UCL FIRE RISK ASSESSMENT POLICY& ARRANGEMENTS

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1 Fire Safety Technical Guide UCL FIRE RISK ASSESSMENT POLICY& ARRANGEMENTS 1.0. BACKGROUND 1.1. The Regulatory Reform (Fire Safety) Order (known Fire Safety Order) applies to England and Wales (Northern Ireland and Scotland have their own regulations). It covers 'general fire precautions' and other fire safety duties that are needed to protect Relevant Persons 1 in case of fire in and around most' premises. The Order requires fire precautions to be put in place where necessary and to the extent that it is reasonable and practicable in the circumstances of the case. Responsibility for complying with the Fire Safety Order rests with the Responsible Person The Fire Safety Order is a Fire Risk Assessment based approach where the Responsible Person(s) (this includes Duty Holder(s) 3 ) for the premises must decide how to address the risks identified, while meeting certain basic requirements. By adopting a fire risk assessment approach, the responsible person(s) will need to look at how to prevent fire from occurring in the first place, by removing or reducing hazards and risks (ignition sources) and then look at the precautions to ensure that people are adequately protected, if a fire were still to occur The fire risk assessment must also take into consideration the effect a fire may have on relevant persons in or around the premises plus neighbouring property and will need to be kept under regular review. The building fire risk assessment concentrates on the following areas: Elimination or reduction of ignition sources, general fire risks and the management of hazardous materials or processes with sufficient staff trained to deal with emergencies; Ensure that occupants receive the appropriate instruction and training in: Actions to be taken in the event of fire and sufficiency of Fire Evacuation Marshals (FEM); Suitable means of detecting & raising the alarm in the event of fire; Adequate emergency escape routes and exits; 1. 'Relevant Person' means under the Fire Safety Order 2005: Any person (including the responsible person) who is, or may be lawfully on UCL s premises; and any person in the immediate vicinity of the premises who is at risk from a fire on UCL s premises - this may include staff, students, visitors or members of the public on the street adjacent to the building. 2. In the RR(FS)O Responsible Person means the employer in relation to a workplace, if the workplace is to any extent under his control. 3. The definition of the term Duty Holder at Article 5(3) of the RR(FS)O would apply to the Heads of Departments that are in sole occupation of UCL premises. Similar duties are held by Heads of Departments in buildings occupied by more than one department, but only in respect to the part of the premises, which their Department occupies. Date Last Amended: Apr 13 1.

2 Adequate fire compartmentation (fire & smoke spread and the protection of escape routes); The appropriate type and sufficient quantities of fire extinguishers; Correct type and sufficient quantities of fire signs and notices; Provisions for the correct maintenance of installed fire equipment; Suitable provisions for the protection of Fire Brigade personnel; 2.0. GENERAL FIRE RISK ASSESSMENT (FRA) ARRANGEMENTS 2.1. The FRA undertaken by UCL Estates will not be focused on specific departmental management and arrangements to satisfy the Local Fire Authority; it will be necessary for Heads of Department (HoD) ensure that a simple local departmental fire risk audits are undertaken within their areas of responsibility and departmental space. Departmental fire safety & housekeeping review (simple guidance) - UCL Fire Safety Technical Note 077 (TN077); Guide to simple fire risk assessments - UCL Fire Safety Technical Note 084 (TN084); Fire safety guides issued by HM Government - see UCL Fire Safety Technical Notes (TN078 to TN085); Fire Risk Assessment Provision 2.2. The UCL Fire Safety Manager (or a nominated competent consultant fire risk assessor) will for statutory compliance, conduct all fire risk assessments and fire safety audits for all buildings occupied with a few certain exceptions, on behalf of the Director of UCL Estates. These fire risk assessments and audits will focus primarily on the building structural condition and the physical adequacy of the building s fire safety provision. The audit will look very generally at departmental fire safety management, general hazardous material handling & storage, general arrangements and staff training procedures only. These fire audits will take place approximately ever 3 years and will including: The Means of Escape - that escape routes are adequate and sufficient for the number and distribution of occupants, that they are protected where necessary and generally free of obstruction and hazards, Fire Compartmentation - that stairs, escape routes in general and risk areas are fire separated to protect occupants escape and to limit the spread of fire within and adjoining buildings where necessary etc.; Date Last Amended: Apr 13 2.

3 The Fire Alarm System - provides adequate warning, that Automatic Fire Detection (AFD) is provided where necessary, that the system in being maintained, to highlight significant unwanted alarms and any actions to assist in reduce them etc.; Emergency Lighting - ensure that adequate emergency lighting is provided to secure the Means of Escape, that it is being adequately maintained and highlight any significant deficiencies; Signage - the adequacy and provision of fire safety signage & fire action instructions etc.; Fire Brigade & Fire Fighting Equipment - an audit of fire fighting and fire brigade equipment, fixed fire suppression systems and their maintenance arrangements; Hazardous Substances - overview of the hazardous substances, compressed gases and flammable liquids stored or used in the premises - assessment of bulk flammable liquid storage under Dangerous Substances & Explosive Atmospheres Regulations (DSEAR); Fire Brigade Contingency Building Plans - draw up fire brigade contingency building plans, which will be kept in the building; Emergency Plan - review and draw up a general building emergency plan Heads of Department s 4 Responsibilities - HoD will be expected to undertake simple Fire Risk Audits of their areas of responsibility more often than formal UCL Estates fire assessments. These simple fire risk audits should focus on the Department s fire and emergency arrangements, liaison with other Departments, occupiers or the Landlord of the building. The management of departmental risks and hazardous processes, departmental staff responsibilities and those general fire precautions have been addressed locally. These department assessments should not consider or include the structural elements and fixed systems that are undertaken by UCL Estates, but focus on the local housekeeping arrangements discussed at Para 2.5 below. The Local Fire Authority may want to examine these audits as evidence that adequate and suitable fire safety management is in force by the department In particular, these audits should identify the Department s on going requirement to carry out fire safety familiarisation for staff on arrival, annually and staff changes of job or location or work duties etc. Simple risk assessment guidance and information may be carried out by a suitable member of staff using UCL Technical Note TN 077 and HMG Fire Safety Order Guides that are designed ordinary persons to be able to carry out a fire risk assessment and write down the significant findings. These guides also provide templates, simple to understand text and illustrations that explain the general issues required at this level. These guides are available from the UCL Fire Safety Web Site at see UCL Fire Safety Technical Notes: TN 078 to TN This term includes Heads of Academic Departments, Institutes, Centres, Schools etc. and the Heads of Administrative Divisions Date Last Amended: Apr 13 3.

4 2.5. These simple fire risk assessment/audits should focus on the department s fire and emergency arrangements such as: The number & distribution of Fire Evacuation Marshals (FEMs) within the premises the department occupies; Department arrangements for fire safety familiarisation including the emergency plan for staff, students & visitors etc.; Storage, handling and usage of dangerous substances and their ongoing need, stock management, the arrangements made for their safe use, storage etc. This applies particularly to gas cylinders containing Acetylene, Liquefied Petroleum Gas (LPG), Hydrogen, Silane etc. Any hazardous processes their control and reduction or elimination heat generation and fire sources etc.; Staff responsibilities; Those staff students and visitors with disabilities & department arrangements; General fire precautions; Housekeeping; Storage; Equipment and machinery; Electrical safety including Portable Appliance Testing (PAT); Particular hazards in corridors and stairways used as escape routes; Fire related and hazard safety signage provided on Departmental laboratories, Hazard storage areas etc.; Completed risk assessments must be made available to the London / Local Fire Authority on request; Department Action Plans 2.6. Where a Fire Risk Assessment has be undertaken either by UCL Estates or on behalf of departments by consultants, an Action Plan will be drawn up for each premises and a copy sent to the HoD occupying space in the building. These action plans will detail remedial action where necessary, remind HoDs of their duties and provided additional advice to resolve fire safety issued and time line to complete actions. Deficiencies in Life Safety Measures 2.7. Where a Fire Risk Assessment has be undertaken either by UCL Estates or on behalf of Departments by Consultants, a detailed description of any deficiencies in the life safety measures will be provided, together with any resultant recommendations for constraints on the use of the premises, all necessary remedial action and any time limitations for rectification. Date Last Amended: Apr 13 4.

5 Staff must be notified of any such deficiencies that might result in a risk to their safety, together with details of preventive and protective measures taken. Any other information will also be provided such and major fire precautions works to be undertaken by the Director of UCL Estates etc FIRE BRIGADE CONTINGENCY PLANS & OVERVIEW OF THE PREMISES 3.1. Fire Brigade Overview - the UCL fire safety manager will draw up fire brigade contingency building overview for most buildings and include: General building Information; Significant risks / fire hazards identified during the fire risk assessment; Record of fire safety measures and the adequacy of the life safety measures provided for the building, or part of the building, as seen during the fire safety audit; The frequency at which the premises are to be re-inspected by the UCL Fire safety manager; General disability provisions relating to fire safety are provided in the building; Building Plans with Overlaid Fire Safety Information 3.2. The UCL fire safety manager as part of his audit will draw up fire brigade contingency building plans, which are to be provided for each building Premises Information Boxes (PIB) located close to the master fire alarm panel, in accordance with BS 9999: 2008: Annex M. They also supplement the fire risk assessment, occupant s general fire safety information and aid the building s fire strategy documents. These floor plans indicate relevant fire resistance provision, internal access and fire-fighting facilities, building services and any specific hazards such as: Surrounding streets; Exits, stairs, corridors, evacuation lifts and any refuges for disabled people; Fuel storage areas, gas and oil main controls; Electrical main and sub-main controls, including stand-by generators; Ventilation plant and control switches, including 'Fireman's Switches'; Sprinkler valves; Hose reels; Hydrants and fire mains; Date Last Amended: Apr 13 5.

6 Shutters and doors released automatically in the event of fire, and any central control point for release; Smoke outlets and control systems; Openable windows for smoke ventilation in sealed buildings; Main and any secondary fire alarm panels, and zoning of fire alarm systems; Pump rooms supplying fire protection systems; Fire-fighting stairs and fire-fighting lifts; Automatic fire extinguishing systems; Foam inlets; Telephone communication points and any fire control centre. Any relevant information (including operating instructions) relating to equipment / fixed installations provided for means of escape or fire fighting; The implications of any fire-engineering strategy on the performance of the building during a fire e.g. reduced fire resistance of elements of structure or areas of the building with additional fire protection measures; Information relevant to preventing environmental damage; Information relevant to mitigating loss and assisting salvage operations, Depending on the complexity of the building, schematic fire system plans are also provided, as necessary. Fire protection facilities shown on these plans are labelled and the plan symbols comply with BS 1635: 1990 and a key to the symbols is provided ON COMPLETION OF THE FIRE RISK AUDIT 4.1. A copy of the fire risk assessment (along with the emergency evacuation plan, fire strategy & fire drill record) is available to any member of staff who wishes to view the Risk Assessment for building they work in available from the following web site: DANGEROUS SUBSTANCES & EXPLOSIVE ATMOSPHERE REGULATIONS (DSEAR) 2002: 5.1. A structural assessment audit will be provided for any bulk storage facilities under the Dangerous Substances & Explosive Atmosphere Regulations (DSEAR) 2002, if relevant. Date Last Amended: Apr 13 6.

7 6.0. FIRE RISK ASSESSMENT PROCESS & STANDARDS UCL Fire Technical Note No: Fire Risk Assessment Standards - fire consultants employed by the Director of Estates to undertake fire risk assessments within UCL premises using British Standard (BS) Public Available Specification (PAS) 79 [BS PAS 79] format. Other FRA formats based on BS PAS 79 may also be used On completion of FRA survey or audit, the following process is undertaken by the UCL fire safety manager: (a). (b). (c). (d). (e). (f). (g). Review of Significant Findings of Risk Assessment - review findings and any issues identified with appropriate action taken as necessary. Action Plan - action plan drawn up is sent to Heads of Departments, which highlights actions, comments and guidance as appropriate. The action plan may be generic if little or no comments; or, may be more specific with time frames to have actions resolved, requiring the HoD to indicate and return to the fire safety manager with actions taken or current progress to resolve or implement as necessary etc. The action plan has standard prompts for HoD to ensure that staff familiarisation, sufficiency of Fire Evacuation Marshals (FEM), fire door management, business continuity arrangements, storage and handling of hazardous materials Portable Appliance Testing (PAT), electrical equipment and heaters Emergency Plan - draw up, review or revise the building s Emergency Plan. Review of Fire Brigade Information - the fire brigade information documentation is reviewed and amended. Red folder contents and information checked and revised as necessary. Building Plans - building plans review and updated with relevant information. Information Return - Head of Department sent copy of fire risk assessment, emergency plan and action plans. Fire Brigade Contingency Plans - update information FIRE SAFETY ADVICE AND ASSISTANCE 7.1. The UCL fire safety manager will provide advice, guidance and assistance on fire safety issues to UCL management and staff members to enable them to manage fire safety issues and arrangements within their Department and to ensure that UCL discharges its legal duties. Date Last Amended: Apr 13 7.

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