INFORMATION SHEET: OUT OF HOURS WORKING RISK ASSESSMENT AND CONTROLS This Infrmatin Sheet prvides guidance n what t cnsider when undertaking an Out f Hurs Wrking risk assessment and deciding the cntrls needed t manage any risk. It supprts the Plicy Standard Out f Hurs Wrking. What is Out f Hurs Wrking? Out f Hurs Wrking is any wrk undertaken by a member f staff, student, visitr r cntractr during the fllwing time perids: Time Perid A Time Perid B Mnday t Friday, 18:00 22:00 Mnday t Friday, 22:00 06:00 Mnday t Friday, 06:00 08:00 Weekends and Public / University Hlidays, 08:00 20:00 Weekends and Public / University Hlidays, 20:00 08:00 Wrking ut f hurs will nt necessarily create an increase in risk f harm r injury prvided tasks are perfrmed with due regard t health and safety, and cntrls take int accunt the difference in emergency respnse when mst clleagues have left the building. Sme ut f hurs wrking may be the nrm fr staff and PhD students but excessive wrking hurs can have detrimental effects upn a persn s general well-being and perfrmance. It is nt just abut health and safety. What is the difference between Perid A and Perid B Perid A: Perid B: The time f day when mst staff and students remain at wrk and is ften verlked in risk assessments. There shuld be n significant increase in risk during this perid but it is knwn that greater cntrl may be required in rder t manage r restrict certain activities when n direct supervisin is pssible. There is a human tendency t undertake mre risky wrk when n ne else is arund and this shuld be cnsidered befre authrising practical wrk during this time perid. Relates t night wrk. Carefully cnsider befre authrising practical type wrk during this perid, particularly when deciding n the cntrls required per Risk Assessment. During Time Perid B there are less peple arund t help, t supervise, t assist and t instigate and perfrm emergency prcedures if anything ges wrng. Wrk during Time Perid B inherently brings with it a greater ptential fr incidents. This mainly as a typical University emplyee r PhD student is nt nrmally expected t wrk, r even be awake, during such hurs and cnsequently the likelihd f making mistakes ften increases as the bdy and mind is tired. This human factr must be cnsidered when authrising practical r safety critical wrk during Time Perid B and n wrk with an acute risk f harm r injury shuld be undertaken alne.
What t cnsider during a Risk Assessment 1 When undertaking an Out f Hurs Risk Assessment the fllwing pints shuld act as a prmpt list, highlighting typical scenaris fr cnsideratin: Des the wrk envirnment present a specific risk? Fr example, will wrk be: In a chemical r bilgical labratry r where ther experiments are taking place which culd pse a risk? In an islated envirnment r where there is n direct supervisin? In an area which pses a risk t persnal safety? Can the activity be carried ut during the nrmal wrking day? Can the activity be undertaken safely by ne persn, r is supervisin and/r instructin and assistance needed? Des the activity require specific training, skills and experience? Des the persn undertaking the activity require a certain level f maturity and experience? Can all the substances and equipment used in the wrk be safely handled by smene, pssibly wrking by themselves? Des the wrk invlve using cmplicated machinery r safety critical equipment? What if smething ges wrng? What is the wrse that culd happen? What mitigatin prcedures are there? Are specific emergency prcedures required in case the persn becmes ill r an accident ccurs during the activity? Fr example: Hw will yu knw they are there? Hw will yu knw if smething is wrng? Hw will they cntact smene if they need help? Hw will yu knw wh t cntact if smething des happen eg. emergency prcedure? Types f Cntrls The fllwing are suggestins fr cntrls t manage the risks assciated with Out f Hurs Wrking: Prduce and cmmunicate lcal prcedures fr ut f hurs wrking t all staff and students. Head f Schl/Directrate r similar senir member f staff t authrise any wrk after 6pm; such authrisatin can be wide-ranging and include all members f staff fr wrk n lw risk activities during Time Perid A. NOTE: It is recmmended n brad authrisatin is given t under-graduate students t wrk ut f hurs r t staff fr nn-ffice based wrk in Time Perid B withut a suitable and sufficient risk assessment. Establish lcal arrangements t infrm University Security f late wrking. All wrk in Time Perid B must be reprted t University Security. Set up Signing in Bks t recrd wh is wrking, when they are wrking, a brief descriptin f the wrk they are undertaking and details f an emergency cntact. Prepare a list f staff and students allwed t wrk ut f hurs, particularly fr Time Perid B. Cmmunicate and review list as apprpriate. 1 Cnsult Infrmatin Sheet Carrying Out a Risk Assessment befre preparing a specific Out f Hurs Risk Assessment
Specify what activities can be undertaken ut f hurs. Specify the cmpetencies needed t wrk ut f hurs and if supervisin is required. Remember, cntrls shuld reflect the true level f risk assciated with the wrk. dependent n the type f wrk and by whm, the lcatin and what can g wrng. This will be It is anticipated many Directrates and Clleges will intrduce generic cntrls fr Time Perid A wrk; such cntrls may limit students t cmputer rms and the like, limit staff t ffice based wrk and team wrk within labratries n lw risk prjects/research. Stricter cntrls are anticipated fr Time Perid B as the risks are ptentially greater than Perid A; especially because the Schl/Directrate will have less cntrl ver the activity. Authrisatin t wrk in Time Perid B shuld be n a case by case basis, except pssibly prviding generic authrisatin fr staff t ccasinally access and use wn ffice. The experience f the individual wishing t undertake ut f hurs wrk must factr when deciding t apprve r nt. Permissin t wrk ut f hurs in a chemical, bilgical r electrnic labratry n activities where there is an acute hazard shuld nt be prvided fr any lne wrker r fr inexperienced member f staff r PhD student unless adequate cmpetent supervisin is prvided. Examples Belw are examples f the type f arrangements and cntrls t allw ut f hurs wrking whilst ensuring as far as pssible an individual s health and safety. Activity Member f staff wrking in their ffice n Saturday afternn. Pst-graduate student typing Theses during Time Perid A in a Pst-Grad rm. Cntrls Refer t Directrate Risk Assessment which shuld address rutine ut f hurs wrking, eg. emergency arrangements, persnal security. Ensure they have means t cntact smene eg. mbile phne, ffice phne. Infrm Security when they arrive and when they leave n 2795. Use the signing-in / ut prcedure. Cllege Risk Assessment shuld address rutine ut f hurs wrking, eg. emergency arrangements, Security. Ensure they have means t cntact smene eg. mbile phne. Infrm Security when they arrive and when they leave n 2795. Use the signing-in / ut prcedure.
PhD Student wishing t undertake bilgical labratry analytical wrk vernight. Prject Student taking samples frm the Menai Straits at 8pm n a Friday night. (NOTE: Nt specifically cntrlled by the Out f Hurs Wrking Plicy Standard this example is prvided t assist with the cncept and in the prductin f the Fieldwrk risk assessment) Prepare a specific experiment Risk Assessment and cnfirm very lw risk activity and cntrlled envirnment. Present Risk Assessment and request t carry ut wrk t Head f Schl fr authrisatin. Apprval nly prvided where it is cnfirmed risk f the wrk and the envirnment is very lw, the persn has suitable experience and there is adequate supprt; cnfirm als there is n pssibility fr the wrk t realistically be carried ut during the nrmal wrking day. Ensure they have means t cntact smene eg. mbile r ffice phne. Use the signing-in / ut prcedure. Infrm Security n 2795 when they arrive and when they leave. Prepare a specific activity Risk Assessment. Present Risk Assessment and authrisatin request t carry ut wrk t the Academic Supervisr. Head f Schl/Supervisr specifies specific cntrls eg. student must be supervised r wrk with a clleague. Student must familiarise him/her self with sampling area in daylight and carry suitable trches and equipment. Ensure they have means t cntact smene eg. mbile phne. Infrm Security n 2795 when they start and when they finish taking samples. Further Infrmatin Fr further guidance n what t cnsider when prducing an ut f hurs plicy r prcedure please cntact Health and Safety Services.
Appendix 1: EXAMPLE OF TYPICAL OUT OF HOURS AUTHORISATION PROCEDURE NON-SCIENTIFIC/LABORATORY SCHOOL It is the plicy f the Schl f XXXXX that all wrk utside f the nrmal wrking day and week is cntrlled t eliminate r reduce any additinal risk when wrking with fewer clleagues arund. A generic ut f hurs risk assessment is available, which shuld address the majrity f schl activities. Hwever, where wrking ut f hurs brings additinal risks nt already addressed, a specific risk assessment, apprved by a Supervisr and/r lcal Health and Safety Crdinatr is required. TIME PERIOD A implement the fllwing authrisatins and arrangements are permitted t undertake ffice based wrk prvided they Sign In / Out and fllw lcal building security arrangements. If student assistance is required in Time Perid A authrisatin shall be required frm the apprpriate Academic Supervisr. Nt nrmally permitted t remain within the Schl during Time Perid A unless taking part in staff supervised activities r taught mdules and if apprved by the relevant Academic Supervisr. PhD students may be authrised t undertake ffice based wrk during Time Perid A prvided his/her Academic Supervisr has granted permissin in writing. TIME PERIOD B - implement the fllwing authrisatins and arrangements All activities within Time Perid B must be risk assessed and arrangements suitably cnsider the greater risks invlved when wrking during this perid. Members f staff are permitted t enter the building t gain access t wn ffice t cllect belngings and/r and undertake urgent r deadline wrk. Such shuld nt be the nrm and must be undertaken in accrdance with lcal access and signing in and ut arrangements. must nt wrk regularly in Time Perid B withut the express permissin f the Head f Schl. Nt permitted t enter buildings unless cnstantly supervised and apprved by Head f Schl. PhD students wishing t wrk in Time Perid B must seek the written permissin f the Head f Schl if wishing t wrk unsupervised during this perid. Such wrk shuld nt be the nrm and must be undertaken during nrmal wrking hurs if pssible. Cntractrs The permissin f the Schl is required fr all cntractr wrk ut f nrmal wrking hurs. Where Prperty and Campus Services wish t authrise ut f hurs wrk fr its staff and cntractrs it must firstly agree with the Head f Schl r his/her nminee what arrangements shall be put in place. Visitrs Nt permitted int Schl buildings unless as part f a taught mdule, lecture r under supervisin f a member f staff. During Time Perid B 2 visitrs shall nly be permitted with the express permissin f the Head f Schl r his/her nminee. 2 Family f a members f staff accmpanying him/her t retrieve dcuments and the like frm wn ffice shall be permitted in exceptinal circumstances prvided this is in accrdance with Child Safety Arrangements fr the building
Appendix 2: EXAMPLE OF TYPICAL OUT OF HOURS AUTHORISATION PROCEDURE SCIENTIFIC/LABORATORY SCHOOL It is the plicy f the Schl f XXXXX that all wrk utside f the nrmal wrking day and week is cntrlled t eliminate r reduce any additinal risk arising when wrking with fewer clleagues arund and when supervisin and assistance is limited. A generic ut f hurs risk assessment is available fr ffice based wrk that shuld address the majrity f Schl cmputatinal and desk based activities. Hwever, where wrking ut f hurs brings with it additinal risks nt already addressed in this Schl assessment, a specific risk assessment, apprved by a Supervisr and/r lcal Health and Safety Crdinatr is required. NOTE: A specific risk assessment, r additin t an existing assessment, must be prduced fr all labratry wrk undertaken ut f hurs. TIME PERIOD A implement the fllwing authrisatins and arrangements are permitted t undertake ffice based wrk prvided they abide by the signing-in and ut prcedure and fllw lcal building security arrangements. If student assistance is needed during Time Perid A authrisatin frm the apprpriate Academic Supervisr is required. Where labratry wrk is t be undertaken the risk assessment shall cnfirm that adequate arrangements are in place, there are n acute risks and wrk is always supervised. Nt permitted t remain within the Schl during Time Perid A unless taking part in staff supervised activities r taught mdules. If access is required during Time Perid A permissin must be given by the Academic Supervisr n labratry lne wrking is permitted fr under-graduates. PhD students may be authrised t undertake ffice based wrk during Time Perid A prvided their Academic Supervisr has granted permissin. If a PhD student wishes t undertake labratry wrk in Time Perid A, a specific risk assessment and express written permissin f the Academic Supervisr is required befre wrk starts. N wrk invlving acute risk f harm r injury shall be permitted fr Time Perid A unless as part f a staff-led research activity and per a suitable risk assessment. TIME PERIOD B - implement the fllwing authrisatins and arrangements All activities within Time Perid B must be risk assessed and arrangements suitably cnsider the greater risks invlved with wrking during this perid. are permitted t enter the building t gain access t wn ffice t cllect belngings and/r and undertake urgent r deadline wrk. Such shuld nt be the nrm and must be undertaken in accrdance with lcal access and signing in and ut arrangements. are nt permitted t wrk regularly in Time Perid B withut the permissin f the Head f Schl. N labratry wrk shall be undertaken withut a suitable risk assessment and cnfirmatin that n acute risks f harm r injury.
Nt permitted t enter buildings unless cnstantly supervised and as part f a prject apprved specifically by the Head f Schl. Pst-graduate students wishing t wrk in Time Perid B must seek the written permissin f the Head f Schl if he/she wishes t undertake unsupervised wrk during this perid f time. N labratry wrk shall be undertaken withut a suitable risk assessment and cnfirmatin that n acute risks f harm r injury. Such wrk must nt be cnsidered the nrm and shuld, wherever pssible, be undertaken during nrmal wrking hurs r Time Perid A. Cntractrs The permissin f the Schl is required fr all cntractr wrk ut f nrmal wrking hurs. Where Prperty and Campus Services wish t authrise ut f hurs wrk fr its staff and cntractrs it must firstly agree with the Head f Schl r his/her nminee what arrangements shall be put in place t ensure the cntractr s safety and that f Schl staff and students. Visitrs Visitrs are nt permitted int Schl buildings unless as part f a taught mdule r lecture r under supervisin f a member f staff. Visitrs nly permitted with the express permissin f the Head f Schl r his/her nminee during Time Perid B 3. NOTE: The abve prcedural examples are simplistic and shuld be amended t better suit the particular Schl and Directrate, taking int accunt specific activities and hazards. 3 Family f a members f staff accmpanying him/her t retrieve dcuments and the like frm wn ffice shall be permitted in exceptinal circumstances prvided this is in accrdance with Child Safety arrangements fr the building