Principal Contractor must also include in the Construction Phase Safety Plan Fire Risk
         Assessments and safety control measures for the work activities and procedures to be
         adopted on site for the duration of the project. Fire prevention and control measures
         implemented by the Principal Contractor in relation to his activities on UCL premises must
         meet or exceed the requirements set out in the Health & Safety Executive’s and any other
         relevant statutory and/or UCL fire safety guidance.

2.38.    To assist with this process UCL has produced a guidance document for use by Project
         Managers setting out standards of Fire Safety Control Measures for Principal Contractors
         when working on UCL Premises. Further guidance is available from the Fire Safety Web
         Site: www.ucl.ac.uk/fire - see UCL Fire Safety Mandatory Instruction: 02.

2.39.    Departmental Occupation of Refurbished or New Premises - Under the RR(FS)O,
         Project Managers are required to make suitable arrangements with Heads of Departments
         for relevant departmental staff (e.g. Managers, Fire Evacuation Marshals and Departmental
         Safety Officers etc) to have a fire safety brief and building/area familiarisation visit with a
         Competent Person7. The briefing and familiarisation visits must be made prior to any
         departmental occupation being permitted of the area or premises. Heads of
         Department will take steps to ensure that the information and any relevant instructions
         relating to fire safety are cascaded promptly to all relevant persons. A written record shall
         be kept by the Head of Department of those persons trained and made available to the Fire
         Brigade on request. Further guidance is available from the Fire Safety Web Site:
         www.ucl.ac.uk/fire - see UCL Fire Safety Mandatory Instruction: 03.




10.      The Responsible Project Manager is the person responsible for a particular project. There shall be a single manager
         responsible for each and every project. He/she may be: any appropriately qualified and experienced person, Heads of
         Department shall use their best endeavours to ensure that all persons instructed to fulfil the role of responsible project
         manager possess the necessary competences.
___________________________________________________________________________________________________________
  Date last amended: 21 May 07 / Rev: 2.0.                                                                                  9 of 13.
        Issued by the: UCL Fire Officer, Estates & Facilities, Gower Street, London, WC1E 6BT / Email: fire.officer@ucl.ac.uk
                                         UCL Statement of Fire Safety Management Policy


3.0.     ORGANISATION FOR FIRE SAFETY WITHIN UCL:

3.1.     Address:              University College London
                               Gower Street
                               London WC1E 6BT

                               Tel: 020 7679 2000

3.2.     Fire Safety Management Structure

         Key to Diagram:

         Line Management:
         Outcome of processes:
         (Policy and guidance, review and authorisation)

         Support and Service:
         (Dissemination of policy and guidance, Information exchange, consultation)




                                                      Provost & President


                                                              Council


                         Line Management                                               Line Management



                                             Draft policy &
                                               guidance,                   Authorisation
                                            review & report




              Academic                                     Health & Safety
             Departments                                    Management
                                                                Team                                  Corporate
                                                                                                   Support Services
           Staff, Students &                                  (HSMT)
                Visitors




                                                                           Safety Committee




                                                               Competent
                                                                Advice


                                                                                                Support and
                                                                                                  service,
                                                                UCL Fire                        information
                                                                 Officer                         exchange,
                                                                                                consultation



___________________________________________________________________________________________________________
 Date last amended: 21 May 07 / Rev: 2.0.                                                                                  10 of 13.
        Issued by the: UCL Fire Officer, Estates & Facilities, Gower Street, London, WC1E 6BT / Email: fire.officer@ucl.ac.uk
                                         UCL Statement of Fire Safety Management Policy


3.3.     UCL Council

         Current membership may be obtained from the Director of Academic Services. UCL
         Council is the ‘employer’, with whom rests the ultimate responsibility for fire safety
         management in respect of the activities undertaken by UCL and facilities under its control.

3.4.     The Provost and President - Professor Malcolm Grant

         The Provost and President is responsible to UCL Council for the day-to-day running of UCL
         in all of its activities, including the management of fire safety. The Provost and President
         shall authorise this UCL Statement of Fire Safety Management Policy and the
         arrangements made under it and the Provost shall satisfy UCL Council that the Policy has
         been adequately implemented by Heads of Departments.

3.5.     Health and Safety Management Team Members
            • Provost and President
              •    Convenor: Vice-Provost (Administration)
              •    Secretary: Head of Safety
              •    Director of Estates and Facilities
              •    Academic Registrar
              •    Director of Human Resources
              •    Director of Finance
              •    Dean of Students

         Standing Advisors:
            • Deputy Head of Safety
              •    Occupational Health Service Manager
              •    Construction and Fire Safety Manager
              •    Other Advisors (such as the Fire Officer) are invited to attend on an ad hoc basis.

3.6.     The Health and Safety Management Team is responsible to the Provost and President for
         the planning, consultation and dissemination of the arrangements made within this Fire
         Safety Management Policy and monitoring the adequacy of its implementation.

3.7.     The Director of Estates and Facilities is responsible to the Health & Safety Management
         Team for the promulgation of UCL Fire Policy, Standards and Procedures. These are
         designed to reflect the statutory obligations and particular fire risk management needs of
         UCL. The Director of Estates and Facilities is also required to audit the effectiveness of
         UCL's policy within the premises for which he is responsible, and report annually to HSMT.

3.8.     Progress in the implementation of new and revised arrangements for fire safety
         management is monitored throughout the year. In doing this, the HSMT takes into account
         views expressed by Heads of Departments and by the Safety Committee. Heads of
         Departments are responsible to the Provost and President for implementing those
         arrangements within their Departments in accordance with Policy Statement (2 above).
         Further, the HSMT ensures, as far as is practicable, that training is available for UCL staff
         and students to enable them to discharge their tasks and duties in a manner which does
         not give rise to unacceptable fire risks.


___________________________________________________________________________________________________________
 Date last amended: 21 May 07 / Rev: 2.0.                                                                                  11 of 13.
        Issued by the: UCL Fire Officer, Estates & Facilities, Gower Street, London, WC1E 6BT / Email: fire.officer@ucl.ac.uk
                                         UCL Statement of Fire Safety Management Policy


3.9.     Competent Advice and Monitoring

         The Director of Estates and Facilities will ensure that a Competent Person7 is available to
         provide sufficient advice, guidance and assistance on fire risks of UCL’s activities to
         management at all levels to enable them to formulate fire policy arrangements, which are
         adequate for UCL to discharge its legal duties.

3.10.    Heads of Department (Institutes, Divisions, etc.)

         Heads of Department are responsible to the Provost and President (via the relevant Dean
         or other line manager) for the day-to-day safe management of all work in their Department.
         In particular, they are responsible for and shall take the lead in the planning,
         implementation, monitoring and review of measures to control fire risks arising from the
         activities of their Department and ensuring the allocation of resources necessary for this.

3.11     UCL Departments/Divisions/Institutes in Hospital Premises

         It is the duty of Heads of Merged Institutes or Departments occupying part of Hospital
         premises, to ensure that all of their staff are made aware of the information and instructions
         relating to both UCL and local Hospital policies and procedures, as necessary. The
         Responsible Person who is the controlling authority over the Hospital premises is
         responsible for ensuring that emergency procedures are developed, promulgated and
         managed not only for their own staff, but also any other relevant persons including tenants
         (e.g. UCL Departments). Heads of UCL Departments/Divisions/Institutes in Hospital
         premises should manage their space in accordance with UCL fire safety instructions as far
         as reasonable practicable, but there will be a need to incorporate adjoining Hospital
         Instructions where necessary.

3.12.    Fire Safe Management of Work Activities in Departments

         Departmental supervisors (an inclusive term to describe all those with the duty to manage
         any aspect of the work activity of the Department) shall be accountable to the Head of
         Department (via their line manager as appropriate) for the fire safety management of the
         work activities under their control as directed by their Head of Department. Their duties
         include assessing the risks of the work under their control and ensuring the implementation
         and maintenance of relevant fire risk control measures. The duties further include the safe
         handling and use of hazardous substances and the maintenance of safe plant, machinery
         and equipment. Additionally they shall ensure that all fire incidents are reported in
         accordance with the procedures and that all accidents and incidents are sufficiently
         investigated to minimise the chance of recurrence. Furthermore they shall familiarise
         themselves with fire and emergency drills (including the location of emergency telephones)
         and escape routes. They shall also ensure the provision of suitable information,
         instruction, training and supervision to the staff, students and academic visitors in their
         charge taking into account the experience and skills of these people.

3.13.    Departmental Safety Committees

         To assist and advise the Head of Department on planning, prioritisation and
         implementation of measures to manage the risks of Departmental activities, the Head
         should constitute a Departmental Safety Committee or management group whose size and
         constitution should be commensurate with the magnitude of the risk and complexity of
         Departmental activity and which should include fire safety matters. Where appropriate, and
         especially in smaller Departments, Health & Safety including fire matters should be
         considered regularly at Departmental management meetings.



___________________________________________________________________________________________________________
 Date last amended: 21 May 07 / Rev: 2.0.                                                                                  12 of 13.
        Issued by the: UCL Fire Officer, Estates & Facilities, Gower Street, London, WC1E 6BT / Email: fire.officer@ucl.ac.uk
                                         UCL Statement of Fire Safety Management Policy


3.1.     Consultation

         The Safety Committee (SC) has been constituted in accordance with the Safety
         Committees and Safety Representatives Regulations 1977, for the purpose of consultation
         on matters pertaining to Health & Safety (including fire safety matters) between
         management and union representatives who have the right, with prior notification to the
         employer, to conduct their own safety inspections. To assist this purpose, the meetings of
         the Safety Committee are timetabled to alternate with meetings of HSMT. Through the SC
         UCL shall consult representatives of employees on safety matters.

         For the purposes of the Health and Safety (Consultation with Employees) Regulations
         1996, any employee may seek representation on Health & Safety (including fire safety)
         matters through one of the Trade Union Safety Representatives. A list of Safety
         Representatives is available from the Director of Human Resources.
         The names of the convenors of the three principal trades unions, CUC, Amicus and Unison
         are shown on the statutory Health and Safety Law posters issued to departments and
         displayed at prominent locations. These regulations (above) in respect to consultation on
         fire safety matters have been amended under Article 41 of the RR(FS)O.

3.15.    Departmental Specialist Officers

         Departmental Safety Officer - Each Head of Department shall appoint a Departmental
         Safety Officer (DSO) to assist him/her in the creation, development, monitoring and review
         of the Department’s arrangements for safety. This should also include fire safety
         arrangements and compliance.

         Procedures & Emergency Measures in Respect to Dangerous Substances (Articles
         12 & 15 RR(FS)O) - The Head of Department shall appoint a Competent Person(s)7 where
         necessary to provide effective and appropriate procedures to safeguard ‘relevant persons’
         arising from accident, incident or emergencies related to the presence of dangerous
         substances on UCL premises under the Department’s control.

         Senior Fire Evacuation Marshal - The Head of Department must appoint a senior
         member of staff in each building that the Department occupies to become a Senior Fire
         Evacuation Marshal (SFEM). The duties of SFEMs are:

         (a).      To co-ordinate the Departmental (building) Fire Evacuation Marshals (FEMs);

         (b).      To liaise within each building (if multi-occupied) with other departmental SFEMs to
                   ensure a nominated SFEM gives assistance to the Fire Brigade, Security and Duty
                   Estates and Facilities staff etc at any incident during normal working hours;

         (c).      To liaise within each building (if multi-occupied) with the Landlord’s agents and/or
                   other occupiers giving assistance to the Fire Brigade and others, as required;

         (d).      To administer and organise the duties of the Department's FEMs, as required;

         (e)       Each Head of Department shall also appoint sufficient FEMs in accordance with
                   UCL's Fire Safety Management Policy.

3.16.    The duties of FEMs and further guidance are available from the Fire Safety Web Site:
         www.ucl.ac.uk/fire - see UCL Fire Safety Technical Note: 099.




___________________________________________________________________________________________________________
 Date last amended: 21 May 07 / Rev: 2.0.                                                                                  13 of 13.
        Issued by the: UCL Fire Officer, Estates & Facilities, Gower Street, London, WC1E 6BT / Email: fire.officer@ucl.ac.uk
                                         UCL Statement of Fire Safety Management Policy


4.0.     FIRE SAFETY GUIDANCE:

4.1.     HM Government has provided a number of fire safety guides in respect to the RR(FS)O
         appertaining to different types of premises:
         • Educational Premises - Teaching establishments ranging from pre-school through to
            universities, except the residential parts (see sleeping accommodation),
         •    Sleeping Accommodation - All premises where the main use is to provide sleeping
              accommodation, e.g. hotels, guesthouses, B&Bs, hostels, residential training centres,
              holiday accommodation and the common areas of flats, maisonettes, HMOs and
              sheltered housing; but excluding hospitals, residential care premises, places of custody
              and single private dwellings,
         •    Offices and Shops - Offices and retail premises,
         •    Small & Medium Places of Assembly - Smaller public houses, clubs, restaurants,
              centres, libraries, marquees, churches accommodating up to 300 people.
         •    Theatres, Cinemas & Similar Premises - Theatres, cinemas, concert halls and similar
              premises used primarily for this purpose.
         •    Large Places of Assembly - Larger premises where more than 300 people could
              gather, e.g. shopping centres (not the individual shops), large nightclubs and pubs,
              exhibition and conference centres, sports stadia, marquees, museums, libraries,
              churches, cathedrals and other places of worship or study.
         •    Means of Escape for Disabled People - It provides additional information on accessibility and
              means of escape for disabled people. The document can be used to assist in completing the
              record of significant findings and should include a detailed account of measures that are in place
              to facilitate and assist disabled people to leave the building. The appendices provide examples
              and information to help carry out the assessment and record Personal Emergency Escape
              Plans (PEEPs).

4.2.     These guidance documents form part of UCL’s general arrangements for fire safety. They
         should be used by the ‘Responsible Person(s)' and 'Duty Holders' to comply with the
         requirements of the RR(FS)O. Other relevant guidance and requirements in respect to the
         management of fire safety as well as a copy of these guidance documents are available
         from the Fire Safety Web Site: www.ucl.ac.uk/fire - see UCL Fire Safety Technical Note:
         087A.

5.0.     AUTHORISATION

         This Policy for Fire Safety Management at UCL and the organisation and arrangements for
         implementing it, have the authority of the Provost and President who is responsible for
         ensuring its implementation.




             NB: The original signed copy of this Fire Safety Management Policy is held by the
                                       UCL Head of Safety Services


Professor Malcolm Grant
Provost and President
University College London
22 May 2007

___________________________________________________________________________________________________________
 Date last amended: 21 May 07 / Rev: 2.0.                                                                                  14 of 13.
        Issued by the: UCL Fire Officer, Estates & Facilities, Gower Street, London, WC1E 6BT / Email: fire.officer@ucl.ac.uk
                                         UCL Statement of Fire Safety Management Policy

                                                                                                            Annex A to
                                                                                                     The UCL Fire Safety
                                                                                                     Management Policy


RESPONSIBILITIES UNDER THE REGULATORY REFORM (FIRE SAFETY) ORDER
2005

                                          UCL Council = ‘The Employer’

                         The Provost & President = The ‘Responsible Person’



                                                                                                       ‘Duty Holder’

                                                                                                   Director of Estates &
                                                                                                         Facilities
                                                                                                       (Maintenance of
                                                                                                      Building Systems)




         ‘Duty Holder’                                  ‘Duty Holder’                                 ‘Duty Holder’

    Heads of Academic
       Departments,                                Heads of Corporate                             Dean of Students &
    Institutes, Centres,                           Support Divisions                              Director of Student
          Schools                                                                                     Residences
                                                In sole or shared Occupancy
                                                                                                              -
 In sole or shared occupancy                           of UCL Premises
                                                                                                All areas in sole occupancy
        of UCL Premises                                        –
                                                                                                by UCL Student Residences
                –                               All areas including Circulation
                                                                                                     & Accommodation
 All areas including Circulation                     and Teaching Space
      and Teaching Space




       ‘Duty of Care’ to take reasonable                                     ‘Duty of Care’ to take reasonable
       care of themselves and all others                                     care of themselves and all others
       who may be affected by their acts                                     who may be affected by their acts
        and omissions and to cooperate                                                 and omissions
               with the Employer

                       All Staff                                                  All Students & Visitors
         Under RR(FS)O Article 23 and                                          Under RR(FS)O Article 23 and
      Section 7 of the Health & Safety at                                    Section 7 of the Health & Safety at
               Work Act 1974.                                                         Work Act 1974.




___________________________________________________________________________________________________________
Date last amended: 21 May 07 / Rev: 2.0.                                                                                       A1.
         Issued by the: UCL Fire Officer, Estates & Facilities, Gower Street, London, WC1E 6BT / Email: fire.officer@ucl.ac.uk
                                        UCL Statement of Fire Safety Management Policy


Explanatory Notes - Duty Holders:

(a).     A ‘Duty Holder’ has a duty to the ‘Responsible Person’ (The Provost and President) to ensure the
         following:

         •   That their areas of control and responsibility meet statutory and UCL fire safety policy,

         •   That standards in respect to the Means of Escape, the reduction or elimination of fire risks and
             their control measures are maintained,

         •   That suitable and sufficient risk assessments dealing with hazardous materials and processes
             are provided,

         •   That training identified in this policy for all staff and students is undertaken.

(b.)     In addition, the Duty Holder must ensure that designated members of staff are identified and
         appointed for the following roles:

         •   Sufficient and suitable numbers of Fire Evacuation Marshals (FEMs) for the Duty Holder’s
             premises, departments or areas of responsibly;

         •   A Senior Fire Evacuation Marshal (SFEM) for the Duty Holder’s areas of responsibly;

         •   Competent Persons7 where necessary, to provide effective and appropriate procedures to
             safeguard ‘relevant persons’ arising from accident, incident or emergencies related to the
             presence of dangerous substances on UCL premises under the department’s control;
(c).     The arrangement under the regulations in respect to ‘Duty Holder(s)’ has not been established by
         case law yet. However, it seems reasonable to take the view that the definition of the term ‘Duty
         Holder’ at Article 5 (3) of the RR(FS)O would apply to Heads of Departments, which are in sole
         occupation of a UCL premises, as these Heads of Department have significant control over the
         premises and over their staff.

(d).     All Heads of Department have principal management control over their staff and may also have
         significant control over the premises and therefore are ‘Duty Holders’ for their Department.

(e).     Similarly it is assumed that the Head of any Department (whether or not the Department is sole
         occupier) who employs, acts as payroll manager or is responsible for the employment of staff in the
         building, has some control over the premises and may therefore be a 'Duty Holder' under Article 5(3)
         of the RR(FS)O.

(f).     As Heads of Departments may have significant control over their premises, the Director of Estates
         & Facilities is a ‘Duty Holder’ to the Heads of Departments in respect to the Structural Fire
         Precautions, Means of Escape, Fire Alarm Systems, Emergency Lighting, Fire Equipment and Fire
         Brigade Facilities etc, as a ‘duty’ to maintain these facilities under Article 17 of the RR(FS)O.

(g).     Similar duties are held by Heads of Departments in buildings where there are more than one
         department occupying, but only in respect to the part of the premises that their Department
         occupies.

(h).     Heads of Departments whose staff use UCL premises, circulation space and other areas for access,
         egress and Means of Escape have the same responsibility and duty under these regulations for
         these areas, as if the space is part of their department or as a sole occupier of the space.

(i).     Centrally Timetabled Space - Heads of Departments whose staff use centrally timetabled space
         have the same responsibility and duty under these regulations, as if the space is part of their
         Department or as a sole occupier of the space. Teaching staff have a ‘duty of care’ under the
         authority placed over them as supervisors of students, to provide clear information and instructions
         in the event of a fire regardless of their location and take all reasonable steps to ensure safe egress
         for students etc in any teaching space used by them, regardless of the location.
End
___________________________________________________________________________________________________________
    Date last amended: 21 May 07 / Rev: 2.0.                                                                                 A2.
       Issued by the: UCL Fire Officer, Estates & Facilities, Gower Street, London, WC1E 6BT / Email: fire.officer@ucl.ac.uk

								
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