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The University of Oxford Department of Earth Sciences
EARTHSCIENCES
DEPARTMENTAL STATEMENT OF HEALTH & SAFETY POLICY
Professor C Ballentine Head of Department
January 2019
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DEPARTMENT OF EARTH SCIENCES
STATEMENT OF HEALTH AND SAFETY ORGANISATION
As Head of the Department, I am responsible for ensuring compliance with the University
Health and Safety Policy. My responsibilities are set out in Annex A. I have delegated some
of these responsibilities to others, as set out in Section 1.
1. EXECUTIVE RESPONSIBILITY
Every employee with a supervisory role is responsible for ensuring the health and safety of
staff, students, and other persons within their area of responsibility; and of anyone else (e.g.
contractors and other visitors) who might be affected by their work activities. In particular,
the responsibilities listed in Annex A are delegated to supervisors for areas under their
control.
As it is my duty to ensure adherence to the University’s Health and Safety Policy, I instruct
every employee with a supervisory role and the Departmental Safety Officer and the Area
Safety Officer to report to me any breach of the Policy.
All those with executive responsibility should notify me and the Departmental Safety
Officers and the Area Safety Officer of any planned, new, or newly identified significant
hazards in their areas and also of the control measures needed to avert any risks identified.
Where supervisors or others in charge of areas or with specific duties are to be absent for
significant periods, adequate substitution must be made in writing to me and such employees
and other persons as are affected. Deputising arrangements must be in accordance with
University Policy.
The following employees have executive responsibility throughout the Department for
ensuring compliance with the relevant part of University Safety Policy:
The Facilities Manager, Mr A Hewson and his Deputy, Mr C Vermaak, are responsible for
making arrangements for visitors, including contractors, and for ensuring the necessary risk
assessments have been made.
The person responsible for the storage of flammable liquids is Mr. S. Wyatt.
Only Security Services are authorised to carry out emergency rescue operations to free people
trapped in lifts. If you are trapped in a lift press the alarm button. This will contact Security
Services directly who will arrange for a rescue.
The person authorised to train and certify individuals for work with hydrofluoric acid is Mr.
S Wyatt.
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In the following parts of the department, the persons named below have executive authority
for safety:
Offices, Public Areas, Mr. A Hewson
Meeting Rooms, Compactor & Stores
Basement:
Optical Lab (00.05) Mr. O Green
S.E.M. (00.06) Dr. J Wade
XRD (00.07) Prof. N Tosca
Rock Crushing (00.11) Mr. O Green Deputy: Mr. S Wyatt
Thin Sectioning/Rock Polishing/ Mr. O Green Deputy: Mr. J Wells
Cutting (00.12/14/15)
Workshop (00.17) Mr. J Long
Water Storage (00.22) Prof. D Porcelli
Cold Storage (00.25) Prof. R Rickaby
Rock Rheology (00.26) Prof. L Hansen
Central IT/Server Rooms Mr. S Usher Deputy: Ms. M Chung
(00.27/30.02/50.02)
Palaeomagnetism (00.29) Prof. C MacNiocaill
Dept. Plant Room (00.33) Mr. A Hewson
Ground Floor:
Library (10.07) Prof. E. Saupe Deputy: Ms. E Crowley
Teaching Labs and Lecture Mr. A Hewson
Theatre (10.09/12/15/10.35/35)
First Floor:
Surface Chemistry (20.26) Prof D Fraser
Fluid Dynamics (20.27) Prof. H Marquardt
Volcanology 1 (20.28) Prof. D Pyle
Volcanology 2 (20.30) Prof. T Mather
Sedimentary Mineral Separation Mr. O Green
(20.37)
Wet Chem/Chem Store (20.35/36) Mr. S Wyatt
Experimental Petrology (20.40) Prof. B Wood Deputy: Dr. A Wohler
Support Lab (20.41) Prof. H Bouman/ Prof. R Rickaby
Mudrock Observatory (20.42) Mr. S Wyatt/ Prof. S Robinson
Bio-Geochemistry (20.43) Prof. R Rickaby Deputy: Dr. J Snow
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Second Floor:
Stable Isotopes (30.28) Dr. C Day
ICP Quad/Element (30.30/30.44) Mr. P Holdship
Noble Gases Lab (30.32) Prof. C Ballentine Deputy: Dr. D Hillegonds
Electronics (30.34) Dr. N Belshaw
NU Plasma 3 & 4/NU 1700 Dr. Y Hsieh Deputy: Dr. N Belshaw
(30.37/38/41)
TIMS (30.40) Dr. Y Hsieh Deputy: Dr. N Belshaw
NU Plasma 2 (30.42) Prof. G Henderson Deputy: Dr. Y Hsieh
NU Plasma 5 (30.43) Dr. Y Hsieh Deputy Dr. N Belshaw
Microanalysis SRF (30.45) Dr. J Wade Deputy: Dr. E Totten
Third Floor:
Shell Geoscience Lab (40.27) Prof. J Cartright
Tosca Labs (40.30 & 40.53) Prof. N Tosca Deputy: Dr. R Tostevin
Counting Lab (40.28) Prof. D Porcelli Deputy: Dr. K Amor
Picking Lab (40.31) Dr. C Day
Metal Free Laboratories Dr. J Barling
(40.35 – 40.51)
Small Equipment/ Lunar Lab Dr. J Barling
(40.54/55)
Rickaby Geochemistry (40.56) Prof. R Rickaby Deputy: Dr. J Snow
Henderson/Porcelli Lab (40.57) Dr. Y Hsieh
Prof. G. Henderson is the radiation protection supervisor (RPS) and he is responsible for the
day to day coordination of radiation protection arrangements within the Department and
supervision or work with ionising radiation, in accordance with the requirements of the
Ionising Radiations Regulations 1999. The purpose of this supervision is to ensure
compliance with the requirements of the Department’s local rules for work with ionising
radiation and the University’s general radiation protection arrangements. The RPS is also
responsible for supervising the keeping and use of radioactive materials and the accumulation
and disposal of radioactive waste, in accordance with the conditions of the University’s
permits under the Environmental Permitting (England and Wales) Regs 2010.
2. ADVISORY RESPONSIBILITY FOR SAFETY
I have appointed those listed overleaf to advise me on matters of health and safety within the
Department. If any member of the Department does not take their advice, I must be
informed. If they discover danger that requires immediate action, they are authorised to take
the necessary action and inform me subsequently.
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* DEPARTMENTAL SAFETY OFFICERS (DSO)
are responsible for advising me on the measures needed to carry out the work of the
Department without risks to health and safety; coordinating any safety advice given in
the Department by specialist advisors and the University Safety Office; monitoring
health and safety within the Department and reporting any breaches of the Health and
Safety Policy to me; informing me and the Director of the University Safety Office if
any significant new hazards are to be introduced to the Department.
DSO (Buildings) - Mr. A Hewson
is the contact for all safety issues related to the building, its services and facilities.
This also relates to services within the laboratories.
DSO (Labs) - Mr. S Wyatt
is the contact for all safety issues relating to the use of chemicals and other hazardous
substances, machinery and general safety issues.
Further duties of the DSOs are described in the University Policy Statement S1/01.
To assist in this work the Department has the following specialist advisors:
* AREA SAFETY OFFICER (ASO)
Mrs. L E S Curson
has been appointed to support the DSOs in their administrative, monitoring and
advisory roles. She can be contacted for advice on all safety issues.
* DEPARTMENTAL FIRE OFFICER
Mr. A Hewson
is responsible for advising on all matters relating to fire precautions and fire
prevention in compliance with University Health and Safety Policy.
* DEPARTMENTAL BIOLOGICAL SAFETY OFFICER (BSO)
Dr. J Snow
is responsible for advice on all matters relating to biological safety and in particular
for the implementation of University Policy Statement S5/09. More specific duties of
a BSO are described in University Policy Statement S5/09.
* DEPARTMENTAL ELECTRICAL SAFETY OFFICERS (DESO)
Dr N Belshaw Mr. S Wyatt
are responsible for advice on all matters relating to electrical safety to ensure
compliance with University Health and Safety Policy. They are responsible for
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approving all electrical designs prior to construction. They are also responsible for
designating competent persons to carry out electrical work in a safe manner. More
specific duties of DESO are described in UPS S4/10.
* DEPARTMENTAL LASER SUPERVISOR (DLS)
Dr N Belshaw
is responsible for giving advice on the use of laser systems and in particular for the
implementation of University Policy statement S2/09, which also outlines the other
duties of a DLS.
* DEPARTMENTAL FIELDWORK SUPERVISOR (DFS)
Prof. S Robinson
is responsible for giving advice on safety in fieldwork activities and for ensuring
compliance with UPS S5/07 – Safety in Fieldwork.
DEPARTMENTAL SAFETY ADVISORY COMMITTEE
In addition to the above arrangements I have set up a Departmental Safety Advisory
Committee whose functions are set out in University Policy Statement S2/01 and whose
membership comprises:
Prof C Ballentine, Chairman Mrs. L Curson, ASO
Dr S Robinson Dr. J Barling
Mr. J Long Mr. S Wyatt, DSO
Mr. I Wright Dr. N Belshaw
Mr. A Hewson Dr. J Snow
Mrs. A Abbiss (Secretary)
The purpose of the Committee is to review safety policy for the Department of Earth
Sciences and to introduce safety measures relevant to the Department. It meets at least once
per term. Its members are empowered to carry out inspections of laboratories and
workshops, to identify actual or potential safety hazards and draw them to the attention of
those with the executive responsibility for safety in the appropriate area, and to provide
advice and assistance in rectifying matters where necessary.
3. TRADES UNIONS AND APPOINTED SAFETY REPRESENTATIVES
University Policy Statement S2/13 sets out the arrangements for dealing with trade unions
and their appointed safety representatives. Employees who wish to consult their safety
representatives should contact the senior safety representative of the appropriate trade union.
UCU: http://www.oxforducu.org.uk
Unite: http://users.ox.ac.uk/~unite
UNISON: http://users.ox.ac.uk/~unison
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4. OTHER FUNCTIONS
First Aid
The following persons are certified first aiders:
Mr. A Hewson Mr. J Long Prof. C MacNiocaill
Mr. C Vermaak Ms. J Felsenberg
In addition the following are emergency first aiders:
Mr. S Wyatt Mr. I Wright
First aid boxes are available in Reception, the Researcher’s Common Room (5th floor)
and outside all laboratory corridor entrance doors.
Manual Handling
The authorised assessor under the Manual Handling Operations Regulations is:
Mrs. L Curson
Display Screen Equipment Regulations
The authorised assessor under the Health and Safety (Display Screen Equipment)
Regulations is:
Mrs. L Curson
Accident and Incident Reporting
The person responsible for keeping the accident/ incident report forms and for
ensuring accidents are promptly reported to the University Safety Office is:
Mr. A Hewson
5. INDIVIDUAL RESPONSIBILITY
All Departmental employees, students and all other persons entering onto the
Department's premises or who are involved in Departmental activities have a duty to
exercise care in relation to themselves and others who may be affected by their
actions. Those in immediate charge of visitors and contractors should ensure that
those persons adhere to the requirements of University Health and Safety Policy.
(i) Individuals must –
a) Make sure that their work is carried out in accordance with University Safety Policy
and with departmental policy as detailed in the Statement.
b) Protect themselves and others by wearing the personal protective equipment provided,
and by using any guards or safety devices provided.
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c) Obey all instruction emanating from the Head of Department in respect of health and
safety, or from a DSO or ASO when acting in his name.
d) Warn me, through a DSO or ASO, of any significant new hazards to be introduced or
of newly identified significant risks found in existing procedures.
e) Ensure that their visitors, including contractors, have a named contact within the
Department with whom to liaise.
f) Report all fires, incidents and accidents immediately to Mr. Hewson or Mr. Wyatt.
g) Familiarise yourself with the location of firefighting equipment, alarm points and
escape routes, and with the associated fire alarm and evacuation procedures.
h) Register and attend for health surveillance with the Occupational Health Service when
required by University policy.
i) Attend training where managers identify it as necessary for health and safety.
(ii) Individuals should:
a) Report any conditions, or defects in equipment or procedures, that they believe might
present a risk to their health and safety (or that of others) so that suitable remedial
actions can be taken.
b) Offer any advice and suggestions that you think may improve health and safety.
c) Note that University Policy Statements are available on the web at
http://www.admin.ox.ac.uk/safety/policy-statements/.
6. SPECIFIC SIGNIFICANT RISKS
Several activities have been identified as presenting significant risks within the
Department. The following procedures are to be followed:
Accident and Incident Reporting Annex B
Fire Orders Annex C
Electrical Safety Policy Annex D
Live Electrical Work Policy Annex E
Manual Handling Operations Annex F
Geological Fieldwork Safety Policy Annex G
Work Outside Normal Working Hours Annex H
Risk Assessments – Laboratory and COSHH Annex I
Use of Hydrofluoric Acid Annex J
Waste Disposal Annex K
Safety in Microbiology and Related Work Annex L
Biological Laboratory Disinfection Policy Annex M
Action in the Event of a Spill Annex N
Children visiting the Department Annex O
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Lasers Safety Annex P
Radiation Annex Q
Metal Free Laboratories (MFL) Annex R
Prof C Ballentine
Head of Department January 2019
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Annex A
RESPONSIBILITIES OF HEAD OF DEPARTMENT
It is my responsibility, as Head of Department, directly or through written delegation -
A. To ensure adherence to the Health and Safety Policy and to ensure that sufficient
resources are made available for this.
B. To plan, organise, control, monitor and review the arrangements for health and safety,
including the arrangements for students, contractors and other visitors, and to strive
for continuous improvements in performance.
C. To carry out general and specific risk assessments as required by health and safety
legislation and University Safety Policy.
D. To ensure that all work procedures under my control are, as far as is reasonably
practical, safe and without risk to health.
E. To ensure that training and instruction have been given in all relevant procedures
including emergency procedures.
F. To inform the University Safety Office before any significant hazards are introduced
or when significant hazards are newly identified.
G. To keep a record of all cases of work related ill health, accidents, hazardous incidents
and fires, to report them to the University Safety Office, and to ensure any serious or
potentially serious accidents, incidents or fires are reported without delay.
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Annex B
ACCIDENT, INCIDENT & NEAR-MISS REPORTING
The department is committed to preventing all accidents, incidents and near misses that could
affect its staff, students and visitors. We are committed to a no-blame reporting culture to
encourage all persons to report accidents, incidents and near-misses.
Accidents and Incidents
In the event of any incident or accident please report this immediately using the
accident/incident report forms that are available in room 10.32 (Ashleigh Hewson’s office).
The report form should ideally be completed by the individual who has been injured, or who
witnessed the incident. Where this is not practicable, the supervisor of the individual
concerned should complete the report. The completed form should be returned to Mr.
Ashleigh Hewson who will ensure that the report form is sent to the University Safety
Office. He will also send copies of the report form to the DSO and ASO so that they can
conduct a secondary investigation, if required.
For accidents/incidents in the field, see Annex G.
If you require assistance in completing the accident/incident report form, please contact either
of the DSOs; Steve Wyatt x72005, or Ashleigh Hewson x72054.
All accidents and incidents should be reported using the Accident/Incident report form within
24 hours of the event. In the case of serious accidents or incidents Ashleigh Hewson
(Building Manager x72054) or Steve Wyatt (DSO x72005) should be contacted
immediately.
Near-Misses and Safety Suggestions
A book has been placed by Reception for the anonymous (or otherwise) reporting of any near
misses or safety suggestions.
The University policy on reporting accidents and incidents is available at the following link:
http://www.admin.ox.ac.uk/safety/policy-statements/upss114/
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Annex C
FIRE ORDERS
IF YOU DISCOVER A FIRE:
• Immediately operate the nearest fire alarm point and phone the fire brigade on 999
(from any telephone).
• Attack the fire, if safe to do so, with the nearest suitable fire extinguisher. Minor fires
can usually be brought under control by prompt individual action. Know where the
fire extinguishers are and how to use them.
Type Suitable Fires
Water Fires involving wood, paper, textiles, etc.
CO2 Electrical & flammable liquid fires
Powder Flammable liquid & wood, paper, textiles, etc.
• If successful in fighting the fire report to the Fire Marshal at the assembly point.
• If you cannot safely extinguish the fire, leave the building immediately by the nearest
available escape route, closing doors if it is safe to do so.
• Do not stop to collect personal belongings.
• Report to the Fire Marshal at the assembly point.
• Do not re-enter the building until authorised to do so by the Fire Marshal.
IF YOU HEAR THE FIRE ALARM:
• Leave the building quickly and calmly, closing doors as you leave.
• Do not stop to collect personal belongings.
• Report to the fire Assembly Point
• Do not re-enter the building until authorised to do so by the Fire Marshall.
FIRE MARSHAL
The Fire Marshal will supervise the gathering of people at the Assembly Point and his/her
instructions are to be followed. He/she will liaise with the City Fire Office.
Fire Marshal: Mr. I Wright Deputy: Mr. A Hewson
FIRE ASSEMBLY POINTS
After occupants have left their building they should assemble at Le Gros Clark Place.
FIRE ALARM TEST
Fire alarm tests are performed once a week on a Wednesday afternoon.
The test will result in one or more short bursts of the fire alarm bells and you are not required
to leave the building. If the alarm bell continues to ring for an extended period you MUST
evacuate the building as detailed above.
PRACTICE OF FIRE DRILL
Fire drill rehearsals will be conducted once per year.
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Annex D
ELECTRICAL SAFETY POLICY
Distribution System
• The repair, maintenance, modification and extension of the electrical distribution
system are the responsibility of Estates Services. Anyone wishing to modify the
distribution system in any way, or to connect any equipment which needs to be
permanently wired into it, must first contact Mr. A Hewson.
Electrical Safety in Laboratories
• Compliance with safe electrical practices in laboratories is the responsibility of the
person named as being in charge of each laboratory. Such persons are responsible for
ensuring that anyone working in, or visiting, the laboratory observes the electrical
safety policy. If in any doubt, an Electrical Safety Supervisor, or the Facilities
Manager, should be consulted.
Portable Electrical Equipment
• Portable electrical equipment in the Department will be tested by an external
contractor. This will be organised on a regular basis by the Building Facilities
Manager. Testing of any recently repaired items, items found to be out of date, or
privately owned items brought into the Department can be arranged through Mr. S
Wyatt.
Individual Responsibility
• It is the duty of every individual not to use any piece of electrical equipment without a
valid inspection sticker. The user must inform the person responsible for the area in
which the item is found if any equipment does not have a current test or when new
equipment is brought into the area.
• Each individual must visually inspect electrical equipment before use to ensure there
is no damage to insulation, etc.
Non-Portable Equipment
• Non-portable electrically powered equipment is to be visually inspected at least
annually for any signs of potentially hazardous wear in aspects such as cabling,
insulation and safeguarding of live areas. It is the responsibility of the person in
charge of an area to ensure that these inspections are completed. The DSO will
provide any training required.
Electrical Work/Maintenance
• No electrical work of any sort whatsoever (including the fitting of plugs) may be
carried out by a member of the Department other than a person designated as a
competent person or as an Electrical Safety Supervisor.
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Annex E
LIVE ELECTRICAL WORK POLICY
Introduction
The Department of Earth Sciences acknowledges that work on live electrical equipment is
hazardous and it is therefore the Department's intention to reduce the risks as far as is
reasonably practical. Thus, all reasonable steps will be taken to secure the health and safety
of employees and others who may be affected by work undertaken on or so near any live
conductor that danger may arise.
What is Live Working?
For the purposes of this policy live working is defined as any work on equipment where there
are exposed live conductors at voltages greater than 50V, 50Hz A.C. or 120V D.C. or at
lower voltages where there is a risk of burns due to a large current. Live working does not
cover repairs, maintenance or upgrading of computer equipment or other mains powered
units where all mains or higher voltages are double insulated such that it is not possible to
inadvertently come into contact with such voltages.
Arrangements
1. No person shall be engaged in any work activity on or so near any live
conductor that danger may arise unless:
• It is unreasonable in all circumstances for it to be dead; and
• It is reasonable in all circumstances for him/her to be at work on or near it while
it is live; and
• Suitable precautions are taken to prevent injury; and
• A written risk assessment has been completed. A Departmental risk assessment
has been completed for live electrical work. If the work you wish to undertake
cannot fall within the scope of this assessment a separate risk assessment MUST
be completed BEFORE work is undertaken.
2. Suitable precautions to prevent injury whilst live working include, where
appropriate:
• Use of an isolating transformer
• Use of approved insulating tools
• Use of approved test equipment
• Use of insulating rubber mats
• Use of appropriate protective clothing
• Use of appropriate screens/barriers
• Consideration of the need for stand-by lighting.
• The area surrounding live working shall be effectively demarcated and controlled
whilst the work is in progress.
3. Only persons so authorised may work on live equipment. Those persons so
authorised are: Mr. S Wyatt and Dr. N Belshaw.
In addition, a number of experienced workers are considered sufficiently competent to
work on low voltage circuits within main powered units, under the supervision of one
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of the authorized persons named above. The level of supervision is at the discretion of
the authorized person – based on the risks inherent in the work to be undertaken and
their knowledge of the experience and competency concerned. Current ‘competent’
persons are Mr. D Pinchin and Mr. J Long.
4. Lone working whilst working live is not permitted unless a full written risk
assessment is prepared by one of the authorized persons named in section 3, which
must receive the written authorization of the Departmental Safety Officer.
5. Work on the electrical distribution network can only be carried out on the authority of
The University Surveyor (see University Policy Statement S4/10). Requests for
modification should be made to Mr. A Hewson, who will make the necessary
arrangements with the Surveyor's office.
6. Exposure to live conductors shall be for the immediate purpose only and the
minimum necessary to accomplish the task.
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Annex F
MANUAL HANDLING OPERATIONS
At present, over a quarter of all accidents reported nationally each year are associated with
injuries caused during lifting and handling operations at work. More than one third of all
accidents are caused in this way. This policy is intended to reduce the risk of manual
handling injuries and details the measures that should be taken to ensure safe lifting and
carrying in the workplace.
1. The Manual Handling Operations Regulations 1992, place a statutory duty to identify,
assess and control all potentially hazardous manually handling activities.
2. Before starting any manual handling activity you should consider if the task could
cause an accident.
In doing this you should consider:
• the task - how the load is to be moved, over what distance, etc.
• the load – the weight, size and difficulty of handling the load, etc.
• the environment - the amount of space, light, obstructions, etc.
• the individual - consideration of age, weight, strength, etc. of those undertaking the
handling.
If you have any doubts over your ability to complete the task without risk of an accident
you MUST contact the Department Manual Handling Assessor who will carry out a risk
assessment for the process. You must not carry out the task until the assessment has been
completed.
3. The Manual Handling Assessor is Mrs. L. Curson.
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Annex G
DEPARTMENT FIELDWORK AND OVERSEAS TRAVEL SAFETY POLICY
Fieldwork in Earth Sciences involves inherent hazards such as quarries, mountains, rivers,
extreme weather, etc. The safety of students and staff during fieldwork is of over-riding
importance to the Department. To help mitigate the hazards the Department takes great care
to ensure that all fieldwork - either individual research or guided field courses - are conducted
in a safe manner. Furthermore, the risks associated with overseas travel to destinations
considered hazardous by the Foreign and Commonwealth Office (FCO) for non-fieldwork
activities, must also be assessed in advance. For this reason, the Department has instigated a
set of procedures that must be followed before and during any fieldwork or overseas travel to
hazardous destinations.
Additional information is provided on the SharePoint site:
https://sharepoint.nexus.ox.ac.uk/sites/earthsci/research/field_safety/SitePages/Home.aspx
1. Safety Policy on Fieldwork
All those undertaking fieldwork are to follow the Oxford University Policy Statement on
Safety in Fieldwork (UPS S5/07)). Further detailed advice can be found in the NERC
Guidance Note: A Safe System of Fieldwork for work in the UK, or NERC Health and Safety
Procedure 18: Health, Safety And Security When Working Overseas, and the Universities
Safety and Health Association/Universities and Colleges Employers Association Guidance on
Health and Safety in Fieldwork. Any queries should be raised with the Departmental
Fieldwork Supervisor (DFS), Dr. S. Robinson. In summary:
All Fieldwork
• It is Department policy that no fieldtrip may be undertaken unless a thorough, written
risk assessment has been completed before the commencement of the trip. The
completed form will be vetted, and must be approved by the Departmental Fieldwork
Supervisor. This applies to all fieldwork and field trips, including independent staff,
postgraduate and undergraduate fieldwork (including the mapping project), as well as
undergraduate field courses. Postgraduate students must consult their
supervisors/advisors while completing the form and have their approval of the final
document. Participants in fieldwork must NOT attempt, or be required, to undertake
any potentially hazardous activity.
• For undergraduate trips an assessment will be completed by the course leader. For the
2nd year undergraduate mapping projects and fieldwork associated with 4th year
research projects, each student is responsible for the initial completion of the risk
assessment, but should discuss it with their supervisor. For mapping the ‘Independent
Mapping Risk Assessment’ form will be supplied by the Departmental Fieldwork
Supervisor and will be discussed with, and authorised by, the Mapping Project Panel
before the fieldtrip may commence.
Field Trips and Courses
• All participants on formal field courses must attend a talk on safety in the field before
participating on any fieldtrip. Participants will need to sign a safety briefing form to
show that they have attended the lecture and understood the issues raised before
leaving for field. At this talk leaders or coordinators of fieldwork or student field
courses must inform participants of the nature of work and potential hazards, and
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advise on appropriate PPE, clothing, field equipment and conduct. In addition,
leaders must give frequent briefings - preferably daily - during the field course or trip,
reminding and updating participants about relevant safety issues. The course leader is
responsible for ensuring that there are an appropriate number of
demonstrators/assistants with the appropriate training – commensurate with the nature
of the trip/course and the number of students.
Field trip or course leaders should also:
• Ensure first aid training and equipment. At least one member of staff should hold a
HSE approved first aid certificate. In remote areas, two staff should be trained. In all
instances, a Departmental first aid kit will be carried.
• Ensure appropriate provision of training for specialist hazards (e.g. specialist training
for fieldwork involving mountaineering, climbing, scuba diving, caving etc.)
• Make allowance for significant medical disabilities within the field party. All
participants on fieldtrips will be asked to make a declaration as so whether or not they
knowingly suffer from any disability or medical condition that could compromise
their health or safety during the fieldtrip. Examples of such conditions could include
asthma, haemophilia, diabetes, epilepsy, etc. Whilst every effort will be made to
enable those with specified medical conditions, or the disabled, to participate fully in
fieldwork, it may sometimes be necessary, after discussion with the University
Occupational Health Service, to make exclusions.
• Devise a clear and consistent chain of command
• Report any accidents to the Department/University as soon as is practical after the
injured person has received first aid care.
• Do not discuss accidents except with Emergency Services and University officials, or
those assisting with a resolution of safety issues.
2. The law. Organisers are responsible to the Head of Department for ensuring that
adequate safety arrangements exist/are observed. The Head of Department and those
undertaking Departmental safety duties are indemnified from and against all losses,
costs, charges and expenses.
3. Insurance.
• For formal field courses, the department will coordinate University travel insurance,
although individuals will still need to submit applications through the online Travel
Insurance Application and Travel Registration System (TIRS), which will also require
a copy of the Risk Assessment to be uploaded. Be aware of exceptions and limits of
the policy. Students who use a vehicle for fieldwork must complete an insurance
disclaimer form, available from the Administrative Assistant, and must ensure that the
vehicle has additional cover for use on University business.
• For field trips or other field work staff and students should use the University online
Travel Insurance Application and Travel Registration System (TIRS) for their travel
insurance. The completed and authorized Field Safety Risk Assessment will need to
be uploaded as part of this process, and travelers should allow at least one week
before departure..
• When you travel independently to foreign fieldwork locations you are expected to
arrange your own comprehensive insurance cover for the portion of independent
travel.
• Students doing fieldwork in the European Economic Area (EEA) countries and
Switzerland should complete a European Health Insurance Card (EHIC). This will
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cover you for emergency treatment only and must be kept on you. You can apply for
the card online.
4. Foreign Travel Risks. Check advice on possible security/safety risks for those
traveling abroad given by the Foreign and Commonwealth Office (website at
https://www.gov.uk/foreign-travel-advice). Travel to hazardous destinations (i.e. the
FCO advises against all but essential travel or against all travel) will require the
completion of the relevant risk assessment and approval from the Department
Fieldwork Supervisor, the Head of Department and the University Safety Office.
5. Health Risks. Take appropriate precautions against health risks. Carry form EHIC if
within ECA or Switzerland and sterile needles, etc. in risky areas. Check on the
health risks with University Occupational Health Service before traveling abroad.
Those participating on foreign fieldtrips are strongly advised to have a dental check
up before the trip.
6. Transport in the Field
• Except with the express permission, in writing, of the Head of Department all drivers
on undergraduate field trips/courses shall be members of Departmental Faculty or
staff (except where 3rd party professionals are hired, e.g. coach drivers).
• All minibus drivers will have passed the University of Oxford’s course on minibus
driving, or equivalent training.
• It is the responsibility of the fieldtrip’s organizer to ensure that all drivers have the
appropriate driving licence for the type of vehicle they are to use.
• All drivers on Departmental business are to adhere to the Departmental Driving
Policy.
• The departmental safety committee will regularly monitor transport safety through
direct feedback from participants, and will take appropriate action as necessary.
7. Field course personnel
• All leaders of undergraduate student field courses must be members of Faculty,
Senior Research Staff, or have been approved by Teaching Committee and the DFS.
• All Demonstrators must be members of post-doctoral staff or post-graduate students.
• All Demonstrators must have completed the department’s formal training in
demonstrating.
• At least one Leader or Demonstrator must have formal training in first aid.
8. Buddy System. Whilst conducting fieldwork, staff and students should as a
minimum team up in pairs and communicate at a regular time daily, if possible. Lone
working is permitted only after making a thorough risk assessment, and a safe system
of working has been devised. The risk assessment must describe the protocols in place
for regular communication with external contacts (e.g. local authorities, collaborators,
the Department, the supervisors, friends or family) and pathways to action for those
contacts in the event of a scheduled contact time being missed; e.g. who should be
contacted and when.
9. Journey Plan. The details of itineraries, travel plans, flight numbers and dates,
vehicle details, passport details, visa, contact names, and telephone numbers should
be captured on the Field Work Risk Assessment
20
Annex H
WORK OUTSIDE NORMAL WORKING HOURS
It is now University policy that all work outside normal working hours must be controlled by
formal measures. Within the Department of Earth Sciences, the term “normal working
hours” applies to the following periods only: Monday to Friday, 8.00 am to 7.00 pm.
The basic rules for the conduct of work outside normal working hours are as follows:
1. Work in offices, libraries and computing areas.
This may be carried out by people on their own, if required.
2. Work in laboratories (other than the simple use of computers).
This may be undertaken only if authorised by the individual with executive authority
for that laboratory – as listed in section 1 of this document and should be undertaken
with at least two persons present or at least a second person able to be contacted,
preferably by being within earshot. In most cases, authorization will not be required
for each occasion such work is carried out, but a separate authorisation will be
required for each task undertaken. The authorisation will depend on factors such as
the age, experience, qualifications and training of the people involved, the nature of
the work to be undertaken and of any hazards associated with it, and the extent and
nature of safety measures in place at the location.
21
Annex I
RISK ASSESSMENTS – Area and COSHH
There is a legal requirement for Risk Assessments to be carried out in all workplaces. This
procedure advises on how these assessments should be carried out and details who is
responsible for conducting them.
Laboratory/Workshop Assessments
The responsibility for the completion of risk assessments for all departmental laboratories
and workshops lies with the person with executive control of that area (see pages 2-4). The
assessment should be completed on a standard form, copies of which are available from Mr.
S Wyatt or the ASO. Either of these individuals may be approached if help is required in the
completion of the assessment. The basic requirements of the assessment are:
1. Identify the Hazards (A hazard is anything that can cause harm). Only those hazards
that could cause significant harm need be listed. Hazards should be recorded in general
terms, e.g. “toxic chemicals” “working on live electrical equipment” “use of Class 4
lasers”, etc.
2. Consider the severity of each hazard. For example, “death”, “burns”, “cancer
following long exposure” “broken limb or limbs”, “irritation of the nose and throat on
inhalation” etc.
3. Identify those who may be affected by the hazard. This includes all those who
normally work in the area, but also consider categories such as “cleaners”, “visitors”,
“contractors”, etc.
4. Identify existing control measures. List the current measures that have been
introduced to reduce risk levels.
5. Consider the need for further action. Here you should examine the residual risk levels
remaining after implementation of the existing control measures. (A risk is the
likelihood of someone being harmed by the hazard.) This is clearly something of a
subjective judgment, but the application of common sense will go a long way toward
making things simpler. For example:
You must now determine whether everything reasonable is being done to control the risks.
You should consider who is exposed to the risk, as controls that might be perfectly adequate
for a member of staff may not be safe for students unless, for example, “working under
supervision” or “working only when authorised to do so” are added on to existing safeguards.
The age, experience, qualifications, knowledge and awareness of all individuals involved
must be assessed. If any further action is required to reduce the residual risk levels you
should inform Mr. S Wyatt or the ASO as soon as reasonably possible.
Completed risk assessments should be kept in the folder outside the entrance door to the
laboratory/workshop to which they relate.
Risk assessments must be reviewed bi-annually and a record of the date of review is to be
made on the form. In addition, the assessments should be reviewed on the introduction of
any significant new hazards during the year.
22
COSHH Assessments
The Control of Substances Hazardous to Health Regulations 2002 (COSHH Regulations –
see University Policy Statement S6/14), control the use at work of any substance that is
hazardous to health. This embraces any substance listed as dangerous for supply and for
which the nature of the risk is specified as very toxic, toxic, harmful, corrosive, flammable,
oxidising or irritant. This covers materials from cyanides and strong acids to toilet cleaners.
It also encompasses all materials for which the Health and Safety Commission has approved
either a maximum exposure limit or an occupational exposure standard. Micro-organisms
hazardous to health, as well as dust, are also included in the definition. Any work including
biological material is also included.
The whole fabric of the COSHH Regulations is built around the concept of Assessment. This
requires that an employer shall not carry out any work which is liable to expose any employee
(or other person who may be affected) to any substance hazardous to health, unless he has made
a suitable and sufficient assessment of the risks created by that work and of the steps needed to
meet the requirements of these regulations.
COSHH assessments must be undertaken for all activities where substantial hazard exist –
before the work commences. It is the Research Group’s responsibility to carry out such
assessments, and the presumption should be that written assessments are required unless
authorised by Mr S Wyatt. For straightforward operations, assessments may be made using a
pro-forma available from the DSO. For more complicated procedures additional written
protocols will be necessary. Mr S Wyatt, can be approached for advice on the completion of
assessments, but it is the responsibility of the Research Group to complete the assessment.
Copies of all COSHH and risk assessments and protocols must be sent to Mr S Wyatt for his
review and authorisation signature. Copies of the completed assessment must be available
within the relevant laboratories.
The availability of COSHH and risk assessments will be checked in the annual safety
inspection. If suitable assessments have not been made, the work will be halted.
23
Annex J
USE OF HYDROFLUORIC ACID
Hydrofluoric acid (HF) is extremely toxic, as well as corrosive, and can cause severe burns to
the skin and eyes. If it comes into contact with skin you may not feel pain at once. HF is
also highly irritating to the respiratory system and very toxic if swallowed. HF may not be
used within the Department unless the following procedure is followed:
1. A COSHH assessment, approved by Mr. S Wyatt, must be completed and made
available in the laboratory where the work will be undertaken.
2. No person may work with HF unless trained by Steve Wyatt. It is the laboratory
supervisor's responsibility to ensure that all new users (including students, staff or
visitors) of HF are sent to the DSO above for such training before they are allowed to
commence work.
3. No work with HF may be undertaken unless a tube of calcium gluconate gel is
available in the laboratory where the work is to be undertaken and its location is made
known to users. It’s expiry date should be checked regularly and a replacement made
if found out of date.
4. All users of HF must be shown a copy of the green HF card by the laboratory
supervisor. A copy must be kept in each laboratory where HF is used, and users are
instructed to take the card with them if they have to attend hospital as a result of an
HF incident. Copies of the card are available from Mr. S Wyatt.
5. HF may only be used during normal working hours.
6. HF must NOT, in any circumstances, be put in glass containers.
7. All bottles containing HF must be stored in a ventilated cupboard and must be labeled
with ‘toxic’ and ‘corrosive’ stickers.
8. HF may not be used unless the correct personal protective equipment (PPE) is worn.
Details of the PPE required will be given in the appropriate COSHH assessment.
9. A spill kit must be available close by all laboratories where HF is used, which should
include powdered calcium carbonate or hydroxide to neutralise spillages. All those
working with HF must be taken through the spill procedure. Any HF spill should be
treated as per the COSHH emergency procedure and the laboratory supervisor
notified as soon as possible.
24
Annex K
WASTE DISPOSAL
Under the Landfill (England & Wales) Regulations 2002, the University is no longer
permitted to dispose of its hazardous waste other than at a registered hazardous waste site.
Each Department must now segregate their waste at source.
Waste and Unwanted Chemicals
The current regulations do not permit the disposal of any chemicals via sinks. All chemicals
have to be disposed of through the University Safety Office and its licensed Contractor.
Please contact Mr S Wyatt (72005 or Steve.Wyatt@earth.ox.ac.uk) to arrange for delivery to
the departmental chemical store. All bottles and other containers of chemicals MUST be
adequately and clearly labelled. Containers of liquids must have tops or seals that do not
allow the contents to leak. Failure to comply with these two requirements will mean that the
chemicals will not be accepted for disposal.
Empty (Glass) Chemical Bottles University regulations prohibit the disposal of empty glass bottles that have contained
chemicals via the “domestic” waste, i.e. our normal waste bins. Please take all bottles to Mr S
Wyatt in 20.35 who will arrange for their disposal. All bottles must be thoroughly washed out
and their tops removed BEFORE taking them to Mr. Wyatt for disposal (clean bottle tops
may be placed in the normal waste bins).
Empty Plastic Chemical Bottles
Plastic containers that have open necks, e.g. solvent bottles, may be washed out and disposed
of via the non-hazardous waste route (the normal bins). Containers that cannot be washed
out, e.g. hydrofluoric acid bottles MUST be treated as hazardous waste and disposed of via
Mr S Wyatt. Containers that remain stubbornly dirty or contaminated must also be disposed
of as hazardous waste.
Waste Oils
Waste oil is collected by Mr. J Long (Workshop) for delivery to the University collection
points. Paper towels, matting and absorption granules that have been heavily contaminated
with oil are to be disposed of as hazardous waste (i.e. via Mr S Wyatt).
Aerosol Cannisters
All aerosol containers, irrespective of their original contents, must be disposed of through the
University’s hazardous waste procedures. Consequently, all unwanted aerosol canisters must be
taken to Mr S Wyatt in 20.35.
Sharps Bins Sharps bins are available from Mr S Wyatt (20.35) and should only be used for:
• Syringe needles (as well as the syringe body)
• Razor blades
• Scalpel blades
• Sharps that are contaminated with biological waste
25
Once full, sharps bins should be taken to Mr S Wyatt who will arrange for their disposal
through the University Safety Office.
Glass Waste 1. Empty 2.5l glass and plastic chemical bottles are returned to the supplier. Please
take to Mr S Wyatt (20.35) after thoroughly washing them out.
2. Laboratory glass (i.e. borosilicate ‘Pyrex’) Cardboard boxes for the disposal of
glass waste, for example, broken laboratory glassware etc are kept in several
locations around the department. All laboratory glass must be clean or cleaned
prior to being placed in the boxes. When the boxes are ready for disposal, they
should be sealed (with tape), clearly marked as containing broken glass, and then
placed in the ordinary waste bins situated outside our buildings. If the waste
material is broken, or otherwise has sharp or jagged edges, it is YOUR
responsibility to ensure that it is packaged safely. If you require help with the
disposal of these boxes please contact Mr. A Hewson.
3. Other normal glass waste should be thoroughly washed and put in the building
glass recycling bins.
4. Contaminated glass should be considered as hazardous waste. There should be
very little of it, because end users must clean out all glassware or bottles if
practicable. In exceptional circumstances, where contaminated glass cannot be
cleaned and disposed via the general waste stream, contact Mr. S Wyatt for
advice. Please note that if the waste material is broken or otherwise has sharp or
jagged edges, it is your responsibility to ensure that it is packaged safely and
labelled with full details of what is contained within the packaging and what the
contaminant is. Inappropriately packaged or labelled contaminated glass will not
be accepted for disposal.
Batteries
ALL (including conventional zinc/carbon) batteries are must now be disposed of via the
hazardous waste system. Terminals of lead acid and lithium batteries must be covered with
tape prior to disposal to prevent possible short circuits. Batteries should be placed in the
collection box by the Reception photocopier. Larger batteries should be taken to Mr S Wyatt.
Electrical Equipment
Some electrical equipment contains hazardous material, for example, rechargeable batteries
and must be disposed of correctly. Should you have any piece of electrical/electronic
equipment to get rid of that you believe may contain hazardous materials please consult Mr S
Wyatt prior to disposal.
Computers and Monitors
All computers and monitors should be disposed of via the IT section. Contact Mr. S Usher
(82110 or stephen.usher@earth.ox.ac.uk).
Cathode Ray Tubes
All types of cathode ray tubes have to be disposed of via the hazardous waste system. Contact
Mr S Usher ((82110 or stephen.usher@earth.ox.ac.uk)) for further details. Same as above
Refrigerators and Freezers
All refrigerators and freezers must be disposed of through the University Safety Office.
Please contact Mr A Hewson (72054) for further details.
26
SUMMARY OF WASTE DISPOSAL INSTRUCTIONS
Item Disposal route
Chemicals and aerosols Please contact Steve Wyatt (72005 or
Steve.Wyatt@earth.ox.ac.uk) to arrange for delivery to the
departmental chemical store
Batteries of all types Place in collection box by the Finance Office.
Domestic chemical
containers with orange
hazard sign e.g. bleach,
toilet cleaner etc
If at all possible, wash out container with water and place
in non-hazardous waste stream (ordinary bins). Unwashed
containers or waste products via Steve Wyatt (72005 or
Steve.Wyatt@earth.ox.ac.uk)
Solvent based paints
and varnishes and
“empty” tins
Please contact Steve Wyatt (72005 or
Steve.Wyatt@earth.ox.ac.uk) to arrange for delivery to the
departmental chemical store
Oily and paint
impregnated rags
Please contact Steve Wyatt (72005 or
Steve.Wyatt@earth.ox.ac.uk) to arrange for delivery to the
departmental chemical store
Waste oil Please contact Jamie Long (72060 or
Jamie.long@earth.ox.ac.uk
Fluorescent tubes Please contact Jamie Long (72060 or
Jamie.long@earth.ox.ac.uk
Glass AND empty glass
reagent bottles
MUST be washed, cleaned and tops removed, and then via
Steve Wyatt (72005 or Steve.Wyatt@earth.ox.ac.uk)
Empty plastic chemical
containers
Must be washed prior to placing in non-hazardous waste
stream (unless unsafe to do so).
Fridges & freezers Please contact Ashleigh Hewson (72054 or
ashleigh.hewson@earth.ox.ac.uk)
Computers and
monitors
Please contact Stephen Usher (82110 or
stephen.usher@earth.ox.ac.uk)
Electrical equipment
containing hazardous
substances (e.g.
rechargeable batteries,
pcbs, etc).
Please contact Steve Wyatt (72005 or
Steve.Wyatt@earth.ox.ac.uk) for further advice.
Components containing
mercury (eg light bulbs
& electrical switches)
Please contact Steve Wyatt (72005 or
Steve.Wyatt@earth.ox.ac.uk) for further advice.
Toner cartridges Please take to Reception.
Sharps Bins Please contact Steve Wyatt (72005 or
Steve.Wyatt@earth.ox.ac.uk) to arrange for delivery to the
University Safety office.
Equipment containing
hazardous material e.g.
refrigerant, asbestos,
and oils
Please contact Steve Wyatt (72005 or
Steve.Wyatt@earth.ox.ac.uk)
27
Annex L
BIOLOGICAL SAFETY AND GOOD MICROBIOLOGICAL PRACTICE
Under the Management of Health and Safety at Work Regulations 1999, the University has a
duty of care to ensure that departments undertaking biological research, or using certain
biological agents, comply with legislation affecting their activities. To help accomplish this
we are required to notify the University Safety Office of any biological work we undertake.
It is therefore mandatory Departmental Policy that anybody wishing to bring biological
samples into the Department or undertaking work of a biological nature notifies the
Departmental Biological Safety Officer (BSO), Dr. J Snow, before starting such work.
It is also mandatory that all new members of the Dept of Earth Sciences starting biological
work, or those starting such work for the first time, attend a Biological Safety and Genetic
Modification safety course1 within the first term the work commences. This course is offered
by the University Safety Office at least once a term.
All biological work must also be covered by an appropriate risk and COSHH
assessments2.
Research utilising micro-organisms, cell lines or other biological agents involves the use of
both good biological practice and containment. Often these terms are misused and
misunderstood. The simplest way of describing them is as follows:
• Good biological practice is used to keep organisms or cell cultures being handled in
the "test tube" and without any other organisms getting in and contaminating the
work.
• Containment is used to ensure that if any biological agents get out of the "test tube"
(either by accident or when the work is finished) they are unlikely to present a danger
to laboratory workers and they do not get out of the laboratory (the laboratory is
acting as a container).
The principles of good biological practice and containment are set out below. Since research
with biological agents in the Dept of Earth Sciences has mainly been with micro-organisms,
greater emphasis in the following sections will be placed on good microbiological practice.
However, the points made are equally valid when dealing with related biological material,
e.g. cell/tissue culture.
GOOD MICROBIOLOGICAL PRACTICE
Good microbiological practice should be applied to all types of work involving micro-
organisms (including genetic modification work), and irrespective of containment level.
An important aspect of good microbiological practice that often gets over-looked by the non-
specialist is that experienced microbiologists handle all micro-organisms and cultures as if
they are pathogenic (even if they are working with Hazard Group 1 organisms) by routine
1 Bookings are made through the Oxford University Safety Office -
http://www.admin.ox.ac.uk/safety/oxonly/biosafe/biotrain/ 2 See Risk Assessments – Area and COSHH section for further details
28
use of aseptic techniques and other good microbiological practices. Whilst they may be
intending to grow a particular (non-pathogenic) organism the possibility of unintentionally
culturing a (pathogenic) contaminant should always be acknowledged. Furthermore, whilst it
is unlikely that organisms in Hazard Group 1 will cause disease, many have the potential to
cause opportunistic infections and pathogenic potential may well be altered under laboratory
growth conditions.
Aseptic techniques and other good microbiological practices achieves two very important
objectives that are mutually exclusive. These are:
• the prevention of contamination of the laboratory by the organisms being handled;
and
• the prevention of contamination of the work with organisms from the environment.
The first is of prime importance as it covers the safety of those working in the laboratory,
whereas the second is a key consideration in relation to the quality of the research. The
incentive to apply these principles should therefore be high.
Aseptic technique is based on creating a clean micro-environment in which to grow and keep
the micro-organism of interest. The explicit purpose of the aseptic technique is to ensure the
purity of the micro-organism by preventing unintentional contamination with other micro-
organisms. The micro-environment is usually some sort of culture or holding vessel such as
a flask, bottle (bijou, McCartney, universal etc) or petri dish, and the organisms can either be
on a solid agar medium or be suspended in a broth, diluent or other fluid medium.
The principles of aseptic technique are:
i. ensuring the work surfaces are clean and washed with sterilising solution (e.g. 70%
Ethanol solution or 1% Virkon solution) prior to beginning any work, and always
wear protective hand and eye-wear.
ii. all items required to complete the task must be within reach and all components of the
system (the inside of the vessel, the medium and any objects used in the manipulative
processes) must be sterile;
iii. in the inoculation, incubation and processing steps particular care must be taken to
avoid cross-contamination. This involves:
• keeping the vessel closed except for the minimum time required to introduce or
remove materials;
• working with a Bunsen burner and flaming the opening of the vessel (passing it
quickly through the Bunsen flame) whenever tops are removed. The upwards
current of hot air created by the bunsen prevents contaminated air or particles
entering the culture vessel when the lid is open;
29
• using manipulation techniques that minimise any possibility of cross
contamination eg: opening lids with the little finger so that tops are not put down
on the benches; and
• ensuring that all of the objects that may come into contact with the culture, such
as loops and pipette tips, are sterile before use, are not contaminated by casual
contact with the bench, fingers or the outside of the bottle etc during handling, and
are decontaminated or disposed of in a safe manner immediate after use.
In addition to aseptic technique good microbiological practice encompasses a wide range of
other working methods that minimise the cross-contamination of work and workplace. These
include for example:
i) Using manipulation techniques that minimise the possibility of producing aerosols:
• mix by gentle rolling and swirling rather than vigorous shaking (to avoid
frothing);
• pipette by putting the tip into a liquid or onto a surface prior to gently ejecting the
pipette contents (to avoid bubbling and splashing);
• have vessels in very close proximity when transferring liquids between them (to
avoid falling drops splashing)
• use loops only after they have cooled down after flaming (to avoid spitting)
• do not over-fill centrifuge pots (to avoid leakage into centrifuge) and
• always carry and store cultures etc (bottle and plates) in racks or other containers
(to avoid accidental dropping and smashing).
ii) Keeping the laboratory clean and tidy:
• only have on the bench those items necessary for the task in progress (to avoid
unnecessary clutter which would increase the likelihood of things getting knocked
over and also to minimise the problems of cleaning up in the event of a spill);
• plan and lay out work so that everything needed for an experiment is ready at
hand (this should allow the worker to sit at the bench and work comfortably);
• Implement a visual system for the laboratory to designate areas for storage, work
and waste disposal. Such a system includes a visual system for identifying
equipment and consumable that are sterile (e.g. autoclave tape) or contaminated
(e.g. biosafety signs on waste disposal bins);
• at the beginning and end of each experiment tidy and clean the bench (e.g. 70%
Ethanol solution, 0.5% bleach, or 1% Virkon solution) and always wash hands, in
the event of spillage etc. always clean it up immediately and wash hands;
30
• avoid putting anything on the floor (to avoid tripping hazards and minimise the
problems of cleaning up in the event of a spill);
• clean out water baths regularly (to minimise microbial contamination in the
water);
• clean down open shelving, benching, window-sills etc and items on them
regularly (to prevent build up of dust and debris, store infrequently used items in
cupboards and drawer);
• clean floors regularly (to prevent build up of dust and debris, particularly in areas
that are difficult to get to);
• sort through items stored in fridges and freezers, on shelves and benches etc.
regularly and throw away unwanted items; and
• keep sinks clean (hand wash basins and taps should be cleaned daily).
CONTAINMENT
Work with micro-organisms, cell lines and related biological agents is undertaken in
containment laboratories. There are 4 different levels of containment and the level of
containment under which a particular micro-organism should be handled is indicated by the
corresponding Hazard Group3 of the organism.
The principles of containment are applied in both the basic design and facilities in the
laboratory and the working practices of all the people in the laboratory. The purpose of
containment is not only to prevent the micro-organisms getting out of the laboratory but also
to ensure that the workers are safe in the laboratory. The latter is achieved by blocking
infection routes.
The working practices that are fundamental to containment, and the reason for these, are
described below. The additional constraints that apply for Containment Level 3 are not
included here as specialised training in safe working practices must be given to all workers in
these types of laboratories.
i) Restrict access - only let those people into the laboratory who have good reason for
entry:
• keep the laboratory door closed (the sign restricting access is then clearly
visible and people are less likely to wander in); and
• limit access to the laboratory to laboratory staff and other authorised persons
only so as to minimise the number of people likely to come into contact with
(and spread) any contamination.
3 Health and Safety Executive - The Approved List of biological agents (updated 2013)
http://www.hse.gov.uk/pubns/misc208.pdf
31
ii) Wear protective clothing - any contamination should be left in the laboratory and
not taken to other areas in the building or home at the end of the day
Laboratory coats must be worn in all Containment Laboratories. It is therefore
permissible to wear shorts or skirts underneath. However, sensible shoes must
also be worn to prevent exposure to splashing or falling objects. Open toed
sandals, beach shoes, etc. are not permitted in wet laboratories at any time.
Where there is significant risk of exposure to larger volumes of biological
agents (e.g. using bioreactors, fermenters, large holding facilities for animals)
consideration should be given to providing underclothing or theatre scrub type
clothing as well as appropriate footwear such as clogs or Wellington boots.
• Laboratory coats should be kept or stored separately in the laboratory suite so
that any contamination is not transferred to personal belongings by close
contact. Laboratory coats should be removed when leaving the laboratory.
• Protective gloves must be worn at all times during microbiological, tissue
culture or molecular procedures, but must be removed and disposed of in
biohazard waste when leaving the laboratory suite. On no account should
protective gloves be worn when moving between laboratories.
• Protective gloves must be removed when touching any common work area in
the laboratory suite to prevent contamination of that area e.g. fridge handle.
Hands must be washed upon removing gloves and prior to either working in
common areas or leaving the laboratory.
• Protective eyewear must be worn when working in Containment Laboratories,
or other overt “wet” biological laboratories or support rooms (e.g. autoclave
facilities). This eyewear may take the form of safety spectacles or “normal”
prescription spectacles where these will provide sufficient protection to the
eye from inadvertent splashing or exposure to low impact debris (e.g. bone
fragments when undertaking dissection). More robust eye protection, such as
prescription safety spectacles, protective over-glasses, goggles or face shield,
must be used where this is identified by risk assessment as being required. It
is recommended that all laboratory workers are provided with their own
personal pair of safety spectacles and all departments are obliged to provide
employees with prescription eye protection where this is required.
iii) Block routes of infection by the consistent application of simple precautions:
• Ingestion route - never ever put anything in the mouth
o Eating, chewing, drinking, smoking, storing of food and applying cosmetics
in the laboratory are all prohibited.
o Mouth pipetting, licking labels, chewing pens and finger nails, biting to cut
or tear things instead of using scissors, holding things between the teeth,
32
licking fingers or spitting to wet things, etc. all must not take place in the
laboratory.
o Hands must be disinfected or washed immediately when contamination is
suspected, after handling infective materials and also before leaving the
laboratory (contamination on hands commonly gets transferred to mouth by
everyday activities).
• Percutaneous route - avoid likelihood of puncture wounds and always keep
breaks in skin covered:
o Avoid using sharps wherever possible. If this is not feasible then handling
procedures should be designed to minimise the likelihood of puncture
wounds. Wherever possible glass items (including glass pipettes) should be
replaced with plastic alternatives.
o Used sharps should be placed directly into a sharps bin. Equipment should
not be put down and transferred later as this increases the risk. Unless safe
means have been introduced, needles should not be resheathed. Sharps bins
should not be overfilled, used sharps protruding from bins are very
dangerous for those who have to handle them.
o The term sharp should be taken to refer to any item that is sharp and not be
restricted to needles and scalpels. Commonly used items that could easily
cause damage to the skin include all glass items (including microscope
slides and cover slips), ampoules, pointed nose forceps, dissection
instruments, scissors, wire loops that are not closed circles and gauze grids
used in electron microscopy work. This list is not exhaustive and all items
should be assessed for sharp edges. Cracked and chipped glassware should
always be discarded immediately.
o All workers in the laboratory should cover cuts and abrasions with
waterproof dressings.
o To prevent workers from spreading contamination that can be picked up
from various sources by all staff in the laboratory, good basic hygiene
practices, including regular handwashing, must be practiced at all times; at
the end of each working session (or day) benches and equipment should be
routinely cleaned and disinfected.
o Eye protection (goggles or safety glasses) and a plastic overall should be
worn if splashing is likely to occur.
o Wearing of gloves gives additional protection if the micro-organism being
handled infects via the percutaneous route. If gloves are worn for this
reason then it is recommended that two pairs of disposable gloves be worn
when handling samples (minor damage to thin gloves often goes undetected
until skin contamination is noticed). If during use the outer glove becomes
33
punctured or grossly contaminated it should also be disposed of and hands
should be washed and clean gloves put on.
o On completion of work gloves should be removed and discarded, and hands
should be washed. Disposable gloves should not be re-used as
contamination is likely to be transferred when these are put back on.
• Inhalation route - care must be taken to minimise the production of aerosols:
o Good microbiological practice must be used to prevent aerosols being
produced.
o For manipulations such as vigorous shaking or mixing and ultrasonic
disruption etc, a microbiological safety cabinet or equipment which is
designed to contain the aerosol must be used.
o A microbiological safety cabinet must be used for all procedures involving
a micro-organism that is infectious via the respiratory tract.
o Microbiological safety cabinets only protect against airborne hazards.
Good microbiological practice should always be used when working in a
cabinet as no protection is afforded against skin contamination and
infections may therefore result by percutaneous and ingestion routes as
described above.
iv) Use disinfection procedures to prevent spread of any contamination:
• effective disinfectants must be available for routine disinfection and immediate
use in the event of spillage;
• bench tops should be routinely disinfected after use;
• all surfaces should be disinfected immediately following any spillage;
• all surfaces should be disinfected before any maintenance or cleaning staff are
permitted to work in the area; and
• all specimen containers, glassware and used equipment should be immersed in a
suitable disinfectant before cleaning or disposal. Used laboratory glassware and
other materials awaiting sterilisation must be stored in a safe manner. Pipettes, if
placed in disinfectant, must be totally immersed.
v) Use of waste disposal procedures that ensure that all contaminated materials are
disposed of safely:
• all waste materials must be made safe by autoclaving or disinfection before
disposal;
• every member of the Dept of Earth Sciences, or visiting researcher, is solely
responsible for the biological waste they generate and will dispose of the waste in
a timely and safe manner;
• all researchers generating biological waste that needs to be autoclaved must
acquire autoclave training from the Dept of Earth Sciences BSO, ASO (Linda
Curson), or their deputised assistant(s);
34
• material for autoclaving must be transported by laboratory members to the
autoclave in robust containers without spillage. Once autoclaved, the biological
waste must be removed from the autoclave, allowed to cool to ambient room
temperature and then disposed of in the waste bins outside the support lab for final
disposal by the departmental cleaners. To mark autoclaved bags for disposal, the
cooled autoclave bags must sealed, placed into a black bag, before being disposed
of in the bins outside the support lab.
vi) All accidents should be reported so that appropriate action can be taken to
minimise the likelihood of illness developing (and minimise the risk of passing
this on to family, friends and others outside the laboratory);
• all accidents and incidents must be immediately reported to and recorded by the
person responsible for the work;
• a full accident record should be prepared and forwarded to the Safety Office. In
the event of potential exposure the Occupational Health Service should be
informed immediately;
• in the event of an accident resulting in a wound, it should be encouraged to bleed
and the area washed with soap and water but without scrubbing. The wound
should be covered with a waterproof dressing. Any contaminated skin,
conjunctivae or mucous membranes should be washed immediately;
• particular care should be taken to ensure that others in the laboratory do not help
with the clear up of accidental spillage (especially where there has been an
accident that involves broken glass) if they are not aware of the potential risks and
trained in safe working practices; and
• where an accident results in a release of contaminated material the clear up
procedures must be carefully assessed for risk and safe working practices adopted.
vii) Staff must be trained and proficient in safe working practices and techniques
for the safety of themselves and other persons in the laboratory:
• Workers must be able to recognise how exposure can occur and how it can be
prevented.
It is important to emphasise that gloves and microbiological safety cabinets are used as
additional control measures for some Containment Level 2 work depending on the route of
infection of the micro-organism being handled. They do not need to be used for all Hazard
Group 2 pathogens. The use of gloves and cabinets for work protection (such as tissue
culture work) should not be confused with their use for worker protection although in some
instances cabinets will have the dual functions of providing both work and worker protection.
35
Annex M
BIOLOGICAL LABORATORY DISINFECTION POLICY
• General laboratory disinfection: Wash down benches, centrifuges, microbiological
safety cabinets etc. with freshly prepared 1% Virkon using tissue, cloth, or spray.
Take care treating centrifuge buckets or rotors - ensure compatibility. Metal surfaces
should be wiped after 10 minutes to remove excess solution.
• Experimental material: Make unwanted phage, viral, bacterial, yeast, or cell cultures
to 1% Virkon (final concentration) using freshly prepared stock Virkon solution or by
adding Virkon powder directly. Treat for 1 hour. Material can then be discarded to
the drains.
• Agar plate cultures: Cultures from Hazard Group 1 organisms should be autoclaved
prior to disposal through the domestic waste. Disposal of plates from Hazard Group 2
and 3 organisms should be in accordance with Departmental Policy and clearly stated
in individual risk assessments - consult the Biological or Area Safety Officer.
• Contaminated disposable plasticware: This should be either autoclaved or
disinfected with 1% Virkon and put in domestic waste.
• Sharps and syringes: These both should be disposed of (used and unused) in a sharps
box which when full must be sealed and sent for incineration. The plastic body of a
syringe should not be disposed of through the regular waste stream and instead should
always be placed in a sharps box.
• Gloves: All hand protective-wear must be disposed of in a biohazard bag and
autoclaved.
• Blood: Make blood from low risk populations to 2% Virkon (final concentration) and
treat for at least 1 hour. Material can then be discarded to the drains. Large quantities
of blood and blood from risk groups should be discarded via the clinical waste system
- consult the Biological Safety Officer for advice.
• Hazard Group 2 and 3 organisms: Work with such material should have
disinfection procedures clearly specified in the risk assessment and posted in the
laboratory. Virkon may be appropriate for most work but is not necessarily effective
against all micro-organisms and an appropriate disinfectant must be used for each
pathogen. Stock disinfectants without colour activity indicators MUST have the
concentration and a use by date clearly marked and users must be aware of the contact
time required to ensure disinfection. Advice on the efficacy of various types of
disinfectant can be found in University Policy Statement S5/09.
• Spills and splashes: Sprinkle Virkon powder onto spillage area and leave for 10
minutes before sweeping up and disposing via sink. Splashes on skin should be
wiped off with 1% Virkon.
• Microbiological safety cabinets, cell culture items: Wipe down before and after
use with 70% ethanol using tissue, cloth, or spray. Unless there are compelling
reasons, flaming should not be used for disinfecting items in a cabinet as this can
compromise the airflow. NEVER MIX FLAME AND ETHANOL IN A
CABINET. Cabinets should be deep cleaned weekly using Virkon as for general
disinfection
36
All laboratories should use Virkon as the disinfectant of choice for most applications. Virkon
has a broad spectrum bactericidal and virucidal activity, is of low hazard to human health, has
good cleaning properties, has a colour activity indicator, and shows reduced metal tarnishing.
Stock solutions (2 -5%) should be labelled with the actual concentration and date made up.
Virkon solution has a seven day shelf life approximately. It should not be used if it is old and
has lost (or is too dilute to see) its pink activity indicator colour. Alternatives, and dependent
on experiment and apparatus, is 70% Ethanol or 0.5% bleach.
Virkon Risk Assessment:
Virkon is an irritant but is of low human toxicity and is bio-degradable. Virkon should be
handled using Good Laboratory Practice: Wear eye protection when making up or dispensing
stock solutions and wear a particle face mask if handling larger quantities of powder (>100g)
outside a fume cupboard. 1% Virkon solution is deemed non-irritant, wash off splashes to
skin or eyes with water. Please consult material safety data sheet for further information.
37
Annex N
ACTION IN THE EVENT OF A SPILL
For spills involving radioactive substances follow the local radiation safety rules.
For chemical and biological substances, assess size of spill and hazard posed to personnel
and fabric. Do not attempt to clear up a large hazardous spill if working alone.
Is it possible to clear up spill without compromising safety of you or your colleagues?
NO:
• For hazardous chemical open windows or switch on fume cupboard to allow
circulation of air if safe to do so. For hazardous biological spills vacate area
immediately to allow any aerosol to settle.
• Warn and evacuate all other personnel in vicinity.
• Seal access to area, and inform supervisor and/or appropriate safety officer as soon as
possible. If out of hours inform Security Services, Tel: 89999.
YES:
Chemical spill (e.g. low conc. acids; solvents; buffer solns.):
• Use ECOSPILL spillage kit (located in laboratory wing corridors) to contain medium
to large spillages.
• Wear appropriate personal protective equipment; gloves resistant to spilt material,
safety spectacles or goggles, lab coat, sturdy footwear.
• Contain spill with absorbent sock (if you have them) and soak up spill with absorbent
pads. Put sock and pads in a plastic bag, label, and dispose of through University
hazardous waste system.
• Follow COSHH emergency procedures using the spill kits located on all laboratory
corridors. If the task is deemed too great, evacuate the area and report to Mr. S Wyatt,
Mr. A Hewson or call the fire brigade.
• Inform Departmental Safety Officer of items used from spill cupboard or ensure
laboratory spill kit is replenished.
Biological spill (e.g. bacterial or tissue culture suspension; non-infectious blood):
• Sprinkle Virkon powder liberally over spill. Do not add Virkon in solution as this
will increase the size of the spill.
• Cordon off area and leave for at least thirty minutes for all fluid to be absorbed by
Virkon and for disinfection to occur.
38
• Sweep up spill
• If spill involves Class 2 genetically modified micro-organisms or other hazardous
micro-organisms place in autoclave bag and send to be autoclaved.
• If spill involves blood place in bag and put in clinical waste (yellow bag) system at
appropriate point.
• For all other biological spills place in sink and run to drains.
Enter details of all potentially hazardous incidents in Departmental Accident book.
39
Annex O
CHILDREN VISITING THE DEPARTMENT
Although the University undertakes, as far as is reasonably practicable, to ensure that its
premises are low risk to children, many University buildings, due to their age or the work
being done within them, are simply not designed with the needs of children in mind. General
risks regarded as trivial for mature visitors may be more significant for children and in
general the University does not have the facilities to contain children safely, other than in
those specific locations or circumstances where formal arrangements have been put in place
to manage them.
If alternative arrangements cannot be made and it is absolutely necessary to bring children to
work, permission should be sought, in advance if at all possible, and certainly as soon as the
children are brought on-site, from the Head of Department or Administrator, so that
appropriate safety management arrangements can be made to accommodate them.
In particular a risk assessment should be produced accounting for the following factors:
(a) The age of the child(ren)
(b) High risk areas of the department - access is absolutely prohibited in:
• workshops
• laboratories
• plant rooms and roof tops
• kitchens and food preparation areas
• departmental supply and waste stores, or goods receiving areas
• any other areas designated as ‘authorised access only’
unless this is a planned event, such as for work experience training or open days and
even then they must be accompanied by a responsible staff member at all times.
General areas If there is no alternative to bringing children to work, and the Head of Department or the
Administrator has agreed this, then the children should be restricted to general areas, such as
common rooms and offices. Even in low risk areas special consideration should be given to
the potential for slips trips and falls, especially from stairs and landings. Windows which may
be accessible to children should be of restricted opening and any low level glazing protected
against breakage, or resist breakage.
Supervision Children must always be accompanied while on University premises and on no account
should they be permitted unsupervised access even to low risk areas. Parents cannot delegate
this responsibility.
Emergency procedures Planning should take account of the limited mobility of young children and the possible need
for parents to receive assistance in the event of an emergency situation arising.
40
Annex P
LASER SAFETY
All lasers entering the department, even if on loan, must be registered with the Departmental
Laser Supervisor (DLS), Nick Belshaw. The only exceptions are for inherently safe Class 1
lasers (e.g. laser printers, CD players, etc) and laser pointers below class 3. You must register
Class 1 by design products that have embedded Class 3 or 4 lasers where beams might be
exposed during routine servicing or maintenance. This requires completion of the Laser
registration form, LS1. This form is available on the Safety Office web site – as detailed at
the bottom of this policy.
Before first use of the laser the supervisor must consult with the DLS with regards to how the
laser is to be used and what measures are to be put in place to control any associated hazards.
The DLO will advise if further assessment and/or record keeping is required (which depends
on the class of laser being used and its set-up). If any change in use, including withdrawal
from operation should take place the DLS should be notified.
It is the supervisors responsibility to ensure that the University Safety Policy on Lasers is
complied with for Class 1 (with class 3 and 4 embedded), Class 3 and Class 4 lasers when
they are serviced by staff or visiting engineers. Users who may be responsible for Class 3 and
Class 4 Lasers are reminded of the importance of attending the University Laser Safety
Lectures.
Further detail is provided within the University Safety Office policy document which is
available at: http://www.admin.ox.ac.uk/safety/policy-statements/s2-09/.
41
Annex Q
RADIATION SAFETY
Ionising Radiation
No work with ionising radiation may take place without the approval of the Radiation
Protection Supervisor (RPS); Prof. Gideon Henderson. No such approval shall be given
unless:
That work can be justified by the fact that the scientific benefits offset any associated
risks;
Suitable risk assessment and the associated control measures reduces radiation
exposure as low as reasonably practicable and below all legal limits;
The quantities of radioactive materials in use and waste, are minimised;
All relevant legislation and University Safety Policy is demonstrably met.
All individuals must:
Recognise where they are likely to encounter sources of ionising radiation during
their work;
Be familiar with basic safety precautions relating to ionising radiation;
Recognise that they should not continue in any situation where they feel exposed to
an inadequately controlled risk;
Complete any training required;
Comply with any local rules, written arrangements or operating procedures relating to
work with ionising radiation;
Report any accidents or incidents, including near misses, to their supervisor and the
RPS;
Be aware of the importance of notifying their supervisor as soon as possible if they
are pregnant or breastfeeding.
Information about the allowed use of ionising radiation in the department is displayed in the
ground-floor atrium.
Non-Ionising Radiation
Although there are many sources of non-ionising radiation in the department (e.g. lighting,
microwave ovens, task lighting, etc) very few will pose a significant risk. Sources that do
pose a significant risk are generally associated with research projects or only pose a risk
during maintenance activities when existing controls are removed.
Where there is a potential risk from non-ionising radiation a written risk assessment must be
completed by the relevant supervisor and sent to the ASO for review.
Non-ionising radiation is subdivided into Optical Sources and Electro-Magnetic Fields.
a) Optical Sources
Examples of potentially hazardous sources are:
42
UV transilluminators;
Any risk group 3 lamp or lamp system (including LEDs). As defined in British
Standard BS EN 62471.
Class 3R, 3B and 4 lasers (see appendix P)
b) Electro-Magnetic Fields (EMF)
Examples of potentially hazardous sources are:
Dielectric heating and welding;
Induction heating;
RF plasma devices and vacuum depositing and sputtering
Further information and guidance, on both ionising and non-ionising radiation, is available
from the University Safety Policies:
Non-Ionising Radiation at: http://www.admin.ox.ac.uk/safety/policy-statements/upss411/
Management of Work with ionising radiation at:
https://www1.admin.ox.ac.uk/safety/oxonly/upss0112/.
43
Annex R
METAL FREE LABORATORIES (MFL)
The MFL bears particular safety issues due to the nature of the work undertaken in this area.
To control the hazards associated with the chemical work in this area an MFL Laboratory
Manual has been written with which all users must comply. Copies are available from Dr.
Jane Barling.
Whilst the safe conduct of all personnel within the MFL remains the responsibility of those
PIs who have executive authority for each MFL lab; Dr. Jane Barling has been given day to
day authority over the safe control of the entire suite and has the Head of Department’s
authority to direct others.
All new MFL users must familiarize themselves with the MFL Lab Manual and must have
received suitable training and instruction from their supervisor. No individual may
commence work without the formal approval of Dr. Barling, who will train them in the rules
and procedures of the MFL before such approval will be given.
No work involving the use of a hazardous chemical may start before a COSHH assessment
has been completed and signed off by the DSO (Steve Wyatt). All COSHH assessments for
the MFL must contain information on the cabinet type and the cabinet settings to ensure
adequate safety is maintained.
Further information about the safe running of the MFL is available in the MFL Safety
Manual.
Recommended