FIRE PREVENTION POLICY
(approved by Safety Committee 07.02.07)
1. FIRE PREVENTION POLICY - STATEMENT
1.1. Birkbeck acknowledges its responsibilities under the Regulatory Reform (Fire Safety) Order 2005.
1.2 Birkbeck will ensure that fire safety risk assessments are carried out on all its premises to determine the 'general fire precautions' / 'preventive and protective measures' needed to comply with the requirements imposed under the Order.
1.3 Birkbeck will appoint a 'competent person' to assist with implementing the requirements of the Regulatory Reform (Fire Safety) Order 2005 including fire risk assessments. Birkbeck's Health and Safety Officer (also Fire Officer) shall act as Birkbeck's 'competent person' in this respect.
1.4 Birkbeck will make and give effect to such appropriate organisational arrangements for the effective planning, organisation, control, monitoring and review of its preventive and protective measures. See section (2) below.
1.5 Birkbeck will implement such general fire precautions as will ensure, so far as is reasonably practicable, the safety of its employees, students, contractors and visitors on its premises. These general fire precautions will be implemented on the basis of the following principles from Part 3, schedule 1 of the Order:
(a) avoiding risks;
(b) evaluating the risks which cannot be avoided;
(c) combating the risks at source;
(d) adapting to technical progress;
(e) replacing the dangerous by the non-dangerous or less dangerous;
(f) developing a coherent overall prevention policy which covers technology, organization of work and the influence of factors relating to the working environment;
(g) giving collective protective measures priority over individual protective measures; and
(h) giving appropriate instructions to employees.
and, as specified in article 4 of the Order, these general fire precautions will include:
(a) measures to reduce the risk of fire on the premises and the risk of the spread of fire on the premises.
(b) measures in relation to the means of escape from the premises;
(c) measures for securing that, at all material times, the means of escape can be safely and effectively used.
(d) measures in relation to the means for fighting fires on the premises;
(e) measures in relation to the means for detecting fire on the premises and giving warning in case of fire on the premises.
(f) measures in relation to the arrangements for action to be taken in the event of fire on the premises, including (i) measures relating to the instruction and training of employees and (ii) measures to mitigate the effects of the fire.
1.6 See the 'Arrangements' (section 3) below for details of Birkbeck's 'general fire precautions / 'preventive and protective measures'.
2. FIRE PREVENTION POLICY - ORGANIZATION
2.1 Governors have overall responsibility for ensuring the implementation of this policy and for all health and safety matters within Birkbeck.
2.2 Responsibility for the fulfilling of the Governors' policy rests with the Secretary and Clerk to the Governors.
2.3 Overall control of safety matters within Birkbeck rests with the Safety Committee. Birkbeck's Safety Committee has the primary responsibility for setting, executing and reviewing policy on fire prevention and fire safety matters. The Safety Committee also reports to and advises the Governors on fire prevention and fire safety matters
2.4 College Health & Safety Officer (also Fire Officer) is the executive officer of the Safety Committee and reports directly to the College Secretary. The Fire Officer:
(a) acts as the 'competent person' within Birkbeck as required by the Order
(b) provides advice on fire safety legislation and fire safety implementation to staff at all levels in Birkbeck
(c) develops and reviews policy to enable compliance with fire safety legislation
(d) inspects monitors and reviews implementation of fire safety measures
(e) reports to the Safety Committee on the implementation of the fire safety policy and procedures
(f) conducts fire risk assessments
(g) provides fire safety information and training to staff
(h) arranges fire drills
(i) and maintains fire safety related records (other than fire equipment servicing records)
(j) liaises with Birkbeck's network of safety co-ordinators (see 2.4) on fire related issues e.g. inspections and the appointment of zone fire marshals
(k) liaises with the local fire authority on fire safety matters
(l) liaises with the officers of Birkbeck's Department of Estates and Facilities on fire safety matters including fire safety implications in building construction and refurbishment projects
2.5 The Director of Estates and Facilities (some of the following will be delegated on a day-to-day basis or as necessary to subordinate officers):
(a) ensures all new infrastructures/buildings and alterations to buildings are designed and built in accordance with Building Regulations, current Health and Safety legislation and relevant British Standards in respect of fire safety
(b) ensures all buildings are maintained in accordance with Building Regulations, current Health and Safety legislation and relevant British Standards in respect of fire safety
(c) ensures the management, maintenance and testing of fire detection systems and fire fighting equipment in accordance with relevant British Standards
(d) ensures all contractors appointed by Estates comply with the Control of Contractors Policy (currently being drafted)
(e) ensures provision of technical expertise on fire detection and fire fighting equipment
2.6 Heads of schools and departments (some of the following may be delegated to the local safety co-ordinator appointed by the head of school/department)
(a) under section 3.4(1) of Birkbeck's General Statement of Safety Policy to appoint a sufficient number of zone fire marshals and deputies to cover the school or department's accommodation and adjacent areas
(b) to ensure good standards of housekeeping are maintained within their area of control.
(c) ensure staff are properly inducted in the fire emergency procedures
(d) ensure all staff , students and visitors within their area of responsibility participate in emergency evacuations
2.7 school and department safety co-ordinators have duties under section 3.6.9 (iv) of Birkbeck's General Statement of Safety Policy to:
(a) oversee that new staff fulfil the safety (including fire safety) induction arrangements with the Health and Safety Officer within one month of commencing employment
(b) to arrange for an annual safety inspections of their areas which includes aspects of fire safety hazards, defects etc.
2.8 Designated Zone Fire Marshals receive training for the following duties:
(a) to monitor their allotted zone and correct if possible, and report if not possible, any problems they note such as wedged open fire doors, missing fire extinguishers, defects etc.
(b) on hearing the continuous fire alarm, to ‘sweep’ their area and encourage occupants to move promptly to the nearest fire exit and then to direct them to the nearest assembly point
(c) to move mobility impaired occupants to places of relative safety
(d) to report to the Duty Controller or fire brigade officer on whether their area is clear or whether problems have been encountered such as trapped or disabled occupants - or to send a colleague to make the report while the marshal stays with and person awaiting evacuation assistance
(e) to dissuade occupants from re-entering the building – if allotted an exit to monitor – until the all clear is given
2.9 Responsibilities of individual employees
(a) all new staff are required by Governors to have attended a fire safety session delivered by the Health and Safety Officer or to have returned an acknowledgement slip from the Health and Safety induction pack to state that they have read and understood the information, especially the fire safety information, contained in the pack
(b) as it cannot be guaranteed that Zone Fire Marshals or deputies will be in place whenever an emergency evacuation occurs, all staff at Birkbeck are required to act as basic fire marshals and have the following duties:
(i) If in charge of students or visitors, to direct them to the nearest exit and take them well clear (100 metres) of the fire exits. Tutors of students with disabilities are responsible for their safe evacuation. Full training for this responsibility is available from Birkbeck Health and Safety Services.
(ii) If not in charge of students or visitors, to assist the Emergency Co-ordinator and instruct persons leaving buildings to move well clear of exits and not to re-enter buildings until the all-clear has been given by the Duty Attendant or a senior fire brigade officer.
(c) all Birkbeck employees have a legal responsibility under Section 7 of the Health and Safety at Work A (1974) to take reasonable care of themselves and all others who may be affected by their acts and/or omissions and to co-operate with their employer with regard to health & safety including fire safety matters.
(d) Regulation 14 of the Management of Health and Safety Regulations (1999) requires all employees to bring to the employer’s attention any situation they are aware of which could pose a risk to their health, safety or welfare or that of their colleagues e.g. a fire risk situation.
2.10 Estates and Facilities Attendant Staff
Birkbeck’s attendant staff are the key to the College’s emergency evacuation arrangements and have the following responsibilities:
(a) act as Emergency Co-ordinators when in charge of Main Building reception. i.e.
(i) summon the fire brigade should a general fire alarm sound in any building (satellite buildings alarm systems are linked by autodiallers to Malet Street reception.)
(ii) co-opt a sufficient number of other staff to perform fire marshalling duties as necessary (see 2.9b above)
(iii) control and monitor the evacuation of the building during an emergency evacuation
(iv) liaise with the emergency services when they arrive and other Birkbeck staff assisting such as the College Health and Safety Officer (also Fire Officer). See section 4 at: http://www.bbk.ac.uk/so/policies/emerge/#4_1
(b) where a two-stage alarm system is in operation, attendant staff receive the first stage notification of the activation of automatic fire detection (AFD) and investigate, where possible, whether it is necessary to activate the general fire alarm (second stage).
(c) attendant staff, along with other designated staff are trained in the use of evacuation chairs for the disabled and also the operation of those lifts within Birkbeck that are specially adapted to allow the safe evacuation of disabled persons. Attendant staff are also trained to operate the relevant lifts to effect the evacuation of disabled persons.
2.11 The Operational Estates Manager is responsible for:
(a) liaising as necessary with contractors to providing fire safety information, arrange for smoke heads to be removed, supervising contractors' fire safety performance etc.
(b) liaising as necessary on fire safety design implications for construction and refurbishment projects with architects, building control (or commercial substitute companies) and the Birkbeck Fire Officer.
(c) arranging for the maintenance of the fire alarm system, fire fighting equipment and any devices provided for fire safety e.g. door release systems
(d) arranging for weekly testing of the fire alarm systems in each building
(e) arranging for his staff (and himself) to provide general assistance at fire drills and evacuations including resetting fire alarm panels.
2.12 - The Estates Projects' Manager
(a) liaising as necessary with contractors to providing fire safety information, arrange for smoke heads to be removed, supervising contractors' fire safety performance etc.
(b) liaising as necessary on fire safety design implications for construction and refurbishment projects with architects, building control (or commercial substitute companies) and the Birkbeck Fire Officer.
(c) arranging the supply of building plans for fire risk assessments and for the emergency use of the fire brigade.
12.13 Estates Facilities Staff
Facilities staff ensure that buildings are kept clear of rubbish build up, particularly in and around fire escape routes and exits.
3. FIRE PREVENTION POLICY - ARRANGEMENTS
3.1 The provision and maintenance of the fire alarm system - panels, auto-diallers, sounders, manual call points and automatic fire detection equipment.
All buildings are equipped with modern fire alarm systems and near L1 automatic fire detection equipment. A maintenance contract is in place that provides a full check and service of the entire fire system - done out of normal occupancy hours - every three months. A sounder test is conducted weekly in each building at the same time. The call point or smoke head used to initiate the test is varied each week in order that all are checked in the course of a year. To identify defects, a different group of sounders are listened to each week.
3.2 The provision and maintenance of fire fighting equipment.
There is extensive provision of fire extinguishers throughout Birkbeck's buildings. Fire extinguishers, often in pairs are sited in corridors and staircase landings and within laboratories and workshops. An annual service contract is in force with the supplying company for maintaining the fire extinguishers.
3.3 The provision and maintenance of emergency evacuation routes - including emergency lighting, fire exit route directional signage (and other fire safety related signage), fire doors, fire lobbies and other parts of exit routes such as walls and ceilings etc.
Birkbeck's emergency evacuation routes conform to Buildings Regulations requirements on numbers of exits from rooms, travel distances, stair widths, stair numbers in addition to alternative exits routes from all areas wherever reasonably practicable. Where it is not reasonably practicable to meet any exact specification, supplementary features have been put in place to mitigate this such as AFD and/or vision panels. Routes are maintained as follows: The emergency lighting is under a maintenance contract for checking and routine maintenance every six months and the weekly fire alarm tests can also serve to test automatic fire doors. All staff are encouraged to report any defects and deficiencies in these items and areas e.g. dumped rubbish - to the Fire Officer or Estates and Facilities Department. The Fire Officer also maintains a watch for defects and deficiencies as he moves through the College buildings and reports these as necessary to Estates. Signage is provided by the Operational Estates Manager and placed in liaison with the Fire Officer.
3.4 The provision of safe emergency evacuation systems for disabled staff, students and visitors on Birkbeck premises e.g. evacuation lifts and evacuation chairs.
The lift at Gordon Square and the Main and Extension Building lifts at Malet Street are especially constructed to facilitate the evacuation of disabled persons in an emergency. Birkbeck’s Buildings Committee at its meeting of 16 May 2005 made a commitment to the principle that when new lifts are installed or existing lifts are replaced, they should be capable of evacuating disabled persons. Birkbeck also has at least one evacuation chair located in each building and there is a programme of training appropriate staff e.g. lecturers, attendants and Library staff in their use as a last resort.
3.5 The establishment and maintenance of procedures for serious and imminent danger i.e. emergency evacuation procedures in the event of fire including planned systems of evacuation, fire drills and the designation of fire marshals.
Birkbeck’s emergency procedures document can be viewed at: http://www.bbk.ac.uk/so/policies/emerge
3.6 The provision of fire safety information to employees
Birkbeck provides all new staff with induction information covering fire action and fire action notices are posted in prominent locations within buildings and also amongst Birkbeck's web-pages. See also: http://www.bbk.ac.uk/so/guidance/fireinfo
3.7 The provision of information to visitors
Fire instructions are sent direct to hirers by the room bookings section of Estates and Facilities, notices in pooled rooms and fire action notices are posted in prominent locations within buildings.
3.8 The provision of information to contractors
Handouts containing fire prevention information for contractors are issued by the Estates Department officer in charge of the contractor and also a permit to work systems for contractors engaging in 'hot work' is in force where necessary.
3.9 The provision of information to the fire brigade for use in an emergency
A file of relevant information including plans and details of the locations of hazardous substance areas etc. is kept at the main reception desk of each building. Essentially, this replaces the previous system of 'fire certificate documentation'.
3.10 The provision of adequate training of staff in Birkbeck's fire safety procedures
One hour induction sessions for new staff are held or induction packs are issued to those unable to attend an induction session. Staff are required to sign and return an acknowledgement slip for their pack stating that they have read and understood the information in the pack, especially the fire safety information. Zone fire marshals receive additional training for their role. Fire drills are also held at all buildings at least once per annum. It should be noted that fire drills are staff training exercises. The presence of students or visitors is useful but not essential.
3.11 The appointment of a competent person, to assist with the undertaking of the preventive and protective measures
Note that section 18(8) of the Order states that the competent person should preferably be an employee. As stated in 1.2 above, Birkbeck has nominated and trained the College Health and Safety Officer (also Fire Officer) to act as the competent person in this respect.
3.12 The co-operation and co-ordination of other employers on the premises.
Birkbeck is aware of all other employers using its premises, informs them of Birkbeck's fire safety procedures and requires such other employers to implement them.
3.13 The elimination or reduction of fire risks from dangerous substances on the premises
Schools such as Biological and Chemical Sciences, and the Department of Estates and Facilities use flammable liquids and gases. The fire and explosion risks associated with such materials are required to be assessed using a form designed for the Control of Substances Hazardous to Health (COSHH). Controls required to minimise risks such as purchase, storage, handling and disposal arrangements must be stated on the form and this information brought to the attention of all users of the material. COSHH forms are available at: http://www.bbk.ac.uk/so/forms/coshform
3.14 That the implications of the presence of any 'young person' employees on the premises are
taken in to account as part of the risk assessment process. See schedule 1 part 2 of the Order.
Young persons are less experienced in the world of work and may pay less attention to safety information than their more mature colleagues. Birkbeck’s Human Resources department make the College Health and Safety Officer aware of any new employees under 18 years of age in order that they can be fully taken into account in any risk assessment process. For the same reason and purpose, ‘work experience’ or ‘internship’ students are also required to be brought to the attention of the College Health and Safety Officer.
N.B. This policy will be subject to ongoing review and update by the Director of Estates, relevant Estates officers and the College Health and Safety Officer.