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Safety Policy and Procedures

School of Agriculture, Food andRural Development

2007

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UNIVERSITY OF NEWCASTLE-UPON-TYNE, SCHOOL OF AGRICULTURE, FOOD AND RURAL DEVELOPMENT (AFRD)

GENERAL STATEMENT OF POLICY

Our policy is to provide and maintain safe and healthy working conditions, equipment and systems of work for all students and employees in the School, and to provide such information, training and supervision as they need for this purpose. However, we cannot be held responsible for unreasonable behaviour putting people at risk. It is assumed that each person within the School is sufficiently responsible to act with a degree of competence in keeping with their prior experience and qualifications.

The allocation of duties for safety matters and the particular arrangements which we will make to implement the policy are set out below.

The policy will be kept up to date. To ensure this, the policy and the way in which it has operated will be reviewed every year.

Signed ...................................

(Dr Alan Younger, Head of School of AFRD)

Date........................................

Signed ...................................

(Brian Brown, AFRD Technical Manager and School Safety Officer)

Date........................................

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SCHOOL SAFETY POLICY STATEMENT

INTRODUCTION

This statement is prepared in compliance with the requirements of the University’s Safety Policy.

The purpose of this statement is to detail the organisation and arrangements in the School of Agriculture, Food and Rural Development for achieving the objectives defined in the General Statement of the University’s Safety Policy: (website:http://www.ncl.ac.uk/internal/safety).

The relevant parts of the Statement will be brought to the attention of every employee and student in the School.

ORGANISATION

The organisation for achieving the objectives set out in the University’s policy on health and safety at work is the same management structure which is designed to achieve all the other objectives of the School.

RESPONSIBILITIES FOR SAFETY

Everyone in the School has some responsibilities for health and safety but only the posts with major health and safety elements have been listed in this statement.

Whenever an employee, supervisor or manager notices a health or safety problem which they are not able to put right, they must immediately tell the person responsible for safety in that particular area. They may also report the matter to a member of the School Safety Committee.

Head of School

The Head of School accepts final responsibility for health and safety at work in the School. He is responsible for providing an organisation with clearly defined responsibilities which shall produce, implement and manage an effective and comprehensive Health and Safety Policy. The Alternate Head of School will be responsible in the absence of the Head of School.

The Head of School will:

(a) ensure that adequate resources are sought to enable compliance with the requirements of the safety policy;

(b) receive regular safety and health reports on the performance of the School;

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(c) if required, make decisions on matters of health and safety after consultation with the School Safety Officer and the University Safety and Risk Adviser;

(d) promote greater safety awareness among School employees and students by example;

(e) monitor the effectiveness of the organisation and arrangements for health and safety in the School;

(f) chair the School health and safety committee.

School Safety Officer

The School Safety Officer will:

(a) advise line managers/supervisors on setting up safe operating procedures to cover all aspects of work and ensuring that these are understood and implemented by Staff and Students;

(b) advise line managers/supervisors on providing employees with sufficient training, information and instruction to employees to enable them to carry out their employment in a safe manner;

(c) ensure via line management that all accidents, incidents and dangerous occurrences are properly reported and investigated.

(d) arrange through line managers that all equipment, machinery and workstations are safe and are inspected at a frequency relative to the risks involved in their use;

(e) arrange through line managers that all persons using equipment are authorised to do so and trained in its use;

(f) advise line managers/supervisors on assessing all risks involved in the work, identifying the potential hazards and implementing controls to ensure that the risks are reduced to the lowest level reasonably practicable; all assessments are reviewed as necessary;

(g) periodically monitor operating systems and carry out inspections of all workplaces in the School.

Academic Staff

Academic Staff in charge of classes are responsible for the appropriate training and safety of members of their classes during these classes, as are the academic supervisors of all research workers during their period in the School.

Academic staff will ensure that within their areas of responsibility and in their laboratories:

(a) safe operating procedures are in place and that employees and students are trained to conduct themselves in a safe manner;

(b) they carry out regular safety inspections and take action to rectify unsafe conditions;

(c) the appropriate protective equipment is provided and is correctly used;(d) laboratories/workplaces are maintained in a safe condition;

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(e) prior to issuing any work instruction sufficient assessment is made of the hazards involved to enable information on the precautions necessary to be issued;

(f) they investigate fully all accidents whether they involve injury or not and take action to prevent a recurrence.

(g) they ensure that correct reporting of all accidents and filing of necessary records;(h) they liase with employees representatives on matters of concern, and carry out

joint inspections with said representatives where necessary.

All Employees and Students

All employees and students will ensure that they:

(a) use safe methods of work at all times;(b) only operate equipment/machinery in which they have been trained;(c) use the correct equipment and maintain it in good order;(d) report any defects in equipment and any unforeseen hazards;(e) make full use of appropriate protective clothing(f) place no-one at unnecessary risk by their actions;(g) enter any accident on an accident report form;(h) co-operate with management to assist in the fulfilment of its health and safety

responsibilities;(I) when visiting or working in other laboratories or workplaces make themselves

known to the person in charge (or his representative) and abide by the requirements for safety at that location.

SAFE PLACE OF WORK

The Head of School recognises the need to provide, so far as is reasonably practicable, a safe place of work for all employees and students. Sufficient information, instruction and training will be provided to assist everyone to deal with the hazards involved.

TRAINING AND INSTRUCTION

All undergraduate and postgraduate students will receive sufficient training in matters of health and safety for them to be able to carry out their work safety.

EMERGENCY PROCEDURES

The School Safety Officer has been appointed to implement the Safety regulations already existing at the University and Faculty levels. The Laboratory Manager will act on behalf of the Safety Officer whenever it is necessary.

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COMPLAINTS ABOUT HEALTH AND SAFETY ISSUES

All members of the School are encouraged to play an active part in maintaining and improving safety in the School. Complaints about health safety and welfare at work should be pursued through the normal supervisory and management channels. Staff meetings will also provide a forum for discussion and resolution of safety matters. However, it is recognised that on occasion it might be that the appropriate action is not seen to be done and in such an event the following course should be pursued:

(1) The employee brings a complaint to the attention of the immediate supervisor.(2) If the complaint is not resolved satisfactorily, the employee should involve the

supervisor of the area in which they work.(3) If the complaint is still unresolved, the Head of School and the School Safety

Officer should be involved.(4) If the complaint is still unresolved then it should be discussed at the School

Safety Committee or with the University Safety Officer. (5) In the event of the complaint still being unresolved and the Health and Safety

Executive could be consulted.

N.B. The initial complaint should be in writing and all subsequent discussions and decisions documented. It is anticipated that nearly all complaints will be resolved at Stage 1 or 2, but is recognised that all six stages of the above procedure might be required. The time taken to move from Stage 1 to Stage 6 will be relative to the degree of risk involved and could be as little as hours.

SCHOOL SAFETY COMMITTEE

The Head of School desires the maximum consultation on all matters of health, safety and welfare at work. A School Safety Committee comprising representatives of management, staff and students meets at approximately six-monthly intervals or more frequently if appropriate. The function of the Committee is to enable effective consultation on safety between all members of the School, and to ensure that the organisation and arrangements for safety in the School are suitable and sufficient. The Safety Committee welcomes comments and suggestions on safety from all interested parties. All correspondence should be sent to the School Safety Officer.

School Safety Committee (from December 2004)

Head of School: Dr A. YoungerLaboratory Manager: Dr O. SparaganoSchool Safety Officer Mr B. BrownDeputy School Safety Officer: Mr J. WightmanFarms Directors Mr D. Watson and

Dr W. TaylorNafferton Ecological Farming Group Mr P. ShottonClerical Representative Mrs M. TearPost-Graduate Representative Mr M. Haverty

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Agriculture Building Representative Mr J. PhilipsonResearch Associate representative Dr A. ChaudhryBiological Safety Supervisor Dr K. Brandt

Activities of the Committee

To make comment on the School safety policy;To monitor safety performance by consideration of accidents/incidents, inspection

reports;To consider suggestions, comments and complaints from members of staff;To assist in the identification of safety training needs;To consider the effectiveness of safety systems in the School.

Responsibilities for Safety Inspections:

School Safety OfficerLaboratory ManagerDeputy School Safety Officer

All references in this booklet to "The School" refer to both the School of Agriculture, Food and Rural Development (including the Nafferton Ecological farmimg Group).

SAFETY IN THE SCHOOL

All Universities are subject to the Health and Safety at Work Act (1974). The Act lists the responsibilities of both employers and suppliers of materials and equipment. It goes on to state that "It shall be the duty of every employee while at work - (a) to take responsible care for the health and safety of himself and other persons who may be affected by his acts or omissions at work ....". The Act is administered by Inspectors appointed by the Health and Safety Executive who have the power to prosecute. The Act provides for fines and/or imprisonment for any person who infringes the Act. The School wishes to maintain a high standard of safety in all aspects of its work. All staff and students in the School are reminded of a constant need for care in planning and executing of experimental work. The University Safety Regulations (Regulation No.12) apply to the School and all personnel.

Due consideration should be given to the hazardous properties of the materials and equipment used. The Control of Substances Hazardous to Health (COSHH) regulations1 requires that effective written safety policy on the use of hazardous substances is prepared and is part of general School policy on health and safety.

1 The Control of Substances Hazardous to Health Regulations 1994, HMSO.

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Academic staff supervising research students are directly responsible for their own research students. For undergraduate students the laboratory supervisors are responsible for the students assigned to them whilst practical work is being carried out. The appropriate protective clothing must be worn at all times, and the local rules of each laboratory are to be read and observed.

All members of the School must make themselves familiar with the information in the University Safety Literature. It is essential for all persons to be aware of all the possible hazards of any work or operation that they are carrying out and take whatever precautions necessary to ensure their own safety and that of others.

If any new, or possibly dangerous, technique is to be carried out, advice MUST be sought from the Supervisor AND School Safety Officer BEFORE commencing the work.

Never be afraid to report an incident, however trivial. By doing so, you may help to avert a more serious accident in the future.

SAFETY OF CONTRACTORS, CLEANERS AND VISITORS

Arrangements for contractors, University Estate and Building Services staff to carry out work in the School should be made through the School Office (Room 2.05 in Agriculture Building). No outside contractor may commence work without reporting to the above office.

Special arrangements must be made for any “restricted access” laboratory which is kept locked except when in use because of a particular risk of exposure to flammable, toxic, carcinogenic or radioactive chemicals, or pathogenic micro-organisms. Before permitting entry of professional, contractors, staff of the University’s Estate and Building Services, cleaners or other person not specifically trained/authorised to carry out scientific work in that laboratory, the Laboratory Manager should inform the person(s) supervising the laboratory of the projected visit, and consult the supervisor (or, failing that, the School Safety Officer), on potential health hazards and any special precautions to be taken.

A leaflet describing safety procedures for visitors, contractors, etc is available from the Mr Brian Brown’s office (room 714, Agrticulture Building).

RISK ASSESSMENT

Under the Management of Health and Safety at Work Regulations, it is necessary to assess all risks from potential hazards (not just radioactive chemicals and substances covered by COSHH) to the health and safety of employees whilst at work, and to others who may be affected by that work, including students, visitors, cleaners and contractors. University policy states that these considerations extend to undergraduate practical class work as well as to research projects and other work within the School.

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It is the responsibility of research and laboratory supervisors to:

1. assess the risk to health arising from the project and what precautions are needed;2. introduce appropriate measures to prevent or control the risk;3. ensure that the control measures are used and that equipment is properly maintained and

correct procedures used;4. where necessary, monitor the exposure of people at risk and carry out appropriate

surveillance of their health;5. inform and instruct people at risk on the risks and train them in the precautions to be taken. Much of the work carried out by the School is of fairly low risk, repetitive in nature, with the risks virtually constant. For much work, it will therefore be sufficient for a one-off General Risk Assessment to be undertaken. Where higher risk is involved, if a project is part of a group of related projects, the group may be covered by a single assessment. Where risks involved are not covered by a General Risk Assessment, then a Specific Risk Assessment must be undertaken.

Risk Assessment Forms are obtained from Mrs Marie Tear (Room 2.03, Agriculture Building). Copies of completed Risk Assessment Forms must be (a) retained by the assessor, (b) deposited in the central departmental files and (c) issued to all persons involved in the project or work practice. where appropriate a copy should be posted by pieces of equipment, machinery or in specialised facilities such as aquaria and laboratories where access is restricted because of potential hazards.

The Risk Assessment Form covers a range of hazards from substances with explosive or flammable properties, through extremes of pressure or temperature to slip/trip and noise, and indicates the need to complete a separate COSHH form for the use of chemicals and microorganisms covered by The Control of Substances Hazardous to Health regulations (see below).

Normally the Supervisor or immediate Line Manager is responsible for (a) assessing the procedures described in the Risk Assessment Form as to their suitability as "safe procedures", and will sign the form accordingly, and (b) ensuring that the user has received the appropriate training in the application of these safe procedures. The "Assessor" is normally the member of staff charged by the Head of School with responsibility for the area in which the work is to be carried out.

SUPERVISORS CANNOT BE HELD RESPONSIBLE FOR UNREASONABLE BEHAVIOUR PUTTING PEOPLE AT RISK. IT IS ASSUMED THAT EACH PERSON IS SUFFICIENTLY RESPONSIBLE TO ACT WITH A DEGREE OF COMPETENCE IN KEEPING WITH THEIR PRIOR EXPERIENCE AND QUALIFICATIONS.

THE CONTROL OF SUBSTANCES HAZARDOUS TO HEALTH (COSHH) REGULATIONS 1994

Under these regulations it is necessary for a written appreciation of the hazard from all potentially dangerous substances (including microorganisms and dangerous pathogens) used in a project to be compiled before work starts. For each project a COSHH Assessment Form must be completed (COSHH Assessment Forms are available from Mrs Marie Tear, Room 2.03,

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Agriculture Building), Copies of COSHH forms must be sent back to the School Safety Officer (Brian Brown room 714 Agriculture Building ).

Each COSHH assessment should carry a list of any corrosive, toxic, or irritant chemicals which are used in the relevant project, and any microorganisms classified as other than Group 1 pathogens. Very hazardous chemicals should be highlighted on this list, especially carcinogens, teratogens, or those associated with reproductive toxicity.

Where a project is part of a group of related projects, the group may be subject to a single COSSH assessment, and where a single laboratory is devoted to related projects, the list could be a laboratory list which should be posted near the door of the laboratory. Methods of work must be clearly described, either in the assessment form or in some other readily accessible document to which reference is made.

Although covered by legislation other than COSHH, the hazards from substances arising from their explosive or flammable properties should also be considered, as should hazards from extremes of pressure or temperature. Radioactive substances are assessed separately.

Information about the hazards associated with chemical substances can be obtained from a variety of sources, including BDH/Merck Laboratory Supplies Catalogue; Sigma-Aldrich Material Safety Data Sheets on CD-ROM; BDH Hazard Data Sheets; M & B Material Safety Data Sheets; Sigma-Aldrich Safety Data. The BDH/Merck catalogue in particular shows the hazard symbol, if any, for each compound, and information about the significance of these. Information about their handling can be obtained from their Risk and Safety phrases (R & S numbers).

It is the responsibility of research supervisors and laboratory class supervisors to:

1. assess the risk to health arising from the project and what precautions are needed;2. introduce appropriate measures to prevent or control the risk;3. ensure that the control measures are used and that equipment is properly maintained

and correct procedures used;4. where necessary, monitor the exposure of people at risk and carry out appropriate

surveillance of their health;5. inform and instruct people at risk on the risk and train them in the precautions to be

taken.

Normally the Supervisor or immediate Line Manager is responsible for assessing the procedures described in the COSHH Assessment Form as to their suitability as "safe procedures", and will sign the form accordingly. In the event of any uncertainty, the School Safety Officer should be consulted. The "Assessor" is normally the member of staff charged by the Head of School with responsibility for the area in which the work is to be carried out.

Supervisors cannot be held responsible for unreasonable behaviour putting people at risk. It is assumed that each person is sufficiently responsible to act with a degree of competence in keeping with their prior experience and qualifications.

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OUT-OF-HOURS WORKING IN THE SCHOOL OF AGRICULTURE, FOOD AND RURAL DEVELOPMENT.

Employees and Postgraduate workers. The hours from 8.00 a.m. – 6.00 p.m., Monday - Friday should be regarded as hours available for normal working in the School. These times may alter during vacations, and on Public Holidays and other days on which the buildings are closed. Outside these working hours entry to the Building and hence the School is restricted.

Entry to the building is via the FRONT DOOR (ground floor) operated by your swipe card which can be activated by Mrs Marie Tear (School Administrator). At all out-of-hours times the outside doors of the building must be closed and locked after use. On entering and leaving the building it is essential that all personnel sign legibly with their full names the OUT-OF-HOURS log book, which is located in the old porters lodge to the right of the main entrance, ground floor, Agriculture building. Personnel already in the building, between 8 a.m. – 6.00 p.m. and wishing to remain after 6.00 p.m. must also sign the OUT-OF-HOURS book.

No person shall work alone in a Laboratory (or workshop) outwith normal working hours in conditions where there is any reasonable possibility of an accident. Experimental work involving fire, flood risk or electrical hazard must not be attempted. Non-hazardous work, e.g. writing, reading, computing/word processing, observations using optical microscopes and simple adjustments to equipment will be permitted but MUST have initial written permission from a supervisor. Any other experimental work MUST have further written permission from a supervisor for EACH occasion.

Visting workers must contact the Laboratory Manager in the first instance to obtain authorisation to work.

Undergraduate students are not normally given access to the laboratories outside the hours of 8.00 a.m. to 6.00 p.m., Monday to Friday.

In exceptional circumstances where access to laboratories is essential for non-hazardous activities for a short period after 6.00 p.m. and before 8.00 a.m. on week-days, the following further conditions have to be satisfied:

the "Out-of-Hours" Book must be signed;the student is supervised preferably by the Supervisor, or by another member of School staff or a postgraduate research worker;the School Safety Officer is notified in advance in writing both of the names of the students involved and of the person nominated to supervise them;the student is supplied with a signed Authorisation Form by the Supervisor.

Access on Saturdays or Sundays is only permitted where a member of staff is present while the student is in the building to ensure that internal doors are secure after his departure.

DISPOSAL OF WASTE

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Solvents immiscible with water must not be disposed of down sinks; they should be accumulated in bottles for later disposal by other routes. For the route of disposal of solvents miscible with water, other than trivial amounts, the Supervisor should be consulted.

Solid waste must be separated into the following four categories and separately disposed of: waste paper into waste paper containers; glass waste into special “glass only” yellow bins and other wastes should be accumulated in yellow bags before being stored in the clinical waste skip in basement of the Agriculture building.

SECURITY

(a) All windows must be secured before leaving.(b) Water, and gas supplies should be checked, electrical equipment should be turned off and

either plugs removed before leaving or the appropriate electrical sockets switched off.(c) Laboratory and main doors should be closed on leaving.

ACCIDENTS

Within the School there are people trained in First Aid and in possession of First Aid equipment, contact details of first aiders are listed at either end of each floor in the building. Employees should make themselves aware of the location of these resources.

Generally:

(a) Give any possible immediate first aid. Call for help, if necessary. A list of personnel and telephone numbers of those qualified to give first aid is located at the end of each floor in the building. Do not delay unnecessarily in seeking help.

(b) If required, use the Emergency telephone number 6666 connected to the University Security office to summon Medical Services, if required.

University Emergency number : 6666

External Emergency Services: 9-999

First Aid Boxes

Located in the following places : Laboratories: 411, 602, 610, 613, 618, 619, 705 and 708.First aid boxes are also located in the General Office on the scond floor and in the Mrs Eileen Curry’s office on the third floor.

Servicing of First Aid Boxes

Appointed person responsible for First Aid boxes : Mr J. Wightman

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Trained/Qualified First Aiders

Mrs Marie Tear, room 3.14, KGVI, ext 6867 (or alternatively room 3.11, ext 5955) Mr Brian Brown room 714, Agriculture building ext 6607.

Person Responsible for Reporting Incidents

Mr Brian Brown (Technical Manager and SSO)

Accident Records

Records are held in Room 3.14 (KGVI).

Note that all accidents and other potentially serious incidents must be reported to the Laboratory Manager or his Deputy, who will complete the appropriate accident form and notify the School Safety Officer.

FIRES

Fire is the most serious danger which most members of the School may ever have to face. In this respect "prevention is better than cure", therefore take care when sources of ignition and "fuel" are used together. Familiarize yourself with the main and alternative routes of escape. Know where the nearest extinguisher is and how to operate it.

Small firesThese should be extinguished using an aerosol or CO2 extinguisher as appropriate. Any such accident must be reported at the earliest opportunity to the Laboratory Administrator.

Other fires 1. Close the windows and door of the room2. Sound the fire alarm if it has not sounded automatically3. Leave the building4. Locate the Fire Brigade Officer and supply relevant information

As soon as is practical report the incident to the Head of School

If in doubt ASK. YOUR LIFE MAY DEPEND ON THAT KNOWLEDGE.

Fire Wardens for the School:

Dr A. Chaudhry (Responsible for the 2nd Floor Area, KGVI)Mrs Marie Tear (Responsible for the 3rd Floor Area)Fire wardens for the Agriculture Building and other floor in KGVI Building will be nominated soon.

FLOODING

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Is the second most serious danger affecting the fabric, services and equipment in the School.

To minimise any incidents please conform to the following:

1. Always ensure that tubes, hoses etc are properly secured to taps and equipment by means of jubilee clips or wire.

2. Ensure that drains are not blocked and are free from debris.3. Never leave taps running unattended to fill up containers or for other means.4. Never leave water running overnight unless there is no alternative and all precautions

have been taken and the relevant personnel have been informed.5. In addition refer to procedures for overnight and continuous running equipment.

CODE OF PRACTICE WHEN HANDLING CULTURES OF MICRO-ORGANISMS

The Advisory Committee on Dangerous Pathogens (ACDP) has categorised microorganisms into four hazard groups2 in ascending order of hazard:

Hazard Group 1: An organism that is most unlikely to cause human disease.

Hazard Group 2: An organism which may cause human disease and which might be a hazard to laboratory workers but is unlikely to spread to the community. Laboratory exposure rarely produces infection and effective prophylaxis or effective treatment is usually available.

Hazard Groups 3 and 4: Contain organisms considered to be considerably more dangerous than those in Group 2.

Hazard Groups 2, 3, and 4 are referred to as "pathogens", and can include bacteria, viruses, chlamydia, rickettsiae, mycoplasmas, fungi and parasites. The majority of microorganisms used in the School are likely to belong to Hazard Group 2.

The number of the Hazard Group of a particular organism indicates the level of containment under which it must be handled. The requirements for organisms of Hazard Groups 1 and 2 (Containment Levels 1 and 2) are as follows.

Containment Level 1

1. Laboratory coats should be worn at all times when handling microorganisms and should be of the "wrap- round" type recommended in the Howie Code.

2. Laboratory coats should not be worn outside laboratories and never in a room in which eating, drinking or smoking is permitted.

3. Laboratory coats should not be modified in any way.4. Always work on the assumption that the organisms you are dealing with are pathogens and

observe appropriate precautions.

2 Advisory Committee on Dangerous Pathogens, Categorisation of Pathogens according to Hazard and Categories of Containment, Second edition, 1990, HMSO.

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5. Never smoke, eat, drink or apply cosmetics in a laboratory. At the end of practical work wash your hands thoroughly before leaving.

6. Work in a tidy manner ensuring that no unnecessary equipment or glassware is left lying around.

7. All contaminated articles not suitable for flaming should be discarded into hyperchloride, eg. "Chloros".

8. Petri dishes containing cultures should be placed in Sterilin bags for autoclaving.9. Do not lick labels (moisten them with water from the tap) or touch your mouth with finger,

pen or pencil.10. Do not bring bags, clothing or other personal effects into the laboratory since they may

become contaminated.11. Do not mouth pipette cultures of micro-organisms: use a safety bulb with a pipette plugged

with cotton wool.

Containment Level 2 3

1. Access will be limited to authorised personnel and other workers with a legitimate reason for access.4

2. The door should be kept closed when work is in progress and an appropriate sign "Containment Level 2 work in progress" displayed.

3. Microbiological pattern laboratory coats, properly fastened, must be worn in the laboratory. They must be removed before leaving the laboratory - on no account should laboratory coats be worn in tea rooms, offices, the library or other public areas.

4. Laboratory coats should be autoclaved if contamination is suspected and routinely before sending to the laundry.

5. Bench working surfaces if not of an approved type must be covered with "Benchkote" and this must be replaced when damaged.

6. Smoking, eating, chewing, drinking, applying cosmetics, storing of food and drink must not take place in the laboratory. Keep fingers, pens, pencils etc. away from your mouth.

7. Outdoor clothing must not be brought into the laboratory.8. Handbags, briefcases etc should not be brought into the laboratory.9. Mouth pipetting must not take place. 10. Hands must be washed when contamination is suspected, after handling potentially infective

material and before leaving the laboratory.11. During normal working care must be taken to minimise production of aerosols e.g. capped

tubes should be used for mixing and centrifuging.12. Bench working areas must be disinfected after spillages and routinely at the end of each

working day.13. Waste materials must be disposed of safely. In particular, contaminated materials must be

totally immersed in disinfectant or autoclaved before disposal. If contaminated materials are to be transported to another laboratory for autoclaving they should be placed in an autoclave bag.

14. Accidents including minor cuts and abrasions must be reported and appropriate action taken. e.g. minor cuts should be cleaned and covered with a waterproof dressing.

3 "Microbiology laboratory" is intended to mean any laboratory handling microorganisms for teaching or research purposes.

4 Maintenance workers or other visitors should be supervised while working in the laboratory.

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15. A copy of this code of practice should be posted in each laboratory and brought to the attention of personnel involved.

For further information on work involving microorganisms, please consult "Guidelines for Microbiological Safety" issued by the Joint Co-ordinating Committee for the Implementation of Safe Practices in Microbiology.

CONTAINMENT LEVEL 3

The School Safety Officer should be consulted before contemplating any work with Hazard Group 3 organisms (e.g. Salmonella typhi).

RADIOACTIVE SUBSTANCES

Work with radioactive materials must receive prior approval before commencement from the University Safety Office, and must be carried out in the appropriate laboratories in accordance with the Ionising Radiations Regulations 1985, the Radioactive Substances Act 1993, and the relevant University Regulations.

GENETIC MANIPULATIONS

Work on genetic manipulation is governed by the Genetic Manipulations Regulations 1989. Before any work of this nature is commenced, clearance must be obtained 30 days in advance from the University Safety Office.

Guidelines for Genetic Modification Work

The following guidelines are based on advice from ACGM/HSE. The guidelines assume that the genetic modification is of low risk (type IA activity). For higher risk work, medical surveillance may be necessary, for which a Health Record Form (See Appendix) will need to be completed.

It is the responsibility of each worker to comply with the following guidelines:

1. Access to the laboratory should be limited to laboratory personnel and other specified persons.

2. The laboratory door and windows should be closed when work is in progress.3. Laboratory coats must be worn in the laboratory and removed when leaving the

laboratory suite. When work has been completed, remove your laboratory coat before washing your hands. This will ensure that organisms are no inadvertently passed from your laboratory coat to your hands before you leave the laboratory.

4. Eating, chewing, drinking, smoking, storing of food and the application of cosmetics must not take place in the laboratory.

5. Mouth pipetting must not take place.6. All procedures must be performed so as to minimize the production of aerosols.7. Effective disinfectants must be available for immediate use in the event of spillage. For

disinfectants based on free chlorine a solution containing 10,000 ppm available chlorine

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should be provided. Chloros from stores has a strength of 110,000 ppm. For general use a 1,000 ppm solution should be available, and discard jars should contain 2,500 ppm chlorine.

8. Contaminated pipettes disposed of into discard jars should be completely submerged in disinfectant. Disinfectants should be changed on a regular basis.

9. Contaminated glassware, etc. must be stored in a safe manner prior to sterilization. Small disposables such as agar plates and tips must be discarded into a suitable closed container and autoclaved at the end of each day. After autoclaving, waste should be disposed of promptly into the skip. The practice of attaching polythene bags to the bench for the convenient disposal of plastic tips, microfuge tubes etc, is NOT permitted.

10. Sharps (e.g. razor blades, syringe needles etc.) should be discarded into containers designed for the purpose, and autoclaved prior to disposal via Stores.

11. Hands must be disinfected or washed immediately when contamination is suspected, after handling infective materials, and also before leaving the laboratory.

12. Bench tops should be cleaned after use.

EQUIPMENT - GENERAL

All equipment/machinery will be inspected by a competent person prior to being taken into service and will thereafter be inspected at a frequency relative to the risks involved.

The Laboratory Manager will ensure that records of all equipment used in the department are kept and the frequency of inspection agreed and adhered to.

Each appliance will have a date stamp when it is due for its next inspection/test; appliances with an out-of-date stamp should not be used.

On the report of any equipment/machinery being suspected as faulty or hazardous, the equipment/machinery will be taken out of service until its safety has been assured.

ELECTRICAL EQUIPMENT AND MACHINERY

The requirements of the Electricity at Work Regulations 1989, necessitate administrative procedures for dealing with the safe use of electrical equipment. Only those persons designated by the School Safety Committee/Head of School as "Competent Persons" are allowed to carry out any electrical repair or maintenance work in the School. This includes tasks such as wiring plugs and replacing fuses.

Electrical equipment which does not have a valid Inspection label (or none at all) must not be used. This deficiency must be reported immediately to the electrical safety officer, Mr Steve Hall.

All electrical equipment is inspected visually and tested for electrical integrity at suitable intervals. A database of all the equipment is held by the Electrical Safety Officer and incorporates details of testing dates and results.

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Inspection TestClass 1 EquipmentLow risk, stationary 2 years 4 yearsOther equipment, low risk 2 years 2 yearsFixed workshop/laboratory machinery, low risk 1 year 2 yearsPriority equipment, susceptible to damage near water or in damp locations

6 months 1 year

Portable power tools Weekly 6 monthsOther frequently moved equipment 1 year 1 year

Class 2 Equipment 2 years None

All 3-Phase equipment is checked every 3 years and spur-wired equipment every 4 years by a company designated by the Estates Office.

Where stored items are to be used, and have been labelled as in storage, the Technician in charge of the area should be consulted as to the electrical testing of the equipment prior to use.

Connections to portable equipment should be examined before each use and any faults reported to Mr S. Hall.

Definitions Green Inspection stickers on plugs (= specifies when inspection/testing is due) Red Testing Stickers on equipment (= specifies when inspection/testing is due) Significance of orange plugs (= for equipment used in cold rooms) Detachable leads (do not interchange and ensure that the reference number on the inspection

sticker matches the reference number of the equipment)

Users responsibility It is the USERS responsibility to ensure that electrical equipment has an up to date Inspection and Testing sticker, and that it is fitted with the appropriate type of plug and correct detachable lead, before use.Any electrical equipment, with out-of-date stickers (or no sticker, at all) MUST be reported to the responsible technician, Mr S. Hall.

FARMING ACTIVITIES

Each Farm Manager will ensure that a specific Safety Booklet related to each of the two School farms is annually updated

SAFETY IN FIELDWORK

1. Some biological studies, e.g.those involving farming activities, necessitate experimental or observation work or collection of specimens being carried out in the normal habitat of the organism rather than in the laboratory.

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2. Some work is controlled by other University regulations. These regulations must be consulted, where applicable, and observed. Field experiments involving radioactive tracers may require approval from the Radiation Safety Officer in addition to normal University approval – the School Radiation Supervisor should be consulted.

3. When using vehicles or visiting sites or installations owned by other organisations, their safety regulations which apply to that use or visit must be observed.

4. All field work is potentially hazardous and all personnel must be aware of this. However, it is recognised that some field work involves activities which are not especially hazardous and are carried out by the public at large without special regulations e.g. visits to recreational areas. While no special precautions may normally be needed for visits to such habitats, all persons involved must appreciate that the degree of hazard associated with such visits may depend on conditions at the time of the visit e.g. tidal and weather conditions. All workers must therefore be continually vigilant, take no unnecessary risks, and be prepared to postpone work under adverse conditions even though a previous visit to the site may have seemed safe. Some field work is especially hazardous under all conditions and is dealt with below (para. 5).

5. All staff and research personnel involved in field work must be familiar with the Guidance Note - Safety in Fieldwork and should follow its recommendations where applicable. This note gives information on precautions and procedures for work in especially hazardous situations as well as general guidance on field work.

6. Research supervisors and teachers in charge of field classes must ensure that students are familiar with safety procedures and that necessary safety equipment is available.

7. Where University vehicles are involved in field work they must only be used in terms of their insurance cover. Only approved persons may drive and the designed seating capacity of the vehicles must not be exceeded. Where private vehicles are used for field work this must only be with the full consent of the owner and the user must ensure that the insurance cover is applicable.

8. Protective and safety clothing e.g. life jackets, hard hats etc., worn where appropriate.

NOTICE FOR ALL FEMALE STAFF AND STUDENTS IN SCIENCE AND ENGINEERING SCHOOLS

Exposure to Health Hazards during pregnancy

Recent developments have highlighted possible health hazards when pregnant females are exposed to certain teratogenic or carcinogenic substances. To avoid such hazards staff and students whose work involves contact with chemicals are required to inform their Head of School or the University Health Service as soon as they know they are pregnant so that steps can be taken to remove them from risk during the period of pregnancy.

It is essential that there is no delay in this as the risks are greater during the early months of pregnancy. All information will be treated as confidential and for more detailed medical advice you are encouraged to contact the University Medical Centre.

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CYLINDERS OF COMPRESSED GAS

The use of equipment containing fluid under pressure is controlled by the Pressure Systems and Transportable Gas Containers Regulations 1989.

Before use1. Check that the reducing valve is adjusted for zero outlet pressure i.e. turned anti-clockwise

until no resistance is felt.2. Open main cylinder valve slowly about 1/8th turn. Pressure gauge indicates valve open.3. Turn reducing valve screw clockwise until pressure gauge indicates the required

outlet/pressure.

After use1. Close main valve on cylinder avoiding excessive force (highly dangerous).2. Turn reducing valve screw anti-clockwise until no resistance is felt. Remember that gas

cylinders can be highly dangerous. They are filled to a pressure of 2500 lb in-2 (over a ton per square inch). A sheared cylinder valve can have fatal results.

CYLINDERS MUST BE SUPPORTED IN A TROLLEY OR CHAINED TO THE BENCH - ON NO ACCOUNT SHOULD THEY BE LEFT FREE STANDING

The Laboratory Manager should be advised of any fault or malfunction in any of this equipment.

STEAM UNDER PRESSURE

Autoclaves and steam pressure vessels must be operated as per the instructions displayed by them and must not be left unattended for any length of time.All autoclaves and bench steam pressure vessels are to be examined at yearly intervals by a representative of the AFRD Safety Committee.

THE FOLLOWING PROCEDURE SHOULD BE ADOPTED WITH CONTINUOUS RUNNING EQUIPMENT INVOLVING CONTINUOUS WATER SUPPLY

1. Suitable tubing should be used - rubber perishes and therefore is not suitable: reinforced nylon or PVC tubing is recommended.

2. The tubing should be clamped to the water supply and to the apparatus.3. The water supply should be running at the correct rate allowing for any increase in pressure.4. The equipment must be labelled by a "Please leave on" form and the flood hazard specially

mentioned.

SOME IMPORTANT SAFETY ADVICE

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ACCIDENT AND INCIDENT REPORTS

All accidents must be reported to the Laboratory Manager (even if causing no injury)

FIRE EXTINGUISHERS The use of any fire extinguishers - even if the extinguisher is not emptied - must be reported immediately to the Laboratory Manager

EYE PROTECTION Safety spectacles or other forms of protection must be worn when hazardous experiments are being carried out.

FOOD AND DRINK Eating and drinking in laboratories is dangerous and is prohibited.

SMOKING Smoking is AFRD is in accordance with the University policy and is not allowed in laboratories or areas used by several people.

SOLVENT DISPOSAL Waste solvents must be disposed off in appropriate containers provided. NOT DOWN THE DRAINS

Warning.

Importation of chemicals or biological material is strictly forbidden unless the appropriate licenses are held and permission has been obtained from your supervisor, school safety officer and University safety officers. This includes carrying samples in luggage, using a courier, through the postal system or by any other route.

INDEX

Accident and incident reports, 12, 13Accidents, 12ACDP, 14Advisory Committee on DangerousPathogens, 14Biological waste, non-hazardous, 12Cleaners, 8Complaints, 6Compressed gas, 20Containment Level 1, 15Containment Level 2, 15

Containment Level 3, 16Continuous running equipment, 21Continuous running equipment involvingcontinuous water supply, 21Control of Substances Hazardous toHealth, 9Contractors, 8COSHH, 9COSHH assessment form, 9School Safety Committee, 6School Safety Officer, 2, 6

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Drains, 14Electrical equipment, 18Electricity at Work Regulations 1989, 18Emergency Procedures, 5Emergency RED telephone, 12Equipment, 18Exposure to Health Hazards duringpregnancy, 20Extinguisher, 21Eye protection, 21Fieldwork, safety, 19Fire extinguishers, 13, 21Fires, 13First aid, 12, 13Flooding, 14Food and drink, 21Gas cylinders, 20Genetic manipulations, 16Glass waste, 12Hazard groups, 14Health and Safety at Work Act (1974), 7Howie Code, 15Machinery, 18Management of Health and Safety at Medical Services, 12Micro-organisms, 16Non-laboratory work, 11Out-of-hours book, 11Out-of-hours working, 11Pathogens, 16Risk assessment, 8Safe procedures, 9Safety Policy, 1Safety Committee, 5Safety inspection, 6Safety, responsibilities, 2Smoking, 21Solid waste, 12Solvent disposal, 21Solvents, 21Solvents immiscible with water, 12Solvents miscible with water, 12Steam, 20Training, 5University Safety Handbook, 3Visitors, 8Waste, 12Waste paper, 12

Waste, disposal of, 12Waste, hazardous, 12Waste, toxic, 12Work Regulations, 7

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I, ………………………… Staff/Student/Visitor member of the School of Agriculture, Food and Rural Development (AFRD) declare I have read the School Safety Booklet and will abide to its rules.

Date:

Signature:

11/6/2008