Physical Work Environment and Equipment Safety

Housekeeping

Policy

We will ensure that standards of cleanliness and good housekeeping are maintained in all areas for which we are responsible, so as to minimise the risk of slips, trips and/or falls.  

All floors and traffic routes will be maintained in good repair so as not to pose a health and safety risk to staff, other contractors and others affected by our undertakings. Employees will report any defects immediately. Traffic routes and fire escapes will be kept clear of obstructions.

Work areas will be sufficiently lit and have adequate space to enable employees to move around freely and easily.

Waste materials will be cleared up as work proceeds; debris will not be allowed to accumulate thereby presenting tripping hazards. Any spills will be removed promptly, so as to ensure floor areas are kept as clean and dry as possible.

Materials and tools will be stored correctly and areas around plant and machinery will be kept clean and free from tripping/slipping hazards. Electrical leads will be routed so as to eliminate tripping hazards, will be protected from damage and will be taken up immediately after use.

All employees will be given adequate information, instruction and training on the need for ensuring constant good safe working practices and maintained high housekeeping standards.

The necessary personal protective equipment will be provided and worn.

Arrangements for Housekeeping

The Housekeeping Co-ordinator will ensure that: 

1.1 Standards of cleanliness and good housekeeping are maintained in all areas for which we are responsible.

1.2 Floors and traffic routes are maintained in good repair so as not to pose a health and safety risk to staff, other contractors and others affected by our undertakings.

1.3 Traffic routes and fire escapes will be kept clear of obstructions.

1.4  Work areas will be adequately light.

1.5  There is sufficient space to enable employees and others to move around freely and easily.

1.4  Waste materials will be cleared up as work proceeds; debris will not be allowed to accumulate and spills will be removed promptly thereby eliminating hazards.

1.5 Materials and tools, including cables and wires will be stored correctly and areas around plant and machinery will be kept clean and free from tripping/slipping hazards

1.6   All employees will be given adequate information, instruction and training on the need for ensuring constant good safe working practices and maintained high housekeeping standards.  

1.7 All employees will be provided with and wear the necessary personal protective equipment, so as to minimise the risk posed by slips, trips and falls. This will include suitable safety footwear.

Guidance and Records

Organisation of Traffic Routes 

‘Traffic route’ is defined as ‘a route for pedestrian traffic, vehicles or both and includes any stairs, staircase, fixed ladder, doorway, gateway, loading bay or ramp’.

There should be sufficient traffic routes, of sufficient width and headroom, to allow people on foot or in vehicles to circulate safely and without difficulty.

Features which obstruct routes should be avoided.

Cleanliness and waste

As well as regular cleaning, it is expected that cleaning should also be carried out when necessary e.g. to clear spillages, remove unexpected waste.

Cleaning should be carried out in an effective and suitable way, without exposing anyone to a health or safety risk.  Care should be taken where levels of dust may lead to flammable or explosive levels, levels of wood dust may lead to inhalation etc.

Condition of floors and traffic routes 

Floor and traffic routes must be well constructed, strong and stable taking into account the loads placed on them and passing over them. Floor surfaces should be free from holes, slopes, uneven or slippery surfaces that may cause a person to slip, trip or fall; cause a person to drop or lose control of something being carried; or cause instability or loss of control of vehicles and/or their loads.

Holes or bumps should be repaired, until which time barriers, guarding or markings should be used as necessary to prevent accidents.

Slopes should not be steeper than necessary and should be provided with a handrail, where needed.

Floors that are liable to get wet must not become unduly slippery, to that end slip resistant coatings should be applied where necessary. Floors near machinery should also be slip resistant and kept free from debris or slippery substances.  If floors get wet regularly to the extent water can be drained off they must be provided with effective drainage e.g. laundries, kitchens etc.

Where leaks or spillages occur they should be fenced off mopped up or covered with absorbent granules immediately.

In the winter months you should make arrangements to minimise the risk posed by snow and ice, for example by clearing snow, laying grit, closing certain routes etc.

Floors and traffic routes should be kept free of obstructions, particularly near stairs, in doorways, on emergency routes etc.  If temporary obstructions are unavoidable then employees should be adequately warned, for example using hazard cones.

Every open side of a staircase should be securely fenced, with at least an upper rail at 900mm or higher and a lower rail.  A secure and substantial handrail should be provided and maintained on at least one side of every staircase.  Additional handrails should be provided as necessary, e.g. down the middle of a wide staircase.

Falls and Falling Objects 

Secure fencing should be provided where possible at any place where a person may fall 2 metres or more and where a person may fall less than 2 metres but there are factors that increase the likelihood of the fall or the risk of serious injury.  Tanks/pits can be covered instead of fenced, however they must be capable of supporting loads liable to fall onto them.

Fencing should be sufficiently high and filled to prevent falls over or through, and of adequate strength to restrain persons or objects liable to fall on it.  Fencing should also prevent objects falling over the edge, for example by the provision of toe boards.

With regards to work at height, scaffolding, racking etc. there is additional guidance provided in that section of the health and safety policy, if relevant to your organisation.  

Control of Substances Hazardous to Health (COSHH)

Policy

We will assess the potential health effects associated with exposure to hazardous substances and take appropriate action to eliminate or adequately control them.  We will regularly review and, where necessary, modify our assessments especially where there are reasons to suspect that they are no longer valid or there has been a significant change in the work to which the assessment relates. Where reasonably practicable we will eliminate the use of hazardous substances.  Where this is not possible we will ensure that such substances are replaced by less hazardous alternatives.  Control of exposure will be achieved by the use of appropriate safe systems of work and engineering controls and the provision of suitable work equipment and materials.  Where possible, exposure will be controlled at source by using adequate ventilation and safe systems of work.  The use of personal protective equipment will only be used as a control measure as a last resort and in addition to the measures described.  Where required, special arrangements will be made for all work involving potential exposure to known carcinogens and biological agents.  All control measures will be properly used, adequately maintained and thoroughly examined and tested as required.  Where necessary for ensuring the maintenance of adequate control measures or protecting the health of staff, monitoring of workplace exposure and health surveillance will be carried out and appropriate records kept.  Suitable and sufficient information, instruction and training on the findings of the assessments will be provided for all staff who are likely to be exposed to hazardous substances.  Emergency plans will be produced where required.

Arrangements for the Control of Substances Hazardous to Health

The Control of Substances Hazardous to Health Co-ordinator will ensure that:

1.1 An inventory of all hazardous substances used, handled, stored or disposed of is compiled.  This inventory shall include not only commercial products but also any identified exposure to dusts, fumes, etc.

1.2 Information from safety data sheets is used to assess the potential health risks for commercial products in the circumstances in which occupational exposure may occur.  The potential health risks for occupational exposure to dusts, fumes, etc. shall be identified from competent reliable sources.

1.3 The results of the COSHH assessments, appropriate control measures and safe systems of work identified are communicated to the staff in a comprehensible manner.

1.4 Where possible the use of hazardous substances is eliminated, e.g. by selecting non-hazardous alternatives.

1.5 Where the elimination of a hazardous substance is not possible, every effort is made to find a less hazardous suitable alternative.

1.6 Where it is not reasonably practicable to either eliminate or substitute the use of a hazardous substance, measures are taken to control the risk of exposure by engineering means.

1.7 Staff do not bring unauthorised substances into the workplace and do not use any substance for which an assessment has not been undertaken.

1.8 Staff, and others affected, receive adequate information, instruction and training in the safe use, handling, storage and disposal of substances which they may use or encounter.

1.9 Engineering controls are examined, tested and adequately maintained at appropriate intervals to meet statutory requirements and to ensure that they continue to function effectively.

1.10 The use of personal protective equipment (PPE) is reserved as a ‘last resort’ for controlling exposure to a residual risk.

1.11 Safe working procedures are monitored to ensure that they remain effective.

1.12 Health surveillance is carried out when required.

1.13 Contractors provide evidence of suitable and sufficient assessments and adequate control measures for the control of hazardous substances whilst working on our behalf and their activities are monitored.

Guidance and Records

What is a ‘substance hazardous to health'

COSHH covers substances that are hazardous to health, which can include:

• Chemicals
• Dusts
• Fumes
• Mists
• Vapours
• Gases
• Metalworking fluids
• Flowers, bulbs, fruit and vegetables
• Wet working e.g. catering/cleaning
• Biological agents
  

COSHH does not cover lead, asbestos or radioactive substances as they are covered by their own legislation.

Every year, thousands of employees become ill as a result of hazardous substances.  Diseases include asthma, cancer and skin disease.  Employers are responsible for taking effective measures to control exposure and protect health.  Ill health caused by hazardous substances is avoidable.

Substances may also be harmful as a result of them possessing other dangerous properties e.g. dust can explode if ignited, products may be flammable, etc.  These hazards are covered by other regulations than the COSHH Regulations, e.g. the Dangerous Substances and Explosive Atmospheres Regulations.

Under COSHH, employers must assess the risk to their employees and then prevent or adequately control those risks).  Such assessments must be documented if there are five or more employees; however it is advisable that assessments are also recorded by those with fewer employees.  COSHH inventory and assessment forms can be used for this, such as those contained at the end of this guidance section.

What are control measures?

Control measures are a mixture of ways of working and equipment in order to reduce the exposure of employees and others to substances that can harm their health.  No measures will work if they are not used properly.  Any ‘standard operating procedure’ needs to combine the right way of working with the right equipment, which means employees must be given the right instruction, information and training.  

Control measures should be chosen in order of priority:

1. Eliminate the use of the harmful substance and use a safer one

2. Use a safer form of the substance

3. Change the process to emit less of the substance

4. Enclose the process so the substance cannot escape

5. Extract emissions of the substance near source

6. Have as few workers in harm’s way as possible

7. Provide personal protective equipment (PPE) e.g. gloves, masks, etc.

Employers must make sure that control measures work properly and continue to do so.  A competent person should be given the role of checking and maintaining control measures.

Examples of control measures include:

Substance	Control equipment	Way of working	Managing
Dust/sparks from abrasive wheel.	Enclosure around the wheel. Extract air to safe place.	Check airflow indicator. Ensure extraction works.	Maintain controls. Test controls as needed by law.
Cutting fluid mist from lathe, and  Swarf.	Enclosure around the lathe. Extract air to safe place. Efficient vacuum cleaner.	Use skin-care products, and Ensure extraction works, and Allow mist to clear before opening enclosure.	Check and maintain fluid quality. Train workers. Carry out health checks. Test controls as needed by law.
Cleaning with solvent on rag.	Use rag holder. Provide lidded bin for rags.	Reduce vapour from used rags. Avoid skin contact.	Safe disposal. Check controls are in place.

The two of the most common control measures are:

Local Exhaust Ventilation (LEV) – Such systems must be subject to checking, thorough examination and testing by a competent person.  The thorough examination and testing is often done by insurance companies.

PPE – Employees who use PPE must know what they are doing.  PPE must be checked and maintained because if it fails, e.g. a glove becomes ripped, it no longer provides the necessary protection.

Competence

Employers must make sure that anyone who installs maintains and tests control measures, such as an exhaust ventilation system, is competent.  This means that they must have the necessary skills, knowledge and experience.  As a guide, such a person should have done the work before, have relevant qualifications belong to relevant professional organisations and be able to provide good references.

Training, instruction and information for employees

Employers should involve employees in the development of control measures, so that they are suitable for how the work is actually done. Employers should also:

• Explain to employees, and others that need to know, what the dangers are
• Carry out drills for clearing spills (before spills actually occur)
• Show employees how to use control measures, and check that they are working
• Provide face fitting and training to employees who use respirators
• Show employees how to put gloves on and off without contaminating skin.

Monitoring exposure

Employers may have to monitor exposure of employees to hazardous substances, so as to ensure that they are keeping workers healthy. Such monitoring usually means air sampling but may include biological samples, e.g. breath or urine, and would be carried out after control measures have been implemented.

Monitoring usually makes reference to ‘Workplace Exposure Limits’ (WEL’s) which are published by the Health and Safety Executive (HSE) and are normally detailed on the Safety Data Sheets.  The WEL is maximum limit to which employees can be exposed and must not be exceeded.  The duty to prove employees are not exposed to levels above the WEL is placed on the employer.

Classification, Labelling and Packaging (CLP)

The CLP Regulations came into force on 20^th January 2009 and were phased in gradually up to 2015.  They ensure that the hazards presented by chemicals are clearly communicated to workers and consumers in the European Union through classification and labelling of chemicals.

Before placing chemicals on the market, industry must establish the potential risks to human health and the environment of such substances and mixtures, classifying them in line with the identified hazards. The hazardous chemicals also have to be labelled according to a standardised system so that workers and consumers know about their effects before they handle them.

It is the policy of the company to purchase chemicals with none removable or printed containers to make it difficult for labels to be removed or defaced.  Decanting into smaller containers will be done as part of a COSHH risk assessment to ensure containers are correctly labelled.  Labels on incoming containers of hazardous chemicals must not be removed or defaced.

These new hazard and precautionary statements (H & P phrases) for labels have replaced the existing risk and safety (R & S phrases).

New hazard statements for labels, for example:

• H240 - Heating may cause an explosion
• H320 - Causes eye irritation
• H401 - Toxic to aquatic life

New precautionary statements for labels, for example:

• P102 - Keep out of reach of children
• P271 - Use only outdoors or in well-ventilated area
• P410 - Protect from sunlight

Chemical Hazard Classification Symbols

These are the older hazard symbols that have been replaced.  You may still see these on older product labels in the short term future. However, at the date of this policy these symbols are obsolete.

	TOXIC/VERY TOXIC May cause serious health risk or even death if inhaled, ingested or if it penetrates the skin
	CORROSIVE May on contact cause destruction of living tissue or burns
	HARMFUL May cause limited health risk if inhaled or ingested or if it penetrates the skin
	IRRITANT May cause inflammation and irritation on immediate or repeated or prolonged contact with the skin or if inhaled

These are the new symbols which have replaced the older symbols completely and should now be displayed on all labels and documentation.

	ACUTE LETHAL TOXICITY Materials which in low quantities may cause death or serious damage to health
	CHRONIC TOXICITY Chronic health effects. Germ cell mutagenicity. Carcinogenicity. Reproductive toxicity.  Aspiration hazard. Respiratory sensitisation
	CORROSIVE EFFECTS Materials which on contact with living tissues may destroy them
	OTHER HEALTH EFFECTS Lower level acute toxicity. Skin, respiratory and eye irritation. Skin sensitisation

Other new hazard symbols unrelated to COSHH are as follows:

Self Reactives. Organic peroxides	Oxidising gases. Liquids and solids	Flammable gases, aerosols, liquids or solids	Compressed gasses	Hazardous to the Aquatic environment

Electrical Safety

Policy

We will ensure that all electrical systems and equipment are provided and maintained in a safe condition.  All work on or near electrical systems will be carried out in a safe manner and all equipment provided for protecting employees working on or near electrical equipment will be suitable for such use and adequately maintained.  All electrical equipment will be of sufficient strength and capability for its intended use and of such construction or adequately protected to prevent danger arising from the conditions of its use.  All electrical equipment will be suitably insulated and protected to prevent danger.  Arrangements for earthing and ensuring the integrity of referenced conductors will be made.  All electrical connections will be mechanically and electrically safe. Suitable means for protecting electrical circuits from excess current and the isolation of equipment will be provided and maintained.  Work on electrical systems will only be carried out by Competent Persons.  Safe systems of work will be followed at all times. Live working will be subject to a Permit to Work system and only be allowed where the criteria described in the Electricity at Work Regulations are met.  Safe access and adequate lighting will be provided to enable work on electrical systems to be performed safely.  All portable electrical equipment will be maintained in a safe condition and inspected and tested regularly.

Arrangements for Electrical Safety

The Electricity at Work Co-ordinator will ensure that:

1.1 The fixed mains installation is installed, inspected and tested periodically by a competent person in accordance with the IET Wiring Regulations 18^th Edition.

1.2 Suitable means for isolating electrical equipment, including the identification of individual circuits, are provided and maintained.

1.3 Work on electrical systems is only carried out by Competent Persons following safe systems.

1.4  Live working is not carried out unless a Permit to Work system is in place and the criteria in the Electricity at Work Regulations are met.

1.5 Safe access is provided for competent persons (both in-house and external) maintaining electrical systems or work equipment.

1.6  An inventory of portable electrical equipment is compiled covering all workplaces and equipment under our control, including employee owned equipment where its use has been authorised.

1.7 Portable electrical equipment is inspected for safety prior to first issue.

1.8 Routine combined inspection and testing is undertaken at intervals recommended by a competent person according to the type of use.

1.9  Employees are instructed in safe systems of work and carry out simple checks of equipment prior to each use for visible defects and damage.

1.10  More detailed formal inspections by a responsible person are undertaken to supplement the visual checks, at frequencies determined by assessment.

1.11 A procedure is in place to report damaged or defective equipment and that such equipment is removed from service immediately by the person discovering the fault.

1.12 Employees are instructed to report damaged or defective equipment or dangerous conditions.

1.13  Contractors using electrical equipment in a workplace under our control provide evidence of its safety prior to commencement of work.

1.14 Privately owned electrical equipment is not used in the workplace without authorisation from management, its safety being confirmed, an entry made on the inventory and it being included in the inspection and testing programme.

Guidance and Records

Procedures for Inspection and Testing

The suitability of electrical equipment for its intended purpose will be determined through risk assessment.  All equipment will be entered onto the inventory and the inspection and testing programme.  The different types of inspection and testing we will carry out are outlined below.

User Checks

Employees will be instructed to carry out simple visual pre-use checks for damage to the outside of the equipment and its lead and plug, but without taking the plug apart.  Sockets will also be checked for signs of damage and burn marks.

Formal Visual Inspections:

These include the pre-use visual checks but also include checking within the plug top.  A responsible authorised person will undertake this but will not remove covers of the actual equipment or attempt repair, unless competent to do so. They will however, take faulty equipment out of service and affix a warning sign and prevent further use.

Combined Inspections and Repair

Some faults cannot be detected through visual inspection, particularly lack of continuous earths.  For some equipment the earth is essential to safety and therefore all earthed equipment, leads and plugs connected to it, will also have occasional combined inspection and testing.

This will be carried out:

•                 Where there is reason to suspect the equipment may be defective, but this cannot be confirmed by a visual inspection

•                 After any repair, modification or similar work

•                 At periods appropriate to the equipment, the manner and frequency of use and the environment.

A competent employee may undertake this where the item to be tested is plugged into a simple Fail/Pass portable appliance test (PAT) meter, or alternatively an external competent person will be employed. Where our own employee undertakes this task clear, easy to follow guidance will be given and, if an employee with limited skills is undertaking the testing they will only be required to report the fault for subsequent correction by a ‘professional.’  All other test equipment, which gives a reading and requires interpretation will only be used by an appropriately qualified person.

              4.2 Recommended Minimum Frequency of Inspection and Testing:

The following type and initial intervals of inspections/tests are recommended in low risk environments:

Equipment	Operator Checks	Formal visual inspection	Combined inspection & test
Battery operated less than 20 volts	NO	NO	NO
Extra low voltage: Less than 50 volts e.g. telephone, low voltage desk lights	NO	NO	NO
Information technology; Computers, screens	NO	Yes 2 - 4 years	Not if double insulated Otherwise up to 5 years
Photocopiers, fax, rarely moved, NOT hand-held items	NO	Yes 2 - 4 years	Not if doubleinsulated otherwise up to 5 years
Double insulated:   NOT hand-held. e.g. fans, table lamps, projectors	NO	Yes 2 - 4 years	NO
Double insulated: HAND-HELD e.g. some floor cleaners	YES	Yes 6 months - 1 year	NO
Earthed equipment (class 1) e.g. kettles, some floor cleaners	YES	Yes 6 months - 1 year	Yes 1 - 2 years
Cables (leads) and plugs connected to the above Extension leads (mains voltage)	YES	Yes 6 months - 4 years depending on type of equipment it is connected to	Yes 1 - 5 years depending on type of equipment it is connected to

Special, frequent testing and arrangements are required for high risk equipment used in more aggressive environments.

PORTABLE ELECTRICAL APPLIANCES IN LOW RISK ENVIRONMENTS

OPERATOR PRE-USE CHECKS

Operators are to check for damage to the outside of the equipment and its lead and plug before they use it but must not take the plug apart.

The plug must be disconnected from the mains supply and the following checked.

Mains lead/Cable covering	There should be no cuts or abrasion (light scuffing is acceptable). Report any non-standard joints, including taped joints.
Cable grip	The cable should not be loose where it enters the plug. The coloured insulation of the internal wires should not be visible where the cable enters the plug.
Plug	The casing must not be cracked or loose. The pins must not be bent. Check for signs of overheating  -  burn marks.
Damage to outer cover/casing	This should be undamaged. Check for cracked casing, obvious loose parts, screws etc. Signs of overheating - burn marks.
Mains on/off switch Sockets	It should be tight to the wall not loose. Does it operate correctly/as expected? Is it cracked? Are there burn marks?

              4.3      FORMAL VISUAL INSPECTION

Formal inspection involves all of the operator checks plus removing the plug cover to check the following:

Fuse:	a proper fuse not a piece of wire, nail etc.
Cord grip:	should hold the outer part (sheath) of the cable tightly.
Wires	attached to correct terminals with no bare wire visible other than at terminals.
Terminal screws:	must be tight.
Internal damage:	check for signs of overheating, or entry of liquid, dust or dirt.

Fuse

              4.4      Electrical Installation testing 

All fixed electrical installations should be inspected and tested periodically, which includes the wiring to machinery and earth bonding.  The frequency of this inspection and testing will depend on the Companies operations and activities, for example in commercial premises the maximum period between inspections is 5 years, whilst in industrial premises that period is 3 years. Further guidance on this can be obtained from competent electrical contractors or consultants.

This period inspection will:

•                 Reveal if electrical circuits or equipment are overloaded.

•                 Identify defective electrics.

•                 Highlight the lack of earth or bonding.

•                 Identify potential electric shock risks or fire hazards.

The fixed installation inspection and testing should be carried out by a competent person, such as a contractor who has been approved by one of the following:

•                 National Inspection Council for Electrical Installation Contracting (NICEIC)

•                 National Association for Professional Inspectors and Testers (NAPIT)

•                 Electrical Contractors Association (ECA)

•                 The Electrical Contractors Association of Scotland (SELECT)

An Electrical Installation Condition Report, commonly known as a Periodic Inspection Report should be provided by the competent contractor showing full details of the examination and tests carried out.  This certificate should be held on file for reference and examination.

This report may identify the electrical installation as being ‘unsatisfactory’ if potentially dangerous or dangerous conditions are found.  In such circumstances remedial action must be taken without delay to remedy the defects.

Any part of an installation that has been damaged or is identified as defective between the periodic inspection and test should be de-energised until the problem can be rectified.  Any such minor works should be accompanied by a certificate, which should be kept on file.

It is possible to carry out simple in house checks on the electrical installation using a socket tester, however many types of socket testers cannot detect certain types of fault and could show the socket is safe when it is not.