Health and Safety
The Department of Politics & International Relations adheres to the Health and Safety policies of the University of Sheffield.
The Department's H&S Objectives for 2023 can be found here.
The Health and Safety at Work Act 1974 states that EVERYONE has a responsibility for safety. It is important that everyone appreciates the extent of their responsibilities, namely that they:
shall make themselves familiar with the Health and Safety Policies of the University and of the Department, and shall be fully familiar with sections of these policies which directly affect their particular activities;
shall accept individual responsibility:
to take all reasonable care for the health and safety of themselves and of any other person who may be affected by their acts or omissions;
to co-operate with their line manager and other University officers so far as is necessary to enable the University and Department to comply with all legal duties;
to undertake as required all health and safety training which is deemed necessary by their line manager to secure their own health, safety and welfare and that of anyone else affected by their actions whilst at work.
shall report to supervisory staff any accidents or dangerous occurrences, whether or not injury is sustained, and any unsafe practices; and shall report systems of work or conditions which they consider may create risks to their own health and safety or damage to equipment and premises;
shall not, intentionally or recklessly, interfere with or misuse anything provided by the University in the interests of health, safety or welfare;
shall conform to all instructions, written and oral, given to ensure their personal safety and the safety of others;
shall attend training courses designed to further the needs of health and safety as required;
shall maintain equipment in good condition, reporting any defects to their supervisor.
Mandatory Health & Safety (H&S) Training
We ask all PGRs to complete the following mandatory training, ideally within one month of your start date:
Display Screen Equipment (DSE): Working from Home (if working remotely)
Compliance will be monitored throughout your time with us and regular reminders sent.
To view your H&S training record go to the Health & Safety Training Portal. In the top right hand corner click on 'About Me'. From the drop down box click on 'My Training Record'. Your current training will be listed along with the date it was completed and the renewal date.
To check which Health & Safety courses should be completed for your role please refer to the Department's H&S Training Matrix.
Jackie Mather is the Department’s Health and Safety Officer. If you have any questions or queries related to health and safety, please get in touch with the DHSO in the first instance. The Head of Department though has full overall responsibility for the Health and Safety management of their Department.
All PGR students who are required to use display screen equipment continuously for at least an hour or more at a time and more or less daily, are required by the Health and Safety (Display Screen Equipment) Regulations 1992, to be trained to be able set up their workstations so that it is optimised for their use.
The online DSE assessment helps us to comply with our obligations by providing a simple-to-use system for users to be able to undertake the training and assessment of their workstations themselves. If you have any areas of concern following the completion of the assessment these should be discussed with the DSE Assessor in the first instance.
The DSE Assessor for the Department is Gail Smallwood.
When working from home you should also complete the DSE: Working from home assessment. Further information on desk set up when working from home can be found here.
Long spells of DSE work should be broken up to help prevent fatigue, eyestrain, upper limb problems and backache. Frequent breaks (e.g. 5 minutes every hour) should be built into your work routine. These can be used for carrying out alternative tasks not involving the use of DSE.
There is a weekly fire alarm test every Thursday which takes place around 11:05. On these occasions the bell rings for approximately 15-30 seconds and no action is required.
Annual fire evacuation drills are held at the beginning of the academic year. The purpose of such drills is to acquaint people with the sound made by the fire alarm and to familiarise them with the correct procedures to be followed in an emergency. You should familiarise yourself with the location of the fire exits, assembly point and fire alarm points. The fire assembly point for the Modular Teaching Village is Northumberland Road.
To find the locations of fire assembly points (and defibrillators) across campus, please use the Interactive map.
Current Health and Safety Law and the University’s Fire Safety Policy, require that you undertake online fire training ANNUALLY.
If you discover a fire in the building where you are situated, you must:
Sound the emergency alarm
Dial 4444 from a University telephone (or 0114 222 4444) and report the fire (making sure to accurately report the location and nature of the fire)
Leave by the nearest fire exit, closing the doors as you leave
If you hear the fire alarm
Immediately leave by the nearest available fire exit, closing the doors as you leave
Do not delay leaving the building to collect personal belongings
Do not use the lifts
Proceed to the designated fire assembly point.
Do not re-enter the building until you are authorised to do so
The emergency exits are clearly identified in all buildings. Please make sure that you do not obstruct these at any time nor should they be wedged open.
The designated Fire Marshalls will help evacuate the building in the event of a fire.
If you require assistance to evacuate the building please contact the DHSO so that a Personal Emergency Evacuation Plan (PEEP) can be drawn up.
If there is any kind of emergency, it should be reported to the University’s Emergency Control Centre by dialling 4444 from a University internal telephone (or 0114 222 4444). Make sure that the exact location of the emergency is given.
The Department recommends that you download the SafeZone App. This can be used to call for emergency, non-urgent and first aid assistance.
Any building/safety hazards or health and safety concerns within the Department should be reported to the Department Health and Safety officer straightaway.
Sickness Absence - you should notify your supervisor if you are unwell and unable to study.
In the event of illness or injury where medical attention is required, a qualified First Aider should be called to take charge of the situation and give appropriate treatment.
First aid trained staff are available at Sport Sheffield and can be contacted on 26953, 26958 or the Duty Manager can be contacted on 07879603300. In an emergency, if there is no response on the phone, then someone should enquire at reception, where a member of staff will then be able to radio for assistance.
First aiders in The Wave can be contacted on 0114 2227131.
In the absence of a first aider, or if an incident occurs outside of normal working hours you should call the University Emergency Control Room on 0114 222 4444, or extension 4444 from an internal telephone. First aid assistance can also be called via the SafeZone App.
First aid boxes can be found in the following locations:
● Downstairs kitchen
All accidents or injuries occurring on University premises must be reported via the University’s online reporting system within 24 hours of occurrence.
All near misses must also be reported. For examples of what a near miss is please see Appendix A of the Accident and Incident Investigation Policy .
The University recognises that staff and students bring personal laptop computers, tablets, mobile phones and phone/laptop chargers onto campus. There is no objection to sensible use of personal equipment providing it conforms to British Standards, University Policies and guidance, and is compatible with the UK 230V, 50Hz electrical supply. Staff and students using items of personal equipment on campus are responsible for ensuring that they comply with European and British Standards, and that they are in a safe condition to use.
In normal working conditions, mains socket outlets may be used safely by staff, students and visitors in the same manner as in their homes (only electrical equipment fitted with a 3-pin (BS 1363) UK plug may be connected to university main sockets).
All staff and PGRs must complete the mandatory Health & Safety Awareness training that incorporates a section on visual inspection of electrical equipment.
You should carry out pre-use checks on equipment before plugging in and switching on. These checks comprise of:
assessing the suitability of the appliance for the environment and the task
ensuring that University owned equipment is displaying a current test label
carrying out a visual inspection of the plug, the flex and the appliance, to ensure:
there is no damage, apart from light scuffing to the cable sheath;
the plug is not damaged, e.g. the casing is not cracked or chipped or the pins are not bent;
there are no joints in the cable;
the outer sheath of the cable is effectively secured where it enters the plug or equipment;
the equipment has not been subjected to conditions for which it is not suitable, e.g. it is not wet or excessively dirty;
there is no damage to the external casing of the equipment or loose parts or screws,
there is no evidence of overheating (burn marks or discolouration) to the equipment, cable or plug.
These checks apply also to extension leads and associated plugs and sockets.
If any faults are found the equipment should be immediately withdrawn from use and reported to the Departmental Visual Inspector or DHSO.
If you have any electrical waste please contact Daniel Villabla Algas, who will arrange for the collection and disposal of the items.
The Department has in place a General Department Risk Assessment.
Any member of staff and PGR students undertaking a risk assessment should first complete General Risk Assessment Techniques training.
For guidance on risk assessments for events or any other activities please contact the DHSO.
Policy for Travel and Risk Assessments
Any member of staff and PGR students looking to travel with work, either abroad or in the UK needs to complete the Department’s Travel Approval Form first. The form asks for information about where you’re travelling to, why, how it will be funded and if there is any impact on teaching or other responsibilities. Please make sure this is completed and approved in advance of making any bookings. You should also refer to the University's Fieldwork and Travel Policy.
A risk assessment should be carried out for all field trips and significant off campus activities organised by the Department. The main aim is to identify any significant hazards which could pose a risk to staff, students or anyone else affected by the activity.
All risk assessment should be sent via email to the DHSO for checking prior to approval by the Head of Department/ PGR Supervisor.
For further guidance on risk assessments for field trips and off campus activities please contact the DHSO.
Staff and PGR students travelling to participate in an event where the risk is low, eg a conference or meeting and the trip is less than a month and does not involve students, the new Low Risk Events Travel Form should be completed. The risk assessment is included within the form.
For all other trips, ie fieldwork and field trips, trips of more than a month and trips involving students, the new Risk Assessment for Trips Form should be completed well in advance of the trip. Please make a copy before completing the form.
Much of the form has been pre-populated with existing control measures that should apply to most trips. Where there are additional control measures, specific to your trip and/or destination, these should be added to the column 'Additional Control Measures'. The FCO travel advice should be checked for guidance on any additional measures that may need including in the risk assessment.
The University provides free comprehensive travel insurance for all staff and students for overseas trips. When arranging insurance, please forward a copy to the DHSO.
If you are an expectant mother, a risk assessment should be carried out as soon as possible. The risk assessment for new and expectant mothers can be found here.
Upon returning to work, the risk assessment should be reviewed and changes made as appropriate.
Manual Handling Operations Regulations 1992, apply to manual handling operations which may cause injury at work such as lifting and lowering loads, pushing, pulling, carrying or otherwise moving loads whether by hand or other bodily force. You should not undertake any manual handling operations unless trained in safe manual handling techniques. Manual Handling - The Basics is a mandatory health and safety training course which all PGRs should complete.
Please contact the DHSO if help is needed to move any large/heavy items.
You should not work at height unless you have completed the ‘Working at Height Safely’ online training. Do not use tables, chairs or other similar items to reach items stored at height. Please contact the DHSO if any tasks require working at height.
Most University buildings are open between the hours of 8 am and 6 pm. Access to the Modular Teaching Village outside of these hours is not permitted unless you are a member of staff or PGR student who has undertaken the required out of hours and fire safety training.
If you require out of hours access please submit an Out of Hours Access Request Form and also complete the Out of Hours Access Form.
For staff and PGR students working early/late in their office a Departmental out of hours risk assessment is available. However, in some situations an individual risk assessment may also be required. If you think this may be the case, please contact the DHSO.
Out of hours access will not be given if the required training has not been completed and access will be withdrawn if this training is not kept up-to-date or the correct procedures not followed.
Even if you don't require out of hours access, you may find it beneficial to complete the Out of Hours and Lone Working online training. With hybrid working, even during normal office hours there may be times when you find yourself working alone.
The Department has developed a departmental stress management risk assessment .
The aim of the risk assessment is to highlight where you can get help and support, what resources are available and which relevant University policies and procedures are followed. The first section details the measures we have in place for all types of work related stress. The risk assessment is then broken down into the following sections, Demand, Control, Support, Relationships, Roles and Change (as per the University's Stress Management Policy). The measures provided in these sections are more specific to those areas.
Please inform the DHSO of any pre-existing medical conditions, eg allergies, asthma, back or other joint/muscle conditions that may be made worse by items in the office so they can be addressed as appropriate.
The role of the Department Health and Safety Committee is to monitor and review the health, safety and welfare arrangements, processes and procedures in the Department to ensure they comply with relevant legislation. Lauren Martin is the PGR H&S Committee member.
Coronavirus (COVID-19)
Please refer to the University Webpages for all the latest coronavirus (covid-19) advice - https://www.sheffield.ac.uk/coronavirus
Waste Management
The Department adheres to the Estates & Facilities Management (EFM) guidance on waste and recycling. Additionally, it is the responsibility of everyone to ensure:
Waste is not allowed to accumulate in walkways and offices.
Waste is disposed of in the correct bins. The University has a two bin system – one is a recycling bin and the other is a general waste bin.
Batteries
Batteries must not be disposed of in the general waste; instead they must be separated from the general waste and sent for recycling. A box for batteries is available in the entrance foyer of the MTV. More information on how to recycle batteries can be found on the University's recycling schemes webpages.
Confidential Waste
Confidential waste should be placed in a black plastic sack and clearly marked as confidential waste. Please contact the Facilities Assistant who will arrange for the collection and disposal of any confidential waste.
Details of wellbeing resources can be found on the Student Wellbeing webpages.
University Health & Safety Policies
Politics Health & Safety Policy & Arrangements
General Department Risk Assessment
So that the University can respond to acts of crime, it is essential that it receives details from staff and students. Therefore, please report any incident (e.g. theft, personal attack) that you have encountered in any of the University’s buildings or surrounding area. To do this, you should report the incident to Health & Safety within 24 hours, on a University Accident and Incident Report Form.
The Modular Teaching Village is open from 8.00 am to 6.00 pm each weekday. Everyone who is in the building outside these hours must have completed the requisite training and signed the ‘Out of Hours’ book located in the main foyer. This is to ensure that in the event of a fire the emergency services will know for whom and where to search. If you are in the building at 6.00 p.m., please go to the foyer and sign the book. It is essential that anyone who is signed in does not leave without signing out.
The building’s alarm will be set during the times indicated below.
Day Period Alarm Set
Monday to Friday 6.00 p.m. to 8.00 am
Weekends and Bank holidays All day