Arrangements for implementing the School's Health and Safety Policy

This section describes the arrangements for ensuring that the School's aims and objectives for securing a safe and healthy working environment, as set out in the Safety policy (PDF), are achieved.

These arrangements cover common occupational health and safety issues. It is not an exhaustive list. We will review, amend and add to it as required. In addition to these arrangements, departments or services whose activities may give rise to specific risks will produce their own arrangements for managing these risks.

Accident reporting procedures

All accidents, incidents and work-related ill-health must be recorded on the School's Accident/Dangerous Occurrence Form (PDF) and sent to the Health and Safety Team in 1KW.3 immediately. These include:

  • Accidents to staff, including minor injuries on the School's premises, or in connection with work activities
  • Accidents on School premises involving third parties, e.g. students, visitors, guests in Halls of Residence, contractors and other non-employees
  • Incidents where no one is injured but there was a potential for injury
  • Physical assaults or verbal abuse of LSE employees in the course of their work
  • Dangerous occurrences such as electrical incidents causing explosion or fire, gas leaks or explosions, chemical spillages, damage to asbestos materials resulting in any person being exposed to asbestos fibres, failure or collapse of lifting equipment such as hoists
  • Work-related ill-health such as dermatitis from exposure to known skins sensitisers or irritants, occupational asthma, tendonitis or tenosynovitis in the hand or forearm from physically demanding and repetitive work. 

If you are in any doubt about what should be reported, contact Mel Boucher, Head of Health and Safety (ext 3677) or  Lisa von Schlippe, Health and Safety Advisor at the LSE (ext 3638) or email health.and.safety@lse.ac.uk.

Consulting on health and safety issues

The School is required to have arrangements for consulting with its employees on health  and safety. The School discharges this duty mainly through the operation of the Consultative Health and Safety Group.

Trade union-appointed safety representatives

The Trade Unions recognised by the School have each appointed a Trade Union Safety Representative to represent all staff (not only members of the Unions). The current Trade Union Safety Representatives, who attend the Consultative Health and Safety Group, are:

UNISON    Vhon Barrett

UNITE       Shailendra Sapkota

UCU          Dave Morris

protocol was agreed in September 2014 on consultation on health and safety matters.

Trade union-appointed safety representatives are entitled to undertake a wide range of functions under the legislation including:

  • carrying out inspections of the work place;
  • investigating accidents/ incidents and complaints from their members regarding any health, safety or welfare matter;
  • receiving copies of reports from the Health and Safety Executive;
  • receiving any information relating to safety of equipment, plant, substances or work methods;
  • inspecting safety documents, registers and certificates; and
  • attending safety committees.

On a local level, line managers will also consult employees on local matters affecting their health and safety via any safety representatives where these have been appointed by the appropriate trade unions. Details of what they should consult on is included in the protocol.

Fieldwork and off site activities

For information please visit the Fieldwork, Overseas Travel and Off Site Activities page. 

 

Fire

Everyone has a role in ensuring that the School's fire precautions and arrangements work effectively.This page provides information on these arrangements and what you must do.  

Action to take in the event of a fire

All staff, students and other visitors including contractors must know what action to take in the event of fire:

On discovering a fire or suspected fire

Alert others by activating the fire alarm by breaking the nearest 'break glass' call point.Fire call point symbol

On the Houghton Street site, the person discovering the fire should use an internal telephone to dial 666 to inform the security control room of the location of the fire. The security control room will summon the fire brigade. Staff working at other sites must know who is responsible for summoning the fire brigadePhotograph of a fire refuge point telephone

Persons should evacuate the building and proceed to the designated fire assembly point, see attached map showing  fire assembly points on campus (PDF)Fire assembly point symbol

Persons should be warned not to attempt to tackle a fire unless they have been trained to do so. If they have been trained in the use of fire extinguishers they may attempt to attack the fire using the extinguishers provided, without placing themselves at risk. They must always ensure that there is an escape route between themselves and the fire.

Photograph of fire extinguishers

On hearing the fire alarm

Immediately evacuate the building using the nearest escape route and proceed to the fire assembly point. Lifts must not be used.Fire exit symbol

Doors should be closed as persons leave,  and if possible windows too.

Follow instructions given by Fire Wardens or LSE Security staff.

Persons must remain at the assembly point until they are informed by either the fire brigade or a member of the security team that it is safe to return to the building.Fire assembly point symbol

The fire alarm systems in the Towers and the New Academic Building operate differently from other buildings on campus, these buildings have a two-stage system, see link for details. 

Persons with disabilities

Photograph of a fire refuge pointAnyone who is unable to evacuate the building using the stairs, should be directed to the nearest fire refuge point. Once in the refuge they should use the telephone located in the area to let the security control room know where they are. They should wait in the refuge area for further instructions.

If  the building does not have any designated fire refuge points persons unable to use the stairs should wait in a lobby protected by fire doors for assistance.

Fire wardens must notify Security or the incident officer at the assembly area if anyone has been directed to a fire refuge point or is waiting for assistance in a protected lobby.

Once notified Security will arrange for a team of trained volunteer assistors to go to the fire refuge point to assist the disabled person to safety evacuate from the building. If a person as a mobility impairment, the evacuation team may use an evacuation chair to take the disabled person down the stairs in buildings without a dedicated evacuation lift. See link to video on how the evacuation chair is used.

Any student or member of staff who has a mobility or sensory impairment (whether temporary or permanent) which may affect their ability to respond to a fire and evacuate the building should contact Allan Blair, Director of Facilities Management, so that a Personal Emergency Evacuation Plan can be developed for them.

Fire wardens

The School aims to appoint adequate numbers of fire wardens and marshals to assist with any evacuation. Fire wardens will be assigned a specific area or floor of a building

The fire warden's role is, when the fire alarm sounds, to check their designated area to ensure that it is clear and report to the senior fire warden or incident officer at their designated assembly point. Fire wardens are not expected to fight fires or to place themselves at risk! They will receive training to ensure that they can undertake their duties safely.

Fire wardens are also asked to report to their safety coordinator any defects in fire equipment, e.g. a fire door not closing, or a fire extinguisher that has been tampered with.

Staff should know who is the fire warden for the area or floor where they are working. (Go the the link for the list of Fire Wardens on Campus [PDF]). In some areas of the campus it will not be possible to appoint a fire warden, e.g. in areas where there are only teaching rooms and no one is permanently located. In the event of the fire alarm sounding, staff using these areas must immediately evacuate the building and report to the senior fire warden or incident officer at the assembly area, giving details of the location they have vacated and whether or not it has been cleared of persons.

The Security Incident officer will then convey this information to the fire brigade.

In teaching rooms and lecture theatres where it is not possible to appoint permanent fire wardens, teaching staff are responsible for ensuring that students or other persons attending their class or lecture evacuate the teaching room when the fire alarm sounds.  Teaching staff must report to Security at the fire assembly point to advise them on which room they have vacated and whether any person is waiting at a fire refuge point for assistance. See general fire instructions for teaching staff (PDF) and fire instructions for staff teaching in the New Academic Building (PDF).

Trained and designated departmental fire wardens may at the discretion of their line manage receive one day's leave in lieu  (pro-rated for part time staff). This does not apply to security and catering departments where separate arrangements exist due to operational reasons.

Fire drills

Regular drills will be conducted to test the effectiveness of the School fire arrangements. All staff and students must cooperate and evacuate the building when the fire alarm sounds.

Failure to cooperate with the School's arrangements for health and safety and fire is a criminal offence, and could result in the individual being prosecuted by the Health and Safety Executive or the London Fire and Emergency Planning Authority.

Fire equipment and fire safety systems

The Estates Division is responsible for providing and maintaining fire fighting equipment, fire detection and fire systems, and structural fire protection, such as fire doors, fire protected escape routes etc in the School.

It is a criminal offence to misuse or tamper with any fire safety system. Therefore persons must not:

  • recklessly discharge or misuse any fire extinguisher;
  • block fire escape routes, as this may result in persons being unable to exit the building safely in the event of a fire; or
  • wedge open fire doors, as these are designed to protect escape routes and prevent the spread of toxic smoke and fumes. (The majority of deaths in fires are the result of inhalation of toxic smoke and fumes.)

Report defects in fire equipment and fire doors to the Estates office on their emergency number 2444. If you have any concerns regarding the fire arrangements in your building you should contact Allan Blair.

Fire prevention

Everyone has a role to play in reducing the risk of fire:

  • Do not overload electrical sockets, or tamper with plug fuses
  • Take care with portable heating appliances. Always check with the Estates Department that the building's electrical supply is capable of taking the load. Radiant heaters, ie fires with an exposed element or flame, must not be used. LPG heaters must not be used.
  • Observe the 'no-smoking' signs. (Smoking is not permitted in any building on campus, or in halls of residence.) Take care with smoking materials. Make sure that they are safely extinguished in a suitable receptacle before entering any building
  • Any building or maintenance work involving heat sources, e.g. welding, must be controlled by a 'permit to work' system
  • If smoke is discovered coming from underneath a door or where a door or handle is hot, do not open the door, but sound the alarm and summon the fire brigade.

Information

All employees shall receive appropriate information and instruction to ensure that they understand the School's fire precautions and the action to be taken in the event of fire.

Students will be given information on fire safety in their induction packs. The Conferences and Events team will ensure that organisers are provided with fire safety information for event organisers (PDF) and visitors attending events at the School are made aware of the School arrangements for fire and other emergencies.

Departments are responsible for ensuring that any visitors to their departments evacuate safely in the event of a fire. The Estates Division will ensure that any contractor working on site know what action to take in the event of fire and evacuate the building when the alarm sounds. Managers in halls of residence are required to ensure that similar arrangements are in place for their contractors.

Fire action notices will be posted in all teaching rooms, and in lobbies and adjacent to fire exits.

Fire information for teaching staff (PDF) will be circulated at the beginning of each academic year.

If anyone has a mobility difficulty that prevents them from using the stairs, they should be directed to the nearest fire refuge point. Once in the refuge they should use the telephone located in the area to let the security control room know where they are. They should wait in the refuge area for further instructions. Fire wardens will also notify the incident officer at the assembly area if anyone has been directed to a fire refuge point. (The School's arrangements for evacuating non-ambulant persons are set out in the School's fire safety procedures.)

Fire risk assessments

The Estates Division will arrange for fire risk assessments to be undertaken of School premises.

Information on the findings of risk assessment together with the recommendation provided by the School's fire consultants will be made available to relevant persons working in or using the premises to which the risk assessment relates.

First aid

Defibrillators on campus

In partnership with the British Heart Foundation and the London Ambulance Service the School acquired 6 automated external defibrillators (AED) for campus. A defibrillator is used in circumstances where a person’s heart goes into ventricular fibrillation (VF) which is a disruption to the heart’s electrical activity causing the heart to beat chaotically preventing it from pumping blood around the body. A person in VF can suddenly collapse and lose consciousness. A defibrillator is used to deliver an electric shock to restore the heart to normal rhythm.

The defibrillator units are located in the following areas:

1. Old Building – Security store next to reception counter

2. NAB – store behind Security reception (LIF side)

3. Library – behind main reception counter ground floor (in security cabinet)

4. Tower 1 – Security reception – (in cupboard behind reception desk)

5. Saw Swee Hock Building – Student Union Gym

6. 32 Lincoln’s Inn Fields – between Security reception desk in Pavilion.

You don't need to be a trained first-aid or medical professional to use the AED as the device uses voice prompts and visual indicators to guide the assistor through the resuscitation sequence that may include both defibrillation and CPR.

It is essential that defibrillation i.e. a shock is delivered as soon as possible. For every minute that passes without defibrillation, the chances of survival decrease by 14 percent. Research shows that applying a controlled shock within five minutes of collapse provides the best possible chance of survival. 

The School provides training to staff on how to administer CPR and use an AED (see theTraining System for sessions).

Other first-aid provision

The School has a duty as an employer to assess its requirements for first aid, and ensure that there is adequate provision to meet those requirements.

There are two categories of first-aiders:

  • A designated 'first-aider' who holds a current first aid at work certificate
  • An appointed person who has received training (normally a one-day course) on the emergency treatment of casualties and who will be able, in the absence of a designated first aider, to take charge of a situation, e.g. make sure an ambulance is called, administer resuscitation or control bleeding, place the casualty in the recovery position.

See current first aiders working on campus (PDF). 

The School aims to maintain a ratio of one qualified first-aider for every 50 employees during core times. The security team will have at least one qualified first-aider on duty for every shift, who can be summoned by dialling 666. Safety coordinators should record the names of the first-aiders for their building in their department's Local Policy Statement. As a minimum each department should have access to an appointed person at all times. A sufficient number of persons will be nominated to ensure that there is cover for leave, sickness and other absences.

In the event of an injury or ill health, the first-aider in the building or nearby buildings should be summoned in the first instance. If, these first-aiders are not available that the security team should be contacted.

Residences and Catering Services Division will make separate provision for first aid in the Halls. The names of qualified first-aiders in the Halls and their contact details will be posted in the reception of each residence. 

Line managers and supervisors should cooperate with the School's First Aid arrangements by assisting in the recruitment of First Aid volunteers and releasing staff to attend training and perform their duties as first-aiders.

The Health and Safety Team organise training for first-aiders.

Safety coordinators will ensure that their department has a sufficiently stocked first-aid box. They or another nominated person should be tasked with ensuring that the contents of the first-aid boxes are replenished as and when necessary.

A notice should be posted in a prominent position giving details of the name and location of first-aiders and / or appointed persons along with the location of the first-aid box.

What should a first-aid box contain?

It depends on how many people the first-aid box serves but as a  minimum the first-aid box must contain:

  • leaflet (PDF) giving general guidance on first aid 
  • 20 individually wrapped sterile adhesive dressings (plasters) in assorted sizes
  • 2 sterile eye pads
  • 4 individually wrapped triangular bandages (preferably sterile)
  • 6 safety pins
  • 6 medium-sized (approximately 12cm x 12cm) individually wrapped sterile unmedicated wound dressings
  • 2 large (approximately 18cm x 18cm) sterile individually wrapped unmedicated wound dressings
  • 1 pair of disposable gloves
  • 1 resuscitation face shield

(First-aid boxes can also contain additional items such as scissors, adhesive tape, disposable aprons and individually wrapped moist wipes.)

First-aid boxes used in catering kitchens and areas preparing food must contain blue plasters. First-aid kits for catering kitchens may also contain burn dressings and cool packs.

If mains tap-water is not readily available for eye irrigation, sealed disposable containers of sterile water or sterile normal saline can be kept in the first-aid box.  But these should not be used once the seal is broken or beyond their  expiry date.

The first-aid box should not contain any medication, tablets, creams or ointment. 

Health and safety co-ordinators' resources

Health and Safety Coordinators are appointed to co-ordinate health and safety procedures for their respective units (typically Departments or Divisions), and are the focal point for receiving and disseminating health and safety information.

Among the typical activities of health and safety coordinators are:

  • maintaining the Local Safety Policy Statement, assigning roles to other staff as required, and producing supporting information for staff;

  • drafting local fire procedures and appointing fire wardens for the areas occupied by their unit;

  • acting on concerns identified by risk assessments of computer workstations;

  • arranging and co-ordinating other risk assessments for their units (e.g. pregnant worker, work experience, homeworking, manual handling);

  • receiving notifications of accidents from staff, students and others, carrying out a first investigation, making sure the area is safe (e.g. by contacting Estates), and notifying the Health and Safety Team (e.g. by completing and sending an Accident form);

  • carrying out periodic inspections of the areas occupied by the unit and/or their activities.

In September 2014, the Executive Health and Safety Group approved a Framework Document. This draws together in one place the responsibilities placed on Departments in different Health and Safety policies. Coordinators and managers will find it a useful reference to the School's expectations.

Workstation assessments

In February 2017, a new online training package from Cardinus was introduced to train staff in how to set up their workstations, and complete self-assessments. New staff will be added to the user list once a month.

If Departments have contractor who need help with their workstations, Coordinators should give them a copy of the basic Health and Safety guide, which gives information on setting up workstations, and ask them to complete the HSE's workstation assessment checklist.

If there are problems with the workstation which cannot be resolved locally, Coordinators should contact the Health and Safety Team.

Checklists, forms and templates available

This resource brings together all the checklists and forms currently provided to assist Health and Safety Coordinators discharge their functions. See the relevant Arrangement for guidance.

Accidents (including Violence, Near Misses)

Accident/Dangerous Occurrence Report Form (PDF)

Violence at Work Report Form (PDF)

Fire Procedures

Fire Procedure template (general campus)(Word)

Fire Procedures for the Towers (PDF)

Fire Procedures for the NAB (PDF)

Local Safety Policy Statement

Local Policy Statement template (Word)

Office Inspections

Office Inspection Checklist (Word)

Risk Assessments

Risk Assessment Procedure (Word)

Home working (Word)

Young people and Work Experience (Word)

Manual Handling (Word)

Events (Word)

Fieldwork (site)

 

Training 

Training for coordinators is advertised and can be booked on the LSE's Training and Development system (https://apps.lse.ac.uk/training-system/)

Among the courses offered are:

  • Introductory course for Health and Safety coordinators and managers

  • CIEH Level 2: Introduction to Health and Safety

  • CIEH Level 3: Health and Safety in the Workplace

  • CIEH Level 2: Principles of Risk Assessment

  • CIEH Level 3: Principles and Practice of Risk Assessment

Lone working

Line managers must ensure that there are arrangements in place to address any health and safety issue arising from employees undertaking 'lone working'. In this context 'lone working' means someone working on their own without access to immediate support from colleagues and/ or supervisors and could include staff working from home.

Line managers should identify which members of their staff are required to work on their own for the whole or part of their working time.

As part of the risk assessment of any given work activity, line managers must consider whether 'lone working' increases or creates additional risks.

Arrangements for lone working should include, where applicable, means of monitoring and communicating with the lone-working employee, both routinely and in emergencies, e.g. a system of logging in and regular checking on the condition of lone workers, especially those who are required to work outside normal hours. They should also include arrangements for dealing with emergencies, e.g. how the lone worker raises the alarm and summons assistance.

Staff working on their own in their offices on campus 'out of hours', i.e. after 7pm on weekdays or any time at weekends, should inform security staff on the main reception desk, so that security are aware of their location in the event of an emergency (staff working out of hours in buildings not managed by the LSE should inform the staff on the reception desk of those buildings).

Staff who conduct Fieldwork should refer to the USHA and UCEA guidance on safety in fieldwork in the UK and overseas (PDF).

Risk assessments

For information please visit the Risk Assessments page. 

Use of computers

For information please visit the Cardinus eLearning and Assessments page. 

Violence at work

The School is a safe environment where physical assaults on staff are extremely rare. Any abuse, even at a low level, is disturbing and should not be tolerated. It is essential that incidents are recorded so that the School can establish the extent of the problem and enable managers to undertaken risk assessments to identify measures to avoid or prevent any reoccurrence.

If you are a member of staff who has been physically assaulted or subjected to verbal abuse in circumstances relating to your work, you should notify your manager and report it online.

Additionally, because some instances of violence at work must be reported to the Health and Safety Executive under the Reporting of Injuries, Diseases and Dangerous Occurrences Regulations, a report should be sent to the LSE Health and Safety Team.

Definitions

Violence at work

The Health and Safety Executive's definition of violence at work is "Incidents where a person is abused, threaten or assaulted in circumstances relating to their work".

Physical assault

Examples of physical assault include but are not limited to:

  • being struck with or without a weapon,
  • pushed or shoved,
  • being restrained,
  • clothing pulled, tugged or torn,
  • being spat at,
  • threaten with a weapon.

Verbal abuse

Although defining verbal abuse is less straight forward, any incident which causes you to feel threatened, intimidated or anxious should be recorded on the School's violence at work incident report form. Your perception of the incident should be paramount: you should not have to accept verbal abuse as being "part of the job".

Guidance for managers

  1. The HSE recommend that employers should keep records of all incidents of violence at work as defined above, i.e. including verbal abuse and threats. This is because of the potential adverse effect on the health and well-being of an employee subject to verbal abuse. Recording incidents of verbal abuse, often referred to as "low level" violence can indicate situations which could escalate and result in a physical assault. 
  2. If one of your staff informs you that they have been assaulted or subject to verbal abuse, you must record the incident on a violence at work form. A copy of the completed form should be retained for your records and the completed form should be sent to the Health and Safety Team in 1KW.3.01. In circumstances where there may be issues with security arrangements the Health and Safety team will liaise with the Head of Security. 
  3. If one of your staff is absence from work or unable to fulfil their normal duties for more than 7 days as a result of a physical assault relating to their work, you must notify the School's Head of Health and Safety (ext 3677 or Health.And.Safety@lse.ac.uk) so that a notification can be made to the Health and Safety Executive under the Reporting of Injuries, Diseases and Dangerous Occurrences Regulations (RIDDOR) 
  4. The Management of Health and Safety at Work Regulations require employers to undertake risk assessments of their work activities to identify circumstances which could lead to harm (including exposure to violence as defined by the HSE) and take appropriate steps to control these risks. 
  5. All reported incidents of verbal abuse or physical assault should be investigated by the manager of the employee who has been abused or assaulted. Incidents of physical assault resulting in injuries necessitating first-aid or medical treatment must be reported immediately to Security by telephoning 666. Investigations should be undertaken with the aim of identifying measures to prevent a reoccurrence. The investigation should be proportionate to the circumstances.

The sort of issues to be considered include:

  • Physical location or layout of the working area, e.g. low or narrow counter which allows a potential perpetrator easy access to staff; location of panic buttons.
  • Unclear or inadequate or lack of queuing control systems, which causes people to be frustrated if they feel that others are "jumping" the queue and being seen before them.
  • Lack of clear signage, guidance or information on services provided so that people have unrealistic expectations.
  • Lone working - staff working on their own in offices after hours or at weekends. Staff should make sure that Security are aware of their location in these circumstances and know how to raise the alarm and summon help if required.
  • Arrangements for handling and carrying cash, which could place employees at risk of injury during an attempted robbery.
  • Precautions put in place when interviewing potentially 'violent' persons, such as not interviewing them on their own or ensuring assistance is immediately available.
  • Have staff received training on recognising potential aggressive behaviour and defusing aggression?
  • Do records of previous incidents indicate any pattern e.g. days or times when abuse or physical assaults are more likely?

Where appropriate consult the victim and any Trade Union or employee health and safety representative on measures to prevent a reoccurrence.

Incidents where an employee is assaulted by a student

Where it is alleged that the perpetrator of verbal abuse or physical assault is an LSE student, a copy of the incident report form should be sent to the School Secretary who will consider whether action should to be taken against the perpetrator under the Disciplinary Regulations for Students.