Head of Department
Heads of Department are responsible in their own areas for the implementation of University Fire Safety Policy and compliance with the Fire Safety Code of Practice ensuring that procedures are in place, within areas under their control, to implement the requirements of this 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 responsibility itself may not be delegated or transferred and rests at all times with the Head of Department.
The Head of Department is accountable for ensuring:
- that so far as reasonably practicable general fire precautions are in place within buildings and sites that come under their control (including temporary buildings and sites)
- that fire safety consultants appointed by the Fire Safety Team complete assessments of the fire risks to which persons within their department/institution are exposed, for the purpose of identifying the general fire precautions
- implementation of any necessary preventive and protective measures to reduce the risk of fire
- that, as far as reasonably practicable, the significant findings of the Fire Risk Assessment (FRA) have been actioned
- that adequate resources are available to allow those with responsibilities for fire prevention and fire precautions to discharge their duties effectively
- that responsibilities for fire prevention/precautions at each site under their staff’s control are clearly identified and assigned
- that risk assessments are completed for hot works and for activities that their staff undertake, arrange or authorise to take place which might involve heating or burning of substances or materials
- that risks related to the presence of dangerous substances are eliminated or reduced so far as is reasonably practicable. If there are substances and/or processes within the premises that may cause an explosive atmosphere, then a DSEAR (Dangerous Substances and Explosive Atmospheres Regulations 2022) assessment must be completed and any additional safety measures identified must be implemented
- that the premises are, to the extent that is appropriate, equipped with fire detectors, alarms and fire suppression systems and that any non-automatic fire-fighting equipment is easily accessible and simple to use
- that premises escape routes and exits are kept clear at all times and readily available without the use of key/card
- that appropriate procedures to be followed in the event of serious and imminent danger are established, communicated and implemented. These should be tested by regular evacuation drills
- that appropriate instruction and training is provided to their staff. This includes local fire awareness induction, fire drills and, where relevant, specific fire safety training e.g. Departmental Fire Safety Manager training
- that the premises and any facilities, equipment or devices are subject to a suitable system of testing and maintenance, and kept, in efficient working order and in good repair. A record of all testing and maintenance activities must be kept
- that employees, visitors and staff from any outside undertaking who are working on the premises are provided 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
- that, for buildings with public access such as museums sufficient numbers of suitably trained staff must be provided to ensure the building can be safely and effectively evacuated
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 and associated Fire Safety Code of Practice
- 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 least every 12 months
- ensure Premises Information Box content is available and kept up to date
- inform, liaise with, and co-operate with the University Fire Safety Team and, when appropriate, relevant fire safety practitioners 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 the University Fire Safety Team and the Cambridgeshire Fire Authority as necessary
- action the significant findings of the Fire Risk Assessment (FRA)
- review 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. Complete a Fire Risk Assessment Review Form and send a copy to the University Fire Safety Team
- notify the 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)
- ensure all testing and maintenance of fire safety systems is carried out as per legislation and guidance 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 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 that general housekeeping is to a good standard
- complete a Personal Emergency Evacuation Plan (PEEP) for any regular users of the premises who require one so that they can evacuate the building in case of an emergency. A copy of the completed PEEP must be given to the individual it concerns, and a master copy retained by the DFSM
- complete General Emergency Evacuation Plans (GEEP) for buildings open to the public. Completed GEEPs must be communicated to all staff who are involved in implementing the arrangement and a copy held by the DFSM
- ensure evacuation chairs are provided and are maintained where required, and that sufficient staff are trained in their operation and sufficient numbers are available onsite at times when they may be required, as determined by the PEEPs held for building users
- where evacuation lifts are provided ensure, sufficient staff are trained in their operation, are available onsite at times when they may be required and that lifts are being tested
- notify the Fire Safety Team of any fire related incidents
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 Fire Safety Manager
As the Department is split over several buildings, the DFSM will be assisted by Local Fire Safety Managers (LFSMs) local to a building.
Local Fire Safety Manager shall:
- 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 and associated Fire Safety Code of Practice
- 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 (Online: Fire Safety 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
- leave the building immediately on hearing the fire alarm (even if they think it is a fire drill), follow any instructions that are given and make their way as quickly as possible to the designated fire assembly point
- 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
- report dangerous situations or fire risks to their manager, facilities manager or their DSO
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.
Employees are, so far as reasonably practicable, responsible for ensuring that their guests are escorted safely to the assembly point.
Employees should notify their line manager or HR if they have a condition that could impact on their ability to respond quickly and safely on discovering a fire or hearing an evacuation alarm. Upon notification, the employee’s line manager and Departmental Fire Safety Manager will together establish a Personal Emergency Evacuation Plan (PEEP) for the individual for each of their regular work locations.
Updated: 27/03/2026