This is the Health and Safety Policy of:
SCHOOL OF LIFE & HEALTH SCIENCES
CONTENTS
Health & Safety Policy
Organisation & Responsibilities
Fig.1
Fig.2
Fig.3
Arrangements for Safety
Appendix 1
Appendix 2
Appendix 3
Appendix 4
Appendix 5
Appendix 6
Page 1 of 36
Page
Introduction
General Policy
Health & Safety Objectives
Ultimate Responsibility
Day to Day Responsibility
School H&S Committee
Specialist School Safety Advisors
School H&S Coordinators
Managers & Supervisors
Employees & Students
Raising Issues
First Aiders
Fire Wardens
Life & Health Sciences H&S Reporting Lines
Aston University H&S Structure
Life & Health Sciences Committee Structure
Important Contacts
Reporting of Incidents and Hazards
Emergency Procedures
Training
Induction
General Safety
Basic First Aid
Electrical Safety
Assessments
Biological Safety
Chemical Safety
Radiation Safety
Personal Protective Equipment
Manual handling Operations
Workstations/Display Screen Equipment
Pregnancy
Disability
Stress
Constitution/Terms of Reference
Role of School H&S Coordinators
Latex Gloves
Work Experience for School Children
Laundering of Lab Coats
School Training Matrix
2
2
2
3
3
3
3
4
4
4
4
5
5
6
7
8
9
9
9
10
11
11
12
12
13
14
19
22
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31
35
36
20th July 2015
Introduction
The purpose of this policy document is to assist all members of the School 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 School recognises 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 School.
 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.
[Senior Manager to sign here]
Signed on behalf of:
School of Life & Health Sciences
Next Review Date:
31 July 2015
Page 2 of 36
Dated: 14 January 2015
20th July 2015
ORGANISATION AND RESPONSIBILITIES
1.
Overall and ultimate responsibility for health and safety is that of:
Prof. Chris Hewitt
2.
Day-to-day responsibility for ensuring this policy is put into practice is
delegated to:
Michael Robinson
3.
Executive Dean
School Technical Manager
School Health & Safety Committee
The membership of the Committee is (constitution/terms of reference Appendix 1):

Executive Dean Head of School

University Safety Office Representative

School Safety Advisors

School Technical Manager

Subject Group/Area Safety Co-ordinators
(Idealised Role of School H&S Coordinators Appendix 2)

Trade Union Representative(s)
The School Health and Safety committee is responsible to the School Board 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 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
Assessnet™/Assessments
Radiation Protection Supervisor
Magnetic Resonance Officer
Local Biological Assistant
Local Biological Assistant
Chemical Safety Advisor
Page 3 of 36
Dr Jo Gough
Jiteen Ahmed
Jiteen Ahmed
Dr Russell Collighan
Dr Tony Worthington
Dr Qinguo Zheng
Tel
3919
3897
3897
4035
3951
4046
email
[email protected]
[email protected]
[email protected]
[email protected]
[email protected]
[email protected]
20th July 2015
5.
To ensure H&S standards are maintained/improved, the following people
coordinate H&S in the following areas:
Group/Area
Audiology Vision Sciences Building
Optometry Vision Sciences Building
Optometry Vision Sciences Building
Biomedical Services Unit
Psychology
Biology Teaching/Research
Biology Teaching/Research
Pharmacy Teaching/Research
Office/Non Laboratory
Aston Brain Centre
reserve
Medical School
6.
7.
8.
H&S Coordinator
Claire George
Clare Hayes (Temp. Cover)
Elizabeth Bartlam
Wayne Fleary
Prof Klaus Kessler
Dr Tony Worthington
Dr Russell Collighan
Dr Qinguo Zheng
Mike Robinson
Andrea Scott
Niteen Mulji
Sarah Hopkins
Tel
5012
4138
4104
3958
3187
3951
4035
4046
3091
4149
4071
4762
email
[email protected]
[email protected]
[email protected]
[email protected]
[email protected]
[email protected]
[email protected]
[email protected]
[email protected]
[email protected]
[email protected]
[email protected]
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.
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 School 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).
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 or Trade Union H&S rep and these
can forward the issue to the School 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 School and University are illustrated in Figures 1,
2 & 3.
Page 4 of 36
20th July 2015
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
Andrea Scott
Elizabeth Bartlam
Kim Woolley
Matthew Hancock
Lisa Baker
Tony Roberts
Chris Langley
Rhiannon Phillips
Sue Turner
Niteen Mulji
Stephane Gross
Carl Schneider
Kam McKenzie
Wayne Fleary
Jenny Butler
Charlotte Bland
Sian Worthen
Area/Room #
Aston Brain Centre
Vision Sciences VSG23
Vision Sciences VS107A
Vision Sciences VSG23
Vision Sciences VSG18
Reception
Vision Sciences VSG23
Main Building MB454
Main Building MB625
Main Building MB532
Main Building MB640
Main Building MB343A
Main Building MB364
Main Building MB532
Main Building Biomed
Main Building MB464
Main Building MB339
South Wing SW610B
Vision Sciences VSG41
Telephone
4149
4104
4157
4125
4112
4137
3979
4101
4025
4071
3467
3925
3987
3958
4973
3964
4169
10. Fire Wardens
For information only – list updated by university fire officer.
Name
Clare Hayes
Matthew Hancock
Kim Woolley
Hannah Bartlett
Derek Hartley
Andrea Scott
Mike Robinson
Vivian Wang
Niteen Mulji
Joanne Gough
Kam McKenzie
Steve Russell
Jiteen Ahmed
Nikunj Patel
Chris Langley
Tony Worthington
Charlotte Bland
Jennifer Lines
Wayne Fleary
Jeff Preece
Kathryn Townsend
Peter Reddy
Rachael Powell
Page 5 of 36
Area Covered
Vision Sciences Ground Floor
Vision Sciences Ground Floor
Vision Sciences 1st Floor
Vision Sciences 1st Floor
Vision Sciences 1st Floor
Aston Brain Centre
6th Floor
6th Floor
6th Floor
5th Floor
5th Floor
5th Floor
4th Floor
4th Floor
4th Floor
4th Floor
3rd Floor
3rd Floor
Biomed Facility
Biomed Facility
Biomed Facility
Main Building SW Floor 6
Main Building SW Floor 5
20th July 2015
LIFE & HEALTH SCIENCES HEALTH & SAFETY REPORTING LINES
Fig. 1
KEY
LHS
School
Management
Team (Board)
MAIN H&S REPORTING LINES
OTHER H&S REPORTING LINES
Executive Dean – Chris Hewitt
LHS
Health & Safety
Committee
School Technical Manager – Mike Robinson
H&S Coordinators in Subject Areas
Specialist Advisors
Audiology – Claire George
Optometry – Elizabeth Bartlam
Biology – Russell Collighan + Tony Worthington
Pharmacy – Quiguo Zheng
Psychology – Klaus Kessler
Aston Brain Centre – Andrea Scott
Assessnet – Jo Gough
Radiation/Magnetic – Jit Ahmed
Biological – Russell Collighan + Tony Worthington
Chemical – Quiguo Zheng
Office – Mike Robinson
Trade Union
H&S Reps
Tutor
Supervisor/Line
Manager
Project
Undergraduate +
Post-Grad Taught
Students
Page 6 of 36
Post-Grad
Research (PhD)
Students
Staff
20th July 2015
ASTON UNIVERSITY HEALTH & SAFETY STRUCTURE
FOR THE SCHOOL OF LIFE & HEALTH SCIENCES
Fig. 2
Advisory
Groups
SubCommittees:
Biological
Radiological
Audit
Vice
Chancellor
University
Health & Safety
Committee
Professional
Advice
University
Health &
Safety
Office
Enforcing
Agencies
e.g.
Health & Safety
Executive,
Environment
Agency
External
Radiation
Advisors
Estates &
Facilities
LHS
School
Management
Team
Insurance
Executive Dean
Biological &
Radiological SubCommittees
Reports
Occupational
Health
LHS
Health & Safety
Committee
School Technical Manager
Trade Union
H&S Reps
H&S
Coordinators
+
H&S
Advisors
Research Groups
Supervisors/Lecturers
Teaching Areas
Staff/Student Committees
Individuals
Page 7 of 36
20th July 2015
Fig. 3
SCHOOL OF LIFE AND HEALTH SCIENCES HOW THE COMMITTEE STRUCTURE RELATES TO THE SCHOOL H&S COMMITTEE
KEY
MINUTES PASSED &
FORMAL REPORTING LINES
FORMAL REPORTING LINES
OUTSIDE THE SCHOOL
SCHOOL
RESEARCH &
ENTERPRISE
COMMITTEE
Reports
Optegra in
Aston Day
Hospital
BIOLOGY
SUBJECT MANAGEMENT
GROUP
Page 8 of 36
Staff Concerns
SCHOOL
HEALTH & SAFETY
COMMITTEE
PHARMACY
SUBJECT MANAGEMENT
GROUP
OPTOMETRY
SUBJECT MANAGEMENT
GROUP
20th July 2015
SCHOOL
TEACHING AND
LEARNING COM
TEACHING STAFF
AND MANAGERS
SCHOOL
MANAGEMENT TEAM
(School Board)
PSYCHOLOGY
SUBJECT MANAGEMENT
GROUP
AUDIOLOGY
SUBJECT MANAGEMENT
GROUP
ARRANGEMENTS FOR SAFETY
11. 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)
12. Reporting of Incidents and Hazards
All incidents, hazards, near misses and accidents resulting in personal injury 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.
Where appropriate an accident report http://www1.aston.ac.uk/staff/safety/accident-reporting/ must be
filled in (FAX to Safety Office if serious incident). Copies being sent to:
 Head of Health & Safety – FAX 3309
 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.
13. 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.
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.
Page 9 of 36
20th July 2015
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.
14. Training.
Training of staff and students is an important function that should not be neglected by
either the School 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.
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, appendix 6 is a School training matrix, all staff and research students must
conduct the relevant training at the earliest possible time. Information will be sent to you
by companies whose software we use:
eLearning health & safety training packages – Safety Media Ltd.
Risk assessment software – Assessnet (Riskex).
Page 10 of 36
20th July 2015
Training, induction and instruction is also provided within specific areas of the School,
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.
Training is not an exhaustive process and other courses may be required dependent on
the type of work and also different levels of responsibility. Individuals are obliged to
attend courses as instructed by the Head of School or their delegates and the School
has a duty to keep records of staff training.
15. Induction
All new staff, post-graduate research students must have a safety induction session.
Post-graduate research (PhD) students will receive an H&S induction tutorial as part of
their general induction into the University.
However, all staff and research students will receive an induction training programme
from Safety Media also they must be inducted 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.
 Ensure inductees are informed of any welfare issues – location of facilities etc.
School Technical Manager should be contacted if any additional information is required,
also arrange vaccinations etc.
Undergraduate and taught post-graduate students will receive Health & Safety lectures
as part of their induction into the University. More detailed presentations will be given
before starting their lab based projects.
Work experience placements for School Children please refer to Appendix 4.
16. 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 within any building at Aston University and there is a 5 metre
exclusion zone prohibiting smoking.
v.
No one should undertake high-risk activities out of normal working hours.
If working alone out of hours is unavoidable – refer to the School’s out of hours policy.
Page 11 of 36
20th July 2015
vi.
vii.
viii.
ix.
x.
xi.
xii.
xiii.
xiv.
xv.
xvi.
It is preferable that if possible two people work together, make sure you are secure
from intruders.
Undergraduates must not work in laboratories unsupervised.
Mouth pipetting is forbidden. Mechanical pipetting devices should always be used.
Personal protective equipment (PPE’s) must be worn if the procedure has been
assessed with this proviso.
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.
Fire doors must be kept closed (unless linked to the fire alarm system).
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.
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.
All staff are responsible for maintaining their laboratory/work area in a clean and tidy
condition. Good housekeeping is essential for safe working.
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.
Gloves worn in laboratories must not be worn outside these areas – when work has
finished remove gloves and wash hands.
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.
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.
17. 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.
18. Electrical Safety
i.
All equipment before 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).
Page 12 of 36
20th July 2015
iv.
v.
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.
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.
19. 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 laboratory
is shared with others then they must be taken into consideration if there is a
chance they could be harmed.
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.
Page 13 of 36
20th July 2015
 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
 Controlled areas
 Adequate training and supervision
Personal Protective Equipment (PPE)
 Lab coat, gloves, eye protection etc.
Information/Instruction
 Safety signs
 COSHH forms (Control of Substances Hazardous to Health). Both biological and
chemical
 GMO assessments
Assessments must be reviewed from time to time 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.
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 – advice can be sought from the
School Assessnet™ and Assessment safety advisor.
20. 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.
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)
Hazard Group 2
(Cat.2)
A biological agent unlikely to cause disease
Hazard Group 3
(Cat.3)
A biological agent that can cause severe human disease
and presents a serious hazard to employees. It may spread
Page 14 of 36
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.
20th July 2015
to the community but there is usually effective prophylaxis
or treatment available.
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).
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.
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 the School Technical Manager 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. 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
relevant to the work being conducted.
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20th July 2015
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 recirculating 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 1-10% TriGene (Anistel)
 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
Swab internal surfaces with 1-10% TriGene (Anistel)
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.
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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20th July 2015




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. This will be arranged for you by the School Technical
Manager during your induction.
 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). 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
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20th July 2015
The manufacturers’ guidelines must be followed at all times.
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). (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
Page 18 of 36
20th July 2015
21. 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.
Any chemical which carries a Hazard Pictogram must be COSHH assessed and
steps taken to reduce or eliminate any risks.
Hazard Pictograms
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.
Page 19 of 36
20th July 2015


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 MSDS sheets sent with the chemical
from the supplier 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.
 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.
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20th July 2015
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 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.
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.
Page 21 of 36
20th July 2015


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.
22. 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 Policy (available on the University
Safety web pages). Reference must be made to the Local Rules which are applicable to
radiation areas within the School. Work with non-ionizing radiation must also follow the
guidelines set out in the Radiation Safety Policy – 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. Assessments are required for all work involving radiation of
any type.
23. 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:
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.
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 Appendix 5 on how to
launder lab coats.
Certain laboratory coats are designated for specific tasks such as radioactive work and
should not be used for other activities or taken out of the specific areas in which they are
required. 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.
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.
Currently the majority of people use nitrile gloves to either protect from biological hazards
or to protect the experiment – see appendix 3 on issues relating to latex gloves. The main
conclusion is ‘Natural rubber latex gloves should only be worn if the assessment comes
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20th July 2015
to the conclusion that latex is the only suitable protection against the biohazard’.
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.
See appendix 3 for issues relating to adverse reactions.
iii.
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, safety spectacles/goggles for chemical hazards, 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).
24. 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.
25. 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. Assessnet™ has a DSE package that includes training and
then an assessment to highlight any problems – these problems should be corrected and a
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20th July 2015
new assessment performed. All staff, research post-grads and if here for more than 6 weeks
visitors and work placements will receive an email from Assessnet™ requesting completion –
this must be done.
26. 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. Caution should be
maintained during breast feeding.
27. 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.
28. Stress
The University does have an Occupational Stress Management Policy which is available on
the Human Resources (HR) web pages. 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.
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Appendix 1
SCHOOL OF LIFE & HEALTH SCIENCES
HEALTH & SAFETY COMMITTEE
Constitution
1.
Title and Status
This committee shall be called:
THE SCHOOL OF LIFE & HEALTH SCIENCES HEALTH AND SAFETY COMMITTEE
It shall be responsible to the School Board for all matters relating to Health and Safety
within the School.
2.
Membership
The membership of the Committee shall be as follows:







Executive Dean Head of School
University Safety Office Representative
University Biological Safety Officer
School Safety Advisors
School Technical Manager
Subject Group/Area Safety Co-ordinators
Trade Union Representative(s)
3.
Chair
The Chair of the Committee shall be elected by and from the members of the Committee.
If a Chair is not elected by the members, the Head of School will nominate a Chair of the
Committee.
4.
Quorum
A quorum shall comprise five members. The meeting is open to any member of the
School who has an interest in Health & Safety.
5.
Meetings
The committee shall meet at least three times in one calendar year.
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Terms of Reference
The functions of the School of Life & Health Sciences Health & Safety Committee shall be:
1
To oversee, on behalf of the University Health and Safety Committee, drafting of appropriate
University or School regulations, codes of practice or other documents required to maintain
required standards of Health & Safety within the School and to submit any such documents to
School Management Committee for approval.
2
To keep under regular review all matters concerning Health & Safety pertaining to the
appointment, job descriptions and training of persons appointed within the School. To promote
and instigate instruction/training programmes within the School and ensure records are
maintained. Make sure suitable induction programmes are introduced for staff and students.
3
To actively monitor the drafting and implementation of appropriate codes of practice, Local
Rules or other documents to ensure all aspects of safety in all areas of the School.
4
To instigate measures to monitor Health & Safety within the School including a regular cycle of
safety inspections.
5
To report regularly to the University Health & Safety Committee on all matters relating to the
above.
6
To promote a safe and healthy work environment with suggestions and advice for best
practise.
THE SCHOOL OF LIFE & HEALTH SCIENCES
HEALTH AND SAFETY COMMITTEE MEMBERSHIP
Member
Group/Area
Executive Dean Head of School
University Safety Office Representative
University Biological Safety Officer
School Safety
Assessnet™ Risk Assessment Software
Specialists
Radiation Protection Supervisor
Local Biological Assistants
Name
Prof Chris Hewitt
Kevin Hughes
Prof Anthony Hilton*
Dr Jo Gough
Jiteen Ahmed
Dr Russell Collighan*
Dr Tony Worthington*
Chemical Safety Advisor
Dr Qinguo Zheng
School Technical Manager
Mike Robinson
Safety Co-ordinators Audiology Vision Sciences Building
Claire George
Optometry Vision Sciences Building
Elizabeth Bartlam
Biomedical Services Unit
Wayne Fleary
Psychology
Prof Klaus Kessler
Biology
Dr Tony Worthington
Biology
Dr Russell Collighan
Pharmacy
Dr Qinguo Zheng
Medical School
Sarah Hopkins
Office/Non Laboratory
Mike Robinson
Aston Brain Centre
Andrea Scott
reserve Niteen Mulji
Post-Grad Research Student Rep
Karan Rana
Trade Union H&S Reps
Vacant
Secretary to the Committee
Samantha Brown
*Member of the Universities Biological Safety Committee incorporating the Genetic Modification
approval committee.
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Appendix 2
SCHOOL OF LIFE & HEALTH SCIENCES
The Role of a School Safety Co-ordinator
Introduction
The overall role of a School Safety Co-ordinator is to assist in ensuring that staff in their area
are kept safe and well and that equipment is safe and fit for purpose.
To achieve consistency and to ensure that Safety Co-ordinators work as a cohesive group,
ensuring implementation of guidelines/procedures as agreed by the School Health and
Safety Committee and advice provided by the School Safety Advisors and School Technical
Manager.
The Role
The following is an outline of the role of a School Safety Co-ordinator although not all items
on the list will be relevant to every Safety Co-ordinator.
















Work with and seek advice and assistance from the School Safety Advisors and
School Technical Manager where necessary.
Assist School staff with a responsibility for an area on matters relating to the safety of
personnel in the local area.
Encourage a safety conscious attitude and ensure that staff in the area are aware of
the procedure for raising safety matters.
Assist in safety inspections in the School areas under their control.
Ensure local rules are displayed and/or distributed.
Encourage staff to report accidents and hazardous incidents and ensure reports are
sent to the relevant School manager.
Assist in the investigation of accidents and hazardous occurrences and help to make
sure appropriate remedial action is carried out.
Be aware of University fire and emergency procedures and advise on the provision of
fire wardens in the local area.
Update the School Safety Advisors and School Technical Manager on new processes
and experimental techniques which may require revised or additional risk
assessments.
Advise the local managers on equipment that needs to be tested for electrical safety
and also report the acquisition of new equipment to the local manager.
Be aware of the arrangements for waste disposal especially hazardous waste so that
it is disposed of in accordance with University and School Policy.
Inform School managers if there are any problems with the disposal of waste, this
applies particularly to laboratory based Safety Co-ordinators.
Report problems with general building safety: floors, stairs lifts etc. to estates if a
small issue or via the School Technical Manager.
Hold the key to poisons cupboards and maintain the inventory for the cupboard.
Make the School Technical Manager aware of any staff requiring training and if
appropriate organise that training.
Ensure that personal protective clothing is available and used appropriately by
members of staff in the area.
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




Ensure warning signs and notices are displayed where necessary.
Disseminate new information, policies and guidance to members of staff as directed.
Maintain knowledge and competence by attending appropriate Health and Safety
Training courses and update sessions.
Represent the local area at the School Health & Safety Committee, reporting local
issues to the Committee and taking information back to members of staff.
Refer potentially dangerous (or difficult) situations to School managers.
Knowledge training and support





Experience of type of activities in the local area is essential.
A basic knowledge of health and safety at work is needed; this is provided by various
courses provided by the University and other Organisations around the country.
Further training in more specialist areas applying to the School will be given by the
School Safety Advisors and School Technical Manager as necessary.
If appropriate the NEBOSH General Certificate maybe available to Safety Coordinators.
Help, advice and support will always be given by the School Safety Advisors and
School Technical Manager and the various School Managers.
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Appendix 3
LATEX GLOVES
INTRODUCTION:
The use of natural rubber latex can cause severe health problems. The main contact, within
the University, is the use of latex gloves.
Latex exposure can lead to a number of health problems, including:
 Irritation
 Type I Hypersensitivity
 Type IV Hypersensitivity
Please refer to HSE leaflet INDG320 (available at www.hse.gov.uk/pubns/indg320.pdf) for
further information.
The accelerators used in the production process for Latex gloves and other materials, such as
nitrile, can cause irritation.
LIMITING EXPOSURE:
 Gloves should only be worn after an assessment of the work has been conducted and the
conclusion is that a glove barrier is required to protect the individual.
 Gloves should only be worn during the time this risk is present.
 If the work has to be protected from the individual, latex should not normally be used.
The assessment/operating procedure should establish when and why the gloves should be
used.
ALTERNATIVES AVAILABLE:
 As part of the assessment it should be established which type of glove is required. This
process must take into account:
i.
Permeation – migration through the protective glove, it has been suggested that
some viruses can permeate nitrile gloves.
ii.
Penetration – bulk flow through holes etc.
iii.
Degradation – damaging change to the physical properties of the glove.
 If after a full assessment, the conclusion that a nitrile glove or other material glove can be
used in place of Latex, then this course of action must be followed.
PURCHASING:
 Gloves must be of a suitable grade and these are available at a reasonable price from
various suppliers.
 If Latex gloves are required they must have a low latex protein level (<50mcg).
 If any gloves are purchased – they must not have the following risk phrases:
i)
R21: Harmful in contact with skin.
ii)
R24: Toxic in contact with skin.
iii)
R27: Very toxic in contact with skin.
iv)
R38: Irritating to skin.
v)
R42: May cause sensitisation by inhalation.
vi)
R43: May cause sensitisation by skin contact.
Given the generally poor quality of information provided by most suppliers, it is advisable
to request any potential supplier to provide an explicit written statement confirming that the
product of interest:
i)
Does not contain any substance at any of the risk levels given above.
ii)
Has not been known to cause any adverse health effects in users or bystanders.
iii)
Physical characteristics are appropriate for the protection required.
 Powdered latex gloves must not be used.
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Good Hygiene:
 Gloves should only be worn as indicated in the assessment.
 Once that section of work is finished, the gloves must be removed and the hands washed.
 Gloves must not be worn outside of the work area, or for operating pieces of equipment
not connected with the assessment (e.g. Computers).
 Barrier Creams must never be used when wearing any type of glove (increases
absorbance/contact with the allergens), individuals may wish to try cotton inner gloves
which can be successfully used to alleviate or prevent symptoms.
HEALTH SURVEILLANCE:
 Employees/supervisors must report any problems associated with wearing gloves to
School Technical Manager who will involve Occupational Health. Industrial dermatitis is
a notifiable disease.
 Records must be maintained for any individual developing problems.
PROTECTION OF SENSITISED INDIVIDUALS:
 Assessments must take into account the individuals that will work on a particular project.
Consideration must also be given to persons working in the vicinity but not actually doing
that method.
 Exclusion due to sensitisation is not normal practice. Alternatives can normally be found.
 Powdered gloves must not be used.
 If an individual has Type I hypersensitivity to latex, latex must not be used in the area.
 People who are sensitised should be encouraged to disclose this information.
CONCLUSIONS
 Powdered latex gloves must not be used.
 The use of gloves (whatever type) should be dependent on the salient information
provided by the assessment and/or the Standard Operating Procedure.
 Good hygiene practices should be established in all research groups to ensure no cross
contamination.
 Natural rubber latex gloves should only be worn if the assessment comes to the conclusion
that latex is the only suitable protection against the biohazard.
 Non-latex gloves should be used when protecting the work from the individual.
 Purchasing of specific makes of glove requires careful selection.
 The School Technical Manager who will involve Occupational Health must be informed if
any health problems are reported by members of staff.
 Special consideration must be given to sensitised individuals.
 Information must be disseminated to all relevant staff.
Mike Robinson
19/7/10
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Appendix 4
LIFE & HEALTH SCIENCES
GUIDANCE ON HEALTH & SAFETY FOR WORK EXPERIENCE
PLACEMENTS FOR YOUNG PERSONS
This guidance is to assist members of staff who sponsor/supervise work experience
placements of young persons.
A Young Person is defined as a person under 18 years old. It should be noted that
additional requirements apply in respect to young persons under 16 years old.
Children under 14 years old are not allowed on placements.
Young persons on work experience placement are deemed employees of the
University and as such there is a duty to ensure their health, safety and welfare.
The Management of Health and Safety at Work Regulations (MHSWR) 1999 require risk
assessments to be carried out, taking particular note of vulnerable or inexperienced groups
of individuals. Young people are specifically cited as an example.
The full regulations and approved codes of practice (ACOP) are available at
http://books.hse.gov.uk/hse/public/saleproduct.jsf the most relevant paragraphs are pasted
below.
Regulation 19 paragraph 2
(2) Subject to paragraph (3), no employer shall employ a young person for work (a) which is beyond his physical or psychological capacity;
(b) involving harmful exposure to agents which are toxic or carcinogenic, cause heritable
genetic damage or harm to the unborn child or which in any other way chronically affect
human health;
(c) involving harmful exposure to radiation;
(d) involving the risk of accidents which it may reasonably be assumed cannot be
recognised or avoided by young persons owing to their insufficient attention to safety or lack
of experience or training; or
(e) in which there is a risk to health from:(i) extreme cold or heat;
(ii) noise; or
(iii) vibration,
and in determining whether work will involve harm or risks for the purposes of this paragraph, regard
shall be had to the results of the assessment.
Regulation 19 ACOP 99
99 When control measures have been taken against these risks and if a significant risk still remains,
no child (young worker under the compulsory school age) can be employed to do this work. A young
worker, above the minimum school leaving age, cannot do this work unless:
(a) it is necessary for his or her training; and
(b) she or he is supervised by a competent person; and
(c) the risk will be reduced to the lowest level reasonably practicable.
THIS GUIDANCE IS BASED ON A FLOW CHART:
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CHART OF PROCESS THAT SHOULD BE FOLLOWED WHEN SPONSORING A
YOUNG PERSON ON WORK EXPERIENCE
All young
persons
Before the
placement starts
Identify the possible areas in which the young person may work and the
activities the young person may carry out
Determine whether the young person is prohibited or restricted from
entering certain areas, carrying out certain activities or working with
certain materials or substances.
Review existing risks associated with the work, taking into account the
young person’s immaturity and lack of experience. Consider particularly:
 The fitting out of the workplace and workstation
 The nature, degree and duration of exposure to hazards e.g.
physical, chemical, biological, psychological etc.
 The type of work equipment and the way it is handled
 The organisation of processes and activities
 The provision of safety instruction and training
Ensure that adequate arrangements are in place to control any risks to an
acceptable level, taking into account the supervision required.
If the young
person is under
16
If the young person is under 16 years old you have to inform their
parent/guardian of the possible risks and the arrangements that are in
place to control these risks – appendix 1 can be used
All young
persons
When the
placement starts
Explain the conclusions of the risk assessments to the young person
along with an induction process to include such information as safety
rules, action to be taken in the event of fire etc.
All young
persons
Ensure adequate supervision, instruction and training is provided and
monitors the work being done.
During the
placement
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If the nature of the work changes ensure risks are re-assessed and the
young person informed of the new risks and controls. If there is a
significant change the parent/guardian of the young person under 16
should be informed of the new risks and controls.
20th July 2015
Notification of risks associated with the placement to the
parent/guardian of young persons under 16 years old
Legislation requires that the parent/guardian of a young person under 16 years of
age is informed by the University of:
1. Any risks associated with the work to be carried out by the young person.
2. The appropriate control measures that have been put in place.
Sponsors/supervisors should do this. This can be done verbally or in writing. A record
should be kept of any communication with the young person’s parent/guardian.
Below is a suggested letter that could be used:
Dear Name
We are pleased to offer your child a work experience placement within the School of Life and Health
Sciences at Aston University. The University is committed to ensuring the health, safety and welfare of
your child. In order to do this Name of Sponsor has carefully planned the work that your child will be
doing, assessed any potential risk and made arrangements to reduce any risks to an acceptable level.
As your child is under 16 years of age we are obliged to notify you as their parent/guardian of the risks
associated with the work your child will be carrying out and the appropriate control measures we have put
in place. They are set out below.
Name of Child
Date of placement
Proposed Work
Associated Risks
Control Measures
I hope your child enjoys their time at the University and finds it beneficial. If you have any questions or
require further information please contact Name of Sponsor on tel: Number.
Yours
Name of Sponsor
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Guidance on work experience for School Children aged 14-16
in the School of Life & Health Sciences
 These placements usually last for between one and two weeks.
 Members of staff who take work experience children must be competent; this
ensures that their knowledge and expertise in their subject makes it an enjoyable
experience for the child and that their health, safety and welfare are paramount
during the placement.
 Requests must be in writing from the child (irrespective of the first method of
contact) however this request must also be supported by the child’s
School/placement organisation.
 Schools/placement organisation will normally send out ‘Letters of Understanding’ or
‘Employer Agreements’ including health and safety questionnaires which will need to
be signed by the sponsor/supervisor of the placement.
 Children must be informed on the first day:
 Fire evacuation procedures
 Emergency telephone numbers
 Toilet facilities
 Eating facilities
 Use of Personal Protective Equipment if relevant
 Life & Health Sciences health and safety policy and relevant associated
documents.
 All risk assessments must have been reviewed before the start and their
parent/guardian informed of the risks and controls. Child must also be given this
information when they start.
 The child must be supervised at all times when working in the laboratory. All work
must be explained and demonstrated to the child before commencement of the
work.
 They must not work outside the hours 8.30am – 5.00pm. Children of this age often
find a full day in a new environment, travelling long distances, meeting new people
and carrying out new work very tiring; therefore plan the day carefully.
 CRB disclosure is not normally required. However, CRB must be considered if:
 Students are identified by their School as vulnerable for educational, medical,
behavioural or home circumstances.
 Students on placements lasting more than 15 days, especially where this involves
regular isolated working with a single person.
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Appendix 5
Laundering of Staff Laboratory Coats
(Including Post-Grads Res. & Placements)
(Clinic coats will also be laundered please keep separate)
1. Dirty lab coats to be put into a black bag, each coat clearly labeled with
owners name.
2. A piece of paper with the number of coats (e.g. 5 white & 5 blue), and the
room number to be placed into the bag for identification purposes.
3. The bag to be taken to LG67 (lower ground floor) between 0800 – 1400 hours
Monday – Friday.
4. Laundry will normally be ready the next working day between the same times,
collection from room LG67.
5. The laundering of tea towels can also be included in these arrangements.
Note:
 Laundry from radiation areas must be monitored before taking to LG67 – if
contaminated must be decontaminated and made safe before laundering.

If heavily soiled with biohazard must be autoclaved before laundering. Place in
an autoclave bag – autoclave – then send for laundering.
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Appendix 6
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