ࡱ>  *Pbjbj"e"e d@_@_F4pp$&&&PvL|&SB:> T 4 c!c!c!AAAAAAA$DCG~Ac!c!c!c!c!A BK+K+K+c!Z  AK+c!AK+K+~<"rA鲗 N"@XA#B0SBAXG*:GrAGrALc!c!K+c!c!c!c!c!AA+:c!c!c!SBc!c!c!c!Gc!c!c!c!c!c!c!c!c!pX : * INTERPRETATION - "Department" means College/School/Department/Centre/Unit as relevant. 18.1.1 GENERAL The requirements for the safety, health & welfare of office workers are covered by a range of general and specific safety legislation. These have been set out previously in Document No.1 Section 3.3 Statutory Responsibilities. The principles and checklists set out below should be applied to risk assessments done on both work offices on campus and home office arrangements, as the same methodology applies to both. A new VDSE RA template can be found  HYPERLINK "/en/media/support/healthandsafety/newdocumentation/19.3.4VDSERA.xlsx" here. 18.1.2 HAZARDSPRIVATE  The main hazards associated with offices include: Working Environment [See Section 18.1.2.1 below] Chemicals [See Section 18.1.2.2 below] Ergonomic Issues [See Section 18.1.2.3 below] First Aid and Welfare facilities [See Section 9.0 & Appendix IX] Fire and other Emergencies [See Section 18.2.0] Visual Display Screen Equipment [See Section 18.3.0 & Appendix V] Manual Handling [See Section 18.4.0] Slips, Trips & Falls [See Section 18.5.0] Office Machinery & Equipment [See Section 18.7.0] Violence at Work [See Section 18.6.0] Electricity [See Section 18.10.0] Bullying & Intimidation in the Workplace [See Section 18.17.0] Occupational Stress [See Section 18.14.0] Provision of Welfare facilities [See Appendix IX] 18.1.2.1 OFFICE ENVIRONMENT: SPACE & OVERCROWDING Overcrowding is a serious problem in many offices affecting workers' health, safety and welfare. Not only are overcrowded offices less comfortable and more stressful to work in, accidents and injuries are more likely to occur in them, particularly slips, trips and falls. When an office is overcrowded there will also be lots of electrical equipment and furniture and a lack of storage space, all of which can lead to accidents and create a fire risk. The Health & Safety Authority Guidelines for offices require that sufficient floor area, height and unoccupied space be provided, this meant allowing 4.65 square metres per person. The space taken up by the workstation (desk, chair) is included in the calculation, but space taken up by other equipment such as filing cabinets is excluded. It is important to remember that this is a minimum requirement (the International Labour Office recommends twice this amount) which could still leave the office looking and feeling overcrowded. In deciding on adequate space, account must be taken of: size of work area, shape of work area, amount and position of equipment, furniture and storage facilities, position of doors and windows, incidence and source of noise, the number of people working there, number of people who need to visit the area and the type of work being done (e g levels of concentration needed, telephone work, interviewing etc). LIGHTING Good lighting in offices is an important feature of health, safety and welfare. Poor lighting can cause accidents as well as a range of health problems including: headaches eyestrain blurred/double vision fatigue stress Lighting Problems Dark or unlit areas especially near hazards such as machines or steps, resulting in a risk of slipping, tripping or falling. Glare from badly positioned or poorly shaded light fittings, unshaded windows or reflective surfaces. Glare is particularly common where fluorescent lighting is used. Dirty or poorly maintained lighting causing low light levels and flicker. Lack of natural light or dirty windows. Unsuitable decor, leading to lower light levels or too much glare. Personal security risks at night caused by poor lighting outdoors. Exposure to visible light and UV light from photocopiers which are used with the covers raised AIR QUALITY Temperature Office workers can be exposed to both hot and cold working conditions. The indoor temperature can be affected by the air-conditioning system, the direction the building faces, excessive sunlight, the size of windows and type of glass used in them and whether or not windows can be opened. In many open plan offices people on the same floor will complain of heat whilst others of cold. Office areas located over unheated areas such as car parks and storerooms can be very cold, whereas people who sit near a heat source may feel too hot. The number of people in the room, the size of the room and amount of heat generating electrical equipment will also impact on temperature. Under the SHWW Regulations, equipment should not produce excess heat, which could cause discomfort to VDU users. Hot indoor conditions can cause headaches, fatigue, irritability, fainting and stress, whilst cold indoor conditions can cause muscular tension and general discomfort. Pregnant women tolerate heat less well and are more likely to faint or suffer heat stress. The Health & Safety Authority Guidelines for offices require that that a reasonable temperature should be maintained. A minimum temperature of at least 17.5C for largely sedentary work is recommended. An upper limit is not specified, but the World Health Organisation recommends a maximum of 24C for comfortable working. Anything above 26C is unreasonable. Thermometers should be provided so that people can monitor the temperature. All reasonable steps to achieve a reasonably comfortable temperature should be taken and these include: insulating hot pipes, providing air cooling systems, shading windows, siting workstations away from heat sources, providing cooling fans, increasing ventilation, insulating against draughts, providing extra heaters. Ventilation Many office workers complain of dry, stuffy air, with low relative humidity levels particularly those working in over crowded, air-conditioned buildings. Sick Building Syndrome (SBS) is a name give a phenomenon where a significant number of employees complain of a range of symptoms, these could include the following ill-health symptoms: dry/itchy eyes runny/stuffy nose dry throat/coughs nausea and flu like symptoms mental fatigue and headaches lethargy There is no single proven cause of SBS although there is evidence that air quality plays a significant part in this complex occurrence. The relevant Regulations states that effective and suitable ventilation should be provided by a source of fresh or purified air. For most offices opening windows or doors will provide adequate ventilation. The air should be free of impurities e.g. odours or smoke etc., that are likely to cause ill health. This means that mechanical ventilation or AC systems must be properly cleaned, tested and maintained to ensure that contaminated air is not supplied. This is essential to prevent the growth of Legionella bacteria or other organisms in the system. NOISE (See also Section 18.13 Some common sources of noise in offices include: ventilation and heating systems fluorescent lighting Equipment: typewriters, photocopiers, laser printers, telephones etc. VDUs people talking heavy traffic outside Regular exposure to excessive noise can: affect the nerve cells in the inner ear and possibly lead to loss of hearing; bring on tinnitus; affect the ability to concentrate; Cause stress. It is unlikely that noise in offices would regularly reach the levels where special actions are required, however, the Display Screen Equipment Regulations require that noise should not be distracting and speech should not be disturbed. The use of matt surfaces (walls, desks etc} can help to reduce 'reflected' noise in offices. CLEANLINESS The Regulations state that the workplace, furniture, furnishings and fittings must be kept clean. Waste materials must not be allowed to accumulate except in suitable receptacles and should be removed on a daily basis. The workplace should be cleaned regularly (floors once a week) and spillages should be cleared up when necessary to prevent slipping hazards. Interior walls, ceilings, windows and work surfaces should be cleaned at suitable intervals. Cleaning should not expose anyone (including the contract office cleaners), to a health and safety risk (arising for example from the use of cleaning agents or substantial amounts of dust). Recycling of materials and waste disposal should not under any circumstances generate waste materials in corridors, stairways or access routes. RESTROOM AND EATING FACILITIES (See also Appendix IX Provision of Welfare Facilities These are important as they allow staff to get away from the pressures & stress of work. They also provide opportunities for staff to meet & socialise. This is especially important for staffs who work directly with the public or alone. 18.1.2.2 Office Chemicals Chemicals which may be potentially hazardous substances are used in most offices. Some of these may be a nuisance odour, irritant or harmful to health especially if they are not used correctly. Not everyone responds to exposure in the same way. Some persons are naturally less tolerant/more susceptible than others and may have a reaction at a lower level of exposure. Common responses of the body to exposure to substances are: Irritation of the nose and throat causing sneezing, coughing and possibly breathing difficulties: Irritation of the skin and eyes, causing rashes, burning/sore eyes. chemical substances in offices include: Cleaning Materials: floor, toilet and window cleaners, bleach, polishes, VDU screen cleaners, white board cleaners, deodoriser sprays. Solvents: adhesives, correcting fluids, printing inks and self-copying paper. Photocopiers: toner and developing fluid, ozone produced by the machine. Pest control substances: fly spray. Redecoration: paints, pesticides, degreasers, adhesives, solvents and so on used by staff or contractors when offices are being redecorated or refurbished or associated with laying flooring tiles/carpets.. Ergonomic Issues SHWW regulations require that the working posture, position and ergonomic requirements of employees while using work equipment or machineryis taken into account, with regard to safety and health of employees. (This applies to all places of work). Key issues are . Tasks or work not adapted to the individuals needs Incorrect posture for extended periods Work equipment or access thereto not meeting the needs of employee Work related Upper Limb disorders/Repetitive Strain Injury arising from incorrect VDU workstation set up and use of PC mouse Twisting of the body or parts thereof. Over reaching and handling of heavy objects such as books, av equipment , packages of exam scripts, boxes of photocopying paper/ box files/record and packages at extended distances from the trunk of the body Manually carrying / lifting/ retrieving heavy or bulky items in a manner that is likely to cause injury or in the absence of training in safe lifting/ handling techniques. 18.1. 3 RISKS The risks associated with the aforementioned hazards are to be assessed by the Department (using the appropriate technical input) Check lists provided (where applicable) and Departmental Hazard Identification/Risk Assessment Work Sheets contained in Document No.3 i.e. Departmental Hazard Risk Assessment (D.H.R.A.). 18.1.4 ARRANGEMENTS AND CONTROLS REQUIRED These hazards and risks will be minimised by the following arrangements and controls: The implementation of good housekeeping and hygiene practices. The organisation of the work to minimise the frequency and duration of exposure to any hazard. The separation of hazards which impinge on the quality of the work environment ( e.g. sources of smells, noise, dust/ fumes in remote area or well ventilated areas or away from the person most affected) Undertaking renovation works, painting and carpet laying during times when the office if not occupied and well ventilating or force ventilating the area during the works. The maintenance of walkways/aisles and exit routes free from obstruction. The use of all equipment for the purpose intended e.g. staplers, staple removers, letter openers, scissors, paper trimmers etc. The repair or covering over of damaged floor covering and the elimination of raised surfaces on floors. 18.1.4 ARRANGEMENTS AND CONTROLS REQUIRED (Cont.) The provision of portable safety kick stools or steps for accessing books/goods or windows located at high level. The cordoning off of wet floors during the clean up of spillages or floor cleaning The provision of suitable seating where a substantial proportion of work, by staff, can properly be done sitting/ supported.. The prompt repair of leaks (water or other fluids). The ventilation of offices at lunchtime, through the opening of adjustable windows provided. The provision of ventilation of occupied rooms or offices which are without mechanical or natural ventilation.. The provision of local ventilation/temperature controls where necessary and where practicable. The provision of air temperatures of between 19o C. to 23o C. Maintaining a comfortable temperature in each room. (Minimum temperature is 17.50 C after 1 hours work). The provision of an air environment with a relative humidity range of 40 to 55% The provision of regular air changes (mechanical air conditioning) or opening windows (natural ventilation) The provision of mechanical systems to improve ventilation and control humidity and temperature where necessary. The location of large groups of heat generating equipment such as photocopiers, printers in well-ventilated areas or in areas separate to the main office areas. The location of noise producing equipment such as photocopiers, shredders and printers in separate areas, where possible, or the provision of noise enclosures (acoustic hoods) to line printers. The provision of background noise levels of less than 60dB(A) The location of medium to large volume photocopiers, shredders and printers in well ventilated rooms and away from the immediate breathing zone of staff. Photocopiers must located in well ventilated areas and away from the breathing zone of staff. High and low level extract ventilation should be directly provided immediately adjacent to the medium to high volume ventilation The provision of illumination levels of between 300 and 500 lux in office areas The use of fluorescent tubes with the characteristics of daylight, or tubes with a colour temperature of 3500-4000K The provision of lighting diffusers or louvers on all overhead lights and the use of double fluorescent tubes instead of single tubes to minimise the effects of flicker The cleaning of lighting diffusers (when dirt/dust accumulates and when illumination deteriorates). The prompt replacement of flickering fluorescent lights and when illumination deteriorates to unacceptable levels. The turning off of portable electric heaters during any lengthy periods of absence from the office and at the end of the working day. The elimination of draughts where practicable. The provision of long poles or remote mechanical levers for opening/closing high level windows, or windows obstructed by desks/fixtures, as necessary and the maintenance of access to windows for opening/closing where such access is necessary. The location of flammable adhesives away from sources of direct sunlight or heat The use of correction fluids and flammable adhesives in well ventilated areas The purchasing of new photocopiers, that use a containerised toner filling system and an ozone filter. The use of powder free latex protective gloves when cleaning up spilt fluids or spent toner The availability of safety data sheets (SDS) on any chemicals used in the office The awareness of the meaning of any hazard symbols or health warnings on chemical containers. The regular maintenance of all equipment used in the office area. The storage of heavier items in the bottom drawers of filing cabinets. The provision of proprietary filing cabinets with mechanisms which preclude two drawers being opened simultaneously. Any furniture designed to house filing systems should incorporate this feature and should be bolted to the wall, in the case of large cabinets with a narrow base dimension. Start with the bottom drawer when setting up files or after moving cabinet. (Top drawers should not be laden until bottom drawers have sufficient contents to counter/ balancing the weight of the upper drawer in the open position). Use drawer handles when opening cabinet. Always close file drawers immediately after selecting the required files. (Do not leave drawers pulled out). Open and close file drawers slowly. Report any sharp edges or damage to cabinets. Elimination of high level storage in offices ( over 1.8 m), and sensible use of storage facilities- storing heavy items at hip to chest height. Storing and handling photocopying paper in reams. Obtaining ergonomic advice before designing/ installing reception/issue/ help desks or purchasing deep bins for book returns Using self issue book machines and automatic sorting machines for post and books. 18.1.4 ARRANGEMENTS AND CONTROLS REQUIRED (Cont.) Carrying out a risk assessment as set out in Section 19.3.1 to evaluate:- The status of the requirements in 18.1.2.1, 18.1.2.2 & 18.1.2.3 above and The ergonomic requirements of staff for the prevention of Work related Upper Limb Disorders/Repetitive Strain Injuries. This to include tasks, equipment, position and particularly postures adopted while working, meets the needs of the individual employee. The manual handling requirements of the job both irregular and non routing tasks. 18.1. 5 ARRANGEMENTS AND CONTROLS The details of the Arrangements and Controls in place and those required in the short, medium and long term, shall be set out by the Department in the forms provided in Document No.4 i.e. Departmental Safety Action Plan (D.S.A.P.). These Arrangements and Controls shall be reviewed and updated on a yearly basis. 18.1. 6 RESPONSIBILITIES The following personnel are responsible in the Department/Office/Area for ensuring the implementation and ongoing compliance with the aforementioned arrangements and controls. PRIVATE AREA/LOCATIONPERSON RESPONSIBLE1.2.3.4.5.6.   DEPARTMENT SAFETY STATEMENT DOCUMENT NO.2: Requirements for the Control of Hazards and Risks SECTION 18.1.0 - Offices Rev.7 PAGE   PAGE 1 of  NUMPAGES 6 Common/ Section 18.1 DOCUMENT NO.2: Requirements for the Control of Hazards and Risks SECTION 18.1.0 - Offices (Cont.) 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