Health, Safety and Risk

The School of Social Sciences' primary functions are research and teaching, but these aims must be achieved, so far as is reasonably practicable, with no adverse effect on the health and safety of any member of staff, associate or student or external related to the University. It is the policy of the School to pursue the highest standards of Health and Safety in all of its activities.

The allocation of duties for safety matters and the particular arrangements for implementing the policy are set out in the School’s Health & Safety Policy. The School requires all individual members to actively contribute to a safer working and teaching environment.

James Fortune-Clubb, the Compliance, Risk and Estates Manager and School Safety Advisor, can advise staff on health & safety and risk assessments. Contact James via email james.fortune-clubb@manchester.ac.uk.

Your health and safety responsibilities

Mandatory Induction for Undergraduate (UG) and Postgraduate (PG) Students

All new students at the University of Manchester are required to complete a compulsory health and safety course. The course delivers basic information about how health and safety is managed at the University. The course is delivered via Blackboard and can be accessed on My Manchester. All new students are automatically enrolled onto the relevant course unit. It will take approximately 1 hour to complete.

Students are expected to complete the course and obtain a "pass" within the 1 month of starting.

The course codes are as follows:

SOCS11230 Health & Safety Induction undergraduate students;
SOCS61230 Health & Safety Induction postgraduate teaching students;
HUMNSPGR-IND001 and HUMNSPGR-IND005 Health & Safety Induction postgraduate research students.

If you do not complete the course unit you may be prevented from accessing parts of the campus.

Mandatory Induction for Staff

Staff and students of the School are expected to do all that is reasonably practicable to ensure that the requirements of current legislation and University health and safety policy are implemented.

All staff, whether new to or transferring within the University should receive and understand health and safety information as part of the general induction into the School of Social Sciences.

To complete your induction, you must:

Complete the short mandatory e-learning course, THS1E;

Complete a new starters health & safety induction checklist with your line manager/supervisor and send a signed copy to the School Safety Advisor.

Further health and safety information is available in the tabs below:-

Display Screen Equipment (DSE)

Display Screen Equipment (DSE) refers to equipment used in the workplace such as laptops, tablets, mobile phones and PCs. Current regulations on Display Screen Equipment (DSE) puts the responsibility on both the employer and the user to ensure the equipment is used correctly.

New users of display screen equipment and those setting up, moving workstations or equipment, or working from home must complete an on-line self-assessment form for their on-campus workstation: Campus Online DSE form

Staff who work from home must also complete the University’s homeworking checklist (appendix 1 of the University’s Homeworking Guidance) and a online self-assessment form for their home workstation: Home Workstation DSE form

Staff experiencing discomfort (e.g. sore eyes/wrist etc.) whilst using a workstation should also complete an on-line self-assessment.

The employer is required

to assess each user’s working environment with respect to DSE,
to ensure their working environment meets the regulations,
to train each user in the correct procedures with respect to DSE,
to provide suitable support equipment, and
to ensure users have ample opportunity to take breaks from DSE related work.

All users are required

to ensure they use the equipment in the manner in which they are instructed,
to ensure their chair is adjusted to the most comfortable position,
to ensure there is space underneath the desk to move their legs freely,
to change their posture as often as is practicable,
to adjust the keyboard and screen to establish a good typing and viewing position,
to arrange the keyboard to allow space to rest their hands while typing,
to organise their work so that they are not continually twisting and stretching,
to arrange their equipment so that bright lights are not reflected on the screen and they are perpendicular to the equipment, and
to organise their work so that they can take regular breaks from the equipment.

Arrangements for eyesight tests

If an eyesght test is requested by a DSE user, they will need to arrange this at a registered optition of their choice. In order to claim back the cost of the eyesight test, staff need to obtain a receipt from their optician and claim this back through the University's expenses system.

If an optician advises that spectacles are required specifically for DSE use, staff should get this in writing and claim this back through the expenses system (subject to a maximum amount, currently £90). Line managers will need to see evidence from the optician before approving the claim through expenses.

Local Safety Advisors/Display Screen Assessors.

The School Safety Advisor and/or Display Screen Assessors will advise on the correct set-up and use of the workstations and make recommendations regarding the purchasing of any new equipment or furniture. The School’s Safety Advisor and DSE assessors are listed below:

School Safety Advisor

James Fortune-Clubb james.fortune-clubb@manchester.ac.uk Tel: 50851

DSE Assessors

Donna White Donna.white@manchester.ac.uk Tel: 53582

Jackie Horricks Jackie.horricks@manchester.ac.uk Tel: 61262

School DSE Assessors Team can be contacted via email soss.dse@manchester.ac.uk

Further Information

DSE Guide to Setting Up Your Workstation

DSE Toolkit

Home workers guidance from the HSE

First aid

In the event of an accident requiring first aid, you should contact a first aider. A list of the names of authorised first aiders can be found by the lifts in every University building - you will need to scan a QR code for the latest list.

Please note that all security staff are first aid and defibrillator trained. Security can be contacted by calling 0161 306 9966 (the number can also be found on the back of your ID card)

While the posters in the building are audited annually, it is very easy for the notices to become out of date with staff moving and leaving. An up to date list of first aiders can be accessed using the link below:

List of first aiders

First aid webpage

Fire Safety

Fire procedure

All persons must familiarise themselves with the location of their nearest emergency exit.
You are responsible for your visitors and must advise them of emergency action. If you hear the alarm (continuous siren) you must leave the building as quickly as possible by the nearest available exit. Do not use the lifts.
If you oversee lectures or laboratory classes, you must take responsibility for the orderly evacuation of your class without delay.
Do not enter a building while the alarm is sounding, and do not re-enter until a senior Fire Officer or Fire Evacuation Marshall gives permission.
If you discover a fire, do not delay in sounding the alarm.
Instructions for escape in the event of a fire or other emergency should be posted by all emergency call buttons throughout the buildings.

How to report any Fire Safety building defect.

There are various Fire Safety elements that go towards making our buildings safe, examples of these include such things as: -

Fire resisting compartments and fire protected routes, to help occupants to get out of our buildings safely should a fire occur;
Fire doors with self-closing devices which hold back fire and smoke to protect escape routes;
Final fire exit doors which should always be accessible.
Fire alarms, to alert all occupants in case of fire.
Emergency lighting and fire signage to ensure that occupants can find their way out of a building safely.

The University of Manchester “Helpdesk” is the first point of contact for reporting a defect that is in need of repair: https://www.estates.manchester.ac.uk/services/msu/helpdesk/

Further information can be found in the documents below:-

Fire doors

Means of escape

Helpdesk

Assembly points

Arthur Lewis Building - next to the Martin Harris Centre entrance off Bridgeford Street
Crawford House – outside St Peter’s House
Humanities Bridgeford Street - next to the Martin Harris Centre entrance off Bridgeford Street
178 Waterloo Place - University Green (grass area beside Waterloo Place)
188 Waterloo Place - University Green (grass area beside Waterloo Place)
Williamson Building - Brunswick Park

Fire alarm test times

Fire alarms are tested at the following times (you do not have to evacuate the building for this test)

Arthur Lewis Building - Monday 1:30pm
Crawford House - Wednesday 11:45am
Humanities Bridgeford Street - Friday 9:15am
178 Waterloo Place – Monday 9:30am
188 Waterloo Place – Monday 9:50am
Williamson Building - Monday 8:20am

Fire training and information

LAOD147 Fire Awareness for All - all staff– Required for all staff and PGR students. Recommended for everyone. Covers the University's general procedures and arrangements, emergency evacuation, and practical advice
TLCF101e Fire Evacuation Training - This course sets out the role of an FEM and the level of expectation. You must have completed TLCF100 to enrol.
University Health and Safety Arrangements Chapter 7 on Fire Safety

Fire evacuation marshals

The School requires sufficient Fire Evacuation Marshals, FEM, for all SoSS buildings (Arthur Lewis, Crawford House, Humanities Bridgeford Street, Williamson, 178 and 188 Waterloo Place).
We need volunteers from all staff and PGR Students to join our team of marshals.The role of the Fire Evacuation Marshal is to assist in the evacuation of people from a building in the event of fire alarm activation and report defects or problems with the fire safety arrangements to the local Safety Advisor or Estates Helpdesk. To train as a marshal you will need to complete some short online training and attend an induction session with the School Safety Advisor.

If you are able to help the School in this crucial role, please email jackie.horricks@manchester.ac.uk to register your interest.

Personal emergency evacuation plans (PEEPs)

The Disability Advisory and Support Service (DASS) help to identify students and members of staff that may need to have a Personal Emergency Evacuation Plan (PEEP). Additionally if you require support evacuating a university building during an alarm but are not registered with DASS, please consider filling in a PEEP.

An individual may state that they do not require a PEEP, the School will respect their decision, and this may be changed in the future at the individual's discretion.

Personal emergency evacuation plans policy

Personal emergency evacuation plans form

Please contact james.fortune-clubb@manchester.ac.uk for any queries relating to PEEPs

Introduction to Risk Assessments in SoSS

What is a risk assessment?

A risk assessment is a process through which the decision about how to control risk is made, and a conclusion is reached about the balance between weighing the risk of injury against the cost or sacrifice needed to control or reduce that risk.

AIG Travel is the University’s travel insurer and will provide assistance in the event of travel, medical or security incident.

Purpose of a risk assessment

Identifies potential hazards
Pre-planning helps to reduce the risk of injury, illness and incidents
Allows you the traveller to take responsibility for your safety
Allows a line manager to authorise or deny the travel from an understanding of the risks

The School uses 3 types of risk assessments:

Generic Risk Assessments - covers most low-risk activity
Adapted Risk Assessment - covers moderate-risk activity
Full Risk Assessment (High risk) - covers high-risk activity

SoSS generic risk assessments

The School of Social Sciences has implemented generic risk assessments that cover the day to day activities of a member of SoSS.

Risk Assessments and Staff Travel

Risk Assessments and travel

The School follows the current University guidance on travel and flowchart

Wherever and whenever you travel there will be some form of risk involved. It is compulsory, regardless of destination, to assess the risks associated with your trip and that a risk assessment is in place before any travel commences. If you are planning to travel away from the University - whether it is on University business such as a conference or for research fieldwork - you will require a risk assessment and pre-travel approval

The risk assessment procedure you will need to follow for approval to travel depends on where you are travelling to. Staff should follow procedures for UK travel, low/moderate risk countries, high risk countries. PGR students have a separate process for risk assessments for fieldwork

If travel and activities do not fall in the outlined procedures below, you may need to complete an adapted or full risk assessment which details the risks anticipated and measures to address them. Please contact soss.risk@manchester.ac.uk for support with this process.

Timelines for processing risk assessments:

Please be aware it can take up to 3 months to fully approve full risk assessments for travel to high-risk countries, and 10 days to answer risk assessment queries due to the high volume of requests.

UK travel (low risk):

The School of Social Sciences has a generic travel risk assessment that covers travel to UK destinations for low-risk off-campus activities (including low-risk day field trips, conferences, research, undertaking surveys, interviews and focus groups or archival work in offices and public places within normal working hours in the UK):

SoSS generic risk assessment (A) – Off-Campus Work in the UK

Procedure for staff:

Check plans are covered by the generic risk assessment (A) – Off-Campus Work in the UK
Confirm travel plans with line manager/supervisor
Complete the online SoSS Pre-Travel Risk Assessment Declaration before travel. The form will request details on the country/place you are going to, travel arrangements, duration of the trip, line manager approval and emergency contact details

The online form gets automatically sent to the staff member, their line manager, and soss.risk@manchester.ac.uk
The School Safety Advisor monitors the forms to ensure they are for UK travel and are low risk activities and flags any of concern to staff’s line manager/supervisor
Once the pre-travel risk assessment declaration is submitted, staff can book travel with KeyTravel
If required, a copy of the “pre-travel risk assessment declaration” can be used as proof of following the risk assessment procedure.

Overseas travel to low and moderate risk countries:

The School of Social Sciences has a generic travel risk assessment that covers low-risk overseas business travel to low risk and moderate risk countries (including low-risk field trips, conferences, research, undertaking surveys, interviews and focus groups or archival work in offices and public places within normal working hours):

SoSS generic risk assessment (B) – Overseas Business Travel

Procedure for staff:

Check the country you are intending to visit is not on the University’s high risk country list, does not require export control, and is not to an area where the Foreign, Commonwealth & Development Office (FCDO), advises against travel
Check plans are covered by the SoSS generic risk assessment (B)
Confirm travel plans with line manager/supervisor
Complete the online SoSS Pre-Travel Risk Assessment Declaration before travel. This form requests details on the country/place you are going to, travel arrangements, duration of the trip, line manager approval and emergency contact details

The online form gets automatically sent to the staff member, staff member’s line manager, and soss.risk@manchester.ac.uk
The School Safety Advisor monitors the forms to ensure they are for low and moderate risk destinations and are low risk activities and flags any of concern to staff’s line manager/supervisor
Once the pre-travel risk assessment declaration is submitted, staff can book travel with KeyTravel
If required, a copy of the “pre-travel risk assessment declaration” can be used as proof of following the risk assessment procedure.

Travel to High/Extreme Risk Countries:

If staff are travelling to or through countries listed on the University’s high-risk countries, or where the University’s Insurance Company AIG, or where the Foreign, Commonwealth and Development Office (FCDO) has advised against all travel or all but essential travel, then a full risk assessment must be completed and approved by the Head of School and in some cases the Dean of Humanities.

Procedure for staff:

Fill in a full risk assessment if your destination is listed on the University’s high-risk countries, requires export control, is high/extreme risk on the University’s Insurance Company AIG, or is an area where the Foreign, Commonwealth and Development Office (FCDO) has advised against all travel or all but essential travel
Confirm travel plans with line manager/supervisor
- Complete a specific risk assessment template for overseas business travel and fieldwork, in high risk destinations
- In the full risk assessment include the following:
  - Personal health risk, local Covid risks, health care infrastructure as well as restrictions for entry in country;
  - A contingency plan in the risk assessment including an evacuation and repatriation plan should circumstances become dangerous for the traveller.
It can be helpful to review a template for suggested measures when filling out a specific risk assessment. Contact soss.risk@manchester.ac.uk for risk assessment examples.
Send your risk assessment for approval to member of senior leadership team (usually Heads of Department).
Send approved risk assessments to soss.risk@manchester.ac.uk who will coordinate obtaining the Head of School’s approval and Faculty Dean, if required.
A signed copy of the risk assessment will be saved to School records and sent to the staff member.
Share your approved risk assessment with travel administrators to confirm you can book travel.

Risk Assessments and Postgraduate Student Fieldwork

Risk Assessments for Postgraduate Student Fieldwork

It is compulsory, regardless of destination, to assess the risks associated with your fieldwork and that a risk assessment is in place before any travel commences. If you are planning to conduct fieldwork, you will require a risk assessment and pre-travel approval from your supervisor

The School has developed template risk assessments that you can adapt for your fieldwork depending on if you are conducting low risk/moderate risk fieldwork or high risk fieldwork.

For low risk/moderate fieldwork:

Check the country you are intending to visit is not on the University’s high risk country list, does not require export control, and is not to an area where the Foreign, Commonwealth & Development Office (FCDO), advises against travel
Fill in the SoSS template risk assessment (J) - PG low-moderate risk fieldwork
This must be signed off by the student, checked, approved, and signed off by the supervisor
If you are a postgraduate taught student: submit it by email to soss.courseunits@manchester.ac.uk
If you are a postgraduate research student: submit it by email to soss.risk@manchester.ac.uk

For high risk fieldwork:

Fill in a full risk assessment if your destination is listed on the University’s high-risk countries, requires export control, is high/extreme risk on the University’s Insurance Company AIG, or is an area where the Foreign, Commonwealth and Development Office (FCDO) has advised against all travel or all but essential travel
Fill in the SoSS template risk assessment (K) - PG high risk fieldwork
The School Safety Advisor can advise on completing the risk assessment if complicated.
The risk assessment must be signed off by the student, checked, approved, and signed off by the supervisor before emailing the completed form to soss.risk@manchester.ac.uk for coordinating Head of School approval
The SoSS risk team will confirm approval via email

Timelines for processing risk assessments:

Please be aware it can take up to 3 months to fully approve full risk assessments for travel to high-risk countries, and 10 days to answer risk assessment queries due to the high volume of requests.

Useful tools:

The University has a number of control measures and tools to assist in managing the safety of staff and students when travelling. See the following:

Insurance - SoSS members are encouraged to register on the AIG site or download the AIG Travel Assistance app to your phone prior to travel. The app can assist travellers if they need security and/or medical assistance while travelling or simply some travel advice before travel.
Key Travel – the University’s appointed partner for the booking of travel. All travel must be booked via Key Travel.
Risk & Compliance - provide further guidance on travel and training available.

Risk Assessments and Undergraduate Student Fieldwork

Risk Assessments and Undergraduate Student Fieldwork

The School has developed a UG risk assessment template that you can adapt for low to moderate risk fieldwork. Undergaduate students will not be approved to conduct high risk fieldwork. Discuss your fieldwork plans with your supervisor to ensure they are of low to moderate risk.

Procedure for submitting risk assessments:

Check the country you are intending to visit is not on the University’s high risk country list, does not require export control, and is not to an area where the Foreign, Commonwealth & Development Office (FCDO), advises against travel.
Complete the "SoSS template risk assessment (I) - UG low-moderate risk fieldwork".
Your risk assessment must be signed off by the student, checked, approved, and signed off by your supervisor.
Once completed and fully signed, submit it by email to soss.courseunits@manchester.ac.uk for School records.
Upload your Risk Assessment under section L34.1 of the application for ethical approval on the Ethical Review Manager.

School-related forms and policies

Useful links

University Links

External Links

SoSS Health and Safety Training

Health and safety training

All staff and students in the School should receive sufficient training to carry out their day to day tasks safely.

There are two types of training within the School, required training that all staff and students must complete and further recommended training

The training recommendations below show the University training programme offered to staff and students in School of Social Sciences, with the exception of training organised locally:-

SoSS HS Training Recommendations (The University of Manchester)

The University’s Learning and Organisational Development section facilitate a programme of training courses and other resources which are summarised here:

Health and safety | Learning and Organisational Development | StaffNet | The University of Manchester