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    Usman Ghani

UNITE       Jon Taylor

UCU          Jo Taplin-Green

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

For information relating to fire safety at LSE please see the Estates Division Fire Safety webpage

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.

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. 

Resources for Managers and Health and Safety Co-ordinators

Managers have primary responsibility for the health and safety of those working for them. Health and Safety Coordinators are appointed by their Head of Department or Service Leader to support managers by co-ordinating health and safety activities in 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;

  • 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 contractors who need help with their workstations, managers or 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.

Procedures, checklists, forms and templates available

This resource brings together all the procedures, checklists and forms currently provided to assist Managers and 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

for fire procedures of individual buildings, see the Estates Fire Safety webpage.

Local Safety Policy Statement

Local Policy Statement template (Word)

Office Inspections

Office Inspection Checklist (Word)

Risk Assessments

Risk Assessment Procedure (pdf)

Home working (Word)

Young people and Work Experience (Word)

Manual Handling (pdf)

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:

  • HABC Level 2: Health and Safety in the Workplace

  • HABC Level 3: Health and Safety in the Workplace

  • HABC Level 2: Risk Assessment

  • HABC Level 3: 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.