Estates & Facilities Management -
Snow, Ice and Leaves Clearance Policy
V7 December 2015
Estates Division
Estates and Facilities Management
Headington Campus
Gipsy Lane
Headington
Oxford
OX3 0BP
Leaves, Snow and Ice
Clearance Policy
For the Directorate of Estates
and Facilities Management
Contents:
Section 1
Introduction
Section 2
Responsibilities
Section 3
Procedures
Appendix A Site record sheets
Author
Gordon Langford
EFM Services H&S Officer
……………………………..
Accepted by Sue Holmes
Director, Estates and Facilities Management
……………………………..
Ray Blackford
Estate Director
……………………………..
Patrick Thorpe
Facilities Director
……………………………..
Becky Rossiter
Accommodation Business Manager
……………………………..
Tim McGill
University Safety Manager
……………………………..
Change control details and review history
Version
Number
7
Date
Change details
08/12/15 Updates to post holders and
record sheets
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Changed by
G.Langford
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1.
Introduction
1.1
The purpose of this Policy is to document and create a memorandum of
understanding between Estates Division, Facilities Division and Hospitality
Services staff, defining areas of responsibility and actions to be taken
when preparing for the autumn and winter seasons during periods of leaf
fall and of snow and ice.
1.2
During periods of leaf fall and of snow and ice there is a high risk of
personal injury to students, staff and visitors to the University through slips
and falls. In accordance with the Occupiers’ Liability Act 1957 and the
Workplace (Health, Safety and Welfare Act) Regulations 1992, the
University has a responsibility, so far as is reasonably practicable, to keep
its paths, roadways and parking areas in a safe condition, reasonably clear
of leaves, snow and ice and to minimises the risk to students, staff and
visitors as they move around the estate.
2.
Responsibilities
2.1
Site Managers and Residence Managers, with the support of the Grounds
Manager, shall take reasonable steps to ensure that designated paths,
roadways and parking areas within their respective locations are kept
reasonably clear so as to minimise the risk of trips and falls during periods
of leaf shedding and cold and frosty weather.
2.2
The Grounds Manager shall be responsible for liaising with Site Managers
and Residence Managers by providing their assistance and resource in
carrying out these tasks.
2.3
Students, staff and visitors have a responsibility for their own safety whilst
moving around the estate and should take extra care during periods of
adverse weather and leaf fall.
2.4
At all times, the safety of students, staff and visitors on sites is paramount.
All reasonable efforts should be made to ensure the University remains
operational as normal.
2.5
This policy document should be read in conjunction with the University
Health and Safety Manual and other relevant Estates and Facilities
Management policy and procedure documents.
3
Procedures
3.1
The clearance of paths, roadways and parking areas shall be prioritised
according to the risk assessment of the respective areas. Priority shall be
given to main entrances, roadways leading to parking areas and paths,
including steps and access slopes, leading to and between buildings.
3.2
Weather forecasts shall be monitored by the University Safety Manager
and the Grounds Manager, particularly between November and March, for
advanced indications of adverse weather conditions likely to affect the
University estate. Severe weather warnings shall be circulated between
stakeholders to enable adequate preparation plans to be implemented.
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3.3
When weather forecasts predict snowfall or icy conditions, designated
areas will normally be treated with a salt and grit. Snow and ice shall be
cleared as soon as reasonably practicable and maintained clear
throughout the day wherever possible. Roadways will be cleared from the
main entrances inwards, unless the frost and ice is specifically isolated to
one area. To the best of all staff abilities, this action will be completed as
soon as practical on any given day, however this cannot be guaranteed
dependant on staff availability and the severity of weather conditions.
3.4
Paths, roadways and parking areas will continue to be treated and cleared
as required and wherever possible throughout the day while temperatures
remain below freezing during a period of adverse weather.
3.5
Adequate recourses, including salt/grit stocks and clearing/spreading
equipment shall be established and co-ordinated by the Grounds Manager
in readiness for the anticipated adverse weather season.
3.6
Despite the high level of service provided in achieving the objectives of
this policy, there can be no guarantees that all paths and roadways will
always be completely clear of leaves, ice or snow for various reasons,
including:
3.6.1 Further leaves may fall shortly after a pathway has been cleared;
3.6.2 The time it takes for salt to cause the snow to melt;
3.6.3 Rain can wash salt off paths and roadways leaving them prone to
re-icing;
3.6.4 In periods of very severe weather, below -8oC salt treatment of
paths and roadways will become ineffective;
3.6.5 If frost follows rain, a rapid fall in temperature can occur and
isolated areas could re-ice due to the time salt treatment becomes
effective.
3.7
Site Managers, Residences Managers and the Grounds Manager shall
ensure that records are kept detailing where, when and by whom leaf or
snow and ice clearance work took place and, in relation to snow
clearance, which methods had been used. On each occasion of clearance
work, site plans, Appendix A, will be marked up, by ticking the appropriate
boxes, to indicate which routes are cleared. The plans are available in
EFM’s I-Drive at I:\Health & Safety\Snow & Ice Clearance Policy\Snow Ice
Leaves record sheets . These records shall be kept for a minimum of three
years. These records shall be made available on request by the University
Safety Manager and used to review the effectiveness of this procedure
and to identify any improvements deemed necessary.
3.8
In the event of very adverse conditions, The Site Manager, Residence
Manager or Grounds Manager may arrange for barriers or similar devices
to be deployed on certain routes to prevent them being used until they can
be made safe.
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3.9
If there is a heavy fall of snow overnight, the Night Security Coordinator
shall contact the respective Duty Facilities Manager and Duty Residence
Manager to advise them of the situation; they, following their own
assessment, will, if appropriate, contact the Facilities Director, Estates
Director or Commercial Director. In the event that they cannot be
contacted, this should be escalated to the Director of Estates and Facilities
Management or a member of the Senior Management Team to advise
them of the specific site conditions and discuss the next course of action to
be taken. This may include the possibility of imposing a temporary
restriction to access to some parts of the University sites.
3.10
Where a decision has been taken to impose such a restriction, the senior
member of staff making that decision should contact and advise the Senior
Management Team, Deans of Faculties and Directors of Directorates and
the University Communications Officer to make the appropriate
announcements to the University via the web site, the local media or any
other means deemed appropriate.
3.11
The safety of staff engaged in leaf, snow and ice clearance operations and
students, staff and visitors using the paths, roadways and parking areas is
paramount. Any accident, no matter how trivial it may seem, should be
reported to the University Safety Manager as soon as possible after the
event. The procedure for accident reporting can be found here
http://www.brookes.ac.uk/services/hr/health_safety/docs/obuhsn11.html
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Appendix A Site record sheets:
Headington Campus, Gypsy Lane
Headington Campus, Headington Hill
Wheatley Campus (including Lady Spencer Churchill Halls)
Harcourt Hill Campus (including Westminster Halls & Harcourt Hill Halls)
Marston Road Campus
Clive Booth Student Village
Crescent Hall
Paul Kent Hall
Warneford Hall
These record sheets are available on EFM I-Drive at
I:\Health & Safety\Snow & Ice Clearance Policy\Snow Ice Leaves record sheets
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