GUIDE TO PERIODIC DEPARTMENTAL FIRE SAFETY REVIEW & HOUSEKEEPING CHECK

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1 Fire Safety Technical Guide GUIDE TO PERIODIC DEPARTMENTAL FIRE SAFETY REVIEW & HOUSEKEEPING CHECK 1.0. Heads of Department s Responsibilities 1.1. Heads of Department 1 are required to undertake simple (local) fire safety reviews in their areas of responsibility, at least, annually but possibly more frequently if significantly hazardous activities are undertaken within the Department, premises or areas under your control. This simple fire safety review serves as an interim review of the fire risk assessment Fire Risk Assessments (FRA) - have you read and familiarised yourself with the Fire Risk Assessment and Emergency Evacuation Plan for the building(s) where you have departmental space and responsibilities? See Staff Training: Do you have arrangements in place to ensure that all new staff 2 and visitors (where necessary) are provided with a fire safety induction and local building familiarisation, and that this is recorded? (UCL Fire Tech Note TN086) Do you have arrangements in place to ensure that all staff refresh their fire safety briefing and local familiarisation in accordance with the risk category of their building and that this is recorded? (UCL Fire Tech Note TN086) Do you have arrangements in place to ensure that any staff changing work locations (or where hazardous materials or processes have been introduced) have received a relevant fire safety brief, local familiarisation is undertaken and recorded? (UCL Fire Tech Note TN086) 1.4. Fire Evacuation Marshals (FEM) Have you appointed a Senior Fire Evacuation Marshal(s) (SFEM) and deputy for the premises or space in each building that your department occupies? Do you have adequate FEMs appointed to provide sufficient coverage for the published operating hours of the department (e.g. FEMS required for early or late working, such as evening seminars or functions etc) and to cover leave, sickness and lunch periods etc? 1. Heads of Departments - this term includes Heads of Academic Departments, Institutes, Centres, Schools etc and the Heads of Corporate / Professional Support Services Divisions, Dean of Students, Deans of Faculties and Director of Student Residences. 2 Staff - means any person employed on a temporary or permanent contract by UCL, whether full or part time (regardless of their hours worked), postgraduate research students and others (such as contractors) employed directly or indirectly by departments. Date Last Amended: Apr 16 1.

2 Do you have arrangements in place to ensure that there is cooperation and liaison between other departments or the Landlord (where appropriate) in the buildings, your department occupies? 1.5. Disabled Staff Students & Visitors Do you have arrangements in place to assess and provide Personal Emergency Evacuation Plan (PEEP) for staff, students and regular visitors who work, study or use your facilities that may have a disability? (UCL Fire Tech Note TN008) 2.0. General Fire Precautions 2.1. Fire equipment and escape routes need to be checked on a regular basis. The frequency of these checks may vary from building to building depending on use, numbers of visitors / students etc. The suggested minimum frequencies for these checks are provided against the items identified below: Escape Routes - have arrangements been put in place to check regularly 3 fire escape routes (including stair enclosures) and fire exits; and that findings are recorded? o Check at least weekly but more frequently (Daily) for example where building works are being undertaken within the vicinity of the premises or where other changing circumstances apply; Fire Equipment - what arrangements are in place to check the condition of fire extinguishers, fire doors and other emergency equipment in your department? (UCL Fire Tech Note TN014, TN015 & TN026) o Check at least monthly but more frequently (weekly) where students use the premises regularly and particularly in waiting areas and common rooms; Electrical Testing - what arrangements are in place to carry out Portable Appliance Testing (PAT) of electrical equipment in your department? (UCL Fire Tech Note TN019) o Follow guidance provided - check more frequently used items, such as vacuum cleaners, floor cleaners, extension cables, power tools e.g. daily or weekly; Hazardous Materials & Process - do you have arrangements in place related to the presence of dangerous substances to either eliminate or reduce them by replacing the dangerous substance to eliminate or reduce the risk? (Fire Safety Order 2005 Article 12 - see TN073) o Check at least annually but more frequently where changing circumstances dictate, particularly where there are regular changes of process, products or user staff; 3 Regularly - means the frequency may need to be between hourly, daily (such as contractors working in escape routes or events in progress etc.), but at least weekly depending on circumstances. Date Last Amended: Apr 16 2.

3 UCL Fire Safety Technical Note - TN077 Hazardous Materials & Process - do you have arrangements in place related to the presence of dangerous substances, where the risk cannot be eliminated, to control the risk and mitigate the detrimental effects of a fire by having appropriate procedures in the event of serious and imminent danger? (Fire Safety Order 2005 Article 15 - see TN073) o Check at least annually but more frequently where changing circumstances dictate, particularly where there are regular changes of process, products or user staff; Hazardous Materials & Process - have you nominated competent persons to implement those procedures arising at the time of an accident, incident or emergency? (Fire Safety Order 2005 Article 16 - see TN073) o Check at least annually but more frequently where changing circumstances dictate; Flammable & Toxic Gases - do you have arrangements related to the presence of flammable / toxic gases to either eliminate escape of gases, reduce the risk of fire or explosion by reducing the quantity, having appropriate storage arrangements equipment and monitoring facilities? (Fire Safety Order 2005 Article 12 - see TN073) o Check at least Quarterly but more frequently where changing circumstances dictate, particularly where there are regular changes of process, products or user staff; 2.2. Recording Activities - see check form below to use as a record of your department s arrangements in each building or location your department occupies: Date Last Amended: Apr 16 3.

4 Bldg Name: Department: Specific Location (where appropriate): Auditor Name: Dept Position: Date: TN000 = see UCL Fire Safety Technical Note for background information & guidance at ITEMS TO CHECK Action Yes No WHAT ARE YOUR ARRANGEMENTS? (& what action taken - where answer is NO?) Escape Routes: Do you have arrangements to ensure doorways, passageways, stair enclosures forming part of any fire escape route are clear of any physical obstructions that may or potentially block the route [See TN077]? Do you have arrangements to ensure doorways, passageways, stair enclosures forming part of any fire escape routes are clear of rubbish combustible materials and storage of any kind [See TN077]? Do you have arrangements to regularly check doors on the escape can be opened without the use of a key & thumb turns, push bars work correctly and break glass hammers are provided where required [See TN002]? Do you have arrangements to ensure fire doors are kept closed unless fitted with Hold Open device connected to fire alarm or a Dorgard where fitted and are they working correctly [See TN016 / TN017]? Do you have arrangements to ensure fire doors & fire exits are in good condition, open easily, that door handles are not loose, damaged & in good working order [See TN002 / TN014]? Do you have arrangements to ensure signs indicating escape routes can be see clearly, not missing or damaged. Electronic Cardex Green box signed correctly [See TN004 / TN090 - Missing or unsure of type, location of signs contact the UCL fire safety manager *DO NOT REPLACE YOURSELF*] Fire Extinguishers: Do you have arrangements to ensure that fire extinguishers are regularly checked for tags missing, have any been discharged, located correctly [See TN026]? Date Last Amended: Apr 16 4.

5 ITEMS TO CHECK Dangerous Substances: Action Yes No WHAT ARE YOUR ARRANGEMENTS? (& what action taken where answer is NO ) Flammable Liquids - do you have arrangements to review use, quantities and storage arrangements for flammable liquids, were kept inside they area in suitably designed bins or cabinets [See TN097]? Liquid Petroleum Gasoline (LPG) - review use, quantities and storage arrangements for LPG, should be kept inside in suitably designed cabinets, maximum holding is 15Kg inside Labs and workshops but not to be stored in basement and that suitable warning signage is provide. Flammable & Toxic Gases - review use, quantities and storage arrangements for these gases, should be kept inside suitably designed fire rated ventilated cabinets & suitable warning signs provide [Seek advice from BOC UCL Customer Manager ucl@boc.com. Review - hazard safety signage provided on Department Laboratories, workshops and Hazard Storage areas [See TN095]. General Housekeeping Check that combustible materials are being kept clear of hot surfaces, electrical equipment, naked flames or other sources of ignition [See TN077]. Check if cuboid electrical adaptors are being used instead of block type with short cable. Those adaptors are not overloaded with more than 13 amps being drawn from any one socket [See TN077]. Lockers In Corridors (1) is the corridor sufficiently wide enough for lockers & escape; are lockers all on one side of the corridor and not forming a chicane. That no storage whatsoever is permitted on locker tops (which could fall onto occupants and or cause an obstruction on the escape route in a fire situation). (2) that the lockers are of a suitable construction for their contents, fitted with doors or shutters and do not hold flammable, hazardous or dangerous materials within them [See TN074 / TN077]. Date Last Amended: Apr 16 5.

6 General Housekeeping ITEMS TO CHECK Action Yes No WHAT ARE YOUR ARRANGEMENTS? (& what action taken where answer is NO ) Smoking - is there any evidence that smokers are using secluded areas to smoke? Check on external smoking locations and controls / deposal of waste butts around the building i.e. falling into basement light well areas where rubbish leaves can accumulate etc. [See TN077] Date Last Amended: Apr 16 6.