H:\Website FM\BUGS\2015 Building User Guide University Offices.docx

UNIVERSITY OFFICES

Building User Guide

Dated: 27/11/2015

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Contents INTRODUCTION .................................................................................................................................... 3

WHAT IS FACILITIES MANAGEMENT (FM)? .................................................................................. 3

FACILITIES MANAGEMENT - USEFUL CONTACTS ....................................................................... 3

BUILDING MATTERS ........................................................................................................................... 5

General Information ............................................................................................................................. 5

Building Security .................................................................................................................................. 5

Access Control .................................................................................................................................. 5

Lockdown System ............................................................................................................................ 6

CCTV................................................................................................................................................ 7

Visitors ................................................................................................................................................. 8

Parking .................................................................................................................................................. 8

Cycle Parking ....................................................................................................................................... 8

Staff Lockers......................................................................................................................................... 8

Combination Door Locks ..................................................................................................................... 8

Lost & Found Property ......................................................................................................................... 9

Reporting an Item Missing ............................................................................................................... 9

Space Management ............................................................................................................................... 9

GENERAL FM SERVICES ..................................................................................................................... 9

Meeting Rooms..................................................................................................................................... 9

Stationery ............................................................................................................................................ 10

Staff Showers ...................................................................................................................................... 10

Lifts ..................................................................................................................................................... 10

Lighting .............................................................................................................................................. 11

Building Temperature ......................................................................................................................... 11

SERVICES ............................................................................................................................................. 12

Catering .............................................................................................................................................. 12

Hospitality ...................................................................................................................................... 12

Reprographics and Photocopying ....................................................................................................... 12

Reprographics ................................................................................................................................. 12

Photocopying .................................................................................................................................. 12

Mail Service ........................................................................................................................................ 13

Collection Point .............................................................................................................................. 13

University Messenger ..................................................................................................................... 15

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Courier Services ............................................................................................................................. 15

Plants .................................................................................................................................................. 16

Building Maintenance ......................................................................................................................... 16

Cleaning .............................................................................................................................................. 16

Fridges ............................................................................................................................................ 16

Microwaves .................................................................................................................................... 16

Dishwashers .................................................................................................................................... 16

Windows ......................................................................................................................................... 16

Spillages.......................................................................................................................................... 16

Waste Management ............................................................................................................................ 17

General Waste ................................................................................................................................. 17

Recycling ........................................................................................................................................ 17

Glass ............................................................................................................................................... 18

Cardboard ....................................................................................................................................... 18

Confidential Waste ......................................................................................................................... 18

Special Waste ................................................................................................................................. 19

HEALTH & SAFETY ............................................................................................................................ 19

Safety Notices and Announcements ................................................................................................... 19

Accidents, Incidents & Near Misses ................................................................................................... 20

First Aid .............................................................................................................................................. 20

Fire Evacuation Procedures ................................................................................................................ 21

Fire Assembly Point ........................................................................................................................... 21

Disability Refuge Points ..................................................................................................................... 22

Disability Access ................................................................................................................................ 22

Manual Handling ................................................................................................................................ 22

Lone working / Out-of-hour emergency procedures .......................................................................... 23

DSE Assessments ............................................................................................................................... 23

Self-Assessment Program ............................................................................................................... 23

PAT Testing ........................................................................................................................................ 23

Employee Liability ............................................................................................................................. 24

Harassment Advice ............................................................................................................................. 24

Smoking Policy................................................................................................................................... 24

GENERAL SAFETY MATTERS .......................................................................................................... 25

Chemicals or Substances Hazardous to Health (COSHH) ................................................................. 25

Appendix 1 ............................................................................................................................................. 26

The role of a Fire Marshal at University Offices ................................................................................ 29

APPENDIX 2 ......................................................................................................................................... 34

APPENDIX 3 ......................................................................................................................................... 37

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INTRODUCTION This handbook has been prepared for you to provide information about how your workplace is managed.

WHAT IS FACILITIES MANAGEMENT (FM)? The purpose of Facilities Management within the University is to develop and maintain agreed services which support and improve the University’s effectiveness in its primary function, ie academic excellence. Effective Facilities Management encompasses (and co-ordinates) multi-disciplinary activities within the workplace, and the management of service teams. Examples of this are:

Cleaning

Catering

Local security and access control

Management of Service Teams, porters etc.

Post room services

Waste management

Access control

Event management

Implementation and management of Health and Safety procedures

On a day to day level, effective FM provides a safe, compliant, clean and efficient working environment, assisting the University to deliver its primary function. It should be service orientated and adaptable in a changing environment. This guide provides you with information about your place of work and the support services provided for you. It also describes health, safety and welfare matters and details the individuals responsible for the delivery of certain elements of these. Your Head of Department has overarching responsibility for your safety.

FACILITIES MANAGEMENT - USEFUL CONTACTS Your local facilities management is provided by:

Name Title Email Telephone

Reception (see personnel in

FM Reception Team reception @admin.ox.ac.uk

01865 (2)70098

Appendix 4)

FM Helpdesk facilities@admin.ox.ac.uk 01865 (2)70087

Security Services security.control@admin.ox.ac.uk 01865 (2)72944

01865 (2)89999

(emergencies)

Karen Brading Senior Facilities karen.brading@admin.ox.ac.uk 01865 (2)80775 Manager & UAS

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Departmental Safety Officer

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BUILDING MATTERS

General Information Full Postal Address: University Offices

Wellington Square Oxford OX1 2JD

Telephone Number: 01865 (2)70098 (Main Reception)

Building Security Your department manages the day to day security of your workplace. The University’s Security Services team provides expertise and support on broader security issues, including emergency response, CRB checks, out of hour’s response, etc. The building has been provided with:

Access Control Swipe card access via your University card is present throughout the building. Access to all areas is controlled by the FM Helpdesk. Please contact them should you have any difficulties with access. Most areas have a swipe card reader adjacent to the door (see below) although many internal doors during the working day are set to free-flow access.

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The main entrance and basement entrance both have a swipe card reader which is used for out-of-hours access, 5.45pm – 7.45am (see below):

Main Entrance - sliding glass door Basement – via car park

Currently the pin and swipe function is not enabled so entering a number into the key pad is not necessary. For out-of-hours access please contact your departmental administrator.

Lockdown System The building is equipped with a lockdown system that is in place to be used in the event of an emergency, eg a potential occupation. This means once the system is activated all the doors in the building will be closed and locked. This is to ensure the safety of the people in the building. On being informed of an occupation taking place, hearing/seeing an occupation, or because the internal doors have locked down, departments should carry out the following to ensure local security:

Close the doors to offices.

Secure all sensitive papers by locking them away into drawers / cupboards / filing cabinets.

Log off PC until the site is secure.

Stay in the office and remain calm and await further information. This can be gained by calling the FM Helpdesk on 70087 if necessary.

Await further information / instructions from Security Services or the Facilities team.

If the occupation is unlikely to be resolved quickly then staff will be escorted either to use stairwell facilities, or off the site by Security Services or FM.

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This lockdown system is overridden if the fire alarm is activated, or if the emergency door release break glass is broken (please see picture below):

The break glass should only be used in the event of an emergency to get out of the room as doing so will limit the effectiveness of the lockdown system. The lockdown system will only ever be used in the event of a real emergency so it is advised to keep the door closed until further notice has been given.

CCTV The CCTV is displayed and monitored by Reception but is controlled and recorded by the FM office.

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Visitors All visitors must report to Reception and should be collected by their host. Please ensure your visitors are aware of relevant H&S emergency procedures which are shown on the H&S board near to the cafe.

Parking Visitor parking is available but very limited. Please contact the FM Helpdesk for any enquiries or book via Planon. To request a username and password please follow this link http://www.admin.ox.ac.uk/estates/ourservices/fm/fmonline/registration/ If you already have a username please follow this link http://www.admin.ox.ac.uk/estates/ourservices/fm/fmonline/ and sign in to Planon. Any vehicles must leave their car keys with Reception. Should the vehicle need to be moved to allow other cars to leave then this will be carried out by FM.

Cycle Parking There are cycle racks for your use outside of the building on Wellington Square and Little Clarendon Street. If you use the internal cycle parking in Wellington Square you will need to swipe in and out of the area to get access. We advise that you make your bike secure. Advice on cycle security can be obtained from the University Security Services: (http://www.admin.ox.ac.uk/ouss/cra/cyclesecurity/)

Staff Lockers There are no lockers currently available for members of staff.

Combination Door Locks The cleaners’ cupboards have combination door locks. Please contact FM should you require access to them.

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Lost & Found Property Please keep personal items locked away. Any lost property should be reported to Reception and any found items handed in.

Reporting an Item Missing If you believe you have had either a personal or work item stolen, please contact either the University’s Security Services or Reception. They may ask you to contact Thames Valley Police for a crime reference number.

Space Management Allocation of space is a departmental responsibility. Please talk to your head of department or departmental administrator in the first instance.

GENERAL FM SERVICES

Meeting Rooms The meeting rooms are managed by the FM Helpdesk. Bookings can also be made via Planon. If you already have a username please follow this link http://www.admin.ox.ac.uk/estates/ourservices/fm/fmonline/ and sign in to Planon. Click on the “Central FM Helpdesk including. Reprographics, Wellington Square” link and then “Reservations”. To request a username and password please follow this link http://www.admin.ox.ac.uk/estates/ourservices/fm/fmonline/registration/ For training on Planon contact the FM Helpdesk in the first instance. Meeting room 1 – 10 people Meeting room 2– 8 people Meeting room 3– 28 people Meeting room 4– 18 people Meeting room 6A/B– 20/24 people (VC office has priority over these meeting rooms) Meeting room 7– 6 people

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Also, there is 1 meeting room in Dartington House - Birch - 6 people. Book via the Dartington link in Planon. Information on AV equipment etc. available is also shown on Planon.

Stationery Stationery purchasing is a departmental responsibility. Please talk to your departmental administrator in the first instance.

Staff Showers There are three staff showers available to use:

located on level 10 (reception level) between the men’s and ladies’ toilets.

located on level 20 as you head towards meeting room 4.

located on level 30 as you head towards the Development Offices. Please do not leave personal items (such as towels, toiletries etc.) in the shower rooms. The cleaners will dispose of any items left within this area.

Lifts A lift is available to all floors via entrances in basement and reception area.

In the event of fire, or power cut, the lift will automatically go to the ground floor level (reception level) and the doors open. Please do not use the lift if there is a fire/power cut. Please contact Reception or the FM Helpdesk if there is a fault with the lift.

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Lighting The lighting is operated in the majority of areas by PIR sensors. These are activated by movement. Once activated, the lighting will remain on for a set period of time. If you have a light switch as below then your lights are not PIR sensored so lights should be switched off when you leave the office.

Building Temperature Most rooms will have a radiator with an adjustable thermostat (as pictured below). During winter months, when the heating is on, these can be adjusted by turning the thermostat up the number range to get more heat, and down the number range for less.

In very hot weather, if you have blinds in your room, please close them overnight. If you have any high level windows please leave them ajar to assist with cooling of the building. Note – do not leave windows open if there is any risk of the building being accessed via this route.

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SERVICES

Catering

Hospitality The café in University offices is open from 8am until 3.30pm, Mon – Friday excluding bank holidays and UAS fixed closures. Hot and cold lunches, in addition to grab and go items, are served in the cafe from noon – 2pm. Menus can be found here http://www.admin.ox.ac.uk/estates/ourservices/fm/buildings we manage/universityofficeswe llingtonsquare/ There are also vending machines located in University Offices. They can be found in the reception area, as well as the large kitchen area on the top floor, near meeting room 7. Various water dispensers are located throughout the building. Hospitality is provided by Charlton House who manage the cafe. Please contact Charlton House 01865 270198 catering@admin.ox.ac.uk or see their website http://www.charltonhouse.co.uk Hospitality can be booked via Planon. http://www.admin.ox.ac.uk/estates/ourservices/fm/fmonline/ and hospitality menus can be found here on the right hand side of the web page http://www.admin.ox.ac.uk/estates/ourservices/fm/buildings we manage/universityofficeswe llingtonsquare/

Reprographics and Photocopying

Reprographics A high volume photocopying, printing and colour copying service is available for your use. Please discuss your requirements with reprographics by dialling (ext. 70029). This service is based at Wellington Square, and is available via Planon. (www.admin.ox.ac.uk/estates/fm/fmonline/) or email to reprographics@admin.ox.ac.uk This cost effective reprographics service is charged to departments, so you should seek authorisation from your line manager before ordering.

Photocopying Communal photocopiers are located on each floor. Please talk to the FM helpdesk if you have any photocopier enquiries.

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Mail Service

Collection Point Incoming and outgoing mail is sorted in the mailroom located in the basement, room no 00.22.

Incoming mail is sorted and placed in the departmental pigeon holes by the Mail Services team awaiting collection by departments.

Incoming external mail will be sorted and ready for collection by 9.30am each working day. Incoming internal mail will be sorted and ready for collection by noon each working day.

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Outgoing mail should be placed in the large grey box for Messenger internal collection / delivery. The Messengers will collect any outgoing internal mail for same day delivery at 8.30am and 1pm each day.

If mail is to be franked, is pre-stamped, Royal mail, or is returned mail, place it in the smaller darker grey boxes. Outgoing external mail deadline for same day processing is 4pm. The Messengers will collect from this area and will also take any internal mail in the box for delivery next day.

For mail that requires franking, please ensure you fill out your pink slip including cost centre and attach it securely to all mail to be franked (located in front of the boxes).

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University Messenger Messenger mail will be delivered/collected daily and circulated around the University departments. The times they currently attend University Offices are approximately:

8.30am to collect outgoing internal mail for same day delivery.

Noon to deliver incoming internal mail to departmental pigeon holes for collection.

1pm to collect further outgoing internal mail for same day delivery.

4pm to collect any outgoing internal mail for next day delivery and also any outgoing external mail for franking and same day processing by Royal Mail.

(Monday through Friday, excluding Bank Holidays and fixed University holidays) If you have any external post that is urgent pre 4.45pm then contact the Mail Services team on ext. 70026 who will try and accommodate processing before Royal Mail arrive at 5pm

Courier Services Please ensure you fill out your pink slip including cost centre and attached it securely to all mail to be sent via courier (located in front of the boxes). Place the items in the small grey boxes for external franked mail.

Outgoing external courier deadline for same day processing is 1pm. The Messengers will collect from this area at this time. If you have any courier post that is urgent pre 2.30pm then contact the Mail Services team on ext. 70026 who will try and accommodate processing before the courier arrives.

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Plants Communal area building plants, including those in the café, are looked after by Premier Plants or Exubia. Please do not move or water any plants.

Building Maintenance If you see any areas that are in need of maintenance (eg faulty lights, lift not working, door closing issues, etc.) these need to be logged onto the FM helpdesk Planon system https://www.admin.ox.ac.uk/estates/ourservices/fm/fmonline/ or advise FM Helpdesk or Reception.

Cleaning Cleaning will take place Monday to Friday 5pm–7pm (except Bank Holidays) in accordance with a detailed specification that ensures your working environment and facilities are kept clean and hygienic. See Appendix 3 for schedule. You are strongly encouraged to help the cleaning process by operating a clear desk routine at the end of the working day. Should you discover any problems, please contact the FM Helpdesk or Reception who will liaise with the cleaning contractor.

Fridges Are cleaned on a weekly basis by Calber Cleaning Ltd. This would normally be on a Friday. Any out of date items will be disposed of.

Microwaves Are checked on a daily basis and cleaned as and when required by Calber Cleaning Ltd.

Dishwashers Are loaded on a daily basis by Calber Cleaning Ltd.

Windows Are cleaned on a regular basis by Calber Cleaning Ltd. External cleaning takes place bi-annually in April and October. Internal cleaning takes place annually in April.

Spillages Please assist in keeping the building tidy by reporting all faults or spillages to the FM Helpdesk or Reception immediately.

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Waste Management

General Waste General waste is collected by the cleaning support staff and placed in external wheelie bins. All general office waste is stored, collected and removed in compliance with the Environmental Protection Act. Please put general waste in one of the black bins shown below:

NB – This includes glass waste unless broken. If you have any broken glass please contact Reception or the FM Helpdesk and we can arrange safe disposal.

Recycling Recyclable waste is collected by the Cleaning support staff and placed in external wheelie bins. Please place the following items in the blue recycling bins or large grey bins with yellow lids (shown below): Paper, metal tins and cans, cardboard, plastic bottles, tetra pak. NB: no glass

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Glass Glass can be recycled using the bin provided in the cafe area, as pictured below.

See Appendix 2 for recycling guidance document

Cardboard Please contact the FM Helpdesk or Reception if you have cardboard or shredding for collection and disposal that cannot be placed in the recycling bins.

Confidential Waste A confidential waste disposal service is provided. There are confidential waste bins located around the building should you need one (see below):

Additional collections and bags can be requested via Planon or the FM Helpdesk.

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Special Waste Please notify the FM Helpdesk or Reception if you have items such as light tubes, oils, chemicals etc. which should not be included in the normal waste. They will make an appropriate transfer to special storage containers. Batteries can be placed in the collection tube located in the Reception area. FM will make appropriate arrangements for disposal via the University Safety Office.

HEALTH & SAFETY

The organisation of and arrangements for managing health and safety are set out in the following:

Health and Safety Organisation Statement

University Health and Safety Policy Statements and memos Please see the University Safety Office website for more information: https://www1.admin.ox.ac.uk/safety/

Safety Notices and Announcements A Health and Safety notice board is located in Reception area near the cafe. It displays the following types of notices:

Health & safety notices

Emergency evacuation routines

First aid notices

You are advised to familiarise yourself with the location and content, particularly those notices relating to health, safety, first aid and evacuation. See Appendix 1 for further details. There is a further notice board in the café area that details staff information, general notices and announcements.

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Accidents, Incidents & Near Misses All Accidents/Incidents/near-misses must be reported to Reception. Accidents must be recorded in the Accident / Incident Book located on Reception (see picture below) even if Reception is closed. This report will be sent by Reception to the Safety Office with a copy to the Senior Facilities Manager.

First Aid If you urgently require first aid, contact Reception or ring a relevant First Aider as per the Health and Safety signage. There are also first aider contact lists at the top of each stairwell. For out-of-hours emergencies, please contact Security Services (2)89999. A First Aid kit is located in the cupboard near the reception desk, underneath the fire panel. There is a first aid room located in the basement, opposite the FM office (see below). Please notify a first aider as well as reception should this room need to be used.

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Fire Evacuation Procedures See Appendix 1 for information. Staff are encouraged to attend Fire Safety Training organised by the Safety Office. Details of courses are available here: https://www.admin.ox.ac.uk/safety/safetytraining/trainsubj/

Fire Assembly Point If you hear the fire alarm, please leave the building via the nearest available route. Your assembly point is the grassy area in Wellington Square to the front of University Offices main entrance.

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Disability Refuge Points Refuge points are available on each floor on the landings of the main staircase. If the fire alarm sounds, please go to the refuge point, press the call button and wait. You will be assisted with a safe evacuation of the building. An Evac Chair is located on each of the floors for use by trained staff. A list of trained staff is next to each evac chair.

Disability Access If you require information about the building’s accessibility, please speak to the Senior Facilities Manager or contact the Disability Advisory Service who are based at:

3 Worcester Street Oxford OX1 2BX +44 (0)1865 270030 access.guide@admin.ox.ac.uk

Manual Handling Manual Handling Training may be arranged via the Safety Office: https://www.admin.ox.ac.uk/safety/safetytraining/trainsubj/

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Lone working / Out-of-hour emergency procedures Lone working and out-of-hours access is at the discretion of each department. If you wish to work outside of normal office hours (M-F 7.45am – 5.45pm), please speak to your Departmental Administrator. Lone working arrangements are risk assessed by each department. Out-of-hours access requires users to swipe their University Card at the entrance doors (see pictures on page 6). Out-of-hours emergency response is provided by the University Security Services Monday – Friday 5.45pm – 7.45am, Weekends: Friday 5.45pm – Monday 7.45am Telephone: 01865 (2) 72944 Emergency: 01865 (2) 89999 Email - security.control@admin.ox.ac.uk http://www.admin.ox.ac.uk/ouss Get the Mobile Oxford App here - http://m.ox.ac.uk/

DSE Assessments

Self-Assessment Program The University has developed a web-based DSE self-assessment program. To use this program, individuals must hold a valid University card and have an active ‘Webauth - Single Sign-On account’. The program can be accessed at the following web address and is managed by FM for the building: https://dse.oucs.ox.ac.uk As per University Policy https://www.admin.ox.ac.uk/safety/policy-statements/s8-09/ staff are strongly encouraged to complete an online self-assessment on a regular basis.

PAT Testing PAT testing is organised by FM and conducted on a regular basis. Please do not bring any personal equipment in to the building and plug it in without first consulting your Departmental Administrator or FM Helpdesk.

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Employee Liability A copy of the Liability Insurance may be found on the Health and Safety notice board in the Reception area.

Harassment Advice Details of your harassment officer can be found on the notices displayed around the building For further help and guidance see below: A revised University Policy and Procedure on Harassment has been developed and is available at: www.admin.ox.ac.uk/eop/harassmentadvice/policyandprocedure From 3 December 2014, this document replaces the current University Policy and Procedure on Harassment and Bullying (circular PERS(10)02). The revised document includes a new Procedure for student complaints of harassment against other students. New guidance for staff on handling cases of sexual assault or sexual violence has also been developed and is available at: www.admin.ox.ac.uk/eop/harassmentadvice/policyandprocedure/guidance Further information may be obtained from Caroline Kennedy, Harassment Line administrator, on harassment.line@admin.ox.ac.uk or 01865 270760; or the Director of Student Welfare and Support Services: director.swss@admin.ox.ac.uk

Smoking Policy This is a non-smoking building. A smoking area is located to the left of the Main Entrance (see below). Please use the ashtray provided and report to Reception if full.

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GENERAL SAFETY MATTERS

Report any potential health and safety hazards you notice to Reception immediately, especially slip and trip hazards.

The Fire Alarm panel is tested weekly on Mondays at 10.30am. On the 1st Monday of every month the fire alarm is followed by the Security alarm tone so staff can recognise the difference and react accordingly.

There is a full evacuation drill of the building once a year.

Do not obstruct or leave any materials in fire escape routes.

Do not move or tamper with any fire-fighting equipment. If you see anyone tampering with fire equipment, please report this to Reception.

Seek advice from either the FM Helpdesk or the Estates Services before connecting additional electrical equipment to the supply.

Staff must take care of themselves, their colleagues, visitors, contractors and members of the public and make the University aware of any serious risks or dangers in its activities.

Supervisors and line managers have an H&S responsibility for their staff as per University policy https://www.admin.ox.ac.uk/safety/policy-statements/s1-09/ and are strongly advised to attend Supervisor training run by the Safety Office. Details of courses can be found here https://www.admin.ox.ac.uk/safety/safetytraining/trainsubj/

Heavy items should be moved by arrangement with the FM Helpdesk facilities@admin.ox.ac.uk

Chemicals or Substances Hazardous to Health (COSHH) All hazardous substances will be stored and used safely, in accordance with Health and Safety legislation and guidance from the University’s Safety Office. For convenience, a central register is kept in the cleaner’s cupboard in the basement. This is maintained by the contract cleaning company. It is the responsibility of the user to ensure that substances brought onto site are recorded by Reception (who will contact the Senior Facilities Manager). It is also recommended good practice to display records at the place of use such that they are readily available in the event of an accident.

Appendix 1

EVACUATION PROCEDURES

If you discover a fire

Sound the Alarm by operation of the nearest Break Glass Unit

Dial (9) 999 and Report the fire at:

UNIVERSITY OFFICES

WELLINGTON SQUARE

OXFORD

OX1 2JD

Attack the fire if possible, but

- without taking Personal Risk,

- do not use a liquid extinguisher

on an electrical fire

Leave the building nearest exit

Do not use the lift

ON HEARING THE ALARM

Leave the Building by the

nearest exit; close your office

door as you leave

Do not delay to collect

personal belongings

Proceed to the Fire Assembly Point,

located at the grass area to the

North of Wellington Square

- See map on next page

Do not re-enter the building

until advised to do so

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The role of a Fire Marshal at University Offices

You are able to recognise the difference between a fire alarm which is a continuous siren,

and the punctuated siren which would be used for security evacuation.

You are responsible for the efficient evacuation of the people populating your zone.

It is recommended you ‘sweep’ each room on your way out of the building.

If you are not in your area when the alarm activates DO NOT return to sweep the

zone, instead leave the building using your nearest exit.

Any individuals ignoring the alarm must be instructed to leave immediately.

All individuals should be encouraged to leave by the nearest fire exit breaking fire

break glasses on exit doors if necessary.

Individuals trying to go against the flow to collect belongings should be discouraged.

Any individuals requiring assistance on stairs should be advised to go to refuge point

on landings and press the yellow call point to inform Evac chair operators.

The effective and speedy reporting of your “Zone Number” to the Head Fire Marshal stood

alongside the hand-rails opposite reception wearing a ‘hi-vis’ yellow jacket. Advise if unable

to sweep, or if any individual was not leaving, or any individual having difficulties exiting via

stairs and have therefore been left at the refuge point.

To help prevent unauthorised access during the event 3 of you may be asked to stand at the

following building exits:

(1) The Main Vehicle Gate on Little Clarendon Street

(2) The steps between University Offices and 16 Wellington Square

(3) The Main Entrance to University Offices.

Another fire marshal may be asked to ensure the road is kept clear for emergency vehicles.

All other Fire Marshals should proceed to the fire assembly point on the grassed area in front

of the building, behind the Little Clarendon Street shops, encouraging staff to move to the far

end to allow room for others evacuating without using the road.

Lastly, as a Fire Marshal you may be asked to provide a point of contact so that search or

evacuation procedures can be co-ordinated.

Remember, in discharging your duties you are not expected to put yourself at

Personal Risk. Your help is very much appreciated.

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UNIVERSITY OFFICES - FIRE MARSHAL ZONES

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APPENDIX 2

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APPENDIX 3

Calber Generic Cleaning Specification

OFFICES

TASK DEFINITION FREQ per

week

Wastepaper bins Empty, change liner, wipe clean 5

Carpets Spot suction clean 4

Full suction clean (as per zoning) 1

Spot clean to remove stains where possible 5

Furniture including desks, shelving,

bookcases, filing cabinets Remove finger marks, coffee rings etc. 4

Remove dust and marks, where accessible 1

Interior door vision panels / push

plates / handles Remove finger marks, buff where required 5

Kick plates Remove marks where possible 1

Cobwebs Remove 1

Fixtures and fittings including:

Sills, pipes, trunking, skirting,

radiators, ledges, fire

extinguishers, switches and

sockets, picture frames, fixed

coat hooks, tops of whiteboards,

window frames

Free from debris, marks and dust, where

accessible and practical to do so to 2m 1

Walls Free from debris, marks and dust, where

accessible and practical to do so to 2m

*As per

schedule

Telephones Remove dust and finger marks / sanitise 1

Seating

Remove dust from arms and legs, remove dust

/ marks from backs and seat, using suction

cleaning method. Spot clean as required

1

Doors and French doors / patio

doors

Remove finger marks, dust tops of frame, door

jambs 1

Brass plates, plaques etc. Clean and buff to sheen Monthly

Blinds Remove dust / marks where accessible and

practical Monthly

* Marks will be removed during main clean daily by operatives. Schedule to cover main clean

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WEEKLY TASKS FOR SITES WITHOUT

ZONING DAY TASK

FREQ per

week

MONDAY Telephone sanitisation 1

TUESDAY

Walls, doors including kick plates, frames,

general office and meeting room

accommodation, corridors, stairs, restaurants /

break out areas, lifts any other areas within the

none zoned building, cobweb

1

WEDNESDAY

Window ledges, fixtures and fittings, general

office and meeting room accommodation

corridors, stairs, restaurants / break out areas,

lifts any other areas within the none zoned

building, cobweb

1

THURSDAY Walls, doors, frames, window ledges, fixtures and

fittings - washrooms & kitchens, cobweb 1

FRIDAY

Fridges, internal and external. Walls, doors,

frames, window ledges, fixtures and fittings -

kitchens, cobweb

1

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MEETING ROOMS / CONFERENCE ROOMS /

BOARD ROOMS TASK DEFINITION

FREQ per

week

Wastepaper bins Empty, change liner, wipe clean 5

Carpets Spot suction clean 4

Full suction clean (as per zoning) 1

Spot clean to remove stains where possible 5

Furniture including desks, shelving,

bookcases, filing cabinets Remove finger marks, coffee rings etc. up to 2m 4

Remove dust and marks, where accessible 1

Interior door vision panels / push

plates / handles Remove finger marks, buff where required 5

Kick plates Remove marks where possible 1

Cobwebs Remove 1

Fixtures and fittings including:

Sills, pipes, trunking, skirting,

radiators, ledges, fire

extinguishers, switches and

sockets, picture frames, fixed

coat hooks, tops of whiteboards,

window frames

Free from debris, marks and dust, where

accessible and practical to do so to 2m 1

Walls Free from debris, marks and dust, where

accessible and practical to do so to 2m

*As per

schedule

Telephones Remove dust and finger marks / sanitise 1

Seating

Remove dust from arms and legs, remove dust

/ marks from backs and seat, using suction

cleaning method. Spot clean as required

1

Doors and French doors / patio

doors

Remove finger marks, dust tops of frame, door

jambs 1

Brass plates, plaques etc. Clean and buff to sheen Monthly

Blinds Remove dust / marks where accessible and

practical Monthly

Crockery and cutlery Remove to kitchen areas 5

* Marks will be removed during main clean daily by operatives. Schedule to cover main clean

40 | P a g e

ENTRANCES / MAIN STAIRS / CORRIDORS

TASK DEFINITION FREQ per

week

Entrance doors Remove finger marks & cobwebs 5

Carpets including matting / mats Spot suction clean 4

Full suction clean (as per zoning) 1

Spot clean to remove stains where possible 5

Furniture including shelves,

bookcases, tables etc. Remove finger marks, coffee rings etc. up to 2m 4

Remove dust and marks, where accessible 1

Interior door vision panels / push

plates / handles Remove finger marks, buff where required 5

Kick plates Remove marks where possible 1

Cobwebs Remove 1

Fixtures and fittings including:

Sills, pipes, trunking, skirting,

radiators, ledges, fire

extinguishers, switches and

sockets, picture frames, fixed

coat hooks, window frames

Free from debris, marks and dust, where

accessible and practical to do so to 2m 1

Walls Free from debris, marks and dust, where

accessible and practical to do so to 2m

*As per

schedule

Telephones Remove dust and finger marks & sanitize 1

Stair treads and noses Wipe clean to remove marks, foot prints 1

Doors and French doors / patio

doors

Remove finger marks, dust tops of frame, door

jambs 1

Brass plates, plaques etc. Clean and buff to sheen Monthly

Blinds Remove dust / marks where accessible and

practical Monthly

Hard floor surfaces Sweep / suction clean. Damp mop 5

Bannisters & handrails Wipe clean using sanitising solution 1

Seating to Reception

Remove dust from arms and legs, remove dust

/ marks from backs and seat, using suction

cleaning method. Spot clean as required

1

* Marks will be removed during main clean daily by operatives. Schedule to cover main clean

41 | P a g e

LIFTS

TASK DEFINITION FREQ per

week

Walls Free from removable marks and dust 5

Walls (stainless steel) Free from finger marks, wiped and buffed 5

Call buttons Remove finger marks using sanitizer 5

Lift runners Free of debris and dirt 5

Floors (carpet) Suction clean 5

Spot clean to remove stains where possible 1

Floors (Hard surface) Sweep / suction clean, damp mop 5

Mirrors Remove finger marks, buff to shine 5

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TOILETS AND WASHROOMS & SHOWERS

TASK DEFINITION FREQ per

week

Waste Bins Empty, replace liners, wipe clean as required 5

Washbasins, taps, splash backs &

tiles

Clean and buff to restore to clean and bright

condition 5

W.C. pans

Clean all surfaces. Wash clean both sides of seat

and lid. Wipe clean cistern and flushing handle.

Buff to sheen

5

Urinal Wash clean all surfaces. Remove debris. Wash

walls around. Buff to sheen 5

Mirrors Clean and buff to sheen 5

Hard floors Sweep and mop (using disinfecting product). Buff

as required 5

Doors Remove finger marks, dust tops of frame, door

jambs, 1

Doors handles and push plates &

locks Wipe clean and sanitise all touch points 5

Fixtures and fittings including:

Sills, pipes, trunking, skirting,

radiators, ledges, sanitary bins,

switches and sockets, picture

frames, fixed coat hooks, locks

Free from debris, marks and dust, where

accessible and practical to do so to 2m 1

Cobwebs Remove 1

Showers including showerheads, walls

and tiles

Clean and buff to restore to clean and bright

condition. Clean & disinfect traps and drainage

holes. Wash & disinfect clean soap holders,

shower heads etc.

5

All Partitioning Spot clean to remove marks and deposits 5

All Partitioning Wash clean and buff as applicable 1

Soap, hand towel, toilet roll

dispensers & holders Remove dust and marks 5

Hand driers Wipe clean all surfaces. Empty drain as required 5

Consumables Replenish as required 5

Air extractor fans Free from debris, removable marks and dust 1

Walls

Free from debris, marks and dust, where

accessible and practical to do so to 2m 1

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KITCHENS & KITCHENETTES TASK DEFINITION

FREQ per

week

Waste Bins Empty, replace liners, wipe clean as required 5

Sink, drainer, worktops, tile

surrounds, boilers

Clean and buff where applicable. De-scale as

required 5

Microwave Clean all internal and external surfaces 5

Dishwasher Load and set to wash 5

Fridges

Clean all internal and external surfaces where

accessible and practical, using a kitchen food safe

disinfecting product. Remove any out of date food

items or uncovered and dispose. Sanitize all

surfaces.

1

Hard floors Sweep and mop. Buff as required 5

Doors Remove finger marks, dust tops of frame, door

jambs, 1

Doors handles and push plates Wipe clean and sanitise all touch points 5

Fixtures and fittings including:

Sills, pipes, trunking, skirting,

radiators, ledges, switches and

sockets, picture frames.

Free from debris, marks and dust, where

accessible and practical to do so to 2m 1

Cobwebs Remove 1

Soap, hand towel, centre feed roll

dispensers, hand sanitizer Remove dust and marks 5

Consumables Replenish as required, wipe clean dispensers 5

Cupboards Spot clean all external surfaces 5

Walls Clean as appropriate 1

Blinds if applicable Remove dust / marks where accessible and

practical Monthly

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RESTAURANTS

TASK DEFINITION FREQ per

week

Bins Empty, change liner, wipe clean 5

Carpets Spot suction clean 4

Full suction clean (as per zoning) 1

Spot clean to remove stains where possible 5

Furniture including ,

shelving, bookcases Remove finger marks, coffee rings etc. up to 2m 4

Remove dust and marks, where accessible 1

Interior door vision panels / push

plates / handles Remove finger marks, buff where required 5

Kick plates Remove marks where possible 1

Cobwebs Remove 1

Fixtures and fittings including:

Sills, pipes, trunking, skirting,

radiators, ledges, fire

extinguishers, switches and

sockets, picture frames, fixed

coat hooks, tops of whiteboards,

window frames

Free from debris, marks and dust, where

accessible and practical to do so to 2m 1

Walls Free from debris, marks and dust, where

accessible and practical to do so to 2m

*As per

schedule

Telephones Remove dust and finger marks / sanitise 1

Seating

Remove dust from arms and legs, remove dust

/ marks from backs and seat, using suction

cleaning method. Spot clean as required

1

Doors and French doors / patio

doors

Remove finger marks, dust tops of frame, door

jambs 1

Tables Wipe clean, including edges and legs / bases If

applicable 5

Blinds Remove dust / marks where accessible and

practical Monthly

* Marks will be removed during main clean daily by operatives. Schedule to cover main clean

45 | P a g e

LIST OF FIXTURES AND

FITTINGS

Window sills

Skirting boards

Trunking

Radiators

Coat stands

Pipes

Fire extinguishers

Switches

Sockets

Picture frames

Coat hooks

Tops of whiteboards

Window frames

Sanitary bins

Locks

Hand driers

Dispensers

Extractor fans

Free standing fans outer casing

46 | P a g e

Appendix 4

Reception Team Members

Usual Team for University Offices are;

Claire Browse Jo Dunkerton

Head Receptionist

Sarah Styles

47 | P a g e

Kerry Westwood San Gonsalves

Mandy Longford Anne Hunt

Receptionists from other buildings who may act as cover are;

Kieran Cox Pili Garcia Martin

48 | P a g e

Mike Jewell Nicholas Duffell

Helen Duncan Rodrigo Hernandez

Sue Saunders Victoria Kesserwan