UNIVERSITY COLLEGE LONDON

Health & Safety at Work Act 1974

A Guide to Safety

Maintenance Operatives Handbook

UCL Safety Services

January 2013
 MAINTENANCE OPERATIVES HANDBOOK

A GUIDE TO SAFETY

Any works organisation will always face hazards and the possibility of accidents happening.
These hazards can and must be kept to a minimum in order to reduce accidents. Accidents can
be greatly reduced by all works staff being aware of potential hazards and following established
safety procedures. This guide has been produced to help all members of the works staff to carry
out their job safely. The first section of this Guide provides a brief introduction to the safety
requirements of the law. The second section sets out a number of safety rules with which all staff
are requested to study and comply. Separate rules apply to all Contractors’ personnel working
on UCL premises.
It is not practical to cover every aspect of safety in this Guide. More information can be found on
the UCL Estates Safety Arrangements webpage if required.
http://www.ucl.ac.uk/estates/safety-arrangements/ ,
Safety concerns everyone. Many accidents occur because of a lack of thought and care. These
senseless accidents can be prevented if simple sensible safety precautions are observed by all.

REMEMBER - ALWAYS WORK SAFELY

January 2013 Page 2 of 20

CONTENTS

1.0 Safety Legislation

1.1 General
1.2 Employer's duties
1.3 Employee's duties

2.0 A Code for Safe Working Procedures

2.1 General
2.2 Basic Safety Rules
2.3 Safety Handbook
2.4 New Work carried out by Contractors
2.5 Works Requisition Procedure
2.6 Planned Preventive Maintenance (PPM)
2.7 Visual Inspections
2.8 Emergency Services
2.9 Hazard Monitoring
2.10 Work in Isolated Areas and Lone Working
2.11 Permit to Work Systems
2.12 Lifting / Handling
2.13 Handling Hazardous Materials
2.14 Asbestos
2.15 Construction Safety
2.16 Fire Precautions
2.17 Control of infection
2.18 Noise
2.19 Vibration
2.20 Alcohol
2.21 Machinery Equipment and Tools
2.22 Workshop Facilities
2.23 Welfare Facilities
2.24 Plant and Service Areas
2.25 Protective Clothing and Equipment
2.26 Accident Procedures
2.27 Safety Information
2.28 Instructions to Maintenance Staff When Working in Laboratories
2.29 Radiation Laboratories

January 2013 Page 3 of 20

INTRODUCTION
SECTION 1- SAFETY LEGISLATION
1.1 GENERAL

During the last two hundred years there have been a large number of laws passed in this country
relating to health and safety at work. However the main laws that relate to us today were
predominantly passed in the last twenty five years. Safety laws have been passed because of
the large numbers of workers who have been killed or maimed whilst at work. The large
numbers of injuries and deaths to workers have resulted in misery and financial loss for their
families. In the vast majority of cases the deaths and injuries have been needless. Safety laws
seek to protect individuals and groups of workers from needless injury. The law requires
employers and employees to ensure that these needless injuries do not occur. Therefore the
law requires both UCL and its employees to ensure that safe working practices are followed.
1.2 EMPLOYERS DUTIES

The law places a number of duties on UCL and the Estates department as employers. This is to
protect their employees, students and staff at the university as well as the general public. These
duties include providing safe systems of work for employees, providing safe and maintained plant
and equipment, and the provision of training where appropriate. Details of how the University
and the Estates department carry out these duties can be found in the University Safety Policy
and this Safety Handbook, copies of which are held by supervisors and in workshops. They are
also published on the UCL Estates Safety Arrangements webpage below.

http://www.ucl.ac.uk/estates/safety-arrangements/

1.3 EMPLOYEES DUTIES

In addition to imposing duties on employers, safety legislation imposes certain duties on

employees. Safety at work cannot be guaranteed solely by employers. There is a legal
requirement for employees to co-operate with employers in the implementation of safety policies.
Furthermore there is a requirement for employees to work safely in order to protect themselves,
and others effected by their work.

SECTION 2 - A CODE FOR SAFE WORKING PROCEDURES

2.1 GENERAL

Maintenance and Construction work undertaken on behalf of the UCL whether carried out by
direct labour or contract must be executed safety. The following procedures form a safety guide
of good practices designed to prevent accidents and to maintain a safe, healthy and efficient
environment for maintenance operatives. Separate guidelines exist for contractors working in the
University.
These procedures do not replace the employee's, the supervisor's or the manager's
responsibility to take all reasonable care to protect themselves and others by their actions.
Working in a safe manner is always the same as working in an effective manner.

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2.2 BASIC SAFETY RULES

Operatives should:

 ALWAYS review any generic risk assessment for a work activity.

 ALWAYS write or obtain a new risk assessment for any new/amended work activity
 ALWAYS review/ request the asbestos register information for any intrusive works
 ALWAYS use protective equipment systems where provided
 ALWAYS use the correct personal protective equipment or clothing provided.
 ALWAYS use the correct equipment /tools for the job where required.
 ALWAYS keep their work area tidy.
 ALWAYS stack material in a safe manner.
 ALWAYS use the correct access equipment when working at height.
 ALWAYS report defects in plant and tools immediately.
 ALWAYS wear good condition issued safety footwear.
 ALWAYS use approved equipment, plant or tools.
 ALWAYS check with a supervisor, before carrying out any task or operation if you feel
your personal safety, or the safety of others, may be at risk.
 ALWAYS report any health and safety issues to their supervisor for action
 NEVER do anything that is likely to endanger you or other persons.

2.3 SAFETY HANDBOOK

The Safety Handbook contains a lot of safety information relevant to maintenance operatives.
Copies of this Safety Handbook are held in workshops and by supervisors and foremen. It
is also published on the UCL Estates Safety Arrangements webpage below.

http://www.ucl.ac.uk/estates/safety-arrangements/

Maintenance operatives must know where they will be able to have access to a copy of the
Safety Manual. If any operative does not have access to a copy of the Safety Handbook, he
should inform the Estates Safety Manager.

2.4 NEW WORKS CARRIED OUT BY CONTRACTORS

Where new construction or adaptation work is being carried out by contractors, maintenance
operatives must not enter into or onto the site without prior written authorisation from a
supervisor, except in an emergency. Primary responsibility for safety lies with the contractor
who is also responsible for insuring against injury to persons necessarily engaged in the work.

Should any operative note a dangerous or potentially dangerous situation on any site or location,
for which an external contractor is responsible, he should report it to his supervisor immediately.
The supervisor will inform the Project Officer responsible for the contract, who will ensure that
action is taken to ensure that nobody is injured.

2.5 WORKS REQUISITION PROCEDURE

The requisition is the formal system used for initiating work and must be adhered to. A work
docket will normally be obtained from your supervisor. No work should be undertaken without a
work docket except in an emergency when a docket will be issued retrospectively.

January 2013 Page 5 of 20

2.6 PLANNED PREVENTIVE MAINTENANCE (PPM)

Systems of planned preventive maintenance are an essential part of the overall maintenance
requirement. This is because PPM reduces unnecessary mechanical and structural failure; this
saves money, effort and time. Therefore PPM will be given a high priority. Operatives must make
themselves aware of the aims, procedures and requirements involved in such systems so that
the optimum benefits can be obtained.
2.7 VISUAL INSPECTIONS

Maintenance operatives before their use should visually inspect all tools and work equipment.
Tools and equipment that appear to be unsafe should be reported to the appropriate supervisor
and not used.

2.8 EMERGENCY SERVICES

A system of call-out for dealing with building and engineering emergencies is provided in
accordance with UCL requirements. Remedial action will normally be limited to making the
situation safe and not necessarily restoring to full service. All such work must be recorded and
reported in accordance with existing procedures.

2.9 HAZARD MONITORING

All plant, equipment or services considered to be a potential hazard must be reported to the
supervisor immediately and the situation made safe. All engineering hazards must be notified to
the supervisor who is required to notify the Head of Engineering, Maintenance and
Infrastructure.

2.10 WORK IN ISOLATED AREAS AND LONE WORKING

In the interests of safety, operatives must not undertake work in isolated areas without
permission from their supervisor. This is to allow the supervisor to undertake a risk assessment
in high-risk situations such as working at heights off a ladder, or in confined spaces, ensure
that the safety control measures and any lone working permits identified are adhered to.

2.11 PERMIT TO WORK SYSTEMS

A permit to work system will be operated in all potentially hazardous situations. This is to ensure
that no operative can be injured in a location where the operatives training did not prepare him to
work safely. Operatives will not carry out any such work without a signed and approved permit
to do so. Supervisors will issue permits. Further details on permits can be found in the Safety
Manual. Operatives must obtain permits to work, prior to work starting, for work to be carried out
in the following locations:

a. All laboratories.
b. Biological Services Units.
c. Boilers.
d. Vent ilation f lues.
e. Service ducts.
f. Main stacks.
g. Enclosed tanks.
h. Sewers and manholes.
j. Confined spaces
k. Lone working
l. Roof work

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2.12 LIFTING / HANDLING

Statistics show us that lifting/handling operations result in a vast number of injuries to

employees. The quantity and severity of these injuries are far worse than most people realise.
Good lifting techniques do save employees from bad back problems and should be used to
ensure no unnecessary pain is suffered.

The following notes are for guidance only:

A. MANUAL LIFTING

 Before attempting to list, check the weight of the load to be lifted. If an object is too heavy,
always seek help.

 Ensure area is clear of obstruction and that the floor is not slippery before attempting to lift.
 Always wear appropriate protective clothing, i.e. boots, overalls and gloves.
 Look out for splinters, projecting nails and sharp wire.
 Make sure you can see over the load you are carrying.
 Keep your feet eight to twelve inches apart (feet together may cause a rupture).
 Keep your chin in, avoid dropping your head forwards or backwards. Bend your knees to a
crouch position.
 Always get a firm grip of the object to be lifted.
 Keep your arms as close to body as possible so that the body takes weight instead of
fingers, wrist, arm and shoulder muscles.
 Lift by easy stages, i.e. floor to knee, knee to carrying position.
 Reverse lifting procedure to set object down

B. MECHANICAL LIFTING

 Cranes, Pulleys, Blocks, chain and wire or rope slings are used to handle heavy
materials and equipment. These must not be used by untrained employees.

 Operatives must only use equipment authorised by their supervisor, who will ensure that
the item has been regularly inspected and tested. Safe working loads will be clearly
marked on all such equipment. If a marking is missing, check with a supervisor before
using the equipment. Only operatives who have been instructed in the safe use of the
plant will be allowed to operate the equipment.

January 2013 Page 7 of 20

2.13 HANDLING HAZARDOUS MATERIALS

Operatives must familiarise themselves with the hazards likely to be encountered whilst
handling hazardous materials, such as acids or materials that give off noxious fumes. It is
essential to know what the dangers are from a material so that the correct methods of work
may be used. Guidance can be found from COSHH assessment sheets, manufacturers
hazard data sheet, a supervisor or the Estates Safety Manager. NEVER ASSUME
THAT A MATERIAL IS SAFE TO USE BECAUSE YOU CAN'T FIND ANY SAFETY
INFORMATION ON IT, IF IN DOUBT ASK.

The following general guidelines should be observed:

 Always use barrier and cleansing cream provided.

 Wash thoroughly after using hazardous materials.
 Ensure that all containers are properly labelled and stored. Do not leave open containers
unattended.
 Store flammable liquids only in the special buildings and tanks provided, not in
workshops or cupboards.
 Use only sufficient liquid required for the process in hand and strictly to the supplier's
instructions.
 Keep away from substances marked radioactive, toxic or biohazard.
 Report any signs of ill health that may reflect association with hazardous materials, to your
supervisor.
 Wood preservatives contain solvents, which can de-fat or dry your skin. Frequent or
prolonged contact may cause dermatitis. Protective clothing, eye protection and
facemasks must be worn to minimise risk. Splashes on skin must be removed with soap
and water immediately.
 Caustic soda may be used as a degreasing agent and is included in most proprietary
degreasers. It is corrosive to body tissue and the degree of burning is proportional to the
concentration and exposure. When using this, or any type of degreasing agent,
ensure that protective clothing including a facemask is worn.
 Care should be taken when welding, brazing and soldering copper; although copper itself is
virtually non-toxic, the salts including copper sulphate are toxic it inhaled or swallowed.
Always ensure that the area is well ventilated.
 Polyurethane paints and varnishes contain substances that give off fumes, which, if
concentrated, can irritate respiratory tracts. Do not use in confined spaces unless wearing
protective clothing and full-face masks.
 Adhesives can cause skin and eye irritation and when used in confined spaces may cause
breathlessness and dizziness. Many are highly inflammable and must not be used or
stored in areas where a source of ignition is present. Adequate ventilation is essential.
Always use in accordance with the manufacturer's instructions or consult your supervisor if
unsure of the situation.
 Turpentine and white spirit are unlikely to cause ill health from inhalation, but unless
used with care can cause skin irritation, which could lead to dermatitis. Never wash
your hands with these solvents.

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2.14 ASBESTOS

The dangers of working with asbestos are well known. Asbestos fibres cause cancers and
asbestosis, both of which can be incapacitating and fatal. Maintenance Operatives are not to
work on any asbestos products without the express authority of the UCL Asbestos Manager. All
asbestos removal work will be carried out by specialist asbestos removal contractors.

Before commencing any structurally intrusive work activity, the maintenance operative must:

 Review or obtain asbestos material records information for the specific intended work
area from the UCL asbestos register at https://www.armsnet.co.uk/pages/surveyselect.aspx
 If no records are available, the Maintenance Operative must request information from
their supervisor, who must take further advice from the UCL Asbestos Manager
 If it is suspected that asbestos materials will interfere with any work, the Maintenance
Operative must inform his supervisor who must then approach the UCL Asbestos Manager
for advice.
 Operatives must wear an adjustable face fitting fine dust mask to standards
EN149 (type FFP3) or EN1827 (type FMP3) before entering/ opening up/drilling
any area where asbestos materials may be present, i.e. anywhere

NO WORK MUST BE DONE ON ASBESTOS WITHOUT THE EXPRESS AUTHORITY

OF THE UCL ASBESTOS MANAGER.

2.15 CONSTRUCTION SAFETY

The following highlight those operations responsible for the majority of accidents in the
Construction/Engineering Industry. These operations together with the plant used to undertake
them, are very important and should be treated with respect and care.

More detailed information can be obtained by referring to the Estates Safety Arrangements
webpage at the link http://www.ucl.ac.uk/estates/safety-arrangements/

WORKING AT HEIGHT

All working at height activities are legislated under the Work at Height Regulations. These
regulations require that working at height activities should be avoided where possible, but if
required, must all be risk assessed. The maintenance operative is to ensure their intended
work activity has been risk assessed and they have read the assessment before starting
work.
A. LADDERS

 Ensure that there is safe and secure means of access and egress to and from the work
place at all times.
 Ensure ladders or steps are in a safe condition before use and are stood on a firm even base.
 Beware of wet or slippery rungs particularly in bad weather, at a correct angle 4 up to 1
out.
 Never climb a ladder unless it is securely lashed or footed.
 The ladder should project at least 3' 6" (1066mm) above any landing place.
 Check your boots or shoes and remove mud and dirt before climbing.
 Never lash a ladder at the top without a man at the foot to steady it.
 Never support a ladder on its rungs.

January 2013 Page 9 of 20

  Do not carry materials up a ladder use a hoist line.
 Do not over reach from ladder or ‘jump it’ to a new position- move it.
 Any two handed job of long duration requires a safe working platform and not ladders.

B. SCAFFOLDING AND WORKING PLATFORMS

All scaffolding must be erected in accordance with Estates procedures for scaffolding
described on the Safety Arrangements webpage;
http://www.ucl.ac.uk/estates/safety-arrangements/

Where the Maintenance Operations department employ an external contractor to erect the
scaffolding, the contractor must be issued with the UCL Contractors Handbook (Safety
Rules for Contractors) and comply with section 2.12.4.

This is located on the Estates Safety Arrangements webpage at this link below:
http://www.ucl.ac.uk/estates/safety-arrangements/handbooks/contractors-safety-rules.pdf
Other basic safety considerations include:-

 Experienced and trained operatives shall only do erection and dismantling of scaffolding.

 Keep walkways free from obstruction and slippery substances.

 Never overload a scaffold or platform.

 Use authorised means of access and egress only: do not climb the side of a scaffold use the
ladder access that is provided.

 Incomplete scaffolds must not be used. Handrails, ladders and toe boards and correct
bracing must be in place.

 Ensure scaffold boards are sound and properly supported.

 Always check with your supervisor that the scaffold has been inspected for safety before
use and a handing over certificate, or Scaftag attached, has been issued

C. CATWALKS

 Ensure that catwalks are in sound condition and securely fixed before using. Safe width
should not be less that 1' 6" (457mm) wide.

 Ensure that open ends and sides are fitted with securely fixed handrails.

 Decking must be of sound material and with non-slip qualities.

 Toe boards must be always provided to prevent tools etc., falling.

 Warning notices must be displayed and where possible adjacent circulation areas roped
off.

January 2013 Page 10 of 20

 D. ROOFWORK

Falls of persons from and through roofs are responsible for more deaths and major injuries
during construction and maintenance than any other operation.
Roof works will normally be undertaken by contractors who have the necessary knowledge
experience and resources to carry out the work safely.
Before any work is allowed on a roof a detailed risk assessment and method statement must
be produced highlighting the hazards and the proposed method of overcoming the hazards.

Maintenance Operatives must not work on roof areas which are not protected by a 950mm
high handrail/ parapet protection or fall arrest/restraint system available for their use. Any
proprietary fall arrest/restraint system requires specific training so unless this has been
received, the operative may not use the system and work on the roof.

E. MOBILE SCAFFOLD (TOWERS)

 Competent trained persons must only erect mobile towers.

 Ensure that the tower is standing on a level even base with the outriggers fully extended.
Do not use blocks to stabilise on uneven ground. In these circumstances screw-jack
adjustments are required.
 Ensure that the working height of the tower does not exceed three times the smallest base
dimension, e.g., smallest base dimension 4' or (1.2m) therefore maximum working height
12' or (3.6m).
 Ensure that wheels are locked and the tower is stable before personnel ascend the tower.
 Never remain on the working platform when the tower is being moved.
 Ensure that the tower is never overloaded.
 During the erection and use of the tower, the working area must be fenced off
 Any tower located near a road or pedestrian footway must be fitted with full height debris
mesh to prevent falls of materials/tools

Further guidance on towers is available on the Estates Safety Arrangements webpage for
scaffolding.

F. TRESTLES (including Bandstands)

 Ensure that the trestle is sound and well maintained and check the condition of the locating
pins.
 Do not use makeshift pins or nails for elevating trestles.
 Before erecting scaffold boards on telescopic trestles the ground must be levelled and
compacted to ensure stability.
 Working platform must be 4 boards wide using minimum 1.5 inch thick scaffold boards.
The maximum span between bearing points should not exceed 4' (1.2m). The overhang of
boards must not exceed 3 times the thickness of the boards i.e. 4.5 inches and that the
working platform is not overloaded.
 Use a safe means of access to reach working platform.
 All trestles must be fitted with toe boards and handrails as for any safe working platform
 When trestles are used as a working platform the platforms are to be of the "Youngman"
type. Scaffold boards are not suitable.

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 G. LADDERS AND STEPLADDERS

 Ladders and steps should only be used for work activities of a short duration or in a
restricted space area. Anything other work must be carried out from a safe working
platform.
 Ensure that the steps are in good condition and only use on a firm level footing spread
to their fullest extent.
 Ensure that cords are in good condition and of the correct length. Never work at top of
steps, at least three steps should be above the one on which your feet rest, unless
fitted with a handrail.
 Never use steps or ladders to support working platforms.
 Do not over reach from steps.

H CONFINED SPACES

Operatives must advise the Supervisor before entering into confined spaces such as
manholes, ducts, tanks, pressure vessels or underground chambers. The
supervisor must ensure that procedure laid down in the safety manual is followed and
the operatives are fully briefed on safety requirements.
J. BARRIERS, WARNING NOTICES ETC.

 During the progress of any construction work or repairs, ensure that proper screens, barriers,
guard rails, platforms, hoardings, gangways, coverings, warning signs etc., are in place at all
times for the protection of yourself and other workers and passers-by.

 Adequate warning notices must be displayed at all times and barriers must be illuminated
overnight if work is still in progress.

 If the works will block or effect a fire escape route or doorway, the operative must inform his
supervisor who must consult with the UCL Fire Officers

2.16 FIRE PRECAUTIONS

General Fire Precautions

 Operatives must be familiar with the building’s Fire Action Notice which provides the
immediate action and fire assembly point information. In addition, all operatives should be
familiar with the relevant emergency plan for the building in which they are working,
available from www.ucl.ac.uk/fire (under fire risk assessments).

 Operatives should have the UCL Security Control Room (24/7) telephone extensions as
priority numbers in their mobile phones for emergencies and Lone Working in particular
(020 7679 3333 (Ext: 33333) and 020 7387 5156

 Fire escape routes must be kept clear at all times and all fire doors (generally bearing the
signage ‘Fire Door Keep Shut or Locked’) must not be wedged in the open position

 Building debris, rubbish and other unnecessary materials or equipment must be removed
from site as soon as possible to reduce the risk of fire.

 All plant room doors, access to plant areas, service risers and cupboards are to be locked
shut each and every time any operative completes a visit or any works etc. These doors
must not be left open or unlocked over night or when unattended. Access to plant areas is
for Authorised Persons only.

January 2013 Page 12 of 20

  There is no smoking in any building at UCL. If you wish to smoke in a designated space
outside, you must make sure you use the proper receptacles for depositing matches,
cigarette ash or butts.

 Ensure that the requirements of UCL hot work permits are followed.

 Liquid petroleum gas and cylinders (LPG) should always be stored in a safe place after use.

Fire Action

 If a fire occurs, or you have reason to believe that there may be a fire in the building (i.e. the
alarm is sounding), you should safely shut down any dangerous processes or works in
which you are involved, if it is safe to do so. If you are unable to do so (i.e. if a process that
you are carrying out results in a fire or other dangerous situation), sound the alarm and
report the location of the fire immediately to the Senior Fire Marshal or the Senior Fire
Officer in charge.
 If you discover a fire, you must sound the alarm immediately by activating a red break-glass
manual call point. If safe to do so, you may wish to attempt to tackle the fire using a fire
extinguisher or fire blanket (see next section). You must leave the building by your nearest
exit, closing doors and windows, if safe to do so, the Senior Fire Marshal or the Senior Fire
Officer in charge. If you have a mobile phone, call ‘999’ when outside the building and give
the building address and information relating to the fire.
 If you hear the alarm, you must evacuate the building immediately, closing doors and
windows if safe to do so, and report to the person in charge.

Fighting A Fire

 You should never put yourself or other people in any danger.

 Prior to fighting any fire, you must ensure that the alarm has been raised by breaking a red
manual call point.
 If a fire is large or is growing rapidly, close the door to the room in which the fire is located
and leave the building immediately.
 If smoke or heat is affecting you, or if flames are near to the ceiling, close the door to the
room in which the fire is located and leave the building immediately.

DO NOT TAKE PERSONAL RISKS

 You should only fight a fire if you have received adequate instruction on the use of
extinguishers.
 You should only fight a fire if you are confident that the fire can be easily controlled (i.e. a
small fire that is not rapidly developing).
 You should always have an exit strategy (i.e. be able to turn your back and walk away if the
fire is not quickly extinguished).

REMEMBER – BY RAISING THE FIRE ALARM YOU WILL AUTOMATICALLY HAVE

SUMMONED THE FIRE AND RESCUE SERVICE WHO HAVE PERSONAL
PROTECTIVE EQUIPMENT AND SUBSTANTIAL TRAINING IN FIRE FIGHTING. DO
NOT TAKE UNNECESSARY RISKS. YOUR SAFETY, AND THE SAFETY OF OTHERS
AROUND YOU, IS OF PARAMOUNT IMPORTANCE.

 The use of the correct type of fire extinguisher is vital if as the use of the wrong type can
lead to injury. See UCL Fire Safety Technical Notes on fire extinguishers and their use at
www.ucl.ac.uk/fire (TN024 and TN 025)

January 2013 Page 13 of 20

2.17 CONTROL OF INFECTION

BIOLOGICAL SERVICE UNITS AND LABORATORIES

Before carrying out any work in Biological Service Units (BSUs) and or laboratories,
operatives will require a permit to enter, Permit D. This must be signed by the client
department in the appropriate part, Part C, and no work must be undertaken in area s not listed
on the permit.

When working in a laboratory environment you may come into contact with infectious micro-
organisms or materials that contain them. However there are a number of basic good
occupational hygiene measures that you should follow to control the risk of exposure:

 Make sure you wash your hands (and arms if necessary) when you have finished work
and before eating, drinking, smoking, using the telephone, taking medication, applying
make-up or inserting contact lenses;
 Cover all new and existing cuts and grazes with waterproof dressings and/or gloves
before starting work. If you cut or graze yourself while working, stop and wash
immediately with soap and running water and apply a waterproof dressing;
 Take your rest breaks and meal breaks away from the main work area;
 Wear appropriate protective clothing to avoid personal contamination such as
waterproofs, plastic aprons and gloves. Make sure it is cleaned or disposed of safely -
you may be given a laboratory coat to wear - please wear buttoned-up and only within the
laboratory environment i.e. removing before leaving;
 Don’t put fingers, pens etc. in your mouth; and
 Dispose of any contaminated waste safely
 Allergy to animals. Any operative suffering a reaction after working in an animal house
should report this to his supervisor. Operatives who are aware of allergy to animals
should inform their supervisor about any pre-existing allergy to animals before they start
work.

2.18 NOISE

High levels of noise can and will cause permanent and irreparable damage to the human
ear. If any of the following apply, the operative must report it to their supervisor for action.
 the noise is intrusive – like a busy street, a vacuum cleaner or a crowded restaurant –
or worse, for most of the working day;
 you have to raise your voice to have a normal conversation when about 2 m apart, for
at least part of the day;
 you use noisy powered tools or machinery for over half an hour a day;
 the type of work is known to have noisy tasks, e.g. construction, demolition or road
repair; woodworking; plastics processing; engineering; textile manufacture;
 general fabrication; forging or stamping; paper or board making; canning or bottling;
foundries; waste and recycling;
 there are noises because of impacts (such as hammering, drop forging, pneumatic
impact tools etc.), explosive sources such as cartridge-operated tools or detonators,
or guns.
A risk assessment must be carried out and appropriate control measures put in place before the
operative can return to their work activity. Control measures can include ear protection
equipment or minimising time exposure to the noise hazard.

January 2013 Page 14 of 20

2.19 VIBRATION

You could be risking damage to nerves, blood vessels and joints of the hand, wrist and arm if
you work regularly with hand-held or hand-guided power tools for more than a few hours each
day. Hand Arm Vibration Syndrome (HAVS) caused by exposure to vibration at work is
preventable, but once the damage is done it is permanent. If any of the following apply, the
operative must report it to their supervisor for action.

You are at risk if you regularly use hand-held or hand guided power tools and machines such
as:

Concrete breakers, concrete pokers;

Sanders, grinders, disc cutters;
Hammer drills;
Chipping hammers;
Chainsaws, brush cutters, hedge trimmers,
Powered mowers;
Scabblers or needle guns.

You are also at risk if you hold work pieces, which vibrate while being processed by powered
machinery such as pedestal grinders.

You are particularly at risk if you regularly operate hammer action tools for more than about 15
minutes per day; or some rotary and other action tools for more than about one hour per day.

A risk assessment must be carried out and appropriate control measures put in place before the
operative can return to their work activity. Control measures can include using low vibration
tools, reduction in time exposure to vibration hazard and specific operative training in HAVS to
increase awareness.

2. 20 ALCOHOL
UCL has a legal duty to ensure that all work at the UCL work is carried out in a safe manner
and within a safe environment. One area of concern is the prevention of injuries which may be
caused by the drinking of alcohol during working hours. It is common knowledge that to drive
a car, after drinking 2 pints of beer, is dangerous and illegal. The same can be said for operating
machinery and climbing ladders after drinking the same amount. The UCL would be failing in its
duty of care if it did not point out the possible dangers of drinking during work hours, such as
lunch breaks. In exercising duty of care the UCL expect staff in the interest of safety, to refrain
from taking alcohol during the working day or when on call outside of normal working hours.

2.21 MACHINERY, EQUIPMENT AND TOOLS

Many dangerous accidents are caused by the incorrect use of machinery, equipment and
tools. The following guidelines are to be followed.

A General

 Use only machinery, equipment and tools that you have authority and training to use.
 Choose the proper tool for the job and use it in accordance with the
manufacturer's instructions, ensuring that any guards or safety devices provided are
used.
 Switch off the power and disconnect the drives before undertaking maintenance or repair
on any plant, equipment or tools. Where possible, the power supply should be locked off.

January 2013 Page 15 of 20

  Switch off electric tools and allow them to stop revolving before laying them down or
making any adjustments.
 Ensure that equipment, machinery or tools are in good condition before using.
 Before using power tools check that an electrician has inspected and tested the tools
quarterly.
 Check that cables, plugs and insulation are undamaged.
 Wear protective clothing and equipment provided such as goggles and face masks.
 Report any defects to your supervisor immediately.

B Hand Tools
 Check that hammerheads are secure.
 Check that file handles are secure and in good condition.
 Check that cold chisels are sound and that the ends are not mushrooming.
 Wear protection when using tools or materials that are likely to cause any form of splinter.
 Maintain a clear working space.

C Blow Lamps
 Blow lamps should only be filled when cold and should only be lit in the open.
 Never attempt to refill a blow lamp while it is alight, and only use the authorised fuel.
 Butane or propane blow lamps must be stored in a cold, airy place that will not allow gas
pockets to form.

D Grinding Machines
 Trained personnel must only operate grinders.
 Eye Protection Must Be Worn
 Grinding wheels must only be changed by an authorised person who has attended an
approved training scheme and is certified to do so.
 The use of these machines is subject to the Abrasive Wheel Regulations, which must be
followed at all times.

E Woodworking Machines

 Only authorised and trained operatives may use woodworking machinery.

 Guards must be in position and secured at all times.
 Working area must be regularly swept clean and any obstructions removed immediately.
 When run for prolonged periods, ear protection must be used.
 If an operator is unsure about the use of a machine, working procedures and/or the
condition of the machine: the operator must not use the machine.
 Any defects on the machine should be reported immediately to the supervisor responsible.

January 2013 Page 16 of 20

2.22 WORKSHOP FACILITIES

 Operatives are responsible for ensuring that workshops and all associated areas are kept
clean and tidy at all times. In particular circulation spaces are to be kept clear.
 Operatives are responsible for ensuring that tools and materials are kept tidily.
 Operatives should ensure that the lighting and ventilation are adequate.
 Workshops must be kept locked whenever possible to prevent unauthorised entry and
notices should be posted to this effect.
 Operatives must ensure that all workshop equipment is properly guarded and that
protective clothing is worn where required.
 Each workshop shall be provided with a noticeboard exhibiting statutory safety notices and
properly stocked first aid box, together with details of where further medical aid can be
obtained. Operatives must familiarise themselves with these details.
 Workshop tools or equipment must NOT be loaned out for use by unauthorised persons.

2.23 WELFARE FACILITIES

Poor personal hygiene causes stomach upsets and food poisoning. Operatives must wash
their hands before eating food. Food and drink must only be consumed in the mess room(s)
provided or the Refectory.

Operatives must use the approved changing facilities provided and dispose of all dirty or
contaminated clothing in the appropriate receptacle.

2.24 PLANT AND SERVICE AREAS

The use of plant rooms, electrical switch rooms and other service areas such as service ducts,
roof spaces and flat roofs, shall be strictly limited to the purpose for which they were designed.

Entrances to such areas must be kept locked and notices displayed indicating that
unauthorised persons shall not enter.

2.25 PROTECTIVE CLOTHING AND EQUIPMENT

 Operatives will be provided with all protective clothing and equipment necessary to carry
out their duties. The use of this protective clothing and equipment is not optional, it
must be worn.
 If you consider that you need protective clothing and equipment and it is not available,
check with your supervisor.
 Protective clothing/equipment issued on a personal basis is the responsibility of the
operative to keep in a safe and clean condition.
 Protective clothing/equipment must not be used when found to be damaged or defective,
but must be reported to your supervisor immediately.
 Always use barrier cream and cleansing cream provided in workshops.

January 2013 Page 17 of 20

2.26 ACCIDENT / HAZARD/ SAFETY INCIDENT REPORTING PROCEDURES
All accidents, incidents and near misses, however small, must be reported to your supervisor
and the appropriate report completed using the UCL online reporting system, SafetyNet. The
name of the Supervisor will be posted on the notice board in each workshop.
http://www.ucl.ac.uk/estates/safety-arrangements/accident-reporting/
Operatives must also report all potential safety hazards to their supervisor so that remedial
action can be taken. Also report any areas of concern or request new safety equipment to
enable their works to be carried out safely. Where the problem will require construction or
cleaning type work, a Maintenance Service Request order must be raised with Customer
Services.
http://www.ucl.ac.uk/estates/maintenance/customer-services/

2.27 SAFETY INFORMATION

Should you require any safety information or clarification on UCL procedures, ask your supervisor
or the Safety Manager.

2.28 INSTRUCTIONS TO MAINTENANCE STAFF WHEN WORKING IN LABORATORIES

A GENERAL

The first duty of any member of Maintenance entering a laboratory is to ensure his own health
and safety. You must refuse to work in any area that has not been adequately cleared of
hazardous materials and not move any materials, which may be hazardous.

A Laboratory Clearance Certificate must be obtained from the occupying

department by the supervisor as confirmation of laboratory clearance or adequate
safety control measures before the area is handed over for maintenance works.
Laboratory departments must make arrangements to make safe any area in which
maintenance work needs to be done. If this is not done you should consult your supervisor
and not work until the area is made safe.

There is also a Certificate of Decontamination for equipment which can be requested from
the occupying department if relevant to the works to be carried out.

B WORK OUTSIDE NORMAL WORKING HOURS

Safe practices are especially important outside normal working hours, when assistance is less
likely in case of emergency. Any activities in laboratories should be restricted to make-safe
operations only.

When flooding is the problem the usual protection of boots should be worn and gloves should
be available in case contaminated surfaces have to be handled. If flooding has caused large-
scale disruption and left chemicals, laboratory materials etc., floating about, then the matter
should be treated as a chemical or hazardous materials spillage and the Fire Brigade should
be asked to deal with it.

In attempting to make-safe by shutting down services, night emergency staff should not
attempt to reach the most obvious control if it is hazardous to do so. The nearest safe
shutdown control should be used even though this would shut down a larger area than strictly
necessary.

January 2013 Page 18 of 20

2.29 RADIATION LABORATORIES

A. GENERAL

Great care should be taken with radiation, as it is potentially hazardous to health. In addition it is
possible to spread contamination into areas outside radiation laboratories if care is not taken.
Decontamination is expensive.

The following guidelines are intended to ensure the safety of maintenance operatives working in
radiation laboratories or on radioactive drainage runs. Safety within any department is the
responsibility of the Head of Department. Each department that uses radioisotopes also has a
Departmental Radiation Supervisor who is appointed by the Head of Department. The
Departmental Radiation Supervisor is trained in radiation safety and has the responsibility to
maintain radiation safety in laboratories. In addition it is the responsibility of the Departmental
Radiation Supervisor to ensure that areas where maintenance operatives are required to work
are safe. Maintenance operatives should on no account commence work in radiation laboratories
until they have received authorisation from the Departmental Radiation Supervisor stating that it
is safe for them to proceed.

The Radiation Protection Officer (telephone 1955) is available to provide assistance should this
be necessary. He should always be consulted before work commences on a radioactive
drainage run.

IF IN DOUBT ASK. You must not take responsibility for radiation safety upon yourself.

B. DEALING WITH EMERGENCIES

Normal Working Hours

• Immediately contact the Departmental Radiation Supervisor of the department concerned.

• Contact the UCL Radiation Protection Officer (telephone 1955).
• Proceed only with their advice.

Out of Normal Working Hours

• Arrangements exist for a Radiation Protection Advisor (RPA) to be on call at all times. The
telephone number of the UCL RPA is held by the Front Lodge and the Hospital switchboard
has a rota of telephone numbers of RPA's who are 'on call'.
• The 'on call' RPA should be contacted if maintenance staff have any queries concerning a
potential radiation hazard associated with the emergency.
• Do not proceed with any work in a radiation laboratory unless you are certain it is safe to do
so. Do not assume that an area is safe because the RPA can't be contacted.

C. RADIATION HAZARDS - GENERAL COMMENT FOR INFORMATION

The quantities of radioactive materials used in the laboratories in the UCL are small.
Concentrated stock solutions are kept in locked stores or refrigerators so that the external
radiation hazards to maintenance operatives entering laboratories are insignificant. The
possible hazard to maintenance staff is therefore contamination of the skin and ingestion or
inhalation of small amounts of radioactive material. In spite of this specialist advice should
always be taken before working in any radiation laboratory or radioactive drainage run.
January 2013 Page 19 of 20
Contamination can be prevented by the sensible use of wellington boots, overalls and rubber
gloves. Normal hygiene and cleanliness (i.e., washing hands) will prevent ingestion.
Inhalation would only occur in the event of fire causing vaporisation of radioactive material -
the Fire Brigade is equipped to deal with this problem.

January 2013 Page 20 of 20