Heythrop College

Health and Safety

Policy and Procedures

19 February 2015
1
 Contents

Health and Safety Policy Statement 3

Levels of Responsibility 4
Health and Safety Group 5
Key Contacts for Health and Safety Matters 6
Organisational Arrangements
I Risk Assessment 7
II Fire Safety
Coordinating Instructions at the Heythrop College Campus 8
III First Aid 19
IV Lone Working 20
V Incident Management Handbook 22
VI Students with Disabilities 22
VII Wheelchair Access to the Building 22
VIII CCTV
IX Reporting of Accidents, Injuries, Diseases and Dangerous
Occurrences 23
X Alcohol and Drug Abuse 23
XI Manual Handling 23
XII Display Screen Equipment 24
XIII Smoking 26
XIV Housekeeping 26
XV Temperature 26
XVI Electrical Safety and Testing Policy 27
XVII Control of Substances Hazardous to Health (COSHH) 27
XVIII Health and Safety Information and Training 28
XX Occupational Health Provision 30

Appendices

1 Fire evacuation procedure

2 Example of notice board fire procedures
3 Responsibilities of Heythrop staff for fire safety
4 Responsibilities of Agency staff for fire safety
5 Responsibilities of Reception/Fire Control Point
6 Eye and Eyesight Test Request Form
7 Health And Safety Risk Assessment Record

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HEYTHROP COLLEGE HEALTH AND SAFETY POLICY STATEMENT

Heythrop College is committed to providing a safe and healthy environment for its
staff, students and visitors. This policy has been produced in order to outline the
responsibilities for implementing health and safety procedures in the College.

In producing this document, the college has ensured that appropriate steps have been
taken to comply with the Health and Safety at Work Act 1974, and the Health and
Safety at Work Regulations 1992. The summary of the policy is therefore as follows:

a) The Principal accepts overall responsibility for all health, safety and welfare
matters at the College, and is therefore accountable to the Governing Body for
ensuring that all aspects of the policy are implemented.
b) Implementation of the policy will be done through the College’s management
structure.
c) The College will make financial, material and human resources available, where
necessary, and as far as is reasonably practicable, to ensure that the health and
safety of staff, students and visitors are not compromised in any way. This will
include resources for training as well as equipment.
d) In order to ensure that all areas of operation carry out their duties safely, all staff,
students, and visitors to the College will be given information, instruction and
training when required.
e) Issues relating to health, safety and welfare will be adequately addressed by
competent members of staff within the College; where this is necessary,
assistance or consultation will be sought from specialists outside the College.
f) Health and safety is the responsibility of all staff working at the College: each
individual has a legal obligation to take reasonable care of his or her own health
and safety and that of others who may be affected by what he or she does or does
not do. All staff must therefore co-operate with the College in order to ensure that
all statutory duties are complied with.

The detailed arrangements for health and safety at the College are contained in the
procedural section of the policy. Copies of the full policy document are also available
to staff from the College’s Health and Safety Officer.

The College’s health and safety policy is regularly monitored in order to assess its
effectiveness.

Signed…………………………………….
Principal

Date…………………

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LEVELS OF RESPONSIBILITY

The Principal has overall responsibility for all health and safety matters in the College.
The Director of Finance and Estates has been delegated some responsibility for
health and safety, and is therefore the College’s Health and Safety Officer.

The responsibilities of the Health and Safety Officer are as follows:

1. Formulate policy and procedures on health and safety.

2. Keep up-to-date with health and safety legislation, and update College policy
and procedures accordingly.
3. Carry out risk assessments and reviews of risk assessments on a regular basis;
record findings and take action as required.
4. Ensure that students are given adequate information, instruction and training on
health, safety and welfare during their induction sessions.
5. Ensure that staff and visitors are informed and instructed on matters relating to
health and safety.
6. Work closely with the College’s Fire Warden to ensure that all fire safety
procedures are carried out efficiently.
7. Deal with queries that may arise from staff, students or Heythrop College
visitors which relate to health, safety or welfare.

The Head of External Relations is the College’s Fire Warden and works with a team of
Fire Marshals to ensure that procedures relating to fire safety are carried out
effectively. Refer to Organisational Arrangements, Section II), for more details

The College shares this site with seven other agencies; they are:

 Sisters of the Assumption – Convent of the Assumption

 The Kensington Nursery School
 Fordham University London Centre
 Counselling in Companies (CIC)
 Dyslexia Teaching Centre
 Thomas’s and Lady Eden’s Day Schools
 Lokahi Foundation (from September 2011)

It is important that every employee cooperates so that the College can comply with all
its statutory duties. The successful implementation of the College’s policies and
procedures requires total commitment from all who use the Centre, particularly
members of staff.

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HEALTH AND SAFETY SUB-COMMITTEE

Health and Safety Group

Purpose

To ensure that the College’s health, safety, welfare and security policies, procedures
and practices are relevant and effective, and to assist in their implementation and
review.

Membership 2013-14

Membership 2013-14
Ex officio Academic Member of Staff: Dr Anna Abram (Chair)
Head of Department
Director of Finance and Mr Martin Grundy
Estates, and Health and
Safety Officer
Director of Administration Mr Saladin Rospigliosi
College Governor Dr Fiona Ellis
Fire Warden (Head of Ms Annabel Clarkson
External Relations)
Estates and Services Mrs Judith Crimmins
Manager
Maintenance Manager Mr Sep Charlton
Student Development Mr Dominic McLoughlin
Manager
Student Member HSU President and/or Mr Alex Jozsa
HSU Vice-President Mr Mathew Holland

Co-opted members Staff Representative(s) Mrs Kim Burke – Chair, UCU

Health and Safety Consultant Chris Mackay

Secretary Human Resources Manager Ms Shadé Olutobi

Quorum
Four members

Frequency of meetings
Three times a year

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Reports to
Finance, Resources and Performance Committee

Terms of Reference

1. To promote a high standard of health and safety throughout the College.

2. To make recommendations regarding health and safety policies and procedures

to the Governing Body via the Finance & General Purposes Committee, and to
report generally to the Governing Body not less than annually.

3. To keep under regular review the College's policies and procedures with regard
to health and safety.

4. To advise the Principal of any actions felt necessary to ensure compliance with
the college's health and safety policies and procedures and with appropriate
legislation.

5. To receive and consider regular reports from the Health & Safety Officer.

6. To consider reports on incidents, accidents and occupational health issues and

to recommend appropriate follow up action.

7. To ensure the availability of appropriate health and safety training.

8. To ensure, in respect of policies, procedures and practices related to health,

safety and welfare, that unlawful discrimination on grounds of age, disability,
gender re-assignment, marriage and civil partnership, pregnancy and maternity,
race, religion and belief (including lack of belief), sex, or sexual orientation, does
not occur. It will ensure this by:

a) monitoring appropriate data sets at suitable intervals, and

b) explicitly considering the impact on equality issues of any new actions, policies
or procedures which it initiates or approves.

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KEY CONTACTS FOR HEALTH AND SAFETY MATTERS

Position Name Telephone Number

Principal Rev Michael Holman 020 7795 4206
Director of Finance and Estates & Martin Grundy 020 7795 4204
Health and Safety Officer
Human Resources Manager Shadé Olutobi 020 7795 4205

Fire Warden Annabel Clarkson 020 7795 4203

Receptionist PCL Whitehall staff 020 7795 4260

Switchboard 020 7795 6600

Maintenance Manager Sep Charlton 020 7795 4177

Estates and Services Manager Judith Crimmins 020 7795 4207
Health and Safety Consultants: Chris MacKay 07734793371
Universal Safety Consultants Ltd Lead Consultant
7 Oliver Business Park C.MacKay@salveo.co.uk
Oliver Road
Park Royal Kevin Ray 07734793372
London Business Development
NW10 7JB Director Head Office
K.Ray@salveo.co.uk 020 8963 9761

Details of the other Heythrop College Fire Officers are found in the section,
Organisational Arrangements, below.

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 ORGANISATIONAL ARRANGEMENTS

In order to ensure that due regard is given to the health, safety and welfare of staff,
students and visitors to the College, the College has made the following
arrangements:

I) Risk Assessment

As a legal requirement, all organisations are required to carry out risk assessments. A
risk assessment is ‘a careful examination of what, in your work, could cause harm to
people, so that you can weigh up whether you have taken enough precautions or
should do more to prevent them.’1

The College’s Health and Safety Officer will carry out risk assessments (or reviews of
risk assessments) once every year, normally in July. However, where new machines,
substances or procedures are introduced, a risk assessment will be carried out on
them immediately. The Health and Safety Officer will produce a report of the findings
and an action plan after the assessment or review has taken place.

As part of the risk assessment process, at least once a year, members of staff will be
asked to fill in questionnaires about their work stations, the College and, in the case of
academic staff, the lecture rooms they use.

II) Fire Safety

Coordinating Instructions at the Heythrop College Campus

Background

1 These are the coordinating instructions for fire safety for the whole of the Heythrop
College campus. They should be read in conjunction with current fire safety literature
issued from time-to-time by the Dept for Communities and Local Government, and in
particular, with any detailed instructions prepared by those agencies that are campus
users.

2 The College’s fire evacuation procedure is found in Appendix One below.

Coordinating Responsibility

3 Coordinating responsibility for fire safety within the campus has been adopted by
Heythrop College staff, principally with the Director of Finance and Estates, Mr Martin
Grundy, who has delegated that responsibility to the Maintenance Manager, Mr Sep
Charlton, who would normally be the Incident Controller during a fire emergency situation.
Agency staff and users of the campus will have their own responsibilities, the chief of which
are noted below and the in the appendices.

1 Health and Safety Executive, Five Steps to Risk Assessment, 1998.

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Fire Detection Equipment

4 This equipment is provided under arrangements made by Heythrop College. Every

building has modern, electronic fire-detection systems.

Fire Fighting Equipment

5 This is provided under arrangements made by Heythrop staff and is charged to

agencies under the service charge account. There are over 200 fire-extinguishers of the
latest type positioned around the campus which are serviced routinely. It is no less crucial
that these extinguishers are not covered up, not used as door-stops, and that their
whereabouts is known to campus users.

Fire Alarm Tests

6 A functional test is carried out weekly under arrangements made by Heythrop College
staff during the time that the buildings are occupied. These tests have two aims: first to
ensure that the alarms work properly and can be heard in all appropriate areas, and
secondly to allow those who live and work on the campus to recognise the alarms for what
they are.

7 Alarms are tested as follows:

 Main Building – Friday 8.00 am
 Mary Ward Centre, St Andrew’s Hall, Dyslexia Teaching Centre, CiC – Friday
8.20 am
 Theology Library, Copleston Wing, Alban Hall of Residence – Friday 8.30 am

8 Fire officers or their designated deputies, represent their agency when making their
‘premises clear of people’ report.

Areas of Responsibility

9 On hearing the fire alarm sounding in any building, agencies are responsible for
checking their own leased areas and Heythrop College staff are to check all landlord’s
areas including the conference rooms and the Student Residence.

Fire Control Point

10 The normal Fire Control Point will be the College’s reception desk in the main building
(telephone 020 7795 6600 – dial 0 for the operator). However, in the event that the main
building is evacuated, the Fire Control Point will normally be set up at the rear gate (a
mobile phone will be available for use – 07503 994 235). In the event of either a real fire or
a fire-practice (the procedures are identical) the Fire Control Point will be manned by
Heythrop staff, who might make use of security company personnel.

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General Duties of the Fire Officers

11 The Fire Warden and the Fire Marshals are to ensure that staff, students, and visitors
to the College follow the fire evacuation procedures when required to do so.

12 During evacuation, the officers will go around the sites checking the areas that they
have responsibility for, to ensure that the areas have been evacuated, ushering people out
of the buildings and to the appropriate fire assembly points, as is necessary.

13 The Fire Warden (or the Deputy, in the absence of the Fire Warden) will liaise with the
reception staff (at the Fire Control Point), to ensure that information about the fire, or about
the practice evacuation drill, is passed on appropriately. The Fire Warden (or the Deputy)
is then responsible for making the ‘all clear’ report (letting the reception staff know that the
all areas are clear of personnel).

14 The fire officers, working with the Maintenance Team, will ensure that the fire
procedure notices and the fire-fighting equipment are displayed and available when
required.

15 Appendices 3, 4 and 5 below give details of the staff, within Heythrop and the
Agencies, who have fire safety responsibilities within various parts of the campus and what
their responsibilities are.

Information and Training

16 Fire safety training and/or information of the College’s fire safety policy and
procedures will be given to all members of staff working on the Heythrop Campus as
appropriate. It is important that staff adhere to instructions from the Fire warden and the
Fire Marshals during an evacuation – whether during a real fire or a practice fire drill.

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Appendices for fire safety procedures

1 Fire evacuation procedure

2 Example of notice board fire procedures
3 Responsibilities of Heythrop staff for fire safety
4 Responsibilities of Agency staff for fire safety
5 Responsibilities of Reception/Fire Control Point

Distribution

ABM
CiC
Dyslexia Teaching Centre
Fordham University
Heythrop Reception
Heythrop Students Union
Heythrop Intranet
Ocean
The Kensington Nursery School

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Appendix One – Fire evacuation

Fire Evacuation Procedure

1 On hearing the fire alarm, all staff, students and visitors will make their way to the
nearest fire exits and then to one of the fire assembly points.

2 The College’s Fire Warden and Marshals will wear high-visibility waistcoats /
jackets to make it easier for staff, students and College visitors to identify them.

3 The Fire Warden and Marshals will ensure that all members of staff, students and
visitors to the College are evacuated from the building as safely and as quickly as
possible.

4 All Fire Marshals will go to the areas of the building which have been assigned to
them and will check all rooms in the area, making sure that they have been
evacuated. The Fire Marshals will then report to the Fire Warden that their
designated area has been cleared.

5 The Fire Marshals will assist with ushering people who may be standing just
outside the building to the appropriate fire assembly points, once they have
delivered the ‘all clear’ message to the Fire Warden.

6 The receptionist on duty will ensure that any visitors in the waiting room are
evacuated from the building and will direct them to one of the fire assembly points.

7 Once all Fire Marshals have reported the ‘all clear’ to the Fire Warden, the Fire
Warden will report to the Incident Controller at the Fire Control point.

8 One of the Fire Officers will inform everyone at the Fire Assembly Points when it is
safe to return to the buildings; until then, staff, students or visitors must not return
to the buildings.

Fire Evacuation Drill

9 The procedure above will be followed during a fire evacuation drill, which usually
take place twice a year.

10 All staff and agencies are expected to co-operate by evacuating the building swiftly
and safely, and by going to one of the assembly points around the site.

Action to take on discovering a fire or on hearing a fire alarm:

a) On Discovering a Fire

1 Operate one of the break-glass alarm buttons.

2 Inform the Fire Brigade of the location and extent of the fire; this can be done by
telephoning them directly (999) or by informing the College’s Reception (020 7795
6600, or 0 from a Heythrop College office phone), who will ring the Fire Brigade.
 3 Where it is safe to do so, and you know how to operate a fire extinguisher, tackle
the fire.
4 Leave the building and go to one of the designated fire assembly points (refer to
Appendix Two for locations).
5 Do not re-enter the building until instructed to do so by one of the College’s Fire
Officers.

b) On Hearing the Fire Alarm

1 Closing the door behind you, leave the building in a quiet and orderly manner.
2 Do not use a lift.
3 Go to the designated fire assembly point (refer to Appendix Two for details).
4 Do not re-enter the building until instructed to do so by one of the College’s Fire
Officers.

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Appendix Two – Example of fire evacuation procedure notice

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 Appendix Three – Responsibilities of Heythrop College staff for fire safety

Heythrop College Fire Officers

1 The College’s Fire Officers who have been assigned to specific parts of the
premises are listed below:

Position Name Area of responsibility Telephone

number
Fire Annabel Clarkson Main Building 020 7795 4203
Warden Coordinator
Fire Saladin Rospigliosi Student Services 020 7795 4202
Marshals (also Deputy Fire Centre, Computer
Warden) Suite, Principal’s Suite,
the Den, A44
Nadeem Ahmad Basement, Newman, 020 7795 4243
Campion and Loyola
Hall
Vicky Rowley Theology Library 020 7795 4254

Larry Markey Library staff offices 020 7795 4249

Nick Austin Copleston Wing 02 7795 4261

Martina Jelinkova / Finance Office 020 7795 4241

Nevena Nancheva
Resident Assistants Alban Hall of 020 7795 4251
Judith Crimmins & Residence & St 020 7795 4207
Pam Charlton Catherine’s House
Tom Lowry & Philosophy Library 020 7795 4250
Michelle Hunter
Shadé Olutobi Third floor offices and 020 7795 4205
lecture rooms
Susan Lewis Second floor offices and 020 7795 4201
lecture rooms, Jericho
Darren Shayler Mary Warden Centre 07775 408481

Chris Bainbridge Kitchen, Dining Room Via

Matthew Goldstone 020 7795 6600
or 0 (internal)
PCL Security Waiting Room & Davey 020 7795 6600
Officer on duty Room or 0 (internal)

2 In the absence of any one of the Fire Marshals, the Fire Warden (or the Deputy
Fire Warden) will arrange for cover by re-assigning the responsibilities to one of
the other Fire Marshals, or by assigning responsibilities to one of the members of
staff listed below:

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 Name Area of responsibility Telephone number
Michael Morgan Theology Library / Library staff 020 7795 4252
offices / Copleston Wing / 020 7795 4249
Alban Hall of Residence / Mary
Ward Building

Nadeem Ahmad Main Building 020 7795 4243

3 The Fire Warden or Deputy Fire Warden will notify the staff when they are required
to cover the duties of other fire wardens.

In the Event of Fire

4 Fire Control Point: in the event of a fire alarm being activated, the College will set
up and main the Fire Control Point, to: co-ordinate in-house procedures, receive
situation reports and log them, and in the event of a fire being reported, call out the
Fire Brigade. The staff of the Fire Control Point will always be responsible for
calling out the Fire Brigade, even if they have been told it has already happened.

5 Incident Controller: in event of a fire alert, the Maintenance Manager, Sep

Charlton – 07775 408 482 – (or a senior member of staff), will be the designated
the Incident Controller and will take charge of the incident. He will remain at the
Fire Control Point (Main Building Reception/at the Fire Assembly Point at the rear
gate if the Main Building is not accessible), and until relieved by the Officer-in-
Charge of the Fire Service, will take all decisions affecting the control of the
incident. The Receptionist will report to the Incident Controller any calls received
from Disabled Refuge Points. Those identified at the refuge points will be informed
by the Incident Controller once the emergency is over.

Responsibilities of Health and Safety Officer

6 Coordinating instructions: to issue instructions and keep them up-to-date.

7 Notices: to provide fire procedure notices and arrange their display.

8 Contractors: to ensure that all Heythrop’s contractors are aware of their

responsibilities for fire safety.

9 Equipment: to provide and maintain fire-fighting equipment (extinguishers and fire

blankets) and fire detection and alarm equipment.

10 Alarm tests: to carry out alarm functional tests every week.

11 Practice evacuation drills: to arrange for the annual practice of evacuation drills.

12 Training: to arrange for the training of Heythrop staff in fire procedures, and also
ensure that agency staff have adequate information/training about fire safety.

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 Alban Hall residents receive compulsory fire safety training at the beginning of their
period of residence, organised by the Conference and Residence Office.

13 Records: to keep records of the following: equipment testing and servicing; alarm
tests; fire evacuation drills; and any other fire-related training.

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Appendix Four – Responsibilities of agency staff for fire safety

1 Notices and equipment: to ensure that the fire procedure notices are displayed
correctly in their demised areas. Some agency staff have been given pagers to notify
them of any fire alarms in parts of the building; agencies are to ensure that the pages
are available at all time and are in good working order.

2 Alarm tests: to make staff, other users, visitors and contractors aware when tests are
being carried out and report any short-comings in the test’s efficacy.

3 Fire Wardens and Fire Marshals: to appoint Fire Wardens and/or Fire Marshals as
appropriate. To arrange an appropriate system for checking the agency’s area of
responsibility in the event of the fire alarm sounding, and to keep the Fire Control Point
informed of the situation. The current list of Fire Marshals within the agencies is below:

Name Agency Telephone number

Lesley Weston Fordham University 020 7937 9160
Ann Kelly CiC 020 7937 6224
Norma Silva/ The Kensington Nursery School 020 7259 2151
Charlotte Morris
Jo Petty Dyslexic Teaching Centre 020 7361 4790

4 Training/Information sessions: for the Fire Wardens and Fire Marshals to attend any
training/information sessions or meetings with Heythrop College Fire Officers as is
necessary.

5 Reporting ‘Premises Clear of People’: once the agency’s area has been cleared of
personnel, to report this to the Incident Controller.

6 Control of staff, students, visitors and contractors: to keep control of evacuated

staff, students, visitors and contractors and to help ensure that they do not return to the
building in which the alarm has sounded until such time as the Incident Control/Fire
Officer gives the instruction that it is safe to return.

7 Contractors: to ensure that all their contractors are aware of their responsibilities for
fire safety; this will include:

a. What action to take if a fire is discovered;

b. Where the fire assembly points are;
c. Informing them that smoking not is allowed in any of the buildings.

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Appendix Five – Responsibilities of Reception/Fire Control Point

General Points

1 These instructions are to be read and followed whenever a fire alarm sounds anywhere
throughout Heythrop College campus.

2 The Receptionist/Security Guard will take the following actions until a senior member of
staff/Incident Controller takes over

3 The Receptionist will ensure that visitors who are still in the waiting room when the fire
alarm is sounded are evacuated from the building and directed to one of the fire
assembly points.

ON HEARING THE ALARM IN THE MAIN BUILDING OR BEING NOTIFIED OF AN ALARM

IN ANOTHER BUILDING

A. Ring the Incident Controller. This is usually Sep Charlton – 07775 408 482. If he is not
available, the Receptionist will ring a senior member of staff.

B. Ring the Fire Warden/Deputy Fire Warden. It is expected that in the event of the fire
alarm sounding, the Fire Warden or Deputy Fire Warden will report to the Incident
Control Point; if this does not happen the Receptionist will contact her/him.

C. Arrange for fire-incident notice to be placed on front door. Do not let anyone into the
building except Heythrop Management, Fire Officers and Fire Services.

D. Restrict phone calls. Do not put any in-coming calls through, other than those to do with
the emergency.

E. Inform Security Officer. If there is a Security Officer on site and not at the Reception
desk when the fire alarm sounds, ensure that he/she knows about the fire alarm. He
should be called on his official mobile number.

F. Report and log. Receive reports of the alarm. Keep a written log of: reports, the
reporter, and the time of the report (the log is laminated and kept at Reception).

G. Inform Fire Brigade. If notified of a fire, dial 9-999.

H. Fire Keys. These keys hang separately in Reception. They comprise of keys to the
back gate, the hostel dry-riser and the lift express control. If necessary, arrange with a
responsible person to unlock and open the back gate to allow in and to give guidance to
the Fire Brigade.

I. Alternative Fire Control Point. If the main Reception area becomes untenable because
of a fire, the Receptionist/Security Officer should move by the safest possible route to
the rear gate, taking with them the following:

i. Reception keys – this bunch of keys, which hangs below the Reception desk,
includes a spare pair of keys to the rear-gate.
ii. Fire keys (see # G above).
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 iii. The emergency log and pens.
iv. The emergency mobile phone (07503 994 235).
v. The torches from the Reception area.

ADDITIONAL INSTRUCTIONS FOR THE MAIN BUILDING FIRE ALARM

The following will normally be carried out by other members of Heythrop Staff, although
Receptionists and Security Officers must be familiar with the drills in case the alarm sounds
when they are alone.

A. Investigate Fire Control Panel.

i. The LED. Read the LED at the top middle of the Fire Control Panel to find out
which room or area the alarm has been activated in.
ii. The Wall Chart. Check the wall chart (found eight feet to the right of the Fire
Control Panel) to find out precisely where the activated room is located.
iii. Investigate. Send a helper to see if there really is a fire. If a fire is discovered,
then do not delay, dial (9) 999 and report the fire.

B. If false alarm reported.

i. If you are certain that there never was a fire, then the alarm bell will need to be
silenced and the fire alarm panel reset. In which case, proceed as per the
instructions positioned by the fire alarm panel.

ii. If the alarm has been set off by non-dangerous smoke (eg cigarette smoke), wait
15 minutes to clear the air before resetting the panel.

III) First Aid

In accordance with the Health and Safety (First-Aid) Regulations 1981, the College will
provide adequate and appropriate equipment, facilities and personnel to ensure that first
aid is given to employees if they are injured or become ill at work. The College will also
provide first aid to students and visitors when required to do so.

The College will therefore provide:

a) A suitably stocked first-aid box

There are a number of first-aid boxes at the College:

 At Reception
 In the Senior Common Room
 In the Copleston Wing staff kitchen
 At the Student Services Centre enquiry desk
 With each qualified First Aider (see below).

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The first-aid boxes are kept fully-stocked by the first-aiders and the Receptionists as
appropriate. However, staff may contact the Health and Safety Officer if they cannot find
an item which should be in one of the first-aid boxes.

b) An appointed person to take charge of first-aid arrangements

The Human Resources Manager, Shadé Olutobi (020 7795 4205), is in charge of the
first-aid arrangements. In the absence of the Health and Safety Officer, one of the
following people will act as the appointed person for first-aid arrangements:

 Judith Crimmins (020 7795 4207 – St Catherine’s House)

Qualified First-Aid Personnel

The College’s qualified first aiders are:

 Shade Olutobi (020 7795 4205 – 2nd floor, Student Service Centre)
 Sep Charlton (07775 408482 – Maintenance Manager)
 Darren Shayler (07775 408 481 – Senior Maintenance Operative)
 Martina Jelinkova (020 7795 4241 – 1st floor, Finance Office)
 Michael Morgan (020 7795 4251 – Ground floor, Library Offices)
 Alex Jozsa (020 7795 4215 – Basement, Main Building)
 Matt Holland (020 7795 4215 – Basement, Main Building)

Other Useful Contacts

Heythrop College Reception – 020 7795 6600

Procedure in the evident of a first aid emergency

a) Unless trained or qualified to do so, staff, students or visitors should not attend to a
person requiring first aid assistance; this will ensure that
b) A qualified first aider or someone responsible for first aid should be notified; this
can be by going directly to one of the members of staff mentioned above, or by
going to alternatively, the College’s Receptionist should be called and he/she will
be notify a trained first aid person (either qualified or not);

IV) Lone Working

Introduction to Lone Working

The College recognises its responsibilities to ensure the health, safety and welfare of its
employees, and is committed to providing a safe working environment for its staff,
students and visitors. It is also committed to ensuring the safety of staff whose duties
entail working on their own.

The College is also committed to complying with the Health and Safety at Work etc Act
1974 (HSW Act) and the Management of Health and Safety at Work (MHSW)
Regulations 1999 and will therefore carry out regular risk assessments to ensure that
any safety risks to staff who do work alone are identified, eliminated and/or managed.

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Who are Lone Workers?

Lone workers are staff who work by themselves without close or direct supervision, and
there are different categories:
 people who work in a fixed site, such as in a shop workshop;
 people who work separately from others, such as in a warehouse or an
automated plant factory;
 people who work outside normal working hours, such as security personnel,
cleaners, and receptionists;
 mobile workers working away from their normal fixed based, such as
construction workers and sales representatives.

At Heythrop, the Receptionists have been identified as lone workers, particularly in

relation to the work they do outside normal office hours. Where agency staff are
required to cover reception duties, they will also be regarded as lone workers.

The College uses a contracted security firm to supply security personnel to carry out
duties during and outside office hours. Some of the work they do is on their own as
well; the security company has its own procedures in place to ensure that security
personnel working at the College are not put at undue risk.

The College also uses a cleaning contractor, however the cleaners tend to work at the
same time around the premises, even though they usually work outside normal working
hours.

Lone Working Risk Assessment

When considering lone workers at the College, risk assessment will take into
consideration the following:

a) emergency exits and alarms systems, in case of an incident;

b) what the lone worker will do if she/he falls ill;
c) physical/medical ability of the lone worker;
d) the potential for stressful/risky situations while lone-working;
e) situations where lone working can be avoided;
f) assistance available from other staff, such as the Duty Manager.

College Measures for Lone Workers

As noted above, the College will carry out regular risk assessments to ensure that the
risks related to lone working are eliminated or effectively manager. In addition to these,
the College is taking the following measures:

a) The College will ensure that lone workers are fully trained in safety and
security matters so that they do not put themselves at risks or so that they
can control the risks. They will need to be aware of any risks and be able to
take the necessary precautions.

22
 b) Lone workers on the Reception will receive first aid training and training on
lone working personal safety procedures; this will include information on
emergency escape routes.

c) Lone workers on the Reception will have a College mobile phone available to
them, in case of an emergency; this will have all important emergency contact
numbers on it – the police, including the local police station number, the
number of the security officer on duty, the Maintenance Manager’s number. If
necessary the Maintenance Manager will contact the duty senior manager.

d) On the Reception, the Receptionists will also be issued with a personal alarm
which could be activated to alert other staff who might be in another part of
the building.

e) Where lone working occurs, the line managers will be responsible for
checking the progress of the lone worker, in terms of their performance and/or
their ability to work on their own, and will carry out periodical visits to the lone
worker’s post; the line manager may decide to supervise their work for a
period.

f) Line managers will ensure that lone workers take time off from work where
necessary; this could be in form of annual leave, or swapping their hours with
another member of staff, if possible.

g) All staff are required to take reasonable care of themselves and other people
affected by their work. It is important that staff do not inadvertently put
themselves or others at risk of being a lone worker. Staff carrying out
overtime duties need to be aware of any possible risks relating to lone
working. They may seek advice on this from the Health and Safety Officer if
necessary.

V) Incident Management Handbook

In dealing with incidents staff should refer to the Incident Management Handbook kept
at Reception.

VI) Students with Disabilities

Whenever a student with a disability registers on a programme the Student Support

Manager will meet the student, assess the risks for that individual, and ensure that
adequate provision is made for him or her, as far as is reasonably practicable.

A guide for students with disabilities can be found on HELIOS, at the following link.

http://helios.heythrop.ac.uk/mod/url/view.php?id=14515

VII) Wheelchair Access to the Buildings

There is wheelchair access to the main building through the entrance to the TV Room
(A1) at the back of the main building for the lower ground floor and lift access to the
ground, first and second floors. There is access via the entrance by the Loyola Hall to
23
the Loyola Hall and, via wheelchair lift to the ground floor of Fordham University London
Centre. In addition there is wheelchair lift on the right hand entrance in Kensington
Square.

There is a wheelchair ramp on the ground floor giving access to Reception and the
Mathew Staircase. There is also a wheelchair route to these areas through the Dining
Room. Wheelchair lifts on the Mathew Staircase give access to the Principal’s Offices
and the Computer Suite. Keys for these lifts are available at Reception. A more easily
accessible computer suite is provided in the Lighthouse on the Lower Ground Floor.

There is a chair lift serving the first floor of the Theology Library.

Wheelchair access to the second floor of the Copleston Wing is via the Alban Hall of
Residence Lift and second floor of the Alban Hall of Residence. Advance notice to the
Conference and Residence Office is required for use of this access. There is currently
no wheelchair access to the offices on first floor of the Copleston Wing.

Wheelchair access to the Mary Ward Centre is via the ramped entrance by the Tennis
Court. There is currently no wheelchair access to the Charlwood Room.

VIII) CCTV
To promote the safety of all users of the building and to monitor any incidents CCTV is
installed on the site monitored from Reception and from the Conference and Residence
Office. The use of CCTV footage is governed by the Data Protection Act and the
College is duly registered for this purpose.

IX) Reporting of Accidents, Injuries, Diseases and Dangerous Occurrences

In order to comply with the Reporting of Injuries, Diseases and Dangerous Occurrences
Regulations 1995 (RIDDOR), all staff must report accidents or incidents which result in
absence from work or on light duties for more than three days to the College’s Health
and Safety Officer, who will, in turn, report to the Incident Contact Centre 08045 300 99
23 (Monday to Friday 8.30am to 5.00pm).

Staff should record all other accidents or incidents which occur at work in the accident
book, which is situated in the Heythrop College reception.

X) Alcohol and Drug Abuse

In relation to the consumption of alcohol, all staff, students and visitors to the College
are expected to act in a responsible manner so that their actions do not affect the health
and safety of others as well as their own.

The abuse of drugs can be a criminal offence as well as a risk to health and safety.
Drug abuse can therefore lead to disciplinary action. Staff, students and visitors are
expected to have a responsible attitude towards drugs.

Both the College and Heythrop Student Union provide drug and alcohol awareness
training for students. (cf. Student Handbook)

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XI) Manual Handling

‘More than a third of all over-three-day injuries reported each year to the HSE (Health
and Safety Executive) and local authorities arise from manual handling – transporting or
supporting of loads by hand or by bodily force’.2

As far as is reasonably practicable, the College will reduce the risk of injury from
hazardous manual handling. Staff and students are expected to take care when they
need to carry items manually.

The College’s guidelines on manual handling are as follows:

1. Before carrying out manual handling:

 Consider using lifting equipment;

 Consider asking for help with lifting;

 Consider breaking load into to more manageable portions.

2. If you must lift items manually, use good handling techniques; an HSE booklet on
manual handling is available to staff on request from the Health and Safety
Officer.

Do not take risks such as overreaching, twisting, stretching, stooping or over-exerting

during a manual handling task.

XII) Display Screen Equipment (DSE)

In order to comply with the Health and Safety (Display Screen Equipment) Regulations
1992, and the Health and Safety at Work Legislation, the College will carry out risk
assessments on all computerised workstations, thereby ensuring that habitual and
occasional computer users are given the correct information and training on safe usage.

During risk assessments, which are organised by the Health and Safety Officer, the
following process will take place:

 All staff will be asked to fill in questionnaires giving details about their workstations;
 The Network Manager will assess the workstations in the Computer Room;
 The Health and Safety Officer will assess the workstations which are used in the
College libraries by students.

Once information from the above has been collected and analysed, the Health and
Safety Officer will incorporate findings and recommendations into the College’s annual
risk assessment or review of risk assessment report.

2 Health and Safety Executive, Getting to Grips with Manual Handling, 2000
25
Staff and students should report any faulty computer equipment to the IT Services
Manager, Nadeem Ahmad via the IT helpline help@heythrop.ac.uk or telephone(020
7795 4243), immediately.

Eye and Eyesight Tests for Habitual Display Screen Equipment Users

In accordance with the Health and Safety (Display Screen Equipment) Regulations
1992, the College will provide employees who are habitual display screen equipment
(DSE) users with free eye and eyesight tests.

Where the tests reveal that special corrective appliances (normally glasses) are
required for computer use, the College will make a contribution of up to £70 towards
them.

Habitual users are staff who use DSE continuously as a significant part of their normal
work for the College. The Regulations do not specify what ‘significant’ is; therefore, the
College has stated that if a member of staff spends up to 50% of his/her time carrying
out duties in front of a computer, then he/she will be considered to be a habitual DSE
user.

Eye and Eyesight Tests Procedure

Entitled employees will need to fill in the Eye and Eyesight Test Request Form
(attached as Appendix Six below) and send it to the Human Resources Manager. They
will then need to get the tests done, buy the spectacles, if appropriate, and claim the
money back using the College’s employee expenses claim form. The expenses claim
form should then be submitted to the Human Resources Manager, along with receipts,
for processing.

If you have any queries concerning eye and eyesight tests, or using display screen
equipment at work, please contact the Human Resources Manager, Shadé Olutobi (020
7795 4205, s.olutobi@heythrop.ac.uk).

In the interest of health and safety, habitual users of display screen equipment (DSE)
should plan breaks or changes of work activities.

XIII) Smoking

Smoking is not permitted within any part of the building.

XIV) Housekeeping

In order to prevent accidents and to ensure that the health of all personnel at the
College is not compromised in any way, good housekeeping is essential. All staff must
help to maintain good housekeeping standards, and should therefore take note of the
following:

1. All issues relating to the cleaning of the building should be reported to Judith
Crimmins, the Facilities and Services Manager.

26
 2. Issues relating to maintenance of the fixtures and fittings in building should be
reported to Sep Charlton, the Maintenance Manger. A dedicated email address
maintenance@heythrop.ac.uk is provided for this purpose.
3. Ensure that entrances, exits, and corridors are kept clear of obstructions at all
times.
4. Fire doors should not be wedged open.
5. Cupboards and drawers should be closed securely after use.
6. Ensure that articles and substances are returned to their designated locations
after use.
7. To prevent tripping hazards, staff should ensure that there are no trailing wires or
electrical cables around their workstations or in the lecture rooms they use.
8. Immediately clear away any spillage of dangerous substances (such as
flammable, toxic and irritant substances as well as broken glass), using
appropriate cleaning equipment.

XV) Temperature

The College will endeavour to ensure that the temperature in the workplace is
conducive. The Maintenance Manager should be notified if room temperatures become
too high or too low.

All personnel at Heythrop College must make sure that they make correct use of any
heating or ventilation systems provided by the College.

XVI) Electrical Safety and Testing Policy

Working safely with Electricity

The College will control risks from using electricity through its regular risk assessments
exercises. Where new electrical systems or electrical equipment are introduced, the
College will risk assess them to ensure any hazards to health and safety are reduced or
removed.

The College will also carry out preventative maintenance on electrical equipment and
installations to prevent danger.

Electrical Repairs

Staff, students and visitors to the College must ensure that they use electrical
equipment which is in good working order. Therefore, the following procedures must be
followed:

1. All defects must be reported immediately to the Maintenance Manager.

2. The defective equipment should be taken out of use until repaired.
3. Putting a label ‘Do Not Use! Fault reported on --/--/-- (date)’ on defective
equipment will ensure that everyone is aware that the equipment should not be
used until repaired.
4. The Health and Safety Officer will arrange for a competent person to carry out
the repairs. This will either be through MAC, for electrical repairs on the building,
or an external contractor, for all other Heythrop College electrical repairs.

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Portable Appliance Testing

The College will carry out portable appliance testing once a year. This will ensure that
all portable electrical appliances are safe to use.

Staff will be notified when this will happen, at least two weeks in advance. Staff who
use College laptops will be asked make sure that the laptops, (along with any
connections, and peripherals), are available at the College for testing.

To ensure as little disruption to flexible working as possible, staff working away from the
office can liaise with the Maintenance Manager to arrange a suitable time at which the
laptops at the College can be tested.

XVII) Control of Substances Hazardous to Health (COSHH)

In order to comply with COSHH Regulations 2004, employers must identify hazardous
substances which may cause ill health to people at work, assess the risks from using
the substances and take necessary precautions or have controls to prevent exposure.
These precautions and controls should then be maintained and monitored effectively.

Under COSHH Regulations, hazardous substances are:

a) substances or mixtures classified as dangerous to health under the Chemical

(Hazard, Information and Packaging for Supply) Regulations 1994 (CHIP).
These can be identified by their warning label and the supplier must provide a
safety data sheet for them;
b) substances with occupational expose limits (for fumes, fibre, etc) as listed in the
HSE publication, Occupational exposure limits (2002);
c) biological agents (bacteria and other micro-organisms), if they are directly
connected with the work or if exposure is incidental, such as farming, sewage
treatment or healthcare;
d) any kind of dust in a concentration specified in COSHH;
e) any other substance which has comparable hazards to people’s health, for
instance, some pesticides, medicines, cosmetics or substances produced in
chemical processes.3

Heythrop College staff, students and visitors will need to take note of the following:

1. the College, through its risk assessment processes will identify all substances
which may be hazardous to people’s health, and take all necessary steps to
prevent risk;
2. all personnel using any hazardous substances must ensure that they follow the
instructions for use and adhere to any warning information provided by suppliers;
3. any substance that had been identified as hazardous should always be stored in
its correct place;
4. the Health and Safety Officer should be notified immediately if staff, students or
visitors to the College have concerns about unclassified substances which they
feel might be hazardous to their health.

3 Health and Safety Executive: COSHH: A brief guide to the regulations, 1999
28
The College’s COSHH Register is maintained by the Maintenance Manager. Separate
registers are maintained by ISS and ABM.

XVIII) Personal Safety Awareness

In addition to the Lone Working Policy the College will provide additional personal safety
awareness training as required.

XIX) Health and Safety Information and Training

College Responsibilities

In accordance with the Management of Health and Safety at Work Regulations 1999,
the College will provide appropriate information, instruction and training for staff,
students and visitors to the College.

The Health and Safety Officer and Human Resources Manager are responsible for
passing health and safety information on to relevant people at the College, for
identifying where instruction and training is required, and for arranging the instruction
and training.

Staff will be informed, at least one month in advance, of any formal training sessions
which they will need to attend. Any training provided will be done during working hours,
and will be at the College’s expense.

Staff Responsibilities

Staff must read the information on health and safety when instructed to do so; they must
also know what the College’s health and safety policy and procedures are, so that they
can apply them when required to do so. It is also important that staff are available for
instruction and training on health and safety matters, to ensure that the College
performs its legal duties to its staff.

Training at Induction

The Health and Safety Officer must be notified when new members of staff start work at
the College, so that the appropriate information, instruction and training can be given to
them.

Staff in charge of induction of students must give adequate information, instruction and
training on health and safety policies and procedures to the students.

Fire-Fighting Training

Heythrop College provides training on fire fighting once a year to all staff and tenants of
the College. This training is usually delivered by an external training body. There are
usually two sessions available – one in the morning and one in the afternoon of the
same day - and tenants are required to attend either one. The Facilities and Services
will ensure that enough notice to attend is given to all tenants

Information and Instruction for Visitors

29
It is important that all staff at the College are aware of the College’s polices and
procedures on health and safety, so that they are in a position to inform their visitors
about the health and safety procedures that apply to them.

Library staff working on the issue desk should ask visitors to fill in the visitors’ log book
before allowing them to use the library resources.

Staff must, at all times, know the whereabouts of their visitors. During evacuations, staff
must ensure that their visit leave the building with them.

Information on Health and Safety

The Health and Safety Officer, Martin Grundy, (020 7795 4204) can be contacted for
general matters concerning health and safety.

The Human Resources Manager, Shadé Olutobi, (020 7795 4205) can be contacted for
matters relating to College staff health, safety or welfare.

The Health and Safety Executive (HSE) website is an invaluable source of information
on health and safety matters.

The HSE URL: http://www.hse.gov.uk

XX) Occupational Health Provision

Counselling

The College offers two counselling services to staff:

a) Empathy, the employee assistance service offering a 24/7 confidential telephone

helpline
b) the University of Westminster Counselling Service, which offers face-to-face
counselling sessions.

More information about the two services:

Empathy

Empathy can assist staff over the telephone with the following:

 stress-related problems
 work pressures
 financial issues
 medical problems
 bereavement
 family/marriage issues
 psychological problems
 drugs and alcohol dependency
 work-related problems

30
You can access this service through their free helpline - 0800 071 3672.

University of Westminster Counselling Service

In order to access the counselling provision offered at University of Westminster, please

ring them on 020 7911 5000, extension 66899 or contact them by email on
counselling@westminster.ac.uk. They will then arrange for you to attend an initial
assessment. The counselling sessions take place at The Counselling Suite, University
of Westminster, Luxborough Suite, 35 Marylebone Road, London NW1 5LS.

Heythrop will fund the initial assessment and four additional counselling sessions. In
order to arrange payments for the University of Westminster service, you will need to let
the Human Resources Manager know that you have accessed the service; therefore,
once you have arranged your initial assessment, please inform the Human Resources
Manager, Shade Olutobi, 020 7795 4205 / s.olutobi@heythrop.ac.uk. This information
will be confidential to Shade.

If you would like to continue having sessions once the sessions funded by the College
have been completed, the University of Westminster is able to offer discounted rates for
further sessions.

Please be assured that the personal information shared with the providers of the
counselling services will be held in strict confidence by them.

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 Appendix Six
Eye and Eyesight Tests Request Form

For Habitual Display Screen Equipment Users

Under Health and Safety (Display Screen Equipment) Regulations 1992, habitual
display screen equipment (DSE) users are entitled to free eye and eyesight tests. If you
spend up to 50% of your time at work on the computer, you are considered by the
College to be a habitual display screen equipment user.

If you are a habitual user and you wish to request a free eye and eyesight test, please
fill in this proforma and send it to the Human Resources Manager, Shadé Olutobi.

Name

Job Title

Staff Number Department

Room Number Extension

Number of Weekly number of

hours worked hours spent on
in a week DSE (or
percentage time)

I wish to request a free eye and eyesight test:

Signed: _______________________________________________________________

Date: ________________________

Thank you for filling in the proforma; please send it to the Human Resources Manager, Shadé Olutobi

32
 Appendix Seven
Heythrop College
University of London

HEALTH AND SAFETY RISK ASSESSMENT RECORD

In order to assist the College with ensuring your health and safety at work, we would like you to
consider the your work area and work station and note any risks you feel are present; please fill
in this form with your line manager and then send it to the Human Resources Manager.

Name:

Job Title:

Risk:-  Please note any issues or concerns

you have about any of the risks
1 Lone Working [ ] listed.

2 Manual Handling [ ]

3 Prolonged VDU Use [ ]

4 Prolonged Keyboard/Mouse Use [ ]

5 Working At Height [ ]

6 Working With Hazardous Materials [ ]

7 Working With Tools/Equipment [ ]

8 Hot Work (eg welding) [ ]

9 Other Risks (please specific below) [ ]

…………………………………………………………………………………..

…………………………………………………………………………………..

Name and Signature of Employee …….……………………………………….

Name and Signature of Line Manager ………………………………………….

Date ……………………..

33