Head of Department
Heads of Department are responsible in their own areas for the implementation of University Health and Safety Policy. As regards fire safety, Heads of Department have specific responsibility in respect of the premises within their control for ensuring full compliance with the statutory duties imposed on the University in respect of fire safety. The Head of Department can assign the task of complying with these duties to other individuals, but the accountability itself may not be delegated or transferred and rests at all times with the Head of Department.
Head of Department will: Take such general fire precautions as will ensure, so far as reasonably practicable, the safety of employees and all relevant persons within his or her Institution and as may reasonably be required to ensure that the premises are safe.
- Ensure suitable and sufficient assessments of the fire risks to which persons within their Institution are exposed for the purpose of identifying the general fire precautions which he or she needs to take.
- Implement any necessary preventive and protective measures on the basis of the prescribed principles of fire prevention.
- Make, implement and record such arrangements as are appropriate for the effective planning, organisation, control, monitoring and review of such measures.
- Ensure that risks related to the presence of dangerous substances are eliminated or reduced so far as is reasonably practicable.
- Ensure that the premises are, to the extent that is appropriate, equipped with appropriate fire-fighting equipment and with fire detectors and alarms. Any non-automatic fire-fighting equipment must be easily accessible, simple to use and indicated by signs.
- Where necessary take measures for firefighting in the premises.
- Ensure that routes to emergency exits from premises and the exits themselves are kept clear at all times and comply with prescribed requirements.
- Establish and implement appropriate procedures, including evacuation drills, to be followed in the event of serious and imminent danger.
- Ensure that the premises and any facilities, equipment or devices are subject to a suitable system of maintenance and are maintained in a sufficient state, in efficient working order and in good repair.
- Provide employees and staff from any outside undertaking who are working on the premises with comprehensible and relevant information on the risks to them identified by the risk assessment, the preventive and protective measures which have been taken and the procedures to be followed in the event of serious and imminent danger.
- Ensure that employees are provided with adequate safety training.
- Ensuring adequate resources are available to allow those with responsibilities for fire prevention and fire precautions to discharge their duties effectively.
Departmental Fire Safety Manager
The Departmental Fire Safety Manger (DFSM) is appointed in writing. The DFSM will advise and assist the HoD with implementation of the University Fire Safety Policy and arrangements at a local level within the Department.
Departmental Fire Safety Manager shall:
- Will undertake initial Departmental Fire Safety Manager Training on appointment; and undertake refresher training every three years
- Be fully familiar with the University Fire Safety Policy.
- Advise and assist the Head of Department in the formulation and revision of departmental procedures relevant to Fire Safety matters.
- Ensure that necessary emergency procedures are both in place and practised at intervals as required under University Policy, including maintaining current information in a Premises Information Box.
- Inform, liaise with, and co-operate with University Fire Safety Team and when appropriate with officers of other Central Bodies on all fire related matters.
- Co-operate with other departmental staff who have a safety component within their day to day function if the premises is part of a building in multiple occupation.
- Co-operate and share relevant information with other responsible persons
- Arrange for day to day inspections and statutory testing of fire prevention measures and installations.
- Participate in audits and inspections carried out by University Fire Safety and the Cambridgeshire Fire Authority as necessary.
- Action the significant findings of the Fire Risk Assessment (FRA) where appropriate and review and update the FRA at least once a year and at such other times as changes occur that will have an impact on the fire precautions and procedures.
- Notify University Fire Safety Team of any changes which could invalidate the current FRA (e.g. change of use or structural changes affecting layout or change of fire hazards on the premises).
- Complete a Fire Risk Assessment Review Form annually as part of the annual FRA review.
- Ensure all testing and maintenance of Fire Safety systems is carried out and documented. Records must be maintained of all Fire Safety matters as required by legislation.
- Arrange for staff, students and visitors to receive the necessary guidance, information, and training to understand fire precautions and act safely in the event of fire.
- Monitor and review Fire Safety management within the department, including ensuring fire escape routes and exits are always clear and usable and general housekeeping is to a good standard.
- Complete a Personal Emergency Evacuation Plan (PEEP) for any users of the premises who require one so they can evacuate the building in case of an emergency.
- Complete General Emergency Evacuation Plans (GEEP) for buildings open to the public.
- Ensure Evacuation chairs are provided and are maintained where required and that sufficient staff are trained in their operation.
Further guidance: A DFSM handbook has been produced to provide guidance for DFSMs and their deputies to assist them in carrying out their duties effectively.
Local Deputy Fire Safety Manager
As the Department is split over several buildings, the DFSM will be assisted by Local Deputy Fire Safety Managers (LDFSMs) local to a building.
Local Deputy Fire Safety Manager shall:
- undertake initial Departmental Fire Safety Manager Training on appointment; and undertake refresher training every three years
- be familiar with the University’s Health and Safety Policy and University Fire Safety Policy
- assist the Departmental Fire Safety Manager in the formulation and revision of Departmental procedures relevant to fire safety matters
- ensure that necessary local emergency procedures are both in place and practiced at intervals as required under University Policy and which includes maintaining current information in Premises Information Box
- inform, liaise with, and co-operate with University Fire Safety personnel and when appropriate with officers of other Central Bodies on all fire related matters
- co-operate with other Departmental staff who have a safety component within their day to day function if the premises is part of a building in multiple occupation
- co-operate and share relevant information with other responsible persons
- arrange for day to day inspections and statutory testing of fire prevention measures and installations
- participate along with the Departmental Fire Safety Manager in audits and inspections carried out by University Fire Safety Team and the Local Fire Authority as necessary
- action the significant findings of the Fire Risk Assessment (FRA) where appropriate and review and update the FRA at least once a year and at such other times as changes occur that will have an impact on the fire precautions and procedures
- notify the Departmental Fire Safety Manager of any changes which could invalidate the current FRA (e.g. change of use or structural changes affecting layout, or change of fire hazards on the premises)
- complete a Fire Risk Assessment Review Form annually as part of the annual FRA review
- ensure all testing and maintenance of fire safety systems is carried out and records kept and that records are maintained of all fire safety matters as required by legislation
- arrange for staff, students and visitors to receive the necessary guidance, information, and training to act safely in the context of the Department
- monitor fire safety management within the local building
- assist in the completion of a Personal Emergency Evacuation Plan (PEEP) for any users of the premises who require one so they can evacuate the building in case of an emergency
Fire Wardens shall:
The main role of a Fire Warden is to sweep a dedicated area of the building as they exit to confirm to the Fire Assembly Point Coordinator that it is unoccupied. This allows the Departmental Fire Safety Manager to inform the Fire Service Incident Commander that either the premises are clear or that there are people unaccounted for in a fire situation.
- Undertake initial Fire Warden Training on appointment; and undertake refresher training every two years
- In the event of a fire alarm, to compensate for not being able to maintain any meaningful building occupant registers by checking their areas of responsibility to ensure that all persons are accounted for and are instructed to leave the premises immediately by the nearest available fire exit.
- To identify, assist or report the location of any individual requiring assistance as necessary.
- Be familiar with the area of the building they are responsible for checking during an evacuation, including all escape routes.
- After suitable training and where safe and practicable to do so, to act as ‘trained staff’ in the use of portable first aid firefighting apparatus provided in University premises.
- To identify, assist or report any day to day damage or problems in respect of the means of escape, firefighting equipment or other associated fire safety arrangements to the Departmental Fire Safety Manager (or their deputy) to ensure that suitable and relevant recommended action is taken immediately or as soon as is reasonably practicable after discovery.
- inform, liaise with the Local Fire Safety Manager and/or Departmental Fire Safety Manager, on fire related matters and co-operate with other Departmental staff who have a safety component within their day-to-day function if the premises is part of a building in multiple occupation.
Everyone shall:
Everyone, including staff and students whilst on university property has a duty for the Health and Safety of themselves and others, this applies to Fire Safety as well. This includes cooperating with requests by the Department to complete training, to evacuate the building upon hearing the fire alarm or being instructed to do so.
- undertake general fire safety on starting within the department and undertake refresher training annually
NOTE: This can be achieved through the online training provided by the university
- be familiar with the building emergency procedures
- know the location of the fire escape routes
- Have a primary escape route that you will use; also think about your secondary escape route, in case your first choice is blocked
- know the location of the fire alarm call points and fire extinguishers (we do not expect you to use them)
- know how to raise the alarm if they discover a fire
- know the location of the fire assembly point
- Know who the Departmental Fire Safety Manager and the Local Fire Safety Manager are for the building you are located in
Remember if you are in doubt, find out by asking!
All staff are reminded that they are responsible for evacuating the building upon hearing the fire alarm.