University Evacuation Policy Policy

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1 Level 3 H&S Policy Structure LEGISLATION University Evacuation Policy Policy The Regulatory Reform (Fire Safety) Order (RRFSO) The Order places duties on the responsible person within each workplace who is the employer or any person who has control of the premises. In the case of the University of Bath the responsible person is the Vice Chancellor. The duties imposed on the responsible person are to: o Ensure compliance with relevant legislation o Ensure suitable and sufficient fire risk assessments are carried out o Implement protective and preventative measures as required to ensure the safety of all relevant persons o Appoint competent person/s to assist him/her in implementing the measures as required. Fire safety measures are applicable to all employees and relevant persons which the RRFSO defines as any person who is or may be lawfully on the premises and any person in the immediate vicinity of the premises who is at risk from a fire on the premises. The RRFSO places a legal duty on the responsible person to put in place, fire safety arrangements which must take into account the nature and size of its activities. This should reflect good health & safety management as identified within HSG 65 and the Health and Safety at Work Act It should therefore include: Policy, Organisation, Planning, Implementation, Monitoring and review UNIVERSITY POLICY Sufficient measures must be implemented by the University to ensure that the safe evacuation of all persons from a building that will not rely on the intervention of the Avon Fire & Rescue Service. Measures implemented at the University for safe evacuation includes designated fire exit routes, fire safety signage, fire doors, fire alarm systems, emergency lighting systems and assembly points. The University has adopted a simultaneous evacuation strategy where everyone in a building will evacuate when the fire alarm sounds. These procedures are implemented across all buildings to provide a single system which everyone can follow regardless of where they are. Fire Drills for each building will take place at least annually, which the UHSE Service will co-ordinate centrally; they will try to ensure it is at a mutually convenient time. If staffing permits, a member of UHSE will be in attendance to monitor the drill and produce a short report; members of Security will attend to liaise with UHSE and provide additional resources for sweeping etc; an

2 Electrician from the Estates Department will attend to set off and re-set the fire alarm system. All new students residing in University accommodation on and off campus will undertake a fire drill within their first four weeks at the University so they are familiar with the sound of the fire alarm, all exit routes and their assembly point. Lifts in general should not be used in a building when the fire alarm is sounding as there is a risk that the fire and smoke could affect the lift s operation. There are some minor exceptions to this in locations where the University has installed Evacuation Lifts. Such lifts are clearly identified by way of signage and include the Chancellors Building, 1 West Phase 1 and Woodland Court. Estates will ensure Evacuation lifts are installed in all new buildings. Evacuation Chairs are available in selected buildings and retained by Security who have been trained in their use. Any problems with lifts in non-emergency conditions should be referred directly to the Estates Department and no attempt should be made to force open lift doors or interfere with them in any way as this could affect their ability to perform as an Evacuation Lift during an emergency. Those who are able to evacuate themselves should do so and make their way out of the building using the nearest available exits. Anyone who feels that they would be unable to vacate any building without assistance should ensure that they inform their line manager, supervisor or other suitably responsible person so that a PEEP (Personal Emergency Evacuation Plan) can be prepared on their behalf. Once complete, the PEEP should be retained by the individual s line manager or supervisor with copies sent to UHS&E, Security and the individual concerned. Refuge points have been identified in a number of locations (usually stairwells) where they are afforded minimum fire protection of at least 30 minutes. Such refuges are indicated by signage. The University has a programme whereby it is gradually introducing Emergency Voice Communication systems in each designated refuge to enable communication with someone in charge outside of the building. Until such times as this programme has been fully implemented, consideration must be given within the PEEP as to how communication between those in the refuge areas and those outside, will take place. This might include the use of mobile phones or a buddy system. RESPONSIBILITIES Vice Chancellor Will ensure that there are appropriate arrangements in place for ensuring the safe evacuation of all persons in University of Bath buildings. Fire Safety Evacuation Policy 2 H&SC Approved Sept 2013

3 Will ensure the employment of a competent person/s to help manage fire safety and evacuation. University Secretary Will ensure that fire evacuation remains a high priority issue for the Health & Safety Committee. Director of Estates Will ensure the provision and installation of suitable fire safety equipment in consultation with the University Fire Safety Adviser. Will ensure that any equipment provided for fire evacuation purposes remains in good working order and is subject to a suitable system of maintenance and checks recorded by way of a Fire Log Book and in line with legislation and guidance provided by the University s Fire Safety Adviser. Will liaise closely with the University Fire Safety Adviser to ensure fire safety evacuation, in particular the evacuation of disabled persons is a key factor within all existing and new construction, refurbishment and maintenance projects. Heads of Department/Directors of Service Will ensure that the fire evacuation procedures are implemented and relayed to all building users in accordance with this Policy. Will ensure that no alteration, adjustment or hindrance is caused to any fire control measure without the prior agreement of the Department of Estates or University Health, Safety & Environment Service. Will ensure that all emergency exit routes are kept sufficiently clear to enable the safe evacuation of relevant persons. Will ensure a suitable number of fire wardens are identified and trained in consultation with the University Health, Safety & Environment Service. Will ensure that suitably trained fire wardens carry out weekly fire safety checks for their designated area, reporting defects and concerns to the relevant body such as the Departmental Health & Safety Committee or Co-ordinator in order for rectification to be carried out. (A simple fire safety template is available from UHS&E in either paper, electronic or ipad app form). Line Managers Will ensure that PEEP s are produced for an employee who has identified themself to be in need of assistance in evacuating a building. Such information will include details about means of evacuation, how the refuge area may be used if necessary and what means of communication will be made available. Further information is available from the HM Government website 'Fire Safety Risk Assessment - Means of Escape for Disabled People. Where evacuation to a total place of safety is not feasible then horizontal evacuation to a relative place of safety may suffice. Advice is available from the Fire Safety Adviser. Fire Safety Evacuation Policy 3 H&SC Approved Sept 2013

4 Will ensure that a copy of the completed PEEP is provided to the person concerned, his/her buddy where relevant, other supervisors if applicable, Security and UHS&E. Employees Will inform their line manager or supervisor if they think they will need assistance in evacuating the building without the use of lifts and will co-operate with their line manager or supervisor in producing a PEEP, where relevant. Will, on hearing the fire alarm, evacuate the building to a place of safety which usually means outside via the nearest available exit route to their assembly point. (The assembly point will not be located on the Parade as this is too close to the affected building, can cause congestion and may restrict access for the emergency services). Will ensure that they know where the fire exit routes, doors and assembly point is for their building as detailed on the general fire notice for that building. Will not re-enter a building once evacuated or upon illumination of the FIRE DO NOT ENTER. These are not located at all entrances into buildings. Will cooperate with the University by undertaking relevant training and using where necessary the measures put in place for their fire safety. Will not do anything which may put themselves or others at risk by virtue of their action or inaction. Will act responsibly and responsively if and when the fire alarm is activated. Will upon activation of the fire alarm, power down or shut off any machinery (such as a lathe), which could pose a health and safety risk if left on. Students Will not do anything which may put themselves or others at risk by virtue of their action or inaction. Will act responsibly and responsively if and when the fire alarm is activated. Will participate in any training provided for their health and safety. Will report any incident which has, or could potentially lead to fire, to Security or the University Health, Safety & Environment Service. Fire Wardens Will perform such duties as detailed by the role description of fire wardens to enable the safe evacuation of all building users. This includes sweeping the area for which they have responsibility, encouraging others to leave and fighting small fires where suitable and if trained to do so. Will close doors and windows if possible before evacuating themselves. Fire Safety Evacuation Policy 4 H&SC Approved Sept 2013

5 Will report to a responsible person outside of the building (Head of Department, senior manager or member of Security) to let them know that everyone in their area has evacuated or otherwise. (Signing in books for guest and visitors are not required as a means for ensuring everyone has left the building). Will prevent persons from re-entering the building, once outside and without putting themselves at risk. Will participate in training including the use of fire extinguishers. Will carry out weekly fire safety checks for their areas of responsibility in accordance with training received from UHS&E. Security (First Responders) Will monitor and respond immediately to all fire alarm activations. Will adopt the role of First Responder to investigate why an alarm has been activated and to fight small fires if suitable and trained to do so without putting themselves at risk. Will call for additional support and assistance where relevant including that of the Fire and Rescue Service. First Responders should never put themselves at risk but should call for professional support where necessary to do so. Will meet the Fire & Rescue Service upon entering University premises and signpost to the relevant source of fire when able to do so. Suitable information about the suspected cause of fire and any specific hazards in that location should also be divulged. Will reset the alarm if identified as false or after a small fire has been adequately extinguished. A Fire Alarm Notification Report should be completed for the information of UHS&E. Will undergo suitable training in fire evacuation, fire safety, fire fighting and the use of both Evacuation Lifts and Chairs. Will act as First Responder in respect of evacuating disabled persons unable to do so themselves and thus located within designated refuge areas. Evacuation Chairs are retained by Security for this purpose. Will act as First Responder by being the main point of contact for Fire Wardens during an evacuation until such time as the Head of Department, Director or senior manager can take over this role. Will communicate with disabled persons via the Emergency Voice communication systems that will be installed at every disabled refuge point to identify those who need assistance. Will ensure that any relevant information is provided to those who need to be made aware of it which includes the Head of Security and UHS&E. Fire Safety Advisor Fire Safety Evacuation Policy 5 H&SC Approved Sept 2013

6 Will pro-actively raise the education of both staff and students in respect of fire evacuation including the co-ordination and training of Fire Wardens. Will periodically review and revise the University evacuation plans to ensure they are compliant with relevant legislation and operates as smoothly as possible. Will co-ordinate and conduct annual fire drills for all buildings to ensure each building is evacuating as efficiently as possible. Will test all evacuation procedures such as the use of evacuation chairs and evacuation lifts, during fire test drills. A short report will be produced for the Head of Department. Will liaise closely with the Estates Department to ensure the latest fire safety provisions are in place to ensure the safe evacuation of all persons. Head of University Health Safety & Environment Service Will ensure that fire safety competence is provided and maintained to enable the safe evacuation of all persons as identified by the RRFSO Will ensure that fire evacuation training (basic fire safety awareness training, fire warden training and fire drills) is made available to all relevant persons. Will ensure that roles and responsibilities in relation to fire evacuation are clearly defined and that those with such duties e.g. Fire Wardens, receive appropriate training, guidance and information to enable them to carry out their role. Will review and revise this policy, biennially or after any significant change whichever is sooner. FURTHER INFORMATION Staying Safe and Well website Fire Safety Evacuation Policy 6 H&SC Approved Sept 2013

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