Control of Artificial
Radiation at Work
Policy
(Incorporating Lasers
and UV-R Equipment)
January 2017
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UNIVERSITY OF PORTSMOUTH
Control of Artificial Optic al Radiation at Work Policy March 2017
Document title
Control of Artificial Optical Radiation at Work Policy 2017
Document author and department
Responsible person and department
David Wright
Health & Safety Manager
Human Resources
Adrian Parry
Chair of University Health & Safety
Committee
Approving body
Date of approval
8th March 2017
Minute no. 16.18.06
University Health & Safety Committee
Review date
Edition no
3 yearly or earlier if required
ID code
3
HAS003
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EITHER
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For staff access only (intranet)?
Tick as appropriate
Yes
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Yes
No
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For public access on request copy to
be mailed
No
Password protected
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UNIVERSITY OF PORTSMOUTH
Control of Artificial Optic al Radiation at Work Policy March 2017
External queries relating to the document to be referred to the Health and Safety Office.
For a large print version of this document please contact the Health and Safety Office:
Email [email protected] or telephone: 023 9284 3075.
Contents
Summary
4
Introduction
5
Legislation
5
Responsibility
6
Arrangements for Managing Health and Safety
7
Control measures
8
Information, Instruction, Training and Supervision
10
Record Keeping
11
Equality and Diversity
11
Further Information
11
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UNIVERSITY OF PORTSMOUTH
Control of Artificial Optic al Radiation at Work Policy March 2017
Summary
Purpose of Policy
This policy is designed to ensure the safe purchase, installation, use and maintenance
of artificial optical radiation producing equipment owned or hired by the University,
including lasers and equipment producing ultraviolet radiation (UV-R) setting out the
standards for their management and use. This policy is intended to ensure that the
University is compliant with current legislation and sets out procedures on how to
achieve safe environments for University staff, students, contractors and visitors.
This policy does not presently apply to medical or environmental lasers as we do not
have any within the University. Should these change then prior to work you should
contact the Laser Safety Officer or the Health & Safety Officer.
Who is this Policy for?
This policy is intended for all University staff and students as well as visitors, and
contractors, whilst on University owned and controlled property who may be required to
use artificial optical radiation producing equipment or frequent areas where such
equipment is in use.
How does the University ensure the Policy is implemented?
The Health & Safety Office monitors the implementation of control measures and
procedures identified in risk assessments for all activities. Results from audits of
procedures, risk assessments, accident and incident data, as well as feedback from
staff and students are utilised to ensure continual improvement and compliance.
This Policy and associated procedures and documentation are subject to internal and
external audit.
The Health and Safety Office will maintain an overview of the impact of the Policy and
submit regular reports to the University Health and Safety Committee and the
Governors’ Human Resources Committee.
Who can you contact for enquiries about this Policy?
Any questions about this Policy should be directed to either the Laser Safety Officer or
the Health & Safety Office.
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UNIVERSITY OF PORTSMOUTH
Control of Artificial Optic al Radiation at Work Policy March 2017
Introduction
The University is required by law to provide a working environment that is safe and
without risk to health. A general duty of care is owed by the University to its staff,
students and others under the Health and Safety at Work Act 1974. All work relating to
the use of artificial optical radiation producing equipment is legislated by the Control of
Artificial Optical Radiation at Work Regulations 2010 and the Provision and Use of Work
Equipment Regulations 1998 (PUWER).
This policy replaces the Laser Safety Policy and the Ultraviolet Radiation Producing
Equipment and Processes Policy.
Lasers can give rise to harmful exposure that can cause irreversible eye damage and
skin burns, the nature and degree of the damage is dependent on the wavelength and
power of the laser and the duration of the exposure. Other hazards that may need to be
taken into consideration when using lasers are fire, electric shock, chemical and
biological exposures.
UV-R producing equipment and processes are used throughout the University of
Portsmouth, providing an essential part of many teaching, industrial and commercial
processes.
Legislation
The Health and Safety at Work Act 1974 (HASWA):
The University is required under section 2 of the Health and Safety at Work Act 1974 to
ensure, so far as is reasonably practicable, the health, safety and welfare of employees
whilst at work. This legislation includes a general duty of care to protect our students.
These requirements are applicable to all work situations, including provision of a working
environment that is safe and without risk to health.
The Management of Health and Safety at Work Regulations 1999 (MHSWR)
Requires that the University make suitable and sufficient assessment of the risks to
the health and safety of employees whilst they are at work and to ensure the
health and safety of third parties (i.e. students, visitors and contractors)
arising out of, or in connection with University activity.
The Control of Artificial Optical Radiation at Work Regulations 2010: Are intended to
protect workers from the risks to health from hazardous sources of artificial optical
radiation (AOR). The regulations cover:
 coherent light, light from lasers and light emitting diodes and
 non-coherent light, light from sources such as fluorescent tubes
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UNIVERSITY OF PORTSMOUTH
Control of Artificial Optic al Radiation at Work Policy March 2017
The Provision and Use of Work Equipment Regulations (PUWER) 1998: Applies to all
work equipment. The regulations require that:
 Work equipment is suitable for the purpose it is used or provided for, and is
properly maintained and inspected at suitable intervals
 Where the use of work equipment is likely to involve specific risks, the use,
maintenance etc. of that equipment is restricted to people given the task of using
and/or maintaining it
 Users, supervisors and managers have received adequate training for the
purposes of health and safety
The Electricity at Work Regulations 1989 (EAWR): Requires those involved in the
design, construction, operation or maintenance of electrical systems and equipment,
(such as duty holders, engineers, technicians and their managers) to ensure
precautions are taken to prevent the risk of death or personal injury from electricity in
work activities.
The Control of Substances Hazardous to Health Regulations 2002 (COSHH): Require
the University to carry out a suitable and sufficient assessment of the risks with work
involving exposure to hazardous substances. Where necessary the University should
ensure that exposure of staff, students, visitors and contractors to substances
hazardous to health is either prevented or, where this is not reasonably practicable,
adequately controlled.
COSHH will apply where vapours or fumes are generated as a result of the use of a
laser; for example a laser used to cut plastic sheet will produce harmful vapours.
The Data Protection Act 1998:
The Data Protection Act controls how personal information is used by organisations,
businesses or the government. It must be made clear how, when and with whom any
personal information collected will be shared. If any personal data is collected, refer to
the University Data Protection webpage for guidance.
Responsibility
Areas of responsibility are defined in the University Health and Safety Policy. This
Policy forms part of the University’s Health and Safety Policy and non-compliance may
lead to disciplinary procedures.
In addition the University has appointed a Laser Safety Officer (LSO). The LSO will
ensure that staff and students receive appropriate instruction in laser safety, that
appropriate measuring equipment is available and that a register of all lasers is kept.
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UNIVERSITY OF PORTSMOUTH
Control of Artificial Optic al Radiation at Work Policy March 2017
Arrangements for Managing Health and Safety
UV-R producing equipment and processes these can be used safely by following these
basic principles:
 Use the minimum power laser necessary and totally enclose the beam to avoid
exposure wherever possible
 Operate UV-R Producing Equipment and Processes in accordance with the
manufacturer’s instructions
 Avoid equipment being left running unattended
 Ensure that all safety devices fail to safe and that they are properly used and
maintained
 Ensure that any protective eyewear provided gives the required level of
protection for the task and does not affect viewing of any warning lights
 Modifications or repairs to equipment should only be carried out by a competent
person(s)
 Replacement parts and consumables should meet the manufacturers
specifications
Coherent Light
The term LASER is an acronym that stands for "light amplification by stimulated
emission of radiation”.
A laser device produces a beam of narrow wavelength light which ranges from the ultra
violet (UV) through the visible and into infrared (IR) regions of the electromagnetic
spectrum. Although the term light is frequently used when discussing lasers it is
important to note that the beams from lasers that produce UV and IR radiation are
invisible.
Lasers are divided into a number of classes based on the laser's potential for causing
immediate injury to the eye or skin - see Technical Guidance Note LS02 Laser
Classification for details.
The precautions necessary for safe use of a laser will depend on the classification of the
laser, its operating characteristics, the circumstances in which it is used and the skill
and experience of those who use it and have access to it.
The British Standard (BS EN 60825-12014) quotes Maximum Permissible Exposure
(MPE) Levels for laser radiation based on the frequency and duration of exposure.
These are the levels of laser radiation which would normally not produce adverse
effects. Arrangements for the safe use of lasers should ensure that no one is exposed
to laser radiation in excess of these levels.
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UNIVERSITY OF PORTSMOUTH
Control of Artificial Optic al Radiation at Work Policy March 2017
Non-coherent Light
Ultraviolet radiation (UV-R) is electromagnetic radiation covering the range of
wavelengths 100-400nm. It is divided by wavelength into:
UV-A 315-400 nm
UV-B 280-315 nm
UV-C 100-280 nm
UV-R is used in many applications such as UV light boxes (transilluminators),
germicidal lamps and UV cross-linkers, and is also produced as a by-product of some
process, an example being welding. Other artificial UV-R sources are solid state light
sources, such as light emitting diodes (LEDs) and lasers.
The basic occupational exposure limit value (ELV) for UV-R incident perpendicular to
the skin or eye is an effective radiant exposure of 30 Jm-2 within any 8 hour period. The
effective radiant exposure (Jm-2) is the product of exposure duration (s) and the
effective irradiance (Wm-2). In addition to limiting effective radiant exposure to 30 Jm-2,
the total UVA radiant exposure incident on the unprotected eye should also not exceed
104 Jm-2 within any continuous 8 hour period.
Information on power and radiance values can be found on the manufacturer’s data
sheets.
Control measures
Coherent Light
Engineering Controls: Consist of safety features which can be built in or added to
equipment to reduce exposure levels. Enclosures, interlocks, beam stops and filters are
all examples of such controls.
Administrative Controls: Include the provision of labels with the required safety
information, an authorisation procedure for laser workers, appropriate instruction and
training and arrangements for warning notices and signs.
Health Surveillance: The Control of Artificial Optical Radiation at Work Regulations
2010, Regulation 6-(1) Health surveillance and medical examinations states:
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UNIVERSITY OF PORTSMOUTH
Control of Artificial Optic al Radiation at Work Policy March 2017
“If the risk assessment indicates that there is a risk of adverse health effects to the skin
of employees as a result of exposure to artificial optical radiation, the employer must
ensure that such employees are placed under suitable health surveillance.”
If the risk assessment indicates a need for health surveillance, then the Line Managers
should make a management referral for the staff member to the Occupational Health
Service.
Personal Protective Equipment - includes protective eyewear which must be selected
for the particular wavelengths and intensities in use and labelled accordingly. Care must
be taken as protective eyewear will tend to make the beam invisible to the wearer. In
some instances, gloves or other protective clothing may be needed.
Protection from Secondary Hazards Associated with Lasers: There are a number of
indirect hazards involved in the use of lasers which must always be borne in mind when
considering control measures. These are predominantly electrical hazards but could
include biological hazards, chemicals and/or intense cold from cryogenic gases.
Non-coherent Light
Hazards associated with Ultraviolet Radiation Producing Equipment and Processes
Exposure Hazards are described in Technical Guidance Note LS01 Health Effects of
Non-ionising Electro Magnetic Radiation
Other







hazards which must be considered when using UV sources include:
burns caused by contact with the hot UV lamp
fire ignited by hot UV lamp
initiation of unwanted photochemical reactions
damage caused to apparatus placed close to UV lamp
exposure to UV radiation as a result of damaged personal protection equipment
ozone generation
fumes and vapours generated as a by-product to the process, eg metal fumes
from welding operations
Engineering Controls: Consist of safety features which can be built in or added to
equipment to reduce exposure levels. Enclosures, interlocks, and optical filters are all
examples of such controls. Control measures for welding processes, where UV-R is
produced, include curtains and fixed and portable shielding.
Administrative Controls: Include the provision of labels with the required safety
information, an authorisation procedure for laser workers, appropriate instruction and
training and arrangements for warning notices and signs.
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UNIVERSITY OF PORTSMOUTH
Control of Artificial Optic al Radiation at Work Policy March 2017
Personal Protective Equipment: Includes eyewear and face protection which must be
selected for the particular wavelengths and intensities and labelled accordingly.
Consideration must also be given to the work being undertaken as this may have a
significant influence on the selection of the protective equipment, e.g. welding
operations. In some instances, gloves or other protective clothing may be needed.
Secondary Hazards Associated with Ultraviolet Radiation
There are a number of indirect hazards involved in the use of UV-R which must always
be borne in mind when considering safety matters. Control measures might include
local exhaust ventilation where there is a possibility of fumes and vapours being
produced, as in welding operations, cooling, the use of fluids or gases to cool photochemical reactors.
Indirect hazards should be assessed at the planning stage and expert safety advice
obtained whenever necessary.
Staff and students must receive appropriate training from a competent person before
using UV-R generating equipment or processes.
Information, Instruction, Training and Supervision
Regulation 5 (2) of The Control of Artificial Optical Radiation at Work Regulations 2010
states that:
“The employer must ensure that any person, whether or not that person is an employee,
who carries out work in connection with the employer’s duties under these Regulations
has suitable and sufficient information and training.”
In order to achieve this level of competency the Laser Safety Officer will ensure that
staff and students receive appropriate instruction in laser safety.
Those working with the more powerful lasers will undertake specialist training.
Staff and students must receive appropriate training from a competent person before
using UV-R generating equipment or processes.
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UNIVERSITY OF PORTSMOUTH
Control of Artificial Optic al Radiation at Work Policy March 2017
Record Keeping
Any records kept in relation to this policy should adhere to the University’s Retention
Policy and Schedules.
Personal information supplied to the University of Portsmouth is protected by the Data
Protection Act 1998. The University of Portsmouth will not disclose personal information
without consent unless the University is under a legal obligation to do so.
A record of competent persons and their training is held on the University’s HR System
and maintained by the Health & Safety Office.
The LSO will ensure that:
 a database is held of class 3B and 4 laser products on University premises
 a register of training will be kept on the HR system by the Health and Safety
Office
Equality and Diversity
The University’s Equality Analysis Impact procedure was used in the development of
this Policy and is available on request.
This Policy is subject to review to ensure it is used appropriately and that it meets with
the University's commitment to equality and diversity.
Further Information
University of Portsmouth
Technical Guidance Note – LS01 Health Effects of Non-ionising Electro Magnetic
Radiation
Technical Guidance Note – LS02 Laser Classification and Summary of Control
Measures
Technical Guidance Note – LS03 Acronyms Commonly Used in LASER and Nonionising Radiation Literature
Technical Guidance Note – LS04 Safe Use of Laser Pointers and Similar Devices
Role of the University Laser Safety Officer
Laser Registration Form
External Sources
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UNIVERSITY OF PORTSMOUTH
Control of Artificial Optic al Radiation at Work Policy March 2017
Guidance on the Safe Use of Lasers in Education and Research published by
Association of University Radiation Protection Officers H
Health and Safety Executive: Guidance Note HS(G)95. The Radiation Safety of Lasers
used for Display Purposes
Health and Safety Executive: Guidance for Employers on the Control of Artificial Optical
Radiation at Work (AOR) 2010 Regulations
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UNIVERSITY OF PORTSMOUTH
Control of Artificial Optic al Radiation at Work Policy March 2017