School of Anthropology
Statement of Safety Organisation
Revised September 2008
Signed _____________________
Professor David Gellner
Head of School
As Head of the School Of Anthropology, I am responsible for ensuring compliance with the University Health and Safety Policy.
My responsibilities are set out in the Appendix A. I have delegated some parts of these responsibilities to others and this document describes these and also describes the advisory arrangements within the School.
1. EXECUTIVE RESPONSIBILITY FOR SAFETY
Every employee with a supervisory role is responsible for ensuring, in accordance with the law, the health and safety of staff, students and other persons in their area of responsibility and also anyone who may be affected by their work activities. In particular, the responsibilities listed in the Annex are delegated to such persons for their areas.
In the areas listed below, the persons named have overall executive authority for safety.
Circulation Space, Lecture Rooms and Offices (51-53 and 61 Banbury Road)
Miss K Creasey Ext 74624
Institute Of Human Sciences (58A Banbury Road)
Miss Sarah Jane-White Ext 74702
Tylor Library (51-53 Banbury Road)
Mr M Morris Ext 74671
Computer Suites (51-53, 58 and 58A Banbury Road)
Mrs N Heaton Ext 74629
Centre on Migration, Policy and Society (COMPAS) (58 Banbury Road)
Mrs V Kingsman Ext 74700
Institute of Cognitive and Evolutionary Anthropology (64 Banbury Road)
Miss K Creasey
All those with executive responsibility should notify their Departmental Safety Officer or the Area Safety Officer of any planned, new or newly identified significant hazards in their areas and also of those control measures needed to avert any risks involved.
As it is my duty to ensure adherence to the University Health and Safety Policy, I instruct every employee with a supervisory role, the Departmental Safety Officer and Area Safety Officer to report to me any breach of the Policy.
Where supervisors or others in charge of areas or with specific duties are to be absent for significant periods, adequate substitution must be made in writing to me and such employees and other persons as are affected. Deputising arrangements must be in accordance with University Policy.
The following employees have executive responsibility throughout the School to ensure compliance with the University Policy as it applies to their special function:
Ms G Middleton is responsible for making arrangements for visitors (including contractors) for Institute of Social and Cultural Anthropology (ISCA), Miss S-J White for the Institute Of Human Sciences and Mrs V Kingsman for COMPAS. This will involve carrying out suitable risk assessments as appropriate.
The person responsible for record keeping of fires, accidents and incidents in the School is:
Mr C Clay Ext 71445
The person responsible for arranging for the posting of safety warning notices, organising fire drills, hazardous waste disposal and First Aid in the School is:
Mr C Clay Ext 71445
The person responsible for equipment electrical safety in the School is:
Mr C Clay Ext 71445
The persons responsible for building services other than electricity are:
Mrs V Kingsman (COMPAS) Ext 74700
Ms K Creasey (ISCA / ICEA) Ext 74624
Miss S-J White (Human Sciences) Ext 74702
2. ADVISORY RESPONSIBILITY FOR SAFETY
I have appointed those listed below to advise me on matters of health and safety within the School. If their advice is not taken by any member of the School, I must be informed. Exceptionally, if they discover danger which requires immediate action, they are authorised to take the necessary action and inform me subsequently.
DEPARTMENTAL SAFETY OFFICER (DSO)
Miss K Creasey
is responsible for advising me on the measures needed to carry out the work of ISCA, ICEA, COMPAS and Human Sciences without risks to health and safety; coordinating any safety advice given in the Institutes by specialist advisors and the University Safety Office; monitoring health and safety within the Institutes and reporting any breaches of the Health and Safety Policy to me. The DSO must inform the Director of Health and Safety if any significant new hazards are to be introduced
To assist in this work, there are the following specialist advisors:
AREA SAFETY OFFICER (ASO)
Mr C Clay
has been appointed to support the Departmental Safety Officer in her administrative, monitoring and advisory role.
DEPARTMENTAL FIRE WARDENS
Mrs V Dean, Mrs B de Bruine and Mr S Alsamhouri (ISCA)
M S-J White (Human Sciences)
Mrs V Kingsman and Mr S Alsamhouri (COMPAS)
Ms A Cowie (ICEA)
are responsible for all matters relating to fire precautions and prevention to ensure compliance with the University Health and Safety Policy.
DISPLAY SCREEN ASSESSOR
Mr C Clay
has been appointed as a Display Screen Assessor. No one assessor should be expected to assess more than 50 persons.
MANUAL HANDLING ASSESSOR
Mr C Clay
has been appointed the assessor under the Manual Handling Operations Regulations 1992
SCHOOL SAFETY ADVISORY COMMITTEE
In addition to the above arrangements I have set up aSchool Safety Advisory Committee.The members are:
G Middleton (Administrator and chair)
H Whitehouse (Head of School)
B de Bruine (Representative for ISCA)
C Clay (Area Safety Officer)
K Creasey (Department Safety Officer)
I Daniels (Academic representative)
J Hatton (Post-graduate student representative)
V Kingsman (Representative for COMPAS)
M Morris (Library representative)
S-J White (Representative for Human Sciences)
The purpose of the Committee is
1 To advise the Head of School on all safety issues related to the School.
2. To consult with members of staff and postgraduate students on safety matters.
3. To send the minutes of such meetings to the University Safety Office.
4. To report to School Members meeting prior to 6th week in Trinity Term.
It will meet once a year.
4. TRADES UNIONS AND APPOINTED SAFETY REPRESENTATIVES
Employees in this Department who wish to consult their safety representatives should initially contact the senior safety representative of the appropriate trade union (UNISON –unison@herald.ox.ac.uk, Amicus – amicus@herald.ox.ac.uk, UCU – ucu@herald.ox.ac.uk).
5. OTHER FUNCTIONS
First Aid
The persons responsible for first aid are:
Elizabeth Ewart (61 Banbury Road) Ext 74685
Jenny Newman (58 Banbury Road) Ext 74700
Ahrum Pilendiram (58a Banbury Road) Ext 74629
Additionally, the following are Appointed Persons who may take charge in a situation where injury or illness occurs in the absence of a first aider:
Emma Newcombe (58 Banbury Road) Ext 74566
First aid boxes are located in the following locations:
51-53 Banbury Road (General Office and basement kitchen)
58A Banbury Road (Kitchen)
58 Banbury Road (Common Room)
61 Banbury Road (Basement kitchen)
64 Banbury Road (Kitchen)
Accident Reporting
All accidents and incidents should be reported immediately to:
51-53 Banbury Road (General Office) (ISCA)
58 Banbury Road (General Office) (COMPAS)
58A Banbury Road (Human Sciences)
64 Banbury Road (General Office of ISCA)
Fire Drills
Fire drills are arranged at least on an annual basis by
Departmental fire wardens (ISCA, ICEA, COMPAS and Human Sciences)
Induction
Induction is arranged for all new members of the School by
Mr C Clay
6. INDIVIDUAL RESPONSIBILITY
All School employees, students and all other persons entering onto the School’s premises or who are involved in School activities are responsible for exercising care in relation to themselves and others who may be affected by their actions. Those in immediate charge of visitors (including contractors) should ensure that the visitors adhere to the requirements of the University Health and Safety Policy as appropriate.
Individuals must –
a) Make sure that their work is carried out in the approved way and in accordance with University Policy.
b) Protect themselves and others by wearing the personal protective equipment provided, and by using any guards or safety devices provided.
c) Obey all instruction emanating from their Head of School in respect of health and safety.
d) Warn me and/or the DSO of any significant new hazards to be introduced or newly identified significant risks found in existing procedures.
e) Give their visitors (including contractors) a named contact within the School with whom to liaise.
f) Register for health surveillance with the Occupational Health Service when required to do so by University policy.
g) Report all fires, incidents and accidents immediately to the DSO.
h) Familiarise themselves with the location of fire fighting equipment, alarm points and escape routes, together with the fire procedures.
Individuals should –
Offer any advice and suggestions that they think may improve health and safety.
Note The University Policy Statements (formerly Guidance Notes) can be found in the General Offices at 51-53 and 58 Banbury Road and are available for your consultation. They are also available on http://www.admin.ox.ac.uk/oxonly/safety/notes.htm
7. SPECIFIC ARRANGEMENTS
The following areas/activities have been identified as significant risks in this School. The following procedures are to be followed for named area or activity:
1 Fire orders (Appendix B)
2 Fieldwork (Appendix C)
3 Portable electrical appliances (Appendix D) and electrical safety [See University Policy Statement S1/00 available in the General Offices (51-53 Banbury Rd), COMPAS reception or on http://www.admin.ox.ac.uk/safety/oxonly/s100.shtml ]
Appendix A
HEAD OF SCHOOL RESPONSIBILITIES
It is my responsibility, as Head of School, directly, or through delegation (which is detailed and in writing), in accordance with the law -
A To ensure adherence in all respects to the Health and Safety Policy of the University of Oxford and in particular to ensure that the necessary resources for implementation are available.
B To plan, organise, control, monitor and review the arrangements for health and safety including the arrangements for any visitors (including contractors).
C To carry out general risk assessments and specific risk assessments as required by health and safety legislation.
D To ensure that all work procedures under my control are safe and without risks to health.
E To ensure that training and instruction has been given in all relevant procedures including emergency procedures.
F To inform the University Safety Office before any significant hazards are introduced or when significant hazards are identified.
G To investigate and keep a record of all cases of ill health, accidents, hazardous incidents and fires, and to report immediately to the University Safety Office any serious or potentially serious accidents, incidents or fires.
Appendix B
FIRE ORDERS
IF YOU DISCOVER A FIRE:
· Immediately operate the nearest fire alarm point and phone the fire brigade on 999 (from any telephone).
· If electrical appliances are involved switch off the power at the plug if possible.
· Attack the fire, if safe to do so, with the nearest suitable fire extinguisher. Minor fires can usually be brought under control by prompt individual action. Know where the fire extinguishers are and how to use them.
Water Fires involving wood, paper, textiles, etc.
CO2 Electrical & flammable liquid fires
Foam Fires involving wood, paper, textiles etc and flammable liquids
· If successful in fighting the fire report to the Administrator at the assembly point.
· If the fire is considered to be too large, or if it should get out of control, or if the escape route is threatened, leave the building quickly and calmly by the nearest available escape route, closing doors behind you.
· Do not stop to collect personal belongings.
· Report to the Administrator or Security Services at the assembly point.
· Do not re-enter the building until authorised to do so by the Administrator, Security Services or Fire Service.
IF YOU HEAR THE FIRE ALARM:
· Leave the building quickly and calmly by the nearest available escape route, closing doors behind you.
· Do not stop to collect personal belongings.
· Report to the fire Assembly Point
· Do not re-enter the building until authorised to do so by the Administrator, Security Services or Fire Service.
ACTIONS REQUIRED FROM OTHER GROUPS
Administrator
The Administrator will take up a position at the Assembly Point and will receive reports and liaise with the Fire Service and Security Services.
FIRE ASSEMBLY POINTS
After occupants have left their building they should assemble at the following locations:
Building Assembly Point
51-53 Banbury Road Pavement in front of 51 Banbury Road
58/58A Banbury Road Car park in front of 58 Banbury Road
61 Banbury Road Pavement in front of 61 Banbury Road
64 Banbury Road Grass in front of reception
FIRE ALARM TESTS
Fire alarm tests (indicated by a short burst of the alarm) are made on a routine basis. If the fire alarm rings continuouslyat all times
PRACTICE OF FIRE DRILL
Fire drill rehearsals will be conducted in each building once per year. The date and time will be announced in advance but rehearsals must be carried out under reasonably realistic conditions.
Any person failing to vacate the premises during a fire drill will be reported to the Head of School. FAILURE TO COMPLY WILL BE TREATED AS A SERIOUS OFFENCE
Appendix C
CODES OF PRACTICE ON SAFETY IN FIELDWORK AND OVERSEAS TRAVEL
1. Fieldwork is defined as any practical teaching or research work performed in places not under the control of the University but where the School is responsible for the safety of the worker.
2. The Head of School is responsible for the safety of all employees, students, volunteers and visitors in the field. All fieldworkers should be familiar with safe working practices in accordance with University Policy Statements S5/07 ‘Safety in Fieldwork’ and S3/07 ‘Overseas Travel’, copies of which are available in the General Office (51-53 Banbury Road), in the reception of 58 Banbury Road or at http://www.admin.ox.ac.uk/safety/05-07.shtml and www.admin.ox.ac.uk/safety/0307.shtml Supervisors are required to ensure all students are instructed in safe working practices.
3. Risk assessments must be made for all fieldwork and overseas travel. The nature and complexity of the assessment should reflect the risks involved with the work. In many cases the work itself is not hazardous but it takes place in hazardous surroundings. In these cases the risk assessment should concentrate on the travel-associated risks. For instance, no written risk assessment would be needed for low risk activities such as attending conferences or visiting colleagues in Northern America or the European Union, but similar activities in more dangerous locations would require one. The object of any risk assessment procedure is to identify all the hazards associated with the work and then to assess the risk that these hazards present under particular circumstances. Following the exercise it should be possible to identify areas of work that present particular problems and act to reduce the risk to an acceptable level.
4. ‘Safety in Fieldwork’ forms incorporating a risk assessment are available from the General Office, 51-53 Banbury Road. The completed form must be returned to the Administrator at least 6 weeks before departure
5. The Head of School gives final approval for field visits.
6. The Foreign and Commonwealth Office web site (http://www.fco.gov.uk) must be consulted as part of the risk assessment. Where the FCO advise against travel to a particular destination but the person still wishes to undertake the trip, a written risk assessment must be submitted to the Head Of School for all activities, including visiting libraries and conferences. The assessment will be submitted to the University Safety Office for comment before final approval is given by the Head of School.
7. Travel insurance for all visits for a University activity should normally be via the University's insurers. The insurance is only valid subject to the traveler following the University's rules and regulations. Details of insurance are provided at http://www.admin.ox.ac.uk/insurance/travel.shtml .
8. Medical advice on the immunisation requirements for overseas travel for employees and individuals from eligible groups should be sought from the University Occupational Health Service (see http://www.admin.ox.ac.uk/uohs/services/travel.shtml). This should be done at least 6 weeks prior to departure to allow immunisation schedules to be completed. For individuals from non-eligible groups, advice may be obtained from general practices and private travel clinics.
9. All accidents, incidents or work-related illnesses must be reported to the School Administrator as soon as possible. A report is then made to the University Safety Office.
Appendix D
POLICY ON TESTING PORTABLE APPLIANCES FOR ELECTRICAL SAFETY
The Electricity at Work Regulations 1989 govern the safe use of electrical equipment and state that all electrical equipment should be maintained in a safe manner. This policy determines how the School of Anthropology will ensure that it complies with University Policy S1/00 (available at http://www.admin.ox.ac.uk/safety/s100.shtml) in maintaining all portable electrical appliances in a safe manner.
Portable Electrical Equipment is defined as any electrical equipment supplied from a socket on an electrical distribution system via a flexible lead and plug.
The Head of School is legally responsible for ensuring the safety of all portable electrical appliances. Mr C Clay (ASO) will co-ordinate the electrical testing of portable appliances in the School. All concerns regarding the safety of portable electrical appliances must be addressed to Mr C Clay who will seek further competent advice where necessary.
Users are responsible for the periodic visual inspection of their own equipment as detailed in Safety Induction. If faults are detected, the equipment must be withdrawn from use and Mr C Clay informed immediately.
Low risk environments will be defined as areas where there is no experimentation, chemical usage, maintenance or construction of items or where the atmosphere is non-corrosive. Examples are offices and lecture theatres. Higher risk environments will include kitchen areas and laboratories.
The School will employ competent external contractors to test portable electrical appliances.
In low risk environments, a formal visual inspection and test of earth continuity and insulation where appropriate of the equipment will be performed every two years.
After disconnection from the mains, the visual inspection is conducted and will include the following:
Inspection | Example of fault |
Damage to the cable | Flat spots on the insulation |
Damage to the plug | Cracked casing or bent pins |
Non-standard joints in cable | Would include those using temporary connectors or connections protected with tape |
Evidence of over-heating | Burn marks or discolouration to plugs, cables or casing |
Damage to external casing of equipment | Loose parts or screws, dents or cracks |
Evidence of inappropriate use | It is wet or excessively contaminated with oil, dirt etc |
The outer insulation of the cable is not secured where it enters the plug | Obvious evidence would be if the coloured insulation of the internal wires is visible |
Moulded plugs-Ensure fuse rating is appropriate to appliance | 13 amp fuse with cable and item is rated at 5 amps |
Non-moulded plugs-Remove plug cover and ensure fuse rating is appropriate, wires are attached to correct terminals, terminal screws are tight and no sign of internal damage | Live wire (red/brown) within plug longer than neutral (blue/black) wire |
Equipment in other environments should be formally inspected as above and tested for earth continuity and insulation annually.
Electric kettles and electric heaters in all environments must be tested and inspected on a yearly basis. Extension leads and IEC leads should be treated as separate items.
A label should be placed on the equipment indicating it having passed the examination and the date for re-test. In the case of equipment failing the tests, it will either be repaired by the contractor where possible or it should be labelled faulty using a Failed Label, withdrawn from use immediately and assessed for repair. Equipment can either be removed from the area it is sited to prevent its use, or the plug cut off the item.
Test records will be maintained by Mr C Clay.