Health and Safety Planning Document - Aston University · Professor Asif Ahmed Signed on behalf of:...

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This is the Health and Safety Policy of:

SCHOOL OF LIFE & HEALTH

SCIENCES

AND

ASTON MEDICAL

SCHOOL

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CONTENTS

Section

Page

Health & Safety Policy Introduction 3

General Policy 3

Health & Safety Objectives 3

Organisation & Responsibilities

Ultimate Responsibility 1 4

Day to Day Responsibility 2 4

School H&S Committee 3 4

Specialist School Safety Advisors 4 4

School H&S Coordinators 5 5

Managers & Supervisors 6 5

Employees & Students 7 5

Raising Issues 8 5

First Aiders 9 6

Fire Wardens 10 6

Life & Health Sciences H&S Reporting Lines Fig.1 7

Aston University H&S Structure Fig.2 8

Life & Health Sciences Committee Structure Fig.3 9

Arrangements for Safety

Safety Management Standards 11 10

Essential H&S Information 12 10

Important Contacts 13 11

Reporting of Incidents and Hazards 14 11

Emergency Procedures 15 11

Training 16 14

Safety Signs 17 16

General Safety 18 17

Basic First Aid 19 18

First Aid Provision 20 18

Electrical Safety 21 18

Assessments 22 19

Inspections 23 21

Biological Safety 24 21

Chemical Safety 25 26

DSEAR 26 29

Radiation Safety 27 29

Personal Protective Equipment 28 29

Manual handling Operations 29 31

Building Maintenance 30 32

Work at Height 31 32

Work Equipment 32 32

Workstations/Display Screen Equipment 33 33

Pregnancy 34 34

Disability 35 34

Stress 36 34

Homeworking 37 35

Field Trips & Overseas Visits 38 35

Organisation of Events 39 35

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Introduction

The purpose of this policy document is to assist all members of the Schools to understand the duties and responsibilities under the Health and Safety at Work etc. Act (1974). This policy should be read in conjunction with the University Health and Safety Policy http://www1.aston.ac.uk/staff/safety/ .

Our statement of general policy is:

to provide adequate control of the health and safety risks arising from our work

activities;

to consult with our employees on matters affecting their health and safety;

to provide and maintain safe plant and equipment;

to ensure the safe handling and use of substances;

to provide information, instruction, training and supervision for employees;

to ensure all employees are competent to complete their tasks, and to provide

them with appropriate training;

to prevent accidents and cases of work-related ill-health;

to maintain safe and healthy working conditions;

to review and revise this policy as necessary at regular intervals;

to ensure students are provided with a safe working environment.

Health & Safety Objectives

The Schools recognise that the implementation of its policies will depend upon the effectiveness of its ability to:

Clearly define health and safety policy and procedures.

Define health and safety roles and responsibilities within the School

Standardise and integrate health & safety procedures across the Schools

and comply with the Universities Safety Management Standards as they

apply to the Schools activities.

Provide effective communication of policy and procedures.

Identify and deliver appropriate training to implement policy and procedures.

Make effective arrangements to monitor and review policies and procedures.

Professor Chris Hewitt

Signed on behalf of: School of Life & Health Sciences Dated: 31 October 2018 Next Review Date: 31 July 2018

Professor Asif Ahmed

Signed on behalf of: Aston Medical School Dated: 31 October 2018 Next Review Date: 31 July 2018

http://www1.aston.ac.uk/staff/safety/

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ORGANISATION AND RESPONSIBILITIES

1. Overall and ultimate responsibility for health and safety is that of:

School of Life & Health Sciences: Prof. Chris Hewitt Executive Dean

Aston Medical School: Prof. Asif Ahmed Pro-Vice Chancellor & Executive Dean

2. Day-to-day responsibility for ensuring this policy is put into practice is

delegated to:

Michael Robinson School Technical Manager LHS

3. School Health & Safety Committee The membership of the Committee is:

Executive Deans, Heads of Schools

University Safety Office Representative

Schools Safety Advisors

School Technical Manager LHS

Subject Group/Area Safety Co-ordinators

Trade Union Representative(s)

The Schools Health and Safety committee is responsible to the Schools Management Teams and implements policies/procedures as directed by the University H&S Committee. Reporting channels are described in figures 1, 2 & 3. The principal duties of the committee are:

Ensure that all relevant University Health & Safety policies are

implemented.

Monitor performance by regular inspection report significant findings to

the University H&S committee.

Produce an annual H&S action plan.

Review accident/incident reports.

Review action points arising from risk assessments.

Review staff/student training requirements.

Keep local H&S documentation up to date.

Monitor the need for First Aiders (coordinated by the University Safety

Office) and Fire Wardens (coordinated by the Universities Fire Officer).

The committee will meet a minimum of three times per year.

4. Specialist School Safety Advisors:

Group/Area Tel email

Assessnet™/Assessments Dr Steve Russell 4005 [email protected]

Radiation Protection Supervisor Jiteen Ahmed 3897 [email protected]

Magnetic Resonance Officer Jiteen Ahmed 3897 [email protected]

Local Biological Assistant LHS Dr Russell Collighan 4035 [email protected]

Local Biological Assistant LHS Dr Tony Worthington 3951 [email protected]

Local Biological Assistant AMS Dr Irundika Dias 4678 [email protected]

Chemical Safety Advisor Daniel Burrell 3156 [email protected]

mailto:[email protected]







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5. To ensure H&S standards are maintained/improved, the following people

coordinate H&S in the following areas:

Group/Area H&S Coordinator Tel email

Audiology Vision Sciences Building Claire Wilkes 5012 [email protected]

Optometry Vision Sciences Building Elizabeth Bartlam 4104 [email protected]

reserve Clare Hayes 4138 [email protected]

Biomedical Services Unit Wayne Fleary 3958 [email protected]

Psychology Niteen Mulji 4071 [email protected]

Biology Teaching/Research Dr Tony Worthington 3951 [email protected]

Biology Teaching/Research Dr Russell Collighan 4035 [email protected]

Pharmacy Teaching/Research Dr Qinguo Zheng 4046 [email protected]

Office/Non Laboratory Mike Robinson 3091 [email protected]

Aston Brain Centre Andrea Scott 4149 [email protected]

Aston Medical School Sarah Hopkins 4762 [email protected]

Aston Medical School Dr Irundika Dias 4678 [email protected]

6. Managers and Supervisors

Staff with responsibility for the work of other staff or students have a particular

role in ensuring that work is carried out safely. Managers and supervisors are

responsible for ensuring:

appropriate risk assessments are carried out and recorded;

control measures are implemented;

information is provided about risks and controls;

training needs are identified;

checks on compliance with procedures;

accidents and incidents including near misses are reported to the

School Technical Manager LHS.

7. Employees and Students

Members of staff have a statutory responsibility to themselves and others to work

safely, without risks to health or the environment and to co-operate with University

and the Schools arrangements. Whilst students do not have the same statutory

duties as staff, they are, however required to comply with University and School

policies and arrangements for health and safety. Staff/students must:

co-operate with supervisors and managers on health and safety

matters;

not interfere with anything provided to safeguard their health and

safety;

take reasonable care of their own health and safety;

report all health and safety concerns to an appropriate person (as

detailed in this policy statement).

8. Raising Issues

Health, Safety and Welfare issues should be raised with your supervisor in the

first instance – if unavailable or issue not resolved you can discuss with the local

H&S Coordinator, School Technical Manager LHS or Trade Union H&S rep and

these can forward the issue to the Schools H&S Committee. Undergraduate

students can raise items via the appropriate Staff/Student consultative committee

or via their tutor. The H&S structure of the Schools and University are illustrated

in Figures 1, 2 & 3.













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9. First Aiders

Lists of local First Aiders are distributed throughout the School – please ensure you know where to find a first aider when needed. All University security staff are trained first aiders.

Name School Area/Room # Telephone

Andrea Scott LHS Aston Brain Centre 4149

Matthew Hancock LHS Optometry VS107 4125 Kim Woolley LHS Optometry VS107 4157 Claire Wilkes LHS Audiology VS 5012

Natalie Lewis LHS Main Building MB472 5131 Amreen Bashir LHS Main Building MB438J 3117 Niteen Mulji LHS Main Building MB640 4071 Kam McKenzie LHS Main Building MB531 3987 Wayne Fleary LHS Main Building Biomed 3958 Jenny Butler LHS Main Building MB464 4973

Gregg Smith AMS AMS VS111 5037 Mark Pearson AMS AMS VS111 4194

10. Fire Wardens

Area Fire Wardens

Main Building

6th Floor D-F Lifts – exit E stairwell Mike Robinson; Chris Langley

6th Floor H-F Lifts – exit G stairwell Niteen Mulji; Jake Diggins

Biomedical facility 6th & 5th Floor Wayne Fleary; Kathryn Townsend

5th Floor D-F Lifts – exit E stairwell Joanne Gough; Steve Russell

5th Floor H-F Lifts – exit G stairwell Kam McKenzie

5th Floor B-D Lifts – exit C stairwell

4th Floor D-F Lifts – exit E stairwell

4th Floor H-F Lifts – exit G stairwell

3rd Floor D-F Lifts – exit E stairwell Charlotte Clarke-Bland;

3rd Floor H-F Lifts – exit G stairwell

South Wing

6th Floor Dan Shepperd

5th Floor

4th Floor

Vision Sciences

Clare Hayes; Matthew Hancock; Shehzad Naroo; Janet Carter; Sarah Riches; Claire Wilkes; Tony Roberts; Lizzie Bartlam; Emma Wilson; Saira Hussain

Aston Brain Centre

Andrea Scott; Sian Worthen; Elaine Foley; Sarah Paris

Aston Day Hospital

Elizabeth Squire; Optegra and the NHS Cochlear Implant Service ensure correct evacuation from their areas.

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LIFE & HEALTH SCIENCES AND ASTON MEDICAL SCHOOL HEALTH & SAFETY REPORTING LINES

Specialist Advisors Assessnet – Steve Russell

Radiation/Magnetic – Jit Ahmed

Biological – Russell Collighan + Tony

Worthington + Irundika Dias

Chemical – Daniel Burrell

Office – Mike Robinson

H&S Coordinators in Subject Areas Audiology – Claire Wilkes

Aston Medical School – Sarah Hopkins + Irundika

Dias

Optometry – Elizabeth Bartlam

Biology – Russell Collighan + Tony Worthington

Pharmacy – Quiguo Zheng

Psychology – Niteen Mulji

Aston Brain Centre – Andrea Scott

LHS/AMS School

Management Teams

LHS/AMS Health & Safety

Committee

Executive Dean – Chris Hewitt

Pro-VC Exec Dean – Asif Ahmed

School Technical Manager – Mike Robinson

Undergraduate + Post-Grad Taught

Students

Post-Grad Research (PhD)

Students Staff

Trade Union H&S Reps

Tutor Supervisor/Line Manager

Project

MAIN H&S REPORTING LINES

KEY

OTHER H&S REPORTING LINES

Fig. 1

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ASTON UNIVERSITY HEALTH & SAFETY STRUCTURE

FOR LIFE & HEALTH SCIENCES AND ASTON MEDICAL SCHOOL

Enforcing Agencies

e.g. Health & Safety

Executive, Environment

Agency

Vice Chancellor

University Health & Safety

Committee

Professional Advice

Advisory Groups

LHS/AMS School

Management Team

LHS/AMS Health & Safety

Committee

H&S Coordinators

+ H&S

Advisors

School Technical Manager LHS

Executive Deans

Individuals

Research Groups, Supervisors/Lecturers,

Managers, Teaching Areas, Staff/Student Committees

Trade Union H&S Reps

Sub- Committees:

Biological Radiological

Audit

University Health & Safety

Office

Insurance

Occupational Health

External Radiation Advisors

Estates & Facilities

Fig. 2

Biological Sub-Committee

Reports

Radiological Safety User Group

Wet Lab User Group

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SCHOOL OF LIFE AND HEALTH SCIENCES AND ASTON MEDICAL SCHOOL HOW THE COMMITTEE STRUCTURE RELATES TO THE SCHOOLS H&S COMMITTEE

PHARMACY SUBJECT MANAGEMENT

GROUP

OPTOMETRY SUBJECT MANAGEMENT

GROUP

PSYCHOLOGY SUBJECT MANAGEMENT

GROUP

LHS SCHOOL MANAGEMENT TEAM

(School Board)

SCHOOLS HEALTH & SAFETY

COMMITTEE

SCHOOLS RESEARCH & ENTERPRISE

COMMITTEE

SCHOOLS TEACHING AND LEARNING COM

TEACHING STAFF AND MANAGERS

MINUTES PASSED & FORMAL REPORTING LINES

Optegra in Aston Day Hospital

AUDIOLOGY SUBJECT MANAGEMENT

GROUP

KEY

Fig. 3

BIOLOGY SUBJECT MANAGEMENT

GROUP

FORMAL REPORTING LINES

OUTSIDE THE SCHOOL

Reports

Staff Concerns

ASTON MEDICAL SCHOOL MANAGEMENT

TEAM

(School Board)

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ARRANGEMENTS FOR SAFETY

11. Safety Management Standards

Aim is to assist the University in ensuring it has a robust health and safety management

system; information is provided at this link:

http://www.aston.ac.uk/staff/safety/guidance/safety-management-standards-project/

these standards have been incorporated in the Schools arrangements for safety where

applicable:

# University Safety Management Standards Relevant Section in Schools H&S Policy

1 Risk Assessment 22

2 Accident Reporting 14

3 Fire 10 + 15

4 Radiation 27 + Local Rules

5 Hazardous Substances 24 + 25

6 Display Screen Equipment 33

7 Stress 36

8 Inspections 23

9 Control of Contractors 30

10 Pressure Vessels 32

11 Lifting Operations 29

12 First Aid 9 + 19 + 20

13 Working Conditions 18

14 New and Expectant Mothers 34

15 Noise 28

16 Manual Handling 29

17 Lone Working 18 + 22

18 Driving at Work 38

19 Personal Protective Equipment 28

20 Working at Height 31

21 Electricity 21

22 Vibration N/A

23 Violence 14

24 Events 39

25 Safety Signs 17

26 Home Working 37

27 Work Equipment 32

28 Building Maintenance issues 30

29 Off site visits including overseas visits 38

30 DSEAR 26

12. Essential H&S Information

All the Schools H&S documentation is available on the Schools Intranet:

https://www2.aston.ac.uk/lhs/staff-intranet/health-and-safety/index Students access this

site via their Blackboard website.


https://www2.aston.ac.uk/lhs/staff-intranet/health-and-safety/index

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This information is essential for you to work safely, please read the relevant documents:

ORDER DOCUMENT

Main Policy, Organisation and Arrangements

1 LHS & AMS Health and Safety Policy

2 Terms of Reference

3 Health and Safety Committee Membership 2017-18

4 LHS Health and Safety Action Plan 2017-18

Subject Policies and Guidance

5 LHS Waste Policy

6 Health & Safety Training Requirements

7 LHS Out of Hours Policy

8 Use of Gloves at Aston University

9 Blood Taking

10 LHS Legionella Procedure

11 LHS Out of Hours

12 Liquid Nitrogen COP

13 Safe Handling of Dry Ice

14 Young Persons Guidance

15 Laundering of Lab Coats

16 ChemWatch User Guide

17 Role of School Safety Coordinator

H&S Forms

18 DSE Analysis and Assessment Form

19 Equipment Decontamination Certificate

20 GMO risk assessment form

21 Transgenic risk assessment form

22 Biological risk assessment form

Local H&S Rules

Useful H&S Links

University SMS’s link


Royal Society of Chemistry

http://www.rsc.org/learn-chemistry/resource/res00001116/coshh-resource#!cmpid=CMP00002108

HSE Publications

http://www.hse.gov.uk/pubns/

http://www.aston.ac.uk/EasySiteWeb/GatewayLink.aspx?alId=374092


















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13. Important Contacts

EMERGENCY (Fire, Police & Ambulance) When on Campus:

Internal phone – 2222 External phone – 0121 359 2922

Security Control Office – 4803

Urgent Repairs – 4328 (Security outside normal hours)

14. Reporting of Incidents and Hazards

All incidents, hazards, near misses, accidents and non-consensual violence (including

verbal abuse) must be reported immediately to:

School Technical Manager: Mr. M. W. Robinson 3091 [email protected]

Person’s Supervisor

Trade Union Health & Safety Representative(s)

If the School Technical Manager is unavailable inform the Academic, Technical or Radiation Advisor or the School Manager (Trevor Knight 3968 [email protected]). If out of hours inform Security; and report to the relevant people the next day. An accident report http://www1.aston.ac.uk/staff/safety/accident-reporting/ must be filled

in. Copies being sent to: Head of Health & Safety – email [email protected]

Insurance Officer – Finance

Copy for School Records

In the event of an incident MAKE SURE YOU ARE SAFE. Do not rush in; assess the

problems (risk) before giving assistance. Immediately contact the Safety Office if a serious incident: Deaths, major injuries involving employees (arising from work activities), also anything that you think may result in an absence from work of > 7 days and deaths or injuries arising from work activities that results in a non-employee being taken directly to a hospital for treatment.

Incidents will be investigated by trained individuals within the Schools. Dependent on

the severity of the event this may be by verbal or electronic method or by an

inspection and the taking of statements.

15. Emergency Procedures

FIRE PROCEDURE

In the event of a fire:

I. Immediately sound the Alarm.

II. Inform University Security – 2222 – internal phone; 0121 359 2922 if calling from a

mobile or outside line.

III. Do not procrastinate, if you think there is a fire ring the alarm immediately.

IV. Do not take any risks in trying to control the fire – only fight the fire if you have

been trained to do so – ensure you have an escape route at all times.

EVACUATION OF THE BUILDING

I. All campus buildings are fitted with a two-tone electronic alarm.

The main building has a two-stage fire alarm system:

Stage 1: intermittent single tone (accompanied by female voice instructions)

indicating that a fire alarm point has been activated or a potential emergency has

been reported – prepare to evacuate cease normal activities store hazardous

materials safely and if possible turn off gas, close doors and windows and also turn

off non-essential electrical appliances.

Stage 2: a continuous two-tone alarm (accompanied by male voice instructions) –

evacuate immediately. If a continuous alarm is activated without a stage 1 phase –

evacuate immediately.



http://www1.aston.ac.uk/staff/safety/accident-reporting/


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All other buildings on campus have single stage alarms – evacuate immediately

the alarms sound.

II. If you hear the alarm all occupants must leave the building by the shortest route.

Do not stop to collect belongings. Do not use lifts.

III. Fire Wardens will ensure the building is cleared and that people are following the

correct drill and that rooms are vacated, they will also stop re-entry to the building.

IV. Do not re-enter the building until authorized by Security, Fire Warden or Fire

Officer in charge.

V. Assemble at the designated assembly point –

Main Building & Wings – Car Park 12 (covered car park underneath the football

pitch).

Vision Sciences & Aston Day Hospital/Aston Brain Centre – Fountain Area in

Front of Main Building.

BOMB THREAT PROCEDURES

Advice to staff on action to be taken on answering a bomb threat call.

I. As soon as it is clear the caller is making a bomb threat let them finish without

interruption. If you have to reply to a statement keep it to one or two words.

While the caller talks, get the message exactly and write it down immediately.

II. Listen for any clue to:

a) Caller’s sex and approximate age.

b) Noticeable condition affecting speech, such as drunkenness, laughter,

anger, excitement, incoherence.

c) Peculiarities of speech, such as foreign accent, mispronunciations, speech

impediment, tone and pitch of voice.

d) Background noises audible during call, such as music, traffic, talking,

machinery

III. When the caller has given their message, try to keep them in conversation.

The following are key questions and should be asked, if possible after the

caller has given their message:

a) Where is the bomb located?

b) What time will it explode?

c) When was it placed?

d) Why was it placed?

IV. Note whether the caller repeated their message or any part of it. Note the

exact time of its receipt. Write down the message immediately after the call.

Immediately after that, notify Security of details of the emergency 2222 (0121

359 2922 if calling from a mobile or outside line).

V. Repeat the message exactly as you received it, plus any other details you

were able to note, particularly any code word used.

BE CALM LISTEN CAREFULLY REPORT EXACTLY

VI. If a message is found on voicemail do not delete and inform Security immediately.

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16. Training.

Training of staff and students is an important function that should not be neglected by

either the Schools or the individual. A heavy workload is not an excuse for missing

training. All staff and students will receive training dependent on the type of work being

conducted.

The University provides various health & safety training in the form of on-line and face-to-

face courses, they complement that provided by the Schools and dependent on the role

within the University will provide an additional resource.

The University Fire Safety on-line course is obligatory and must be completed every two

years.

Because of the specialist nature of the type of work we conduct training is essential,

training/instruction and information can also be provided by learned bodies and these

should be referred too when required.

Excellent training on Chemicals is provided by the Royal Society of Chemistry:

http://www.rsc.org/learn-chemistry/resource/res00001116/coshh-

resource#!cmpid=CMP00002108 and should be undertaken by all who work regularly

with Chemicals.

Undergraduate and Post-Graduate Taught students will receive various training

throughout their course which will include, Induction, training specific to any higher risk

work e.g. practicals and more detailed training before and during project work.

Staff and Post-Graduate Research (PhD) students a training programme has been

developed all staff and research students must conduct the relevant training at the

earliest possible time. Health & Safety training requirements are outlined in a document

on the School Intranet (see section 12). Information will be sent to you by companies

whose software we use:

eLearning health & safety training packages – Safety Media Ltd.

https://www.safetylearning.co.uk/login/astonuniversity?notloggedin=true

Risk assessment software – Assessnet™ (Riskex).

https://www.assessweb.co.uk/version3.2/security/login/frm_lg_entry.asp?

Induction:

All new staff, post-graduate research students must have a safety induction session.

An induction process should be developed for higher risk/complicated process areas i.e.

Laboratory/Clinic areas particularly areas with complicated equipment/processes. After

induction recipients must sign to say they understood the training – copies being

deposited with the School Technical manager.

At University level various induction videos are to be viewed before commencing work,

you will be notified on acceptance to the post.

Post-graduate research (PhD) students will receive an H&S induction tutorial as part of

their general induction into the University.

All staff and research students will receive an induction training programme by their

supervisor/line manager; the purpose of this induction is to:

Gather information on the type of work to be conducted while in the School.

Discuss responsibilities and risk assessments.

Discuss good safety practice – detail dependent on function.

Discuss specific risks such as – Fire; Manual Handling; Electrical; Waste;

Biological; Chemical; Human Material; Radiation and any other issue relevant to

their function.

Organize further training.

Organize any required vaccinations.

Ensure inductees are informed of the location of health & safety information –

Blackboard, School Intranet, University web pages.



https://www.safetylearning.co.uk/login/astonuniversity?notloggedin=true

https://www.assessweb.co.uk/version3.2/security/login/frm_lg_entry.asp

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Ensure inductees are informed of any welfare issues – location of facilities etc.

School Technical Manager should be contacted if any additional information is required. Hepatitis B guidelines are on the School Intranet (see section 12). Work based training: Training, induction and instruction is also provided within specific areas of the Schools, which is dependent on the type of work being conducted and the risks that are present within that area – this will be organized by your supervisor/line manager. For example University provided training. Training is not an exhaustive process and other courses may be required dependent on the type of work and also different levels of responsibility. Those working in wet laboratories (Biological & Chemical) will receive induction/specific training developed by the wet-lab user group. Supervisors/managers contact Jiteen Ahmed ([email protected]) for details and organisation of the training. Individuals are obliged to attend courses as instructed by the Heads of Schools or their delegates and the Schools have a duty to keep records of staff training. Work experience placements for School Children please refer to Young Persons Guidance on the School Intranet (see section 12).


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17. Safety Signs

Safety signs are used to provide information and instruction and must comply with

the current regulations http://www.hse.gov.uk/pubns/priced/l64.pdf. It is essential

that all staff and students understand and follow this information.

Type of signs and examples:

Mandatory signs:

These signs indicate that a

particular course of action

must be undertaken.

Blue and white circles.

Prohibition signs:

A range of signs to

prohibit certain types of

behaviour.

Red circles with red line

through them.

Cautionary signs:

Clearly display areas

where caution is

required.

Black and yellow

triangles.

Safe Procedure signs:

Clearly identify escape

routes, fire assembly

points and the location

of first aid facilities.

Green and white boxes.

http://www.hse.gov.uk/pubns/priced/l64.pdf

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18. General Safety

i. It is your responsibility to ensure that your actions do not jeopardize your safety or

that of other members of staff, students, visitors and contractors. It is essential that

you understand the methods that you are using and how to operate any equipment

you are required to use. Misuse can lead to personal injury and/or expensive

damage. For these reasons all members of the School must be instructed by their

supervisor on the correct use of equipment and materials – remember that specialist

equipment will have a person responsible for that equipment; in that context that

person is your supervisor.

IF IN DOUBT – DO NOT DO IT

ii. Laboratory coats must be worn when working in laboratories.

iii. Eating, drinking or the application of makeup is not permitted in laboratories. Food or

drink must not be stored in laboratory refrigerators or freezers. The only place to store

food and drink is in a properly designated area.

iv. It is illegal to smoke/vape within any building at Aston University and there is a 5

metre exclusion zone prohibiting smoking/vaping.

v. No one should undertake high-risk activities out of normal working hours.

If working alone out of hours is unavoidable – refer to the Schools out of Hours policy.

It is preferable that if possible two people work together, make sure you are secure

from intruders (Out of Hours Policy on the School Intranet – see section 12).

Undergraduates must not work in laboratories unsupervised.

vi. Mouth pipetting is forbidden. Mechanical pipetting devices should always be used.

vii. Personal protective equipment (PPE’s) must be worn if the procedure has been

assessed with this proviso.

viii. Use a proper carrier when transporting Winchester bottles. Do not carry them in your

arms or by the neck of the bottle. Winchesters must be stored in safety cabinets

provided.

ix. Fire doors must be kept closed (unless linked to the fire alarm system).

x. All staff/students must familiarise themselves with the location of first aiders, fire

alarms, fire extinguishers and emergency exits. Visitors and contractors must be

provided with adequate information on what to do in an emergency by the appropriate

sponsor.

xi. Samples stored whether at room temperature, in fridges, cold rooms or freezers must

be properly labelled – what it is; date prepared, who’s it is; hazard label if needed.

xii. All staff/students are responsible for maintaining their laboratory/work area in a clean

and tidy condition. Good housekeeping is essential for safe working.

xiii. When people leave the University’s employ they are responsible for ensuring that

their work area is left in a safe condition – includes safe disposal of chemicals,

cultures, samples etc.

xiv. Gloves worn in laboratories must not be worn outside these areas – when work has

finished remove gloves and wash hands.

xv. Personal music devices (e.g. MP3 players, personal stereos) are not allowed in

laboratory areas. If radios are used in labs they must be treated as laboratory

equipment – do not interchange between clean and lab areas.

xvi. The use of mobile phones should be avoided in a laboratory, if unavoidable wash

hands before use, if gloves are worn remove gloves and wash hands before use. Due

care and attention should be used to avoid the oral transmission of hazardous

materials.

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19. Basic First Aid

i. Bleeding: control bleeding. Notify first aider.

ii. Burns and scalds: cool affected area by immersing in cold water, using shower heads

or cover with a wet cloth, until burning sensation ends (minimum of 15 minutes).

Speed is essential, notify first aider. Never use adhesive dressing or topical

treatments.

iii. Chemical on skin or in eyes: rinse in water (minimum of 15 minutes). Notify first aider.

iv. Phenol: wash with copious amounts of water, and then rub in PEG300.

v. Gloves and suitable eye protection should always be worn when using phenol.

vi. DO NOT PUT PEG 300 IN THE EYE. Notify first aider.

20. First Aid Provision

i. The Schools have a number of First Aiders, also all University Security staff are

trained first aiders. The Schools will assess the requirements for First Aiders and ask

for volunteers if required.

ii. The first aiders are trained via the University’s Health & Safety Office.

iii. First aiders who provide first aid should link that provision to an Accident/Incident

report form – ensuring the form is forwarded to the STM as outlined in Section 13. An

exception to this is if providing a dressing for an old wound.

iv. First Aid Boxes are the responsibility of trained first aiders, any first aid boxes not

under the responsibility of a first aider should be discarded.

v. In research laboratories plaster dispensers are provided to cover any old open

wounds/broken skin, if an accident occurs in these areas the incident must be

attended by a first aider and an accident form completed – see section 13.

Undergraduate/post-grad taught students working in practicals with broken skin

should notify a member of the technical staff to obtain a dressing.

vi. The Schools have an automated external defibrillator in the main building Life &

Health Sciences main reception – 6th floor room MB625 – this is maintained by the

School Technical Manager. Within the main building security also have one.

21. Electrical Safety

i. All equipment before each use should be given a visual inspection by the user.

Report immediately any malfunction, worn cable, damaged plugs or sockets to your

supervisor/line manager. Do not use if damaged.

ii. Do not use un-fused adapters – use a fused ‘safe-block’ if absolutely necessary.

iii. All electrical equipment is PAT (portable appliance testing) tested by a commercial

company (FLS).

iv. Thermostat failure is a common cause of fire. Non School heating equipment is not

allowed within the University. If there is a problem with temperature Estates and

Facilities should be informed. Fan heaters have been banned by the University

Health & Safety committee and must not be used; if heaters are required for specific

areas after consultation with Estates and Facilities oil filled radiators should be used.

Water baths should not be left running – turn off when not incubating anything – if left

on for a long time a robust procedure must be in place to ensure it does not dry out.

Fan heaters cannot be ordered.

v. Personal electrical equipment should be kept in a safe condition if brought into the

School. They must be PAT tested as part of the testing cycle.

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22. Assessments.

There is a statutory requirement to carry out risk assessments for all work activities. The

purpose of risk assessments is to allow for systematic identification of hazards so that any

risk can be prevented or controlled to an appropriate standard.

Hazard – the potential to cause harm or adverse effects. A hazard is a property of any

substance, equipment or activity which can cause injury or harm to health or adverse effects.

Risk – the likelihood of the harm or adverse effects of a hazard being realized.

There cannot be any risk if there is no hazard. However, with appropriate control

measures it is possible to reduce or eliminate any risk even if there is a serious hazard.

At project conception and before protocols are drawn up, consideration should be given to

possible health and safety risks and controls.

1. Identify the hazards, e.g. for hazardous substances the following must be

considered: Storage Transport Preparation of solutions Performing the experiment Dealing with accidental releases Clearing up after the experiment Disposal of waste 2. Decide who may be harmed – Include people who may not be in the workplace

all the time e.g. cleaners, maintenance, visitors, contractors etc. If the work area is shared with others then they must be taken into consideration if there is a chance they could be harmed, and made aware of the nature of the work and the conclusions of the risk assessment.

3. Evaluate the risks arising from the hazards and decide on control measures.

a) Can the hazard be removed altogether? Is there a substitute which has no risk / less risk? b) If there is no substitute then how can the risk be controlled so that harm is unlikely?

Control of risks

Elimination/Substitution

Elimination – do not do it or purchase readymade or pre mixed chemicals/solutions, thereby eliminating the need to use the raw material.

Substitution – by something less hazardous and involving less risk. Engineering controls

Enclosure (Microbiological Safety Cabinet, fume cupboard etc.) enclose it in a way that eliminates or controls the hazard/risk.

Segregation of people e.g. working in designated areas.

Mechanical aids to move heavy objects. Administrative controls

Safe system of work that reduces the risk to an acceptable level e.g. a standard operating procedure (SOP). Such procedures should cover the method and order of work, use of protective clothing and equipment and any special precautions which are necessary.

Permits to work – used in specific areas to control risk and allow work to be performed for a defined purpose, for example they are used in our radiation area to allow outside contractors to repair/service equipment.

Controlled areas – for example the use of restricted access systems (card access) so that only authorised persons can access the area.

Adequate training and supervision

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Personal Protective Equipment (PPE)

Lab coat, gloves, eye protection etc. Within the risk assessment it must be stated what PPE is required i.e. the specification for the correct protection.

Information/Instruction

Safety signs

COSHH forms (Control of Substances Hazardous to Health). Both biological and chemical

GMO assessments Assessments must be regularly reviewed and revised if necessary. Workplace changes, new equipment, substances and procedures could all lead to new hazards and risks.

Particular attention must be paid to out of hours and lone working; principal investigators (PI’s) must ensure only authorised work is carried out by authorised persons and that these people are aware of emergency procedures. Reference must be made to the Schools Out-of-Hours policy and the University’s Lone Working policy and reference to these activities must be covered in the relevant risk assessments. Assessnet™ is a computer package that the School has a licence for and should be used as

a permanent record of your risk and COSHH assessments. All staff and research students (PhD) will be provided with log-on details. The licence we have is for a site licence with 6 concurrent users. The system is maintained by:

Name Room Phone email Function

1 Steve Russell MB536 4005 [email protected] Main Contact 2 Jiteen Ahmed MB434L 3897 [email protected] Second Contact 3 Fatehma Begum MB536 [email protected] Biological Contact 4 Daniel Burrell MB434L 3156 [email protected] Chemical Contact 5 Mike Robinson MB625C 3091 [email protected] Third Contact

Training will be provided on the use of the system by Steve Russell. Managers/supervisors must ensure that the risk assessments are suitable and sufficient for the work being done.

HAZARD

ARISING FROM

THE WORK

BEING

CONDUCTED

WHO MIGHT BE

HARMED

EVALUATE THE

RISKS – DECIDE

ON CONTROL

MEASURES

RECORD THE

ASSESSMENT

ON

ASSESSNET™

REVIEW

5 Steps for Risk Assessment






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Certain specialist/higher risk assessments are recorded on specific forms: Biological Risk Assessments – Genetic Modification; Transgenic and Category 2

Biohazards have separate forms these are ratified by the University Biological Safety

(Incorporating GM) sub-committee.

Ionizing and Non-Ionizing Radiation assessments – there are set forms overseen by

the Schools Radiological Safety user group.

23. Inspections

Formal inspections of the Schools areas are monitored by the Schools health and safety

committee in a rolling manner with reports going back to the committee.

The programme for the inspection of laboratories is organised by the wet lab

users group.

Higher risk areas should also conduct regular (6 monthly minimum) inspections

using checklists provided in appendix 6. These self-inspections should be

forwarded to the wet lab users group so that any issues can be addressed and

follow up inspections can occur.

Other areas of the School should organise a safety inspection at least annually.

A record of corrective action must be made and linked to the inspection report, the

actions required should be prioritised and linked to a responsible individual.

Records of safety inspections should be sent to the School Technical Manager so

a central repository is maintained.

24. Biological Safety

DEFINITION OF BIOLOGICAL MATERIAL.

Any microorganism, fungi, prion, cell culture, parasite, human or animal tissue (including

blood, urine and other body products) or plant materials which may cause infection,

allergy, toxicity or any other risk to human health or risk to the environment.

Risk assessment of biological hazards are specifically covered by the Control Of

Substances Hazardous to Health (COSHH) whilst risk assessment of genetically modified

organisms (GMO) are covered under the Genetically Modified Organisms (Contained

Use) 2014 regulations (This includes both work to produce or construct a GMO and work

using organisms already modified).

Risk assessments must be carried out before any work commences and are an integral

part of the planning of a project as they may highlight potential problem areas and

unforeseen expense. Assessments should consider appropriate containment facilities to

match the hazard category, appropriate PPE and health surveillance, including

vaccinations if necessary. It must also consider suitable methods of disinfection,

decontamination and waste disposal to match the pathogen – essential that reference is

made to the Schools Waste Policy on the School Intranet (see section 12).

CLASSIFICATION OF HUMAN PATHOGENS

The main risk to health and safety from biological hazards is infection with a pathogen.

This could be through either working with that pathogen or it being a contaminant in

another sample. Pathogens are classified as follows:

Hazard Group 1

(Cat.1)

A biological agent unlikely to cause disease

Hazard Group 2

(Cat.2)

A biological agent which can cause disease and may be a

risk to employees. It is unlikely to spread to the community

and there is usually effective prophylaxis or treatment

available.

Hazard Group 3

(Cat.3)

A biological agent that can cause severe human disease

and presents a serious hazard to employees. It may spread

to the community but there is usually effective prophylaxis

or treatment available.

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Hazard Group 4

(Cat.4)

A biological agent that can cause severe human disease

and presents a serious hazard to employees. It is likely to

spread to the community and there is usually no effective

prophylaxis or treatment available.

The above classifications also define the containment level at which the organisms must

be handled (see safety cabinet information). Reference should be made to the approved

list of biological agents: http://www.hse.gov.uk/pubns/misc208.pdf.

Where uncertainty exists about whether or not a pathogen is present e.g. clinical

samples, then a minimum of Containment Level 2 must be used. There are no facilities

within the School to handle Hazard Group 3 or 4 agents. Biological risk assessments

are vetted by the University Biological Safety Sub-Committee, they require to see only

Category 2 or above projects (apart from GMO’s – see below).

Assessment of Category 1 projects should be filed along with relevant COSHH

assessments and work may start immediately. Category 2 project assessments must be

passed to either the School Technical Manager or the University Biological Safety Officer

who will submit them to the Sub-Committee. Work must not start until they give

permission.

WORK WITH GENETICALLY MODIFIED ORGANISMS (GMOS)

Definitions of Genetic Modification: 1. Recombinant DNA techniques consisting of the formation of new combinations of

genetic material by the insertion of nucleic acid molecules. These may be produced by whatever means outside the cell and inserted into any virus, bacterial plasmid or any other vector system so as to allow their incorporation into a host organism in which they do not occur naturally but in which they are capable of propagation.

2. Techniques involving the direct introduction of heritable material prepared in the laboratory into an organism e.g. Micro injection, Macro injection, Microencapsulation etc.

3. Cell fusion or hybridisation techniques where live cells with new combinations of heritable genetic material are formed through the fusion of two or more cells by methods that do not occur naturally

Work to construct or use GMOs must be submitted to the University Biological Safety

Sub-Committee via the School Technical Manager or the University Biological Safety

Officer. All work with GMOs must be approved in advance and the approval procedure

will vary according to the class of work to be undertaken.

For Class 1 projects involving Genetically Modified Microorganisms (GMMs) and any work with transgenic animals and plants that do not pose a greater risk to human health than their unmodified counterparts. The assessments must be reviewed and approved by the University Biological Safety Sub-Committee before work can commence.

For Class 2 GMM work the project must be reviewed and approved by the University Biological Safety Sub-Committee and notified to the Health and Safety Executive (HSE). An acknowledgement of receipt of the notification must be received from the HSE before work can commence, however subsequent comments or recommendations made by the HSE must be acted upon.

For Class 3 GMM work there are no facilities.

Please note the HSE charge a fee for all GM project notifications.

Unlike Human Pathogens there is no list of organisms that can be referred to to

determine class, this must be done by risk assessment.

Validating the effectiveness of various disinfectants against GMOs will involve

carrying out an experiment as the risk assessment requires numerical data to back up

the validation, although for Class 2 organisms published data is sufficient, but must

be relevant to the work being conducted.

http://www.hse.gov.uk/pubns/misc208.pdf

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MICROBIOLOGICAL SAFETY CABINET The majority of cabinets within the School are Class II microbiological safety cabinets: An open fronted cabinet where the workspace is protected by a down flow of sterile air. Air is also drawn in through the front to give operator protection; therefore both the operator and the work are protected. The hood is either ducted to the outside via a HEPA filter or is a re-circulating hood with a double HEPA filter. This type of cabinet is mainly used for Tissue Culture and can be used with Group 2 agents.

GUIDE TO THE USE OF A MICROBIOLOGICAL SAFETY CABINET (MSC)

1. MSC operation

Make sure this is the correct type of cabinet for the intended work

Turn the MSC on and allow at least 5 minutes for airflows to settle down

Make sure it is working correctly by checking the airflow rate on the indicator located on the facia of the cabinet

Check the cause of any alarms - do not just mute 2. Preparation for work

Swab internal surfaces with disinfectant e.g. 1-10% TriGene (Anistel) (Distel)

Place all work items needed in the MSC before starting work

Do not overfill the MSC with equipment/plastics etc. – do not use cabinets as additional storage space. A crowded, cluttered cabinet will not work correctly.

Ensure the area immediately in front of the MSC is free from obstructions

3. Working Procedures

Be aware of the protective curtain of air at the front of the cabinet

Do not obstruct the front grill with equipment, paper work

Try to work in the centre of the MSC towards the rear.

Do not use centrifuges or Bunsen burners, only approved micro-burners may be used.

Work singly – most cabinets are not designed for two operators.

4. After completion of work

Clean up any spillages on the working surfaces and in the trough below

Remove all equipment and consumables – except cabinet assigned equipment e.g. pipettes

Swab internal surfaces with disinfectant e.g. 1-10% TriGene (Anistel) (Distel)

Leave MSC running for 5 minutes after use

Other types of cabinets used include Laminar flow cabinets – the function of this type of cabinet is just to protect the work, flow of clean air over the work area and into the operator’s body, do not use for category 2 work. We also use some reverse laminar flow cabinets – which clean the air before it re-enters the laboratory – these cabinets are used for some nano-material work. Fume cupboards must never be used for any type of work involving biohazards – MSC’s must never be used as a fume cupboard they are not spark-proof and any fumes will come back into the room.

WORKING AT CONTAINMENT LEVEL II

Access must be restricted to authorised personnel only.

The laboratory door must be closed whilst work is in progress.

Where there is a risk of aerosol a Class II safety cabinet must be used.

Laboratory coats must be worn.

Gloves must be worn if the risk assessment requires it. These must be removed before leaving the laboratory.

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Where possible sharps should be avoided. Glass Pasteur pipettes should not be used – if they are required for a specific process justification is required and a risk assessment must be performed they should not be available for general use.

Hands must be washed before leaving the laboratory.

Effective disinfectants must be available for routine use and in the event of a spillage.

Bench tops and equipment must be disinfected after use. DEALING WITH SPILLAGES OF BIOLOGICAL SUBSTANCES

Small spills should be mopped up immediately with paper towels which are then put in an autoclave bag and autoclaved.

Wipe the affected area with a validated disinfectant.

Larger spills should be contained with Precept granules. 500g of this gelling agent will absorb up to 10L of liquid and is also a chlorine based disinfectant. After 10mins the material may be discarded as clinical waste. .Do not use Precept if the spillage is acidic, i.e. urine, as this will result in the rapid liberation of large quantities of chlorine.

All accidents and incidents must be reported. HANDLING OF HUMAN BLOOD, BLOOD PRODUCTS AND OTHER HUMAN TISSUES.

All human material should be treated as potentially infectious and should be handled at Containment Level 2 unless a higher degree of Containment is indicated.

The main concern is the possible presence of blood borne pathogens, notably human immunodeficiency virus (HIV), Hepatitis B virus (HBV) and Hepatitis C virus (HBC).

The commonest route of blood borne infection in the laboratory is by inoculation or entry via cuts or abrasions.

Care must be taken to avoid contamination of the skin and eyes and accidents with scalpels, needles and other sharps. Although airborne infection is less common, it should not be assumed that it cannot occur, therefore aerosol production must be minimised. All human material should be treated as potentially infectious and should be handled with care.

CHECKLIST FOR USERS OF BLOOD AND BLOOD PRODUCTS IN RESEARCH:

Persons working with human blood or tissues should be immunised against Hepatitis B in advance of the work starting. Refer to the School Intranet (see section 12) for guidelines on the need and the process of getting Hepatitis B vaccination.

All blood and blood products must be handled safely under appropriate containment conditions. Specimens with a high risk of containing HIV or HBV must be handled appropriately.

For work with potentially infected samples, the use of sharps should be avoided unless there is no alternative. If they are used, they should be placed directly in a sharps container for disposal. Needles should never be re sheathed.

Use appropriate personal protective equipment when handling human blood or tissue (lab coat and gloves resistant to micro-organisms at least rating 2 but preferably 3). Goggles and an apron should be used where there is a risk of splashing.

In the event of a needle-stick injury: 1. Encourage the wound to bleed. 2. Wash area with soap and water. 3. If skin, eyes or mucous membranes are contaminated then these areas should also

be washed (eye wash facilities are available throughout the School in all laboratories performing wet work).

4. Get assistance from a First Aider. 5. All accidents must be reported to the School Technical Manager immediately.

GUIDANCE ON THE SAFE USE AND DECONTAMINATION OF LABORATORY EQUIPMENT. Before using any laboratory equipment, the user must be competent, training is provided by your supervisor (people responsible for equipment in this context are your supervisor) and records kept.

Ultra-centrifuges and Centrifuges

The manufacturers’ guidelines must be followed at all times.

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Staff/students must not use ultra-centrifuges without proper training.

Centrifuges must be positioned so the operator can see into the bowl.

All spillages must be cleaned up immediately.

Centrifuge tubes/containers must be filled and balanced before placing in the buckets.

Cat II Biohazards should be centrifuged in sealed buckets and if ultra-centrifuging, sealed tube assemblies must be used.

All centrifuges must be locked when in operation and must not be able to be opened when running.

Decontamination of Ultra centrifuges and Centrifuges: Routine disinfection of clean surfaces (if a surfactant is required ensure a neutral pH e.g. use Neutracon instead of Decon 90) 1. Swab with a suitable non corrosive disinfectant such as TriGene (Anistel) (Distel). (DO NOT

USE VIRKON OR ANY OTHER CHLORINE BASED DISINFECTANT AS THIS WILL CORRODE THE ROTORS/BOWL)

2. Rinse with water, dry. Tube breakage in unsealed bucket or rotor 1. If possible, leave the centrifuge closed for at least 30 mins. 2. Place all broken tubes, caps, trunnions and the rotor in a suitable disinfectant for at least

1 hour (preferably overnight). 3. Unbroken, capped tubes may be swabbed with disinfectant and the contents recovered. 4. Swab the bowl thoroughly with disinfectant, leave overnight and then swab again. Rinse

with water and allow to dry. Tube breakage in sealed buckets 1. Take the bucket/rotor to a safety cabinet and open. 2. Decontaminate as above. Sonicators These may produce aerosols which may be liberated into the environment, particularly if the probe type is used.

A complete assessment must be performed and if necessary the sonicator must be used in an appropriate safety cabinet.

Cleaning with a suitably validated disinfectant after use is essential. Cryostats/Microtome

Care is needed when cutting infectious material. Unfixed material containing Hazard Group 3 agents must not be sectioned unless appropriate containment is provided.

Blade guards should be used when not cutting

Cleaning/disinfection procedures should be well established. Water baths

These can rapidly become contaminated with microorganisms including Legionella Spp.

Anything put into the water bath can also become contaminated.

Suitable biocide may be used but consideration should be given to the effect on the water bath material itself.

The use of Bath Armor and similar products is recommended in baths not requiring circulation – particularly in areas where contamination can be a problem.

Regular cleaning rotas are essential.

Water baths must not be left switched on overnight. The following types of equipment should be assessed when considering biohazard contamination and regular cleaning/decontamination procedures should be established:

Shakers

Large scale culture equipment

Incubators

Fridges/freezers

Microscopes

Pipettes

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25. Chemical Safety

CONTROL OF SUBSTANCES HAZARDOUS TO HEALTH (COSHH)

Chemical safety is specifically covered by the COSHH regulations. COSHH requires

the risks posed by chemical substances to be assessed before any work starts.

Principal Investigators/supervisors are ultimately responsible for ensuring these

assessments are in place but more often this role is delegated to a suitably

responsible member of staff.

Chemical substances (chemical elements and their compounds) and preparations

(mixture of two or more substances, including solutions) are in common use

throughout the School both as experimental reagents and cleaning

agents/disinfectants etc.

Safety Data Sheet & Hazard Pictograms

All chemicals come from the supplier with a Safety Data Sheet (SDS) and containers

are labelled with the appropriate hazard warning symbol. The classification of

hazardous substances and labelling of containers is prescribed by law.

Along with each Hazard Pictogram (see below), there are accompanying Signal

Word and Hazard Statements. Detailed guidance on labelling and packaging in

accordance with the new regulations is available at:

http://echa.europa.eu/documents/10162/13562/clp_labelling_en.pd

Classification is normally based on available experimental data but you must

remember that the long term effects of many chemicals will not yet be known,

therefore even if a chemical carries no hazard warning symbol it is wise to handle the

chemical with caution.

The Schools now subscribe to a chemical inventory database, ChemWatch. If

appropriate for your work you will have been assigned logon details. If unsure

please contact the Schools Chemical Safety Advisor Daniel Burrell:

[email protected]

Any chemical which carries a Hazard Pictogram must be COSHH assessed and

steps taken to reduce or eliminate any risks.

Hazard Pictograms

http://echa.europa.eu/documents/10162/13562/clp_labelling_en.pd


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COSHH

All substances used and produced by an activity must be identified. Percentage

compositions are required for mixtures/solutions and it is necessary to know what

form the substances will be in e.g. gas, vapour, liquid, fume, dust, mist, aerosol or

solid. The form of a substance may change during an activity because of the effect of

temperature.

A method of the procedure to be undertaken – often referred to as a Standard

Operating Procedure (SOP) – is essential for safe working and to be able to

complete a fit for purpose COSHH assessment.

Physical and chemical properties such as boiling point, vapour pressure, evaporation

rate and particle size are very important to hazard and risk as they influence the

mobility of a substance. All this information will be in the SDS in the form of 16

headings, this with the SOP will provide the information to conduct a COSHH

assessment:

1) Identification

2) Hazard(s) identification

3) Composition/information on ingredients

4) First-aid measures

5) Fire-fighting measures

6) Accidental release measures

7) Handling and storage

8) Exposure controls/personal protection

9) Physical and chemical properties

10) Stability and reactivity

11) Toxicological information

12) Ecological information

13) Disposal considerations

14) Transport information

15) Regulatory information

16) Other information

In most cases the harm is not caused by the substance alone but by an unsafe

condition arising from the way a substance is used or produced or by the way a

substance is stored. In many instances a substance must be released in some way

for an unsafe condition to arise e.g. a spillage or aerosol.

Unsafe conditions include:

An atmosphere contaminated with gas, dust, vapour, fume or aerosols causing personal exposure by inhalation or eye and skin contact.

Oxygen deficiency which may lead to asphyxiation.

Spills or splashes of liquids

Mixing of incompatible substances leading to violent reaction and/or the release of further hazardous substances.

Overheating, excess pressure or exposure to sources of ignition leading to fire or explosion.

Chemical Hazard and Risk Assessment (COSHH) involves:

Identifying the chemical substances used, produced or released in an activity. This will include how much of a substance is used, are two or more substances mixed and procedures such as pouring, mixing etc.

Gathering information about the hazards and the harmful or adverse effects of the substances – this information can be found on the Safety Date Sheets (SDS) sent with the chemical from the supplier, they are also available online.

Considering whether and how harm or adverse effects could arise from the way the substances are used and the way they are stored.

Identifying the people whose health and safety may be endangered.

Considering what methods of prevention and control are required e.g. PPE, fume cupboards etc.

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Identifying any need for monitoring e.g. the performance of control methods, personal exposure, health etc.

Having procedures and controls in place for foreseeable emergencies.

Identifying the information, training and instruction required for individuals to be able to work safely and competently.

Having appropriate waste disposal procedures in place – refer to the School’s Waste Policy.

Some health effects are considered serious at all levels of contact because of the nature

or irreversibility of the consequences:

Mutagenic – capable of changing the genetic material that determines the heritable

characteristics of living cells.

Carcinogenic – can cause uncontrolled cell growth giving rise to a cancer.

Reproductive – may impair fertility or cause developmental damage before

conception, during pregnancy or after birth.

Allergenic – can cause hypersensitive condition.

Storage of Chemicals

The main risks from the keeping and storage of hazardous substances include:

Injury and ill health caused by exposure to escaping substances

Fire/explosion involving flammable or unstable substances.

These risks may also arise if incompatible substances are incorrectly stored together and

an incident causes them to come into contact, substances should be separated and

segregated according to their incompatibilities.

The greater the quantity of hazardous substance, the greater the risk from these hazards.

Small quantities of hazardous substances may be kept in the laboratory in suitable

cabinets or bins. These amounts must be kept within the specified limits and not be

excessive to the rate of usage.

Please refer to http://www.hse.gov.uk/fireandexplosion/storageflammliquids.htm indicating the volumes of flammable materials that can be stored. This is dependent on flashpoint and type of cabinets that are used to store the items.

Individual containers should not exceed 2.5 litre capacity. If larger containers are required please discuss with the School Technical Manager.

Flammable chemicals must not be stored in fridges/freezers if they are not spark-proof.

Within the laboratory Winchester bottles of flammable liquids should be stored in labelled metal solvent cabinets/bins. These should be located away from the exit of the laboratory so that in the event of a fire, if the solvent ignites, it does not prevent escape.

Cabinets/bins for keeping hazardous substances within laboratories must be constructed of non-combustible materials and able to resist fire for at least 30 minutes.

Small amounts of solvent may be kept on the bench for daily use but these containers must not exceed 500mls in volume.

Corrosive substances must be stored in a separate cabinet/bin.

Bottles should sit in a tray able to contain spillage equivalent to 110% of the contents of the largest container.

Fuming substances should be stored in a ventilated cabinet/bin.

TOXIC substances must be locked away and an up to date inventory kept.

Hazardous liquids must not be stored on high shelves.

Guidance for Work with Phenol Phenol is TOXIC, MUTAGENIC, cause’s burns and there is some evidence it may be a reproductive hazard. It can pose a severe health hazard and should be handled with extreme caution. Phenol is highly corrosive to the skin and readily absorbed through it (aqueous solutions as dilute as 10% may be corrosive). Toxic and even fatal amounts can be absorbed through relatively small areas. Children are particularly vulnerable and must not be allowed into research laboratories. If heated, phenol will produce flammable vapours that are highly toxic and explosive.

http://www.hse.gov.uk/fireandexplosion/storageflammliquids.htm

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Because of the local anaesthetic effect of phenol, little or no pain will be felt on initial contact however; skin will generally turn white before severe burns develop. Ingestion of as little as 1gram can be fatal to humans. Repeated or prolonged exposure to phenol or its vapours may cause headache, nausea, dizziness, difficulty swallowing, vomiting, shock, convulsions or death

A COSHH assessment must be carried out.

Work which is liable to release airborne phenol must be performed in a fume cupboard.

Personal Protective Equipment must be worn e.g. lab coat, suitable gloves (known to be impervious to phenol and any other solvents used), which must be changed frequently, eye protection.

Ensure there is immediate and unobstructed access to an eyewash unit in the work area and that a phenol antidote/decontamination kit is available.

26. Dangerous substances and explosive atmospheres

Special regulations to any substance that can create an explosive atmosphere (DSEAR), this

includes the following type of materials:

Explosive

Oxidizing

Flammable

Other substances that create an explosive atmosphere due to their Physio-chemical

properties

Dust that can create an explosive atmosphere

A suitable and sufficient risk assessment must be carried out on all hazardous material, if any of the above criteria apply, special consideration must be given to the reduction of the creation of an explosive atmosphere. Within the Schools the use of restrictive volumes and engineering controls (fume cupboards, local exhaust ventilation) are used. Therefore, a combined risk assessment with DSEAR taken into consideration is usually suitable and sufficient. There may be exceptions to this which will include decanting large volumes not using any form of engineering control, then a specific DSEAR risk assessment must be conducted. Training will be provided, level dependent on encountering different levels of risk.

27. Radiation Safety

Any work activity involving ionizing radiations will require prior authorization, via the

Radiation Protection Supervisor (RPS). Before starting work a risk assessment must be

completed following the Aston University Radiation Safety Management system (available on

the University Safety web pages). Reference must be made to the Local Rules which are

specific and applicable to either ionizing or non-ionizing radiation areas (for example, NMR

facilities, Imaging Facilities and Radiochemistry facilities) within the School. Work with non-

ionizing radiation must also follow the guidelines set out in the Radiation management

system – specific reference is made to Lasers and magnetic fields – consideration must be

given to the use of microwaves, UV and Infra-red or prolonged work in sunlight. Support

and information regarding both ionizing and non-ionizing radiation must be sought from the

RPS. Assessments are required for all work involving radiation of any type.

28. Personal Protective Equipment

Personal protective equipment (PPE’s) is provided by the School for procedures that have

been assessed and the most practical way of protecting individuals is to use PPE’s. This

equipment must be treated with respect as it is provided to protect you. PPE’s must be worn

when they are deemed necessary.

PPE’s include the following but this list is not exhaustive and there use is dependent on the

risk assessment:

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i. WHITE COATS: these should only be worn in laboratories and must be used when using

chemical, biological or radioactive hazards i.e. when working in a lab. If conducting

Biological work a Howie Style Lab Coat must be used.

They must not be worn in offices or in any area where food is consumed or in the toilet.

White coats are not a uniform. White coats must be cleaned regularly. If contaminated,

change immediately – a grubby lab coat is not amusing. See the School Intranet (section

12) on how to launder lab coats.

Lab Coats are normally all white. We do use other colours/grades for specific purposes,

these must be kept for this purpose only so that any cross contamination etc. can be

eliminated:

Special flame resistant white coats are available, particularly in the medicinal

chemistry lab. If a risk assessment concludes that this type of coat is needed –

please discuss with the STM – if using pyrophoric chemicals these are essential.

Coats used in the radiation laboratory have yellow collars and must not be taken

outside, laundry facilities are available in the Lab.

Colour coding is often used to delineate coats – particularly those used in Tissue

culture (Blue coats or blue collar are often used), these should not be used in the

normal laboratory; this reduces the risk of cross-contamination.

Purple coats are used in Biology laboratory classes – so that students can easily

identify staff – these are not for general use.

Clinical Staff who use specific white coats for clinic purposes must not wear them in

communal areas designated as clean. Do not use the same white coat for lab and

clinic work.

Tunics used in Optometry/Audiology and Pharmacy Practice are not PPE, they are a

uniform, they must not be used in wet laboratory areas.

ii. GLOVES: these are worn for two purposes.

a) To protect experimental material from contamination by the wearer.

b) To protect wearer from harmful agents.

Specialist chemical resistant gloves can be used if the assessment requires them. Do not

just wear gloves because you think it will be safer – it has to be properly assessed –

wearing the incorrect glove can increase the risk. Gloves are also worn to protect against

extremes of temperature – again they have to be fit for purpose.

Refer to the School Intranet (see section 12) for guidelines on the use of gloves as PPE.

NB Disposable latex gloves should not normally be used.

Be clear why you are wearing gloves. Only wear gloves when necessary. Do not touch

communal areas with contaminated gloves, e.g. door handles, computers. Remove

gloves once the work has finished and wash your hands. Do not wear gloves outside

your work area, when you have gloves on you do not know what is on them it is easy to

contaminate other items and also to transfer contaminants to other places such as your

face.

Remember gloves do not fail to safe. If they fail you can end up with increased exposure

to the hazard.

iii. Eye Protection: Safety spectacles must be worn if the risk assessment requires there

use. If working in certain labs a safety sign on the door may indicate the requirement to

wear them at all times.

If spectacles are normally worn and you are in areas requiring safety spectacles the

Schools can fund the purchase of prescription safety spectacles – contact the School

Technical Manager for information and authorization.

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iv. OTHER PPE’S: these will be referred to in the assessments for particular methods/tasks. It

will include UV protective shields for observing Ethidium bromide gels, face shields for

Liquid Nitrogen, dust masks for chemical/biological hazards and ear defenders for use

around loud equipment.

Safety apparatus must be stored in a suitable manner and accessible so that it can be

used when required. It must also fit properly – dust masks in particular should be

assessed to ensure they are suitable for the individual (face fit test to ensure a particular

brand of mask is suitable for an individual – contact Wayne Fleary in the Biomedical

Services Unit).

29. Manual Handling Operations

An assessment of all manual handling operations must be made. All lifting operations must

be assessed before starting. Below are listed some of the important points about good

manual handling techniques:

i. Plan the lift

Where is the load to placed? Use appropriate handling aids if possible. Do you need help

with the load? Remove obstructions such as discarded wrapping materials. For a long lift

such as floor to shoulder height, consider resting the load mid-way on table or bench to

change grip.

ii. Position the feet

Feet apart, giving a balanced and stable base for lifting. Leading leg as far forward as is

comfortable.

iii. Adopt a good posture

When lifting from low level, bend the knees. But do not kneel or over-flex the knees.

Keep the back straight (tucking in the chin helps). Lean forward a little over the load if

necessary to get a good grip. Keep the shoulders level and facing in the same direction

as the hips.

iv. Get a firm grip

Try to keep the arms within the boundary formed by the legs. The best position and type

of grip depends on the circumstances and individual preference, but it must be secure.

v. Keep close to the load

Keep the load close to the trunk for as long as possible. Keep the heaviest side of the

load next to the trunk. If a close approach to the load is not possible, slide it towards you

before trying to lift.

vi. Do not jerk

Lift smoothly, keeping control of the load.

Manual handling training is provided by SafetyMedia, this should be completed by all staff and Post Grad research students. If manual handling is a large part of your job further training is available through the University run courses. A number of pieces of equipment are provided to aid manual handling within the Schools – please ensure by visual inspection that they are in good order before use, these include trolleys, sack trucks etc. Lifting Equipment

The School has a certain number of lifting units – Scissor lifts – a central record of these is kept by the STM and in conjunction with estates are regularly inspected, if any more are obtained please contact the STM. Lifting equipment is used to aid the manual handling process. A central record of dentist type chairs also needs to be maintained so that regular inspections of this equipment can be conducted – kept by the STM. Passenger lifts used by the School are maintained and controlled by Estates and Capital Development.

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30. Building Maintenance/Contractors

Any work on the fabric of the building must be carried out/coordinated by members of the

Estates and Capital Developments team, to ensure compliance with all relevant

legislation in particular such issues as Asbestos.

Legionella control is managed by the University, however, Schools have a responsibility

to manage the control locally – see Schools guidelines: http://www.aston.ac.uk/lhs/staff-

intranet/health-and-safety/

Large scale work is managed by Estates and Capital Developments (ECD) in

collaboration with the client (Schools).

Contractors coming onto campus are controlled and authorized via estates.

Engineers coming to repair/service equipment for the Schools are normally inducted by

the STM and passes issued. However, if they are conducting work involving the fabric of

the building or hot-work this will be overseen by estates.

31. Work at Height

Within the Schools the only work at height is the use of step-ladders and kick-stools (a ladder

is used in the Aston Brain Centre for topping up the MEG), the use of this equipment must be

risk assessed. If you use step-ladders training must be completed and this is available on

SafetyMedia.

Ladders: All ladders within the School must be itemized on the School ladder inventory.

These ladders must be examined before use and inspected regularly to ensure they are in

good working order.

32. Work Equipment

The Schools have a vast array of pieces of equipment a lot of it has already been discussed

under the different headings. It is the Schools responsibility to ensure that all equipment is fit

for purpose, however the only way to that is for all staff and students to ensure that before

equipment is used a visual inspection will see if it is in good order. Do not use broken or

damaged equipment, report the issue to your supervisor and do not use until repaired or

replaced.

Certain equipment is maintained by outside contractors, this is done for a number of reasons

including statutory requirement (usually health and safety reasons), quality control (usually

because of the complexity or sensitivity of equipment). The equipment tested for statutory

reasons includes:

i. All electrical equipment – majority portable – rolling contract to do all these.

ii. Gas detectors

iii. Microbiological Safety Cabinets

iv. Fume Cupboards

v. Anaerobic Chambers

vi. Centrifuges

vii. Autoclaves

viii. Fire suppression systems

ix. Scissor Lifts

x. Compressors

xi. Various software – help to comply with regulations

A central record will be kept by the STM.

http://www.aston.ac.uk/lhs/staff-intranet/health-and-safety/


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33. Workstations/Display Screen Equipment (DSE)

All work areas should be assessed for suitability of set up – approximately 40% of work

related sickness absence is due to upper limb disorders and lower back pain – this can

be alleviated by design, good work practices and suitability of equipment.

All personal computer workstations for staff and research post-grad students have to be

assessed (Display Screen Regulations 1992), the easiest way to do this is for everyone

to conduct their own assessment.

Complete a DSE self-assessment form (http://www.aston.ac.uk/lhs/staff-intranet/health-

and-safety/ Blackboard for PhD students). If no issues – no further action is required. If

use of workstation changes, repeat the process

If issues arise from the self-assessment contact your subject DSE assessor for advice

and to take the issues forward and correct the issues:

Area Name Internal Phone email

Biology Steve Russell 4005 [email protected] Karan Rana [email protected]

Pharmacy Hayley Smith [email protected] Daniel Burrell 3156 [email protected]

Audiology Claire Wilkes 5012 [email protected] Nisha Dhanda 5001 [email protected]

Psychology Niteen Mulji 4071 [email protected] Jake Diggins 4814 [email protected]

Optometry Matthew Hancock 4125 [email protected]

School Office Kara Hanaphy 3223 [email protected] Trevor Knight 3968 [email protected]

DSE Admin. Mike Robinson 3091 [email protected] Jiteen Ahmed 3897 [email protected]

Medical School ? ?

(If solutions cannot be found for issues then a professional assessment may be required

– via our Occupational Health provider).

This assessment is specifically looking at how the work station is set-up with the intention

of reducing the hazards associated with the use of DSE, this will include breaks away

from the computer etc. It is not an assessment of job function.

Communal workstations involving the use of DSE, should also be assessed to ensure

that the set-up is as efficient as possible. This should be done by the custodian of the

relevant equipment.

Portable devices are not designed to be used for prolonged periods. If your preference is

for a portable computer then a workstation should be set up that this can be linked into,

then conduct a DSE as you would for a fixed computer – minimum extras include a

keyboard and mouse, if using the portable screen then a stand would be required to bring

to a usable height.

Eye tests are provided if requested for identified DSE users (use >1 hour

continuously/day). Eye tests can be provided by LHS’s Optometry Clinic – contact: 0121

204 3900, email: [email protected], this service for Staff and Students is free.

















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Eyesight tests must be repeated as often as is recommended by the examining optician,

or more frequently if the employee experiences difficulties as a result of display screen

work (for example, eyestrain or focusing problems).

If the examining optician prescribes corrective lenses for display screen work (middle

distance), the Schools will pay the cost of a basic frame and the prescription lenses.

Employees must pay any difference between the basic allowance and the cost of more

expensive glasses, contact lenses or other corrective appliances.

34. Pregnancy

“Whilst there are no legal requirements on employees to inform their employers that they are

pregnant or a new mother they should bear in mind that their employer is not required to take

any specific action until written notification has been provided. It is therefore important for the

employee and her child's health and safety that employers should advise their employees to

provide written notification as early as possible. Employers can also ask for a certificate from

their employee's GP or midwife stating that she is pregnant”.

Extract from HSE guidance http://www.hse.gov.uk/mothers/faqs.htm .

Therefore staff or students who are, or believe they are pregnant should notify a suitable

Health & Safety person (see Organisation), this must be in writing as soon as pregnancy is

confirmed. A risk assessment of the working environment and work activities will then be

undertaken by appropriate members of staff and records will be kept. The initial notification

and risk assessments will be kept confidential if requested. If a risk is identified then it may

be necessary to take appropriate action to reduce or remove the hazard. This risk

assessment must be continually reviewed during this time. Caution should be maintained

during breast feeding.

During the construct of any risk assessment the risk to staff/students of child bearing age

must be considered and if a heightened risk is identified people working in the area must be

notified.

35. Disability

The University has a disability policy which can be accessed at the following link:

http://www1.aston.ac.uk/staff/hr/policy-procedures/equality-diversity/disabilitypolicy/ , it is important

that any disability that may have an impact on your job is notified to a suitable Health &

Safety person so that fit for purpose risk assessments can be performed.

36. Stress

The University does have an Occupational Stress Management Policy which is available on

the Human Resources (HR) web pages http://www.aston.ac.uk/staff/hr/policy-

procedures/wellbeing/stresspolicy/. Some cases can be self-managed and guidance is

provided via an HSE leaflet. Other cases can usually be resolved by discussion with your line

manager. However, if you think this is not practical or it has not worked confidential advice

can be sought from HR who can put you in contact with the Occupational Health Service.

Training is provided for individuals and managers on the Schools Safety Media software, the

University also provides training on stress related issues and overall mental health. Further

information/help is available at www.pamassist.co.uk (username: Aston; Password: Aston1).

http://www.hse.gov.uk/mothers/faqs.htm

http://www1.aston.ac.uk/staff/hr/policy-procedures/equality-diversity/disabilitypolicy/

http://www.aston.ac.uk/staff/hr/policy-procedures/wellbeing/stresspolicy/

http://www.aston.ac.uk/staff/hr/policy-procedures/wellbeing/stresspolicy/

http://www.pamassist.co.uk/

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37. Homeworking

Homeworking is sometimes allowed for some job functions within the Schools. When conducting work at home you are classed as still being at work and all job functions must be assessed and risk assessments conducted; particularly for higher risk activities such as Display Screen Equipment use, Manual handling and if you are using any substances hazardous to health; please refer to the relevant sections within this document.

38. Field Trips & Overseas Visits; Driving on University Business

Any work carried out for research/teaching for the University off-site. All this activity must be risk assessed and reference must be made to the University safety management standard http://www.aston.ac.uk/staff/safety/guidance/safety-management-standards-project/ and the following standards apply:

Overseas travel must be booked with Key travel

Contingency plans to cover all reasonably foreseeable emergencies are in place.

Driving: Please refer to the Universities Driving at Work safety management standard (link as above). Please note this document is relevant if you use your own vehicle for University business (not commuting) such as driving to conferences etc.

39. Organization of Events The organization of events pose many safety issues and organizers must follow the Universities safety management standard if organizing this type of event the definition of which is: Event - An extra-curricular activity, curricular activity, fund raising activity, or promotional event, which involves any or all of the following:

A large gathering in public places or spaces.

Arranging for, marquees, stands, stalls or promotional vehicles to be erected, installed or utilised.

Recreational or promotional paraphernalia being utilised in the public areas.

The hire of equipment in conjunction with the proposed event.

The connection of large numbers of electrical items utilising plugs and sockets.

The installation of electrical generators

Connection to the university infrastructure

The potential to cause damage to buildings, roads, pathways, grass or landscaping.

Reference must be made to the Estates and Capital Developments webpage where guidelines and forms are located: http://www.aston.ac.uk/about/estates/policies/.



http://www.aston.ac.uk/about/estates/policies/

Health and Safety Planning Document - Aston University · Professor Asif Ahmed Signed on behalf of:...

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