These Procedures cover all non residential buildings owned, leased or occupied by The Robert Gordon University.

Transcription

1 Procedure Date of Issue: May 2010 Title: Fire Safety and Fire Risk Management Procedures Rev: Issued to: Web Replaces Issued Dated: 1. Scope and Purpose 1.1 Scope These Procedures cover all non residential buildings owned, leased or occupied by The Robert Gordon University. 1.2 Purpose of Procedures The purpose of these procedures is: To ensure the safety and well being of all staff, students and other persons who are on University Grounds if a fire starts To prevent accidental fires from starting within University Grounds and the uncontrolled spread of such fires To ensure compliance with existing fire safety legislation To minimise damage to University property in the event of fire as far as possible without endangering lives Each person s primary responsibility in the event of a fire alarm being sounded is to their own safety. No person should deliberately or recklessly endanger themselves in an attempt to follow these Procedures or save the lives of others. 2. Basic Fire Prevention Methods In order to prevent fire: All areas should be kept as clean and tidy as possible Where possible, flammables will be stored in separate buildings out with main buildings. Where flammable substances need to be stored in buildings, quantities should be minimised and they should be kept in locked storage areas. This storage will preferably be fire resisting. Action points identified by a Fire Risk Assessment and subsequently agreed with management must be addressed within an agreed time scale. All existing health and safety procedures of The Robert Gordon University and such safe systems of work relating to fire safety must be adhered to. 3. Fire Risk Assessment Each building will undergo a Fire Risk Assessment which will be carried out by the Head of Occupational Health, Safety and Environment or suitably trained 1

2 appointed nominee. A schedule of Risk Assessments will be created by the Head of Occupational Health, Safety and Environment (HOHSE), agreed by management as appropriate and published on the RGU Health and Safety Web Site. Following each assessment the Assessor will make recommendations for action. These recommendations will inform a Fire Improvement Action Plan which should be agreed by the HOHSE and management and budget holders involved in executing the Plan. This may be in conjunction with a Health and Safety Action List where appropriate. Progress on executing the Plan will be monitored by the HOHSE who may then inform the Occupational Health &Safety Forum of any non-compliance to the Plan. A copy of each completed Fire Risk Assessment will be retained by the OHS Manager for at least three years. Copies of completed Fire Risk Assessments will be distributed to parties deemed appropriate by the HOHSE and will normally include The appropriate Facilities Service Supervisor The appropriate Head(s) of School/Department It is their responsibility to complete the recommendations of the action plan within the agreed timescale. 4. Procurement and Maintenance of Fire Fighting, Fire Evacuation and Fire Detection Equipment 4.1 Fire Extinguishers Estates and Property Services will appoint a supplier for fire fighting equipment in accordance with the University s procurement procedure. This supplier will annually service all fire extinguishers within the University and will be authorised to order replacement extinguishers necessary, provided that the fault is identified and recorded. Staff may report any defects in or missing fire fighting appliances to the Facilities Service Supervisor. All new or additional fire extinguisher purchases must be approved by the Estates and Property services. 4.2 Fire Alarm Testing Facilities Service Supervisors will ensure that the fire alarm system in the building(s) under their care is tested weekly and that all alarm points in that building are used in rotation for the purposes of these tests. Fire Alarm testing should be conducted at a time when there are few people in the building to avoid unnecessary evacuation. This will normally be early morning or late evening. 4.3 Swipe Card Door Testing Site Supervisors will ensure that electronic doors exiting the building (normally only able to be opened by a swipe card or key fob), under their care 2

3 automatically unlock in the event of a fire alarm. Any faults should be reported immediately. 4.4 Emergency Light Testing Emergency lighting will be tested as part of the planned preventative maintenance regime. This function will be carried out by Estates and Property Services or a contractor appointed by that Department. Any defects will be reported to the Maintenance Manager who will ensure that these are addressed as appropriate. 4.5 Fire Log Book, Maintenance and Testing Records The following will define what will be recorded in the Fire Log Book (and may be duplicated where records are required elsewhere for maintenance records. Escape routes Incorporating fire doors and electronically powered locking devices. Fire Warning systems including testing communication system (Disabled Refuge) and recording fire drills. Fire Fighting Equipment. Evacuation Equipment. Estates will also receive additional reports of periodic servicing from contractors of certain tests and forward copies for insertion in appropriate Fire log book. Fire Warning System. Fire Fighting Equipment. Emergency lighting test records. Dry/Wet riser inspection and test records. Estates will ensure that remedial action is taken to rectify any faults identified. Copies of all reports relating to the testing and maintenance of fire fighting, detection and evacuation equipment must be retained for a minimum of three years. 5 Fire Alarm Activation and Investigation of Cause 5.1 Activation The Fire Alarm may be activated should any emergency occur where the immediate evacuation of the building is required. Any person discovering a fire should activate the nearest fire alarm call point; call the emergency services, and then evacuate the building. Once out of the building, this person should 3

4 attempt to make contact with a member of Facilities staff to inform them of the reason for the activation. Investigation of single fire detector actuation during time delay period As some buildings have Fire Alarm systems incorporating a high standard of automatic fire detection with good management and evacuation procedures consideration of a pre determined time delay of 3-4 minutes to allow for investigation of the actuation may be suitable. The following factors have to be taken into consideration. Time delays will only be implemented with agreement from all building managers, Estates and Health and Safety department. The delay will be programmed at the Fire alarm panel to incorporate individual building opening hours. A suitably trained person normally the FSS/FSO can investigate the area of detector actuation and stop the system progressing to full evacuation by contacting the Fire Alarm collector station within the designated time scale if justified i.e Fumes from cooking etc. Actuation of a second detector head, manual call point or running over the time delay will automatically instigate a full alarm and building evacuation. Accidental Activation Anyone who has accidentally activated the fire alarm either from a call point or by undertaking an activity which has resulted in an automatic detection device (for example, a smoke detector) being activated must inform a member of Facilities staff immediately. Malicious Activation Malicious activation of the fire alarm is defined as deliberately activating or causing another person to activate the fire alarm without suspecting a fire or other emergency. This action constitutes a disciplinary offence and should be dealt with under the Staff Disciplinary Procedure (staff) or Academic Regulation A3 (students). All staff and students should be encouraged to report any information they have in the event of a malicious activation to their Head of School/Department. Investigation of the Cause of the Alarm after the Incident Upon notification of a Fire alarm incident one member of staff will investigate the reason for activation and progress any action to prevent a reoccurrence. This person will normally be the Facilities Service Supervisor. The FSS will ensure cover is maintained in his/her absence. The FSS will instigate an investigation into the cause of the alarm which will normally take place following consultation with the Red-Care and the local fire service. 6.0 Evacuation Procedure - General Responsibilities 4

5 Upon hearing the fire alarm, all persons except for nominated evacuation stewards and staff or personnel on a Personal Emergency Evacuation Plan will evacuate the building by: Exiting via the nearest fire exit to themselves Proceeding in an orderly manner to their designated assembly point, and remaining until instructed otherwise. Lifts must not be used in the event of a Fire Alarm. Where possible, staff and students should take action to ensure that their immediate environment is left in a safe state before commencing evacuation procedures (Close windows and doors switch off equipment i.e. Bunsen burners and gas valves. 6.1 Management Responsibilities It is the duty of Senior Management to ensure that all persons under their control are made aware of their individual responsibilities under these procedures. Senior management will also be responsible for disciplining persons under their control should they deliberately fail to comply with these Procedures. 6.2 Staff Responsibilities Staff members who are teaching should ensure their class/lecture/laboratory/tutorial group commence building evacuation by the nearest available exit. They should ensure their own area is clear, close the door and exit the building. Any person who refuses/is unable to evacuate should be reported to an Evacuation Steward. 6.3 Duties OF FSS /FSO The on duty FSS/FSO will confirm the zone of actuation at the fire panel and proceed to investigate in the relevant area. If it is a false alarm or malicious actuation they will exit building and liaise with FS Co-ordinator and Fire Service as required. If it is a fire incident ascertain circumstances and if safe to do so Utilise suitable Fire extinguisher to extinguish Fire If unable to attempt to extinguish ensure door closed to room.-then exit the building and liaise with FS Co-ordinator and Fire Service as required. Staff will be provided with specific training on procedure and Fire Safety awareness. As these duties listed above are not core duties listed in the terms&conditions of employment staff have the legal right to exit the building if conditions dictate an immediate evacuation. 6.4 Duties of Reception Staff Maintain contact with FSO/FSS by radio as they investigate an alarm actuation. Monitor disabled communication panel Monitor Fire Alarm panel 5

6 Liaise with Fire Service as necessary Facilities staff will be provided with specific training on procedures and equipment. As these duties listed above are not core duties listed in the terms&conditions of employment staff have the legal right to exit the building if conditions dictate an immediate evacuation 6.5 Duties of Evacuation Stewards Evacuation Stewards will check (sweep) their designated area of the building identified on the Zone card including disabled refuges, to ensure that all persons are evacuating, room doors are closed and rooms are empty and note any hazards. Any person refusing to evacuate without a valid reason (for example, injury or specific duty) should be informed by the Evacuation Steward that failure to evacuate puts others at risk, is in breach of University regulations and may result in disciplinary action. Once this warning is given, the Evacuation Steward should finish his sweep and exit the building. Evacuation Stewards must not proceed into areas of the building where there are signs of fire or where they feel to do so would place them in immediate danger. In addition, Evacuation Stewards should aim to have checked their designated area and be in a fire protected area within 3-4 minutes of the fire alarm being activated. Evacuation Stewards should then report to the Fire Safety Co-ordinator, and give details of their zone, whether it is clear, any hazards observed, any persons remaining in the building or areas they were unable to check. 6.6 Duties of Assistant Evacuation Stewards Dependant on the individual building and the emergency action plan additional stewards will be required to assist in specific areas. These areas may include; Ensuring people are clear of building. Control of movement of vehicles to and from the area.(hi-viz jackets provided at reception Standby at communication panel for disabled refuge. Monitoring of Fire Alarm panel Assist Fire Safety Co-ordinator in his/her duties 6.7 Duties of the Fire Safety Co-ordinator The Fire Safety Co-ordinator (FSC) will collect the fire wallet from their designated building,don the Hi-viz jacket and proceed to the relevant assembly point(s) to liaise with the Evacuation Stewards(. Fire Safety Co-ordinators will be selected, by the appropriate Line Manager in accordance with the pre defined role criteria. 6

7 7. Evacuation Procedure Out With Normal Working Hours For the purposes of this procedure, normal working hours are defined as hrs Monday to Friday. Should the fire alarm sound out with normal working hours all persons will evacuate via their nearest exit and proceed to the designated assembly points. Lifts must not be used in the event of a Fire Alarm. Staff members who are teaching when the fire alarm is activated should ensure their class/lecture/laboratory/tutorial group commence building evacuation by the nearest available exit. They should ensure their own area is clear, close the door and exit the building Students in unsupervised areas must respond immediately to the Fire alarm signal and exit the building by the nearest available exit. The on duty FSS/FSO will confirm the zone of actuation at the fire panel and if safe to do so proceed to investigate the relevant area. If it is a false alarm or malicious actuation exit building and liaise with Fire Service. If it is a fire incident ascertain circumstances they will if possible Ensure assistance called for via radio through reception to other facilities staff as required. Utilise suitable fire extinguisher to extinguish small fire If unable to attempt to extinguish the fire ensure door closed to room. Check immediate floor area to ensure clear of staff and students then if possible with assistance check remaining floors. FSO or reception staff to liaise with Fire Service as required. Staff will be provided with specific training on procedure and fire safety awareness. Additional fire drills will be scheduled to test the efficiency of the out of hour s procedure. 8. Evacuation During Hours of Building Closure During the hours of building closure Facilities assistance will not be available. No person should be in University premises after the hours of building closure unless they have swipe card/key fob access and have undertaken a lone working risk assessment. Any person discovering a fire should activate the fire alarm and proceed to the nearest fire exit. They should then telephone 999 to summon the Fire Service Any persons hearing the fire alarm after building closing hours should evacuate the building by the nearest fire exit. 7

8 9. Evacuation of People with Disabilities Generic Personal Emergency Evacuation Plans (PEEP) are in place for the evacuation of people who have disclosed any disabilities to the University which may impact on their ability to exit a building unaided. Procedure On activation of Fire Alarm Upon hearing the fire alarm, the individual should make their way to one of the buildings fire-protected stairways. Reaching the Refuge Once within the refuge you are now in a fire protected stairway. If the doors are closed then you will be protected and safe for at least 30 minutes. If you are able and confident to progress down the stairs at your own pace, then please do so and proceed to the assembly point. If you are unable to proceed unaided down the stairs it is recommended that you wait in the protected stairwell. Communication Located within the refuges is a communication system which will allow you to communicate with the building receptionist. The instructions for operating the communication system are located adjacent to the communication panel. The building receptionist will inform you of the current situation and whether it will be necessary for you to evacuate the building fully. It is preferred that for your comfort and safety, evacuation down the stairs will be undertaken only when absolutely necessary. In the majority of cases the fire alarm will have been activated accidentally, there will be no requirement for you to evacuate the building and this can be determined by communicating with the receptionist. In addition the stairway refuges are checked by evacuation stewards as part of their procedure. Final Evacuation If it is considered necessary to move you from your current location to final evacuation, the University will provide at least 2 evacuation assistants who will assist you from the building using the evacuation chairs provided. Note that the use of the evacuation chair for final evacuation is only undertaken when considered essential to ensure your health and safety. Specific PEEP Should you require a PEEP procedure that due to your condition is outwith the scope of the generic procedure it should be developed. Generic and Specific PEEPS should be developed by the relevant School for the student, with input where necessary from the OHS and Disability/Dyslexia Service. Copies of individual Peeps should be forwarded to Facilities Services Supervisor on completion. 8

9 10. Evacuation of Children (under 16 years of age) It is expected that children will not normally be allowed on University premises unsupervised. In the event of a fire alarm any person supervising children should lead them to the nearest exit and then to the appropriate assembly point. Where the child s parent(s) are on site it must be made clear to the parent(s) that they are responsible for the supervision of their child (ren) unless other specific arrangements have been made. From time to time, children may visit the University as part of an organised event where close supervision of the children is not possible, for example, the Open Day. When such an event is being organised, the organiser must inform the School or Department, who should inform the HOHSE of the details of the visit and follow any advice given by the HOHSE who must be satisfied of the arrangements before the event takes place. 11. Evacuation of Visitors All visitors must be asked to sign in the Visitors Book upon arrival at a building and sign out upon leaving. Visitors Books will normally be kept at the main reception of each building. Visitors will be informed of the fire evacuation instructions either upon receiving their Visitors Pass, or by the RGU employee/representative that they are meeting. Members of Staff who are receiving a visitor are responsible for the safe conduct of persons in his/her care, and are expected to help the visitor find the nearest fire exit and appropriate assembly point where applicable. 12. Evacuation of Contractors Where Contractors are working on a job for which a Health and Safety Plan has been created then any emergency evacuation instructions therein will supersede any University procedure on emergency evacuation. Where Contractors are working on site on jobs (temporary or permanent) for which no specific emergency evacuation plan has been created their staff will follow the procedure set out in the Building Emergency Evacuation Plan. This procedure will be communicated to the contractor in writing upon the first use of the contractor and following any amendment to relevant sections of the Building Emergency Evacuation Plan. 13. Use of Fire Fighting Equipment Portable firefighting equipment is provided in premises for staff use. Prompt use of equipment can prevent a small fire developing into a large one. Do not attempt to fight the fire if you do not think it is safe to do so.(for example) The fire is large with a large amount of smoke being produced. Your escape route may be compromised You have not received appropriate training 9

10 No person, other than a member of the Fire Service should re-enter the building specifically to fight a fire. 14. First Aid Provision and Evacuation of Casualties Upon activation of the Fire Alarm a First Aider should collect the nearest first aid kit to them before exiting the building unless: There is not one in the immediate vicinity To do so would possibly prohibit the First Aider evacuating the building within three minutes To do so would place the First Aider in immediate danger First Aiders should then evacuate in accordance with Sections 6 and 7 of this policy. Casualties should not receive first aid treatment inside the building during a fire alarm unless it is absolutely necessary and it is safe for the First Aider to give this treatment. Where possible, casualties who are able to walk can be assisted from the building, preferably by a First Aider and treated outside the building. Casualties who are unable to walk should only be evacuated if their life is in immediate danger, otherwise, they should be left inside the building. Such casualties may be assisted to a refuge point if possible. There is no obligation for individual staff members to assist in the evacuation of casualties; however, anyone may assist where it is safe to do so. No person should risk their health, safety or wellbeing in an attempt to evacuate or treat a casualty. In addition, no person should re-enter the building to attempt to evacuate or treat a casualty. Any person who is aware of a casualty inside the building should report this to Fire Safety Co-ordinator, giving the name, location and condition of the casualty where possible. If the Fire Safety Co-ordinator is aware of any person outside the building requiring first aid treatment, he/she will direct a First Aider who has evacuated with a First Aid kit to the casualty(s). 15. Fire Drills The Facilities Service Supervisor will arrange for fire drills to be conducted in buildings under his/her care at the following times. One daytime (within normal working hours) and one evening or early morning within the first month of Semester 1 One daytime (within normal working hours) and one evening or early morning in the first month of Semester 2. Additionally RGU buildings which are utilised for evening classes and outwith normal hours should have a drill twice a year for each period in use. When scheduling these drills, the FSS will consult the appropriate Heads of School to ensure the drill does not coincide with assessments or other activities which must not be disturbed (this does not normally include teaching activities). Once a date and time is confirmed, this will be confirmed by the FSS to all 10

11 regular building users who have Peeps. These people will be asked to not to disclose the dates and times of fire drills to others. The FSS will make suitable arrangements to monitor the fire drill in terms of success of evacuation and performance of appropriate equipment. The Emergency Evacuation report and if necessary an explanatory should be forward electronically to the RGU Fire Adviser for review and they will issue to the Heads of School to forward to all staff and students. 16. Control of Site During a Fire Alarm During a Fire Alarm the Fire Safety Co-ordinator in liaison with Facilities staff will be in charge of the site. It is the responsibility of the Fire Safety Co-ordinator to: Coordinate evacuation activities as described above To ensure a pathway is kept clear for emergency vehicles To prevent unauthorised access to the building as far as is possible To prevent unauthorised access to the site as far as possible (including all vehicular access except for emergency vehicles and members of staff who have been called to the scene). If the Fire Service arrives on the scene the Fire Safety Co-ordinator will hand over control of the site to the Senior Fire Service Officer in attendance. The Fire Safety Co-ordinator will liaise with this Officer and follow any instructions given. Evacuation Stewards should attempt to ensure as far as possible that once people have reached their assembly points they do not leave the assembly point unless directed to do so either by the Fire Safety Co-ordinator, a member of facilities staff or the emergency services. Where the fire is serious, the Emergency Response Plan will be implemented. 17. Re-entry to the Building following a Fire Alarm Once the Fire Safety Co-ordinator has satisfied himself/herself that it is safe for people to re-enter the building following a fire alarm he/she will sound the all clear signal by sounding a gas horn. No person unless specifically directed by the Fire Safety Co-ordinator or Fire Service must enter the building until the all clear signal has been sounded. When the Fire Service is in attendance, the Fire Safety Co-ordinator must not sound the all clear signal until the Senior Fire Service Officer in attendance is satisfied that it is safe to do so and has handed back control of the site. If part of the building has been affected but the fire has been extinguished, the all clear may still be given if suitable arrangements are in place to prevent unauthorised access to the affected part of the building. 11

12 18. Alarm Activation Follow Up Following the activation of a Fire Alarm the Site Supervisor or nominee will collate any paperwork completed during or following the alarm. This paperwork should be retained by the Site Supervisor for at least two years. The Facilities Service Supervisor will then complete an Emergency Evacuation Report and provide copies of this report to: The Maintenance Manager The Health and Safety Department The Health and Safety Department will retain copies of all Activation of Fire Alarm Reports for at least three years. Any actions arising from a Fire Alarm Activation Report will be identified by the above noted persons and added to the building Fire Action Plan. Where a fire has occurred, the HOHES will commission an investigation into the cause of the fire. All members of staff are required to assist in any fire investigation conducted by the University, Fire Service or other enforcement authority. 19. Building Emergency Action Plans (located in Fire Log Book) Facilities Service Supervisors in liaison with the HOHSE and any other appropriate parties will create and review a Building Emergency Plan for buildings under their responsibility. These plans must conform to the above procedures and be reviewed every two years and/or following a major change to the structure or layout of the site. The Building Emergency Plan should identify A maintenance and testing schedule Evacuation arrangements (including the location of assembly points) Duties and responsibilities of specified persons in the event of a fire alarm Follow up arrangements 20. Training All persons with roles and responsibilities indicated on a Building Fire Action Plan, Fire Log Book or Personal Evacuation Plan will receive suitable and sufficient training. All staff will receive information on fire safety on induction and after any significant changes to the procedures. All students should also receive a fire safety briefing during their induction. 12