THE UNIVERSITY OF SHEFFIELD WORK AT HEIGHT POLICY

THE UNIVERSITY OF SHEFFIELD WORK AT HEIGHT POLICY CONTENTS Page No 1 INTRODUCTION 2 2 LEGISLATION 2 3 HIERARCHY OF CONTROL 2 4 WORK AT HEIGHT POLICY 3 5 ROLES AND RESPONSIBILITIES 3 6 RISK ASSESSMENTS 5 7 WORK AT HEIGHT HAZARDS AND ASOCIATED CONTROL MEASURES 5 8 FRAGILE SURFACES 6 9 PERMIT TO WORK 6 10 SELECTING EQUIPMENT 6 11 INSPECTION 8 12 TRAINING 8 13 CONTRACTORS 9 APPENDIX 1 - DEFINITIONS 10 Page 1 of 10

1 INTRODUCTION THE UNIVERSITY OF SHEFFIELD WORK AT HEIGHT POLICY Falls from height remain the single biggest cause of workplace deaths and one of the main causes of major injury. The Work at Height Regulations 2005 (Regulations) apply to all work at height where there is a risk of a fall liable to cause injury. The Regulations include provisions for the management and use of access equipment and other items of mobile elevated work equipment. University employees who manage and control work at height must ensure that all access equipment is used as detailed in the manufacturer s specifications and instructions. The Regulations also specify a requirement to inspect workplace access equipment and record the findings of those inspections. 2 LEGISLATION Under the Health and Safety at Work etc Act 1974 (HASAWA) the University must ensure, so far as is reasonably practicable, the health, safety and welfare of its employees and others. The Management of Health and Safety at Work Regulations 1999 (MHSWR) places a duty on the University to undertake suitable and sufficient risk assessments and to take action to control those risks associated with working at height to safeguard employee health and safety. The Provision and Use of Work Equipment Regulations 1998 (PUWER) covers the use of all equipment provided for working at height. PUWER states that all equipment must be properly maintained to ensure it operates safely and any defects must be reported so that remedial actions can be taken to prevent injury. The Lifting Operations and Lifting Equipment Regulations 1998 (LOLER) covers the use of any equipment used at work for lifting or lowering loads, including attachments used for anchoring, fixing or supporting it. The Regulations cover a wide range of equipment including, fork-lift trucks, lifts, hoists, scissor lifts, mobile elevating work platforms and cradles. The definition also includes lifting accessories such as chains, slings, eyebolts etc. The Working at Height Regulations 2005 have been introduced to prevent the risk of deaths and injuries caused each year by persons or objects falling from heights. 3 HIERARCHY OF CONTROL Regulation 6 of the Regulations stipulates the measures that should be taken to avoid the risks associated with working at height. Page 2 of 10

To identify the measures required a suitable and sufficient assessment of risk must be carried out. No work will be undertaken at height if it is safe and reasonably practicable to do it other than at height. Where work at height cannot be avoided use of work equipment or other measures must be taken, so far as is reasonably practicable, to prevent any person falling a distance liable to cause personal injury. Collective control measures must be taken before individual control measures are considered ie construction of a safe work platform with adequate guardrails as opposed to an individual wearing a harness and lanyard. Control measures must be implemented to mitigate the distance and consequence of injure should a fall occur. 4 WORKING AT HEIGHT POLICY The University will ensure that:- The work is properly planned, appropriately supervised, and carried out in as safe a way as is reasonably practicable. The planning must include consideration of emergency situations, rescues and weather conditions. Where working at height cannot be avoided, a suitable and sufficient risk assessment must be undertaken by a competent person in the department or section to identify the significant risks associated with working at height. Adequate control measures must be implemented to reduce the risks associated with identified hazards. All control measures must be communicated to the relevant persons, implemented and monitored by management. Adequate training must be provided for employees who are expected to work at height, as identified by the risk assessment. 5 ROLES AND RESPONSIBILITIES The Head of Safety Services is responsible for developing the University s procedures and guidance for the control and management of health and safety. The Head of Safety Services shall be responsible for:- Being the main focal point for contact and communication with the Enforcing Authority, Health and Safety Executive (HSE), Local Authorities or Agencies for all matters of health and safety. Ensuring all accidents and incidents defined under the Reporting of Injuries, Diseases and Dangerous Occurrences Regulations (RIDDOR) are formally investigated and communicated across the University for the purpose of preventing any recurrence. Reviewing this Policy and Guidance at regular intervals. Heads of Departments are responsible to the Vice-Chancellor for the control and management of health and safety in relation to their undertakings and work activities at departmental level. Page 3 of 10

The University, as an employer, is required to do all that is reasonably practicable to prevent anyone falling in the course of their work. Heads of Departments are responsible for ensuring that appropriate measures are taken to ensure that staff work safely at height. Specific Duties Heads of Departments are to ensure:- All work is properly planned and organised. The risks from work at height are assessed and documented. Appropriate work equipment is selected, regularly inspected and maintained before being used. All work at height takes account of weather conditions that could compromise health and safety. Those involved in work at height are trained and competent. The place where work at height is done, is safe. Equipment for work at height is appropriately inspected and maintained. Records of inspection, test and maintenance logs are compiled and kept up to date. The risks from fragile surfaces are properly controlled. The risks from falling objects are properly controlled. University Staff are responsible for ensuring that they comply with this Policy and are also responsible for:- Reporting any incidents, breaches of and non-conformance with health and safety to their Departmental Safety Officer, Line Manager or Head of Department. Inspecting the equipment supplied prior to use to ensure that it is in a safe condition. Using the equipment supplied (including safety devices) properly, in accordance with training and instruction. Staff acting as Project Managers have a duty to supervise all contractors under their control. Reporting any defective equipment or failures in the safe system of work to their Supervisors. University Students are responsible for ensuring that they comply with this Policy and are also responsible for: - Reporting any incidents, breaches of and non-conformance with health and safety to their Departmental Safety Officer or Departmental Supervisor. Inspecting the equipment supplied prior to use to ensure that it is in a safe condition. Reporting any defective equipment or failures in the safe system of work to their Supervisors. Using the equipment supplied (including safety devices) properly, in accordance with training and instruction. University Contractors and their Staff are responsible for ensuring that they comply with the Policy and are also responsible for:- Page 4 of 10

Reporting any incidents, breaches of and non-conformance with health and safety in accordance with their own company s procedures and to the University Project Manager with respect to their undertakings. 6 RISK ASSESSMENTS The purpose of the risk assessment process is to identify the control measures required to minimise the distance and consequences of a fall should one occur; and the work equipment required (ie kick stool, ladder, step ladder, fall protection equipment etc). The risk assessment should also stipulate the appropriate training in the safe use of the equipment. A suitable and sufficient assessment of the risks arising from Work at Height and associated equipment is to be undertaken by the person managing and controlling the work at height. All Work at Height activities are to be assessed and where appropriate, safety equipment introduced. Simple steps need to be followed when undertaking risk assessment of hazards for work at height. These are:- Identify the hazards posed by any Working at Height activities; for example, consider whether there is a danger of people or objects falling from height. Identify who might be harmed and how; protect them from the consequences of work at height. People must be excluded/protected from the danger zone. Secure an area around the work at height zone to protect the people at height and passing below. The safe use of mobile elevated work platforms (MEWP) etc must consider hazards such as trapping, crushing or being struck and the presence of any overhead cables in the vicinity. Consideration must be given to the stability of the structure that the work equipment will be used close to or against. Evaluate the risk and decide whether existing precautions are adequate or whether more needs to be done to control Working at Height risks for example, selecting suitable work equipment to perform the work. Record the findings of the risk assessment Review and the assessment at regular intervals and update as appropriate, or whenever significant changes have taken place for example, if new equipment is introduced into the workplace. 7 WORKING AT HEIGHT HAZARDS AND ASSOCIATED CONTROL MEASURES All Working at Height activities must be adequately planned and controlled to ensure that the correct equipment is used for the purpose for which they are designed. Equipment must be properly maintained and dangerous practices and short cuts eliminated. Employees must be adequately trained. Consideration should be given to the following:- Possible falls above, at (into excavations etc), or below ground level, where a person could be injured if they fell from that place. Possible falls of objects, falling from height or through fragile roof materials. Use an alternative method of work which does not involve working at height. Page 5 of 10

Planning and organising the work, the complexity, duration and frequency. Number of people involved, competency and levels of supervision. Construction of a safe working platform. Safe access to and from the safe work area. Protecting others from hazards such as falling objects. Rescue plans should a fall occur. Access equipment including the use of ladders stepladders, kick stools, tower scaffolds, scaffolding, vertical (scissor) lifts, cherry pickers and MEWP etc. Manufacturer s instructions for the safe operation of access equipment and working platforms being disregarded or misused. Over reaching/balancing when working at height. People not involved with working at height activities. Adequate training arrangements, site and environment conditions. 8 FRAGILE SURFACES Where work near fragile surfaces cannot be avoided then all reasonably practicable control measures will be implemented to mitigate the possibility of falls of people or objects. The control measures must include:- The selection and use of suitable platforms, coverings, guard rails to minimise the risk of falls or falling objects. Where there is a residual risk remaining then minimise the distance and effect of a fall. Implement the use of suitable and sufficient barriers, warning notices and signage to clearly indicate and warn others of the danger zone. Access and egress should be restricted to authorised persons only and using the appropriate Personal Protective Equipment (PPE) at all times. 9 PERMIT TO WORK Roof access to all University owned or controlled buildings falls within the remit of Estates and Facilities Management. Before access is granted to any roof, an authorised person must issue a permit to access/work along with a safe system of work, method statement or risk assessment, in line with the University s Permit to Work system. Where adequate protection against falls from heights and falling objects cannot be achieved a permit will not be issued and the work will not be permitted to take place. 10 SELECTING ACCESS EQUIPMENT Ladders (including stepladders) Ladders are only to be used as working platforms when it is NOT reasonably practicable to use any other safer method or equipment. There are a number of items of access equipment that are on the market that are more suitable to use other than a ladder, eg Page 6 of 10

podium steps. Ladders are only to be used as a means of access when it is not reasonably practicable to install permanent or temporary stairs. Work from ladders must be restricted to low risk work at relatively low heights where the task is of short duration (ie accessing a book shelf, changing a light bulb). This method of access is only acceptable if it is not reasonably practicable to use another more suitable method of safe access equipment. Climbing on a desk or chair to access anything at height is inappropriate. Any ladders/stepladders used must be:- In good condition. Set on a secure base. Long/high enough to carry out the task without having to use the top steps where there is no suitable hand hold. If ladders are being used as a means of access, in order to prevent them slipping they must be secured at the top, for example by tying them to a fixed structure, or alternatively by using a ladder stabiliser or anti-slip device at ground level. Stabilising a ladder by having a colleague foot the base by standing on the bottom tread is only suitable when it is not practicable to secure the ladder any other way. Any activity involving the use of ladders must be a two person operation. In line with the recommendation of the Health and Safety Executive University ladders and stepladders should be Class 1 Industrial or the European Standard EN 131. http://www.hse.gov.uk/pubns/indg402.pdf Mobile Tower Scaffolds/Mobile Elevating Work Platforms/Cherry Pickers It is essential that only competent staff have access to this type of equipment and that suitable supervision is in place. Mobile equipment must be planned into the working at height activity. When using these types of equipment a safe system of work must include the following:- Planning the work Risk assessment Other hazards Environmental conditions Floor loading/ground conditions and stability Space constraints Traffic routes including pedestrian/traffic segregation Personal Protective Equipment Emergency procedures Adequate training of staff Scaffolding Scaffolding must only be assembled, dismantled, or significantly modified by appropriately trained and competent contractors under competent levels of supervision and must be Page 7 of 10

subject to regular inspection. Where scaffolding is complex, it will be necessary for a competent person to draw up a plan for its assembly, use and dismantling which should be undertaken by a University approved contractor. Personal Fall Arrest Equipment Personal fall protection systems such as lanyards and harnesses must only be used if the risk assessment indicates that they can be used safely, and that the use of safer collective controls is not feasible. All staff using fall protection systems must be adequately trained in their use and there must be an adequate rescue plan in place. 11 INSPECTION Every item of equipment used for work at height should be subject to the following procedures:- Each item of equipment for work at height should be individually identifiable. The University of Sheffield standard for tagging and inspecting equipment will be Scafftag. Each item of equipment should be tagged to show the identification marker and that it is in a safe condition for use, showing the date of the last formal inspection. Each item of equipment should be subject to periodic formal inspections (eg 6 monthly intervals, or more regularly dependent on use and environmental conditions). Each item of equipment must be subject to a thorough visual inspection before use. Equipment must be re-inspected should an incident occur that may have caused the equipment to become unsafe; and for external equipment should bad weather conditions be experienced. A full register of equipment must be maintained and the findings from each periodic inspection or re-inspection due to an incident or an occurrence be recorded, along with any actions taken to show rectification or disposal of unsafe equipment. Access equipment for working at height should be controlled and only be available to and used by competent personnel who have received the required training. Inspection of scaffolding must be carried out by a competent person every 7 days and immediately after incident occurring or bad weather being experienced. 12 TRAINING The University will ensure that it s staff:- Involved in work at, or supervising work at height receive suitable information, instruction and training. Who supervise personnel using access equipment shall be trained and competent to do so. Who use ladders, stepladders, podiums, scaffolds and other access equipment are trained to do so. Know their limitations and when to seek expert advice. Page 8 of 10

13 CONTRACTORS University contractors who conduct work at height should have their own health and safety policies to ensure the risks to their staff, sub-contractors and University occupants are adequately managed. They should conduct a suitable and sufficient risk assessment and work to approved method statements with adequate control measures to mitigate the risk of injury to themselves or others. University Project Managers or Departments who employ contractors will be responsible for the contractors and ensure that any work at height carried out during the activities is adequately managed and risks controlled. A copy of the University s Policy for Control of Contractors can be found at: - http://shef.ac.uk/polopoly_fs/1.80991!/file/controlofcontractorsv4.pdf Page 9 of 10

APPENDIX 1 DEFINITIONS Working at Height Work at Height is work in any location, above or below ground level, where a person can be injured if they fell from that place. For University staff this can range from the use of a kick stool to a tower scaffold. Competent Person This is a person with sufficient technical knowledge and adequate training to prevent danger or, where appropriate, injury, during his/her work. Ladder Is a ladder and stepladder. Fragile Surfaces A fragile surface is any surface liable to fail if any reasonably foreseeable load is applied to it, and this will include surfaces such as sky lights and other horizontal or angled glazing in roofs, asbestos cement sheets and other non-load bearing materials, light weight ceilings constructed over internal offices, etc. Safe System of Work This includes the provision of work equipment which is fit for purpose for the work activity, is maintained in good working order and will include detailed Method Statements supported by suitable and sufficient risk assessments. Method Statement A Method Statement is a document detailing how a particular process will be carried out. It should detail the possible dangers and risks associated with a particular part of a project or process and the methods of control to be established, to show how the work will be managed safely. Permit to Work This is a written authority signed and issued by an authorised and Competent Person to allow work at height. This authority specifies the appropriate safety precautions which have been taken. Person in Charge This person has accepted the Permit to Work or Method Statement for a particular task or work activity from a Competent Person. Collective and Personal Control Measures Collective control measures are a means of protecting a group of people ie construction of a safe working platform. Personal control measures involve an individual using a personal fall arrest harness with lanyard to mitigate the distance they could travel should a fall from height occur. Page 10 of 10