CATERING CONTRACTORS General Code of Safety Practice

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1 Residential & Business Services Director s Office CATERING CONTRACTORS General Code of Safety Practice CONTENTS 1 Introduction 2 2 Commencement of Work 3 3 Vehicles 3 4 Temperature control 3 5 Food hygiene & Training 3 6 Assured Safe Catering/Hazard Analysis 3 7 Fire Precautions 4 8 Security 4 9 Use of University Services 4 10 Equipment 4 11 Personal Protection 5 12 Safety Signs 5 13 Portable Hearing Appliances 5 14 Highly Flammable Liquids & LPG 5 15 Accidents & Dangerous Occurrences 5 16 Disposal of Waste 5 17 Cleaning 5 18 Access 5 19 Local Rules 5 APPENDICES A Form RBS 1/A 6

2 1. Introduction All Catering Contractors intending to use University premises should notify the Deputy Director or Director of Residential & Business Services in the first instance. For the avoidance of doubt, the description Catering Contractors covers any individual, group, company or other body supplying catering services or any other service which may include the provision of beverages, food or alcoholic liquor on any premises or property owned by the University of St Andrews. Where a Contractor is working on premises which are under the control of the University, the University has a statutory duty to ensure, so far as it reasonably practicable, the health and safety of its employees and also of others who work on or visit its premises. It is a duty of the University to ensure that its activities do not endanger the health and safety of the Contractor s employees and also to ensure that no work performed by the Contractor shall cause a risk to the health and safety of University employees. Where a Contractor is to be working at an event (e.g. a Ball) where other catering/bar activity is taking place it shall be their responsibility to make contact with the Duty Manager(s) of the other caterers/bars before the event commences to discuss and confirm arrangements for services times, use of facilities and services, crowd control, security and all other relevant factors. The essential factors to the successful operation of a large scale event are willingness, co-operation and openness. Under the Health & Safety At Work Act 1974, it is the duty of the Contractor, so far as is reasonably practicable, to provide and maintain plant and system of work that are safe and without risk to health; to arrange for ensuring safety and absence of risk to health in connection with the use, handling, storage and transport of articles and substances; to provide such information, instruction, training and supervision as is necessary to ensure the health and safety at work of his employees; to maintain any place of work under his control in a condition that is safe and without risk to health and to provide and maintain means of access and egress from it that are safe and without such risks; to provide and maintain a working environment for his employees that is safe and without risks to health and adequate as regards facilities and arrangements for their welfare at work; to conduct his undertaking in such a way as to ensure that persons not in his employment who may be affected thereby are not exposed to risks to their health or safety; to give to persons (not being his employees) who may be affect by the way(s) in which he conducts his undertaking, the prescribed information about such aspects of the way in which he conducts his undertaking as might affect their health and safety. As well as carrying out all work in accordance with the main requirements of the Health and Safety at Work etc Act, the Contractor must also meet the requirements of all other relevant legislation. Special attention is drawn to the Food Safety Act 1990, Food Safety (General Food Hygiene) Regulations 1995 and Food Safety (Temperature Control) Regulations Contractors have a duty to ensure that their employees and those of any sub-contractor s, conform to the requirements of safety legislation and the provision of this code. Adherence to this code, or more specific departmental safety rules, does not relieve the Contractor of his basic legal or contractual obligations. This code details special hazards that can be encountered in a University environment. It is expected that a Contractor will conduct his business in a manner which will ensure the health and safety of his own employees and will protect persons other than his own employees against risk to health and safety arising out of or in connection with the Contractor s activities, all in accordance with legislation and guidance relating to those activities. The University disclaims responsibility for any matter or subject omitted from this code. 2

3 2. Commencement of Work It is the responsibility of the Contractor to ensure that all food brought on to University premises complies with the requirements of the Food Safety Act 1990 and Food Safety Regulations. Where food (as defined in the Food Safety Act 1990) is prepared on premises out with University premises or property, those premises must be registered with the appropriate Local Authority for food preparation. It shall be assumed that the permission of the Contractor is granted for the University to approach the appropriate Local Environmental Health Officer for any observations (s) he may wish to make. The University will notify as a matter of course the Fife Council Environmental Health Department of any large scale functions or events that may be taking place, as there may be a requirement for a Public Entertainments or other such licence to be issued. Where functions or events are to involve large numbers of people attending, early discussions with Environmental Health are advised to identify problems and solutions in advance. 3. Vehicles All vehicles used in the transportation of food on to University premises should be adequate in design, construction and purpose in order to maintain food at appropriate temperatures and to prevent the risk of any contamination to food. In this respect all current regulations should be complied with; should not block any access routes; should have a driver in attendance at all times whilst deliveries are taking place; are only permitted to use defined roadways: advice should be sought from Estates if access is required to sites where no apparent roadway exists. Where the University has posted a maximum speed limit, this should not be exceeded. 4. Temperature control In accordance with the Food Safety (Temperature Control) Regulations 1995, Contractors will be responsible for ensuring that adequate provision is made for storage of all perishable food prior to and during the even, i.e.: food requiring refrigeration to be +1 C to +5 C frozen food to be -18 C or lower hot food held prior to service to be +63 C cooked and re-heated food to attain +82 C samples of all food served during an event on University premises should be held at a controlled temperature (+1 to +5 C) for a period of 72 hours after the event, for inspection by the Environmental Health Officer if necessary. 5. Food hygiene & Training It is the responsibility of the contractor to ensure that all staff employed during an event have received appropriate training in hygiene procedures to standards required by the Food Safety (General Food Hygiene) Regulations 1995, and a record of this should be available to the University authorities if required. It is the responsibility of the contractor to ensure that the necessary equipment and services are available to ensure that good hygiene practice can be followed during any event taking place on University premises. 6. Assured Safe Catering/Hazard Analysis For the intended function, a systematic analysis of all hazard or risks should be carried out, identifying the hazards associated with the buying, receiving, storing, producing and serving of food and assessing the likelihood of them occurring. High risk foods in particular should be focused on. Where potential risks are identified control measures should be designed, implemented and 3

4 monitored. Contractors are advised that a written risk assessment may be requested prior to the event(s) taking place. 7. Fire Precautions All areas of the University are provided with fire-fighting equipment suitable for the hazards normally found in these areas. If the work of a Contractor introduces unusual fire hazards into an area, he is responsible for providing the appropriate type of fire-fighting equipment. All Contractors are strongly advised to ensure that their employees, on first arriving at the work site should check: the nearest means of escape in case of fire; the location, sire and method of operation of fire-fighting equipment; the location of the nearest fire alarm the procedures to be taken in case of fire or on the sound of the fire alarm (the University Fire Action Notice). All Contractor s personnel must obey alarm signals whilst on University premises and act in accordance with fire instructions posted in the premises. See Emergency Procedures on the outer back cover of this booklet. If is imperative that fire escape routes remain unimpeded at all times. Should it prove necessary temporarily to obstruct or restrict access to a fire escape route, then the Director of Estates and University Safety Adviser must be consulted before this occurs. 8. Security Contractors are responsible for the intrinsic safety and security of equipment and materials brought on to University premises for use in connection with the contract. Where applicable the Contractor will be responsible for posting notices warning of any dangers likely to be caused by their activities. 9. Use of University Services Contractors must not interfere with or connect to the electricity, gas, water or other services of the University without the specific permission of the Director of Estates. Contractors may make normal use of standard plugs to connect portable electrical equipment so long as the wattage of that equipment does not overload University sockets or wiring. Entrance to sub-stations, switch rooms or distribution boards is prohibited. 10. Equipment All equipment used by Contractors on University premises must be safe and suitable for work being undertaken. All such equipment shall meet the relative requirements as to construction and use and where necessary or recommended all operators shall be suitably trained. 11. Personal Protection It is the responsibility of the Contractor to provide his employees with suitable personal protection where required. 12. Safety Signs The Contractor will be responsible for the posting of suitable signs as detailed in the relevant legislation where the Contractor s activities have generated additional hazards to those already present. 13. Portable Heating Appliances Permission to use Calor gas heaters should be sought in advance. Contractors should give consideration to safety and ventilation when planning the site on which they will be used. Special 4

5 attention is drawn to the hazards associated with the use of propane or butane heaters. Where an area contains a safety hazard to members of the public such as mobile water heating equipment and for that reason is cordoned/screened off, the cordon/screen must be adequate for that purpose. Where portable heating appliances are employed CO2 or dry powder extinguishers and appropriate fire blankets must be available. 14. Highly Flammable Liquids and LPG The Contractor may only use and store highly flammable liquids and LPG as detailed in the relevant regulations and as recommended in appropriate Codes of Practices and Guidance Notes. Storage areas where permitted must be agreed with the Director of Estates and must be suitably signposted. When not immediately in use, full or empty containers must not be stored within University Premises. 15. Accidents and Dangerous Occurrences In addition to following his own system of recording accidents and dangerous occurrences the Contractor should notify the Safety Office immediately if either should occur. 16. Disposal of Waste Contractors should make arrangements for storage and clearance of waste from sites used by the next working day after the event, or alternatively remove the waste on departure from sire. Contractors may not dispose of any material into any University drains or within any University area without permission of the Director of Estates. 17. Cleaning All University premises used by Contactors should be restored to the condition in which they are taken on, on completion of the even, or by pre arrangement with the responsible person. 18. Access The University Safety Adviser has the right of access to any area at any time in pursuance of his duties. 19. Local Rules The Contractor s attention is drawn to the following University booklets: University Safety Policy Statement University of St Andrews Guidance on Chemical and Biological Safety Part 1: Chemical Safety University Local Rules for Electrical Safety Contractors General Code of Practice First Aid provisions and procedure to be followed in the event of serious injury Fire Precautions eg, how to raise the alarm in the event of serious injury Fire Precautions eg, how to raise the alarm in the event of discovering a fire and what to do on hearing the alarm, the escape routes and their locations and, where appropriate, operation of emergency exit doors. NB: In the event of the Contractor failing to comply with any of the major elements of this Code of Practice the University reserves the right to instruct the Contractor to cease his activities and vacate the University s premises. Under these circumstances the University will not be liable for any compensation to the Contractor or other parties affected by this action. Butts Wynd, North Street, St Andrews, Fife, KY16 9AL T: +44 (0) F: +44 (0) E: The University of St Andrews is a charity registered in Scotland: No SC

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