2 Guidance

2 Guidance

This section contains notes on a variety of topics some of which are covered in greater detail in the section on 'Risk control policies, arrangements, and guidance'.

Concerned about risks to your health or safety at work?
If you are concerned about risks to your health or safety at work, you should in the first place raise the matter with your supervisor or head of department. If your concerns are not addressed then you can raise the matter with the Health & Safety department.

Computers
The risk control policy on 'Computers and display screen equipment' contains detailed guidance for staff on the use and risks associated with computers. You should make sure that your are following the guidance on 'Good practice when using computers'. You should also complete the Computer Use Assessment Form and submit it to your head of department.

If you are a computer "user" (i.e. use the computer more or less daily for continual periods of an hour or more) you are entitled to a free eyesight test on request. It is up to you to request these tests via your head of department. A copy of the front summary page of a Computer Use Assessment Form signed by your head of department should be forwarded to Finance Officer, Helen McCarthy, who will issue you with a voucher for an eyesight test.

After the initial eyesight test, it should not be necessary to have a further test for at least two years. Exceptions to this would be if you are advised by your doctor or optician to have an earlier test or following consultation with, and agreement from, your head of department.

 Where special spectacles or other 'corrective appliances' are required solely for computer use, the University will contribute to the cost.

Fire
Anyone discovering a fire must immediately raise the alarm, break the glass of the nearest fire call point, and report to the Incident Controller.

On hearing a fire alarm:

• staff evacuate, sweeping the area to ensure that it is clear of people: a member of staff from each area reports to the Incident Control Team,
• lecturers instruct their students to evacuate the premises immediately in an orderly manner using the fire escape routes, and sweep students from the area,
• an Incident Controller takes charge of the situation, ensures that the Fire Brigade is on its way, co-ordinates activity, and advises the Fire Brigade of the situation on their arrival.

No one is allowed back into a building unless the Incident Controller has authorised it.
Do make sure that you know the escape routes from buildings that you enter.
Don't lock yourself into a room: areas that are locked will not be swept during an evacuation.
Don't use lifts or otherwise put yourself or others at risk when evacuating premises.

Injuries and serious illness
If you are injured at work it is very important that you obtain assistance from a first aider and complete an Accident and Incident Report form. Names, locations and telephone numbers of first aiders are listed on posters in each building and held by reception staff.
If you find someone who is seriously injured, is unconscious, or otherwise is seriously ill, then summon help immediately by phoning 9-999 and requesting the ambulance service. You must also obtain assistance from a first aider. You will need to arrange for someone to meet the paramedics when they arrive. Normally you can do this by informing the receptionist in your building. You should also inform Park Square reception (extension 2256) or use the University's emergency number (ext 4444) and ask them to notify the Health & Safety department.

Health
Look after your health. If you are concerned that your work may be affecting your health, you should inform your head of department immediately. You should also seek advice from the Occupational Health Adviser, Charlotte, on 01582 743765 or ext 3765.

Pregnant?
Once you realise that you are pregnant it is important that you obtain advice on issues related to work from the Occupational Health Advisor.

Premises problems
Any problems with University premises should be raised through the Facilities Helpdesk on the staff website.
In the case of an emergency such as a suspected gas leak, mains water leak, or electricity failure, call the University's emergency number (extension 4444) and ask for emergency support from Maintenance.

Stressed?
You can obtain the following assistance during work hours:

• Advice on health and stress or access to confidential counselling by calling the Occupational Health Adviser on 01582 743296 or ext 3296 located on the ground floor of the Student Centre and is on site on Tuesdays, Wednesdays, and Thursdays from 9.30am till 3.30pm.
• Guidance on employment issues such as employment rights, pensions, holiday entitlement, mediation, grievance or disciplinary procedures by calling Personnel on 01582 743386 or ext 3386
• Personal development issues including courses that can help individuals cope with the demands of their jobs by calling the Organisational Development and Training Unit on 01582 743385 or ext 3385 or from Bedford 483385

Travelling abroad on University business
If you are travelling abroad on University business you must have adequate medical and travel insurance. This is issued by the Legal Services Administrator, Andy Kingston. The insurance provides 24 hour emergency medical assistance and travel advice including an emergency helpline number. You will need to take out your own personal insurance cover for any periods or activities not covered by the University's policy. If you are unsure about your insurance cover, you can contact the Legal Services Administrator, Andy Kingston (ext 5572, 01582 489072).

Travel advice is available from the Internet Travel Advise Unit, Consular Division Foreign & Commonwealth Office at www.fco.gov.uk/travel/

If you are travelling in the European Union must carry an E111 form obtainable from the post office in leaflet ‘Healthcare Advice for Travellers’.

The Occupational Health Adviser (ext 3296, 01582 743296) can help you ensure that you have appropriate immunisations and possibly a first aid kit.

Terrorism
Terrorist or criminal incidents where letters or packages are booby-trapped with bombs or biological or chemical agents are extremely rare. Most bomb threats are made by callers who want to create an atmosphere of general anxiety and panic. The University has arrangements for dealing with such events.
If you receive a bomb threat or warning over the phone, remain calm and take notes of the message. Phone the Emergency Hotline (ext 4444 or 01582 743000) advise them of the situation but DO NOT use a radio or mobile phone if there is likely to be a bomb in the vicinity.
The Facilities Manager, Jim Peirce, or another senior member of staff will take charge of the situation.

There are general precautions that you can take when handling envelopes and packages:

Look out unattended baggage and for envelopes or packages with:

• discolouration, crystals on surface, strange odours or oily stains, powder
• excessive tape or string
• unusual size or weight for the size
• lopsided or oddly shaped envelope
• postmark that does not match return address
• excessive or inadequate postage
• unusual wording or printing of the address

 Do

• open mail with a minimum amount of movement and use a letter opener or other method that is least likely to disturb contents
• keep hands away from nose and mouth while opening mail
• wash hands after handling mail.

 Do Not

• blow into envelopes
• shake or pour out the contents

 If you suspect that a letter or package may contain a bomb or incendiary device:

• clear people from the immediate area
• leave doors and windows open
• phone the Emergency Hotline (ext 4444 or 01582 743000)

 Do Not use radios or mobile phones

 If you suspect that you have received a biological/chemical letter or package:

• clear people from the immediate area
• phone the Emergency Hotline (ext 4444 or 01582 743000)
• shut doors and windows and leave the room but stay close to the room so that you can be assessed as part of the investigation
• keep away from other people.

Do Not touch or open the package or move it to another location

If you suspect that you have been exposed to a biological/chemical agent:

• phone the Emergency Hotline (ext 4444 or 01582 743000)
• stay where you are: if there are facilities in your room, wash your hands with ordinary soap
• stay away from people who have not been exposed.

Do Not touch eyes, nose, or any other part of the body