General Health and Safety - Swansea University (2024)

Adverse events are events or circ*mstances that result in or have the potential to result in injury, ill health or damage to the environment.

In order to prevent adverse events from ocurring, it is important that we investigate and review them as and when they occur.

It is also a legal requirement for us to report, record and investigate adverse events.

Report an Adverse Event

Report it! is our easy online adverse events reporting system for accidents and incidents related to health, safety, environment and business resilience.

Recording adverse events allows us to learn from the situation and make changes to prevent future occurrences.

Following on from an investigation, the identification of future risk control factors and implementation of action plans will support safe and sustainable operations on our campuses.

All relevant forms, guidance and policy arrangements relating to reporting adverse events are available to provide you with more information. If you require further advice please contact the Health & Safety Team.

Report an adverse event by filling out our simple online form.

Animals on Campus Policy Arrangements

Appendix 1 - Definition and Criteria for an Assistance Dog

Appendix 2 - Interacting with Assistance Dogs

Appendix 3 - Summary Table

Appendix 4 - Assistance Dog Notification Form - Bilingual

Appendix 5 - Considerations for Assistance Animals on Campus

Appendix 6 - Generic Risk Assessment: Animals on Campus

Appendix 7 - Authorisation Form for Animal Assisted Activity

Appendix 8 - Animal Assisted Activity Authorisation Process

Children on University Premises Policy Arrangements

Children on University Premises Policy Arrangements (CYMRAEG)

CO2 Monitor - Room Guidance Note

Face Covering Information Sheet

Hand Washing and Hand Sanitising Information Sheet

Taps and Drinking Water Outlets Information Sheet

Ventilation Information Sheet

It is recognised that the prolonged and frequent use of Display Screen Equipment (DSE) can result in a range of health symptoms.

DSE refers to computers, laptops or hand-held devices that display information - for instance, deskop computers, laptops, touch-screen tills and hand-held devices such as iPads, tablets and mobile phones.

The use of DSE has become a significant part of everyday life for most people. It is important that users are aware of how to use DSE correctly, including set up and adjustment of their workstation.

A DSE Information Sheet is available and outlines key information relating to DSE work, providing detail of how to set up and adjust workstations.

There are also posters available to download and display.

Report all accidents relating to DSE to the Health and Safety Team using theadverse event reporting form.

Supporting Documents

Sitting at a Computer - A4 Poster

Sitting at a Computer - A4 Poster (Welsh)

Mobile Device - Poster

Mobile Device - Poster (Welsh)

Information Sheet - Homeworking and DSE

Information Sheet - Homeworking and DSE (Welsh)

Drones are becoming more popular as a teaching, research, surveying and marketing tool. Whilst extremely useful and positive technology, drones do have the potential to cause serious harm to people and property. The University aims to make sure that use of drones is legal and safe.

Unmanned Aircraft Systems (UAS) may be referred to as Remote Piloted Aircraft Systems (RPA/RPAS), Unmanned Aerial Vehicles (UAV’s), Drones, Small Unmanned Aircraft (SUA’s), Small Unmanned Surveillance Aircraft (SUSA’s), multi rotors, quadcopters, etc. Regardless of name, the functionalities are the same and they are therefore subject to University Policy.

Supporting Documents

Drone Operations Policy Arrangements

Third Party Drone Approval Form

Drone Pilot Approval Form

Drone Mission Plan and Risk Assessment Form

Fieldwork is a regular part of work and study at Swansea University; therefore, it is important all staff and students conducting fieldwork are aware of the potential risks and follow the required guidance and procedures to help keep themselves and those they may be travelling with safe.

Fieldwork is defined as:

Any practical work conducted by staff or students at Swansea University for the purpose of teaching and/or research in places that are not under the control of the University, but where the University is responsible for the safety of its staff and/or students and others exposed to their activities.

This includes activities as diverse as attending conferences and recruitment fairs, undertaking social science interviews, as well as activities more traditionally associated with the term “fieldwork” such as survey/ collection work conducted by geographers, geologists, or biologists.

The term fieldwork does not include work experience or work placements. See the Work Placements page for more information.

It is essential you plan your trip in a timely manner to ensure all risks and controls/ arrangements have been considered and adopted. This will include emergency planning and preparations for any likely disruption; to enable the trip to go ahead safely.

If travelling internationally for fieldwork, see the International Travel page for more information.

Risk Assessment training is available to guide you through the risk assessment process. The Training page provides details of the courses available and information on how to book onto a course.

The university has the right to refuse any fieldwork proposal on the grounds of health and safety, or for other operational or academic reasons as appropriate. Any member of staff or student who leaves the university without approval to travel, work, or study is unauthorised and therefore not insured.

Fieldwork documents:

Field Safety Policy Arrangements

Off Campus Meetings and Conferences - White Form (Very Low Level)

Off Campus Activities and Fieldwork Risk Assessment - Green Form

Off Campus Activities and Fieldwork Risk Assessment - Red Form

Off Campus Activities and Fieldwork Risk Assessment Guidance

Pre-departure Meetings and Participant Information Guidance

Participant Declaration and Information Form

Health Declarations:

Off Campus Activities Health Declaration

Guidance for Health Declarations

For further information on health declarations, contact Occupational Health.

Filming on Campus - Health and Safety Checklist

Workplaces where there are significant health and safety risks need a trained First Aider. A first aid needs assessment is carried out by your Health and Safety Advisor in liaison with staff within your Faculty or Professional Service Unit to identify the appropriate level of first aid required. First Aid Training is provided by the Health and Safety Team if it is identified as a requirement for your role.

Make yourself aware of the First Aider for your Faculty/ PSU. There are signs in all buildings displaying details of the First Aid arrangements. If you require first aid, contact your Academic Faculty/ PSU first aider.

For all emergencies or serious injuries contact Security for assistance on 333 (landline/ zoom) or 01792 513333 (mobile). Alternatively activate your SafeZone app.

Further information, including a first aid calculator, can be found on the HSE website.

First Aid Signage - Bilingual

Health and Safety Policy - Part 1

Health and Safety Policy - Part 1 (CYMRAEG)

Resilience Policy - Part 1

Resilience Policy - Part 1 (CYMRAEG)

Health, Safety and Resilience Policy - Part 2: Roles and Responsibilities

Health Safety and Resilience Policy - Part 2: Roles and Responsibilities CYMRAEG)

Policy Part 2a - Governance and Committee Structures

Policy Part 2a - Governance and Committee Structures (CYMRAEG)

International travel is a regular part of work and study at Swansea University, therefore it is important all staff and students working and travelling internationally are aware of the potential risks, and follow the required guidance and procedures to help keep themselves and those they may be travelling with safe. International travel can be anything from attending a conference, visiting an International University, to conducting fieldwork anywhere outside of Great Britain.

As with other types of travel, international travel comes with its own risks, therefore it is essential you plan your trip in a timely manner to ensure all risks and controls/ arrangements have been considered, including emergency plans and plans for any form of disruption are in place, to allow the trip to go ahead safely.

There are three forms required for international travel approval:

1. Request to Travel Form
2. International Travel Risk Assessment Form
3. Participant Declaration and Information Form (for group travel only)

To determine the level of international travel risk assessment form required, you need to consider the Foreign, Commonwealth and Development Office (FCDO) travel advice and the Crisis24 Horizon risk ratings:

The university has the right to refuse any proposal to travel internationally on the grounds of health and safety, or for other operational or academic reasons as appropriate. Any member of staff or student who leaves the university without approval to travel, work, or study is unauthorised and not insured.

International travel health and safety risk assessment training is available to guide you through the process. Information on how to book the training course is available on the Training page.

More information on off campus activities and fieldwork risk assessment can be found on the Fieldwork page.

International travel documents:

International Travel Policy

International Travel Risk Assessment Guidance

Request to Travel Form

International Travel Risk Assessment - Green Form

International Travel Risk Assessment - Amber Form

International Travel Risk Assessment - Red Form

International Travel Approval Process

Participant Declaration and Information Form

Pre-departure Meetings and Participant Information Guidance

Health Declarations:

Off Campus Activities Health Declaration

Guidance for Health Declarations

For further information on health declarations, contact Occupational Health.

The Health and Safety Information for Employees Regulations 1989, requires employers to either display the HSE-approved law poster or to provide each of their workers with the equivalent leaflet.

Law Poster

A2 size Health and Safety Law Poster

A2 size Health and Safety Law Poster (CYMRAEG)

Law Leaflet

Health and Safety Law

Health and Safety Law (CYMRAEG)

Law Pocket Card

Health and Safety Law Pocket Card

It is essential that if anyone works alone they have procedures in place to raise an alarm if necessary.

If the activity includes potential hazardous activity it must not be undertaken by lone workers.

We are responsible for your safety while you are on University business. You must inform your manager or supervisor in advance if you are working off-site. Familiarise yourself with the safety arrangements of any third-party you are visiting. If you do not feel that safety is managed, make this known and if appropriate steps are not taken then stop the visit.

If you are to work abroad on University business make sure an appropriate overseas travel risk assessment is completed before you leave and is approved by your manager. This is to assess security and health risks, and provide details of your travel and accommodation arrangements in other countries.

In addition, you must follow the appropriate health advice by getting vaccinations or medication (e.g. malaria tablets) as recommended. You must also ask for the insurance documentation before you travel.

Further information is provided in the lone working policy arrangements and example risk assessment. If you have any queries regarding lone working or working off campus contact the Health & Safety Team for advice.

Policy

Lone Working Policy Arrangements

Supporting Documents

Risk Assessment - Lone Working

Appendix One - Lone Working Checklist

Manual Handling Information Sheet

Manual Handling in Libraries - Information Sheet

Noise is part of everyday life, but loud noise can permanently damage your hearing. Whatever your age, once you lose your hearing you can never get it back. Noise induced hearing loss is irreversible damage to the ears caused by exposure to high levels of noise.

You are at risk if you can answer 'yes' to any of these questions about the noise levels where you work:

• Is the noise intrusive - like a busy street, a vacuum cleaner or a crowded restaurant - for most of the working day?
• Do you have to raise your voice to have a normal conversation when about 2m apart for at least part of the day?
• Do you use noisy powered tools or machinery for over half an hour a day?
• Are there noises because of impacts (e.g. hammering, drop forging, pneumatic impact tools, etc.), explosive sources such as cartridge-operated tools or detonators, or guns?
• Do you have muffled hearing at the end of the day, even if it is better by the next morning?

We want to prevent hearing loss before it happens. If you answered yes to any of the questions above you may be at risk. Speak to your manager who can contact your H&S Lead/ Advisor or Occupational Health (staff only) for advice.

To identify if there is a risk from noise exposure at work, a risk assessment must be carried out to determine the levels of noise and the duration of time that you are exposed to the noise. Action must then be taken to reduce and control the risk from noise exposure to protect staff and students. Hearing protection is always the last resort, noise sources must be assessed to determine if they can be reduced either at the source or by reducing the path of the noise. Further information on reducing and controlling the risks of exposure is available.

If you have any queries or would like additional advice on noise exposure limits

Supporting Documents

Information Sheet - Otoxicity

Estates and Campus Services manage professional pest control and cleaning across the estate, to monitor, mitigate and eradicate the presence of pests within our buildings. To assist in this process we require staff to maintain a sufficient level of cleanliness and housekeeping within the workplace.

Below is a summary of staff expectations and what Estates and Campus Services will deliver:

Pest Control - Good Housekeeping Information Sheet

Here are some important documents relating to pregnancy and breastfeeding:

Pregnancy Risk Assessment Form

Pregnancy and COVID-19 Risk - Information Sheet

Sensible risk assessment means concentrating efforts on the risks that arise more often, and/ or the things that could cause significant ill health, injury or damage.

Risk assessment is less about filling in lots of paperwork and more about using available knowledge and guidance to identify what needs to be in place to ensure people’s health and safety are safeguarded. Sensible health and safety processes enable innovation and learning, they do not stifle them. Risk assessment is the process to enable this to happen, time taken to do this should be proportionate to the risk.

Further information is available to support you undertaking risk assessments, including risk assessment templates. For further advice in completing risk assessments . Training is also available to support you in completing risk assessments. See the health and safety training page for the details of the courses available and how to book a place on a course.

Supporting Documents

Risk Assessment Template

Risk Assessment Template with Matrix

Risk Assessment Information Sheet

Sharps Injuries Safety Information Sheet

You could be risking damage to nerves, blood vessels and joints of the hand, wrist and arm if you work regularly with hand-held or hand-guided power tools.

Hand Arm Vibration Syndrome (HAVS) caused by exposure to vibration at work is preventable, but once the damage is done it is permanent.

The health risk depends upon the vibration magnitude of the tool and the length of time it is used.

You are at risk if you regularly use hand-held or hand-guided power tools and machines. You are also at risk if you hold work pieces, which vibrate while being processed by powered machinery such as pedestal grinders.

We want to prevent damage as a result of working with vibrating equipment before it happens. Speak to your manager who can contact your H&S Lead/ Advisor or Occupational Health (staff only) for advice if you have any concerns. There may be certain health conditions that make you more vulnerable to developing symptoms.

To identify if there is a risk from exposure to vibration at work, a risk assessment must be carried out based around the vibration of the tool and the length of time you use it. An action plan must then be developed to reduce and control the risk from exposure. This may include regular health surveillance with occupational health to check no symptoms are developing. Further information on reducing and controlling the risks of exposure to vibration is available.

If you have any queries or would like additional advice on vibration exposure limits

Work Placements

Appendix 1 - Work Placement Briefing (contact)

Appendix 2 - Placement Contact Form

Appendix 5 - Student Passport

Appendix 7 - Risk Profiling

Appendix 8 - Risk Assessment

Appendix 9 - Induction Checklist

Appendix 10 - Insurance Presentation

Appendix 11 - Debriefing Form

Appendix 13 - Process Flowchart

Appendix 14 - Monitoring Form

Annex:

Safe Use of Ladders Information Sheet

Inspection/ Pre-Use Check of Ladders

Preventing Falls from Height for Low Risk, Short Duration Tasks