2 in Accordance with the Current Edition of BS 5839
Review Date
ADVICE
The ‘fire safety management plan’ (method statement/action plan) is the document indicating your local policies for managing fire safety matters and related requirements. The following aspects when documented will demonstrate the minimum requirements for this document and thus be likely to satisfy an enforcing authority audit when this occurs. However, with local knowledge you may deem other aspects specific to your workplace should also be included, in such cases you should add these as appropriate.
ADVICE
Note Re: Policy statement
In Foundation and Aided Schools ‘Governors’ should replace the ‘Departmental Director’ as the Responsible Person on whom the legal obligation is imposed
1 POLICY STATEMENT
The Departmental Director understands and accepts the legal obligations in respect of fire safety and in accordance with Corporate Policy and Departmental Guidance (as appropriate) will provide as far as is reasonably practicable an environment safe from fire for staff, clients and others who may be in or near the building. In this respect suitable, sufficient and risk appropriate “Fire Precautions” and “Management Systems” will be provided and maintained to facilitate safe evacuation from the premises and mitigate the effects of fire should this occur.
ADVICE
This sets out the management for the premises starting with the person who is the ‘controlling influence’ (the most senior manager on site) and includes others having managerial roles/responsibilities.
It is recommended that posts are used to identify individuals rather than names to avoid amending the document when staff changes or holidays occur. Provisions for cover during holiday periods should also be indicated as far as is possible.
Either written text or an organisation chart indicating the various roles is acceptable.
[2.1] Enter the person having the ‘controlling influence’ in the premises i.e. Head Teacher, Unit/Site Manager etc.
[2.2] Enter the person indicated in [1.1] above.
2 MANAGEMENT
[2.1] acting on behalf of the [2.2] is the “Responsible Manager”[1] for the purposes of the bringing into effect in these premises the requirements of the Fire Safety Order and any other fire safety related requirements that may have effect now or in the future.
ADVICE
[2.3] Enter post/person – This may be an intermediate management level or direct to Fire Safety Coordinator
[2.4] Enter post/person – Fire Safety Coordinator who may also be assisted by others, in which case these should also be indicated.
SUGGESTED TEXT OPTIONS
The general management of this responsibility is delegated to [2.3]
or
The general management of this responsibility is delegated to [2.3] who will be assisted by [2.4]
or
The general management of this is delegated to [2.3] who is also the Fire Safety Coordinator.
ADVICE
[3.1] Indicate the total number of buildings on site. Unless there is a solid vertical wall throughout a structure, premises on both sides of any wall should be considered as a part of the same building.
[3.2] Indicate the uses - Teaching/Office/Museum/Library/Residential Care/Day Care/ etc, where more than one use indicate the majority use.
[3.3] Indicate the total number of such buildings
3 SITE FIRE SAFETY SPECIFICATION
The workplace has a total of [3.1] buildings put to [3.2] use and presented as follows:
Buildings
SUGGESTED TEXT OPTIONS
[3.3] multi storey with multiple staircases
and/or
[3.3] multi storey with single staircase
and/or
[3.3] single storey buildings.
ADVICE
[3.4] Indicate the exceptions
[3.5] Indicate the number of minutes approved by Hampshire Fire and Rescue Service.
[3.6] Indicate the areas to which this applies – i.e. floor, building(s), throughout etc.
Fire Alarm
SUGGESTED TEXT OPTIONS
The building has a manual fire alarm.
and/or
The buildings each have a manual fire alarm.
and/or
The building has an electrical fire alarm with manual call points.
and/or
With the exception of [3.4] other building(s) have an electrical fire alarm with manual call points.
and/or
The buildings have a common electrical fire alarm with manual call points.
and/or
The buildings each have a separate electrical fire alarm with manual call points.
and/or
There is also automatic fire detection connected to the fire alarm in some areas.
and/or
There is also automatic fire detection connected to the fire alarm throughout.
and/or
The buildings have a common electrical fire alarm with automatic fire detection in many areas.
and/or
The fire alarm is connected to a Central Call Station.
and/or
The fire alarm is connected to a Central Call Station out of normal working hours.
and/or
A [3.5] delay on the sounders operating as a result of automatic detection raising the alarm operates during school hours. Staff are required to confirm or reject the alarm.
and/or
A [3.5] delay on the sounders operating as a result of automatic detection raising the alarm operates [1.11]. Staff are required to confirm or reject the alarm.
and/or
Due to problems with malicious activation of the alarm, a delay exists on the sounders operating when manual call points are activated [3.6]
NB: This action was taken in consultation with, and subsequent to approval from Hampshire Fire & Rescue Service.
ADVICE
NB: The areas to which the entertainment licence applies will include the routes to final exits and toilet facilities available for that use.
Emergency Escape Lighting
SUGGESTED TEXT OPTIONS
Emergency lighting is provided to all escape routes, basements and areas not having windows used during the hours of darkness.
and/or
Emergency lighting is provided to all escape routes, basements and areas not having windows used during the hours of darkness, plus areas where an Entertainments License applies.
and/or
Emergency lighting is provided to those areas where an Entertainments Licence applies.
ADVICE
[3.7] Indicate the total number of fire extinguishers provided within the premises
[3.8] Indicate building/premises/site as applicable
[3.9] Indicate the area/building/premises/ as applicable
[3.10] Indicate throughout or parts provided
Portable Fire Fighting Equipment
SUGGESTED TEXT OPTIONS
[3.7] Fire extinguishers of various types are strategically located throughout the [3.8]
NB: The location of the above facilities are indicated on the attached diagram or listed in the records section of the manual.
and/or
Additionally [3.9] has sprinkler system provided [3.10].
ADVICE
[4.1] Responsible Manager (or delegated person).
[4.2] Indicate the period of review – County policy is for assessments to be reviewed at regular periods not exceeding 12 months.
NB: Fire Coordinators should have attended or be nominated to attend Fire Coordinators Courses at Hampshire Learning Centres.
4 RISK ASSESSMENT
The Fire Safety Coordinator will complete the fire risk assessments. This will be monitored by [4.1] and reviewed when changes occur or annually whichever is sooner. The risk assessment will be kept in the fire manual for audit by Hampshire County Council/Hampshire Fire Rescue Service auditors/inspectors.
ADVICE
[5.1] Fire Safety Coordinator.
[5.2] Indicate the period of review (generally every 12 months).
[5.3] Responsible Manager (or delegated person).
5 EMERGENCY PLAN
An emergency plan will be produced by [5.1] indicating the arrangements for the safe evacuation of anyone in the premises. This will be reviewed when changes occur or [5.2] which ever is sooner. This process will be monitored by [5.3] and the plan will be kept in the fire manual for audit by Hampshire County Council/Hampshire Fire Rescue Service auditors/inspectors.
ADVICE
[6.1] Responsible Manager/Fire Safety Coordinator
6 FIRE SAFETY TRAINING
Staff will receive fire safety training as part of their ‘first day induction’ and at regular periods thereafter. A training programme for this will be produced by [6.1] and records kept regarding who gave the training, the subjects covered and who attended. The programme and records will be kept in the relevant section of the fire manual for audit by Hampshire County Council/Hampshire Fire Rescue Service auditors/inspectors.
ADVICE
[7.1] Responsible Manager/ Fire Safety Coordinator.
[7.2] Indicate frequency of fire drills - Minimum 1 each term in schools and every 12 months elsewhere.
7 FIRE DRILLS
[7.1] will arrange for a monitored fire evacuation drill to take place [7.2]. The outcomes from these drills will be made known to staff together with any actions that may be necessary. Records of when drills occur, the findings and actions will be maintained and kept in the fire manual for audit by Hampshire County Council/Hampshire Fire Rescue Service auditors/inspectors. These arrangements will be monitored by the Responsible Manager.
8 FIRE PRECAUTIONS
All fire resisting doors will be maintained self closing or locked shut as appropriate.
SUGGESTED TEXT OPTIONS
If fire doors are required to be maintained in the open position, they will not be left unattended other than for short periods of time and for specific reasons.
and/or
If fire doors are required to be maintained in the open position, other than for short periods of time for specific reasons, this will be achieved by means of suitable hold open devices that will automatically release the door on operation of the fire alarm.
and/or
Fire escape routes will be maintained clear of combustible materials and unobstructed at all times.
and/or
Staircases and fire escape routes will be maintained clear of combustible materials and unobstructed at all times.
Whilst the building is occupied, fire exit doors will be maintained unobstructed and immediately available to enable people to exit, without using a key, pass card or code.
SUGGESTED TEXT OPTIONS
In some cases, following risk assessment, secure doors have been provided. In such cases appropriate provisions for the automatic release of securing devices have been made and will be maintained and tested as appropriate.
Internal refuse containers will be emptied when necessary and at the end of each day to ensure no undue build up of flammable materials occurs within the premises. External refuse containers will be located to minimise the risk to premises should they be set alight.
SUGGESTED TEXT OPTIONS
Smoking is not permitted on the premises.
and/or
With the exception of designated and approved smoking areas, smoking is not permitted on the premises.
Combustible materials will be kept at a safe distance from means of ignition at all times when stored and used.
SUGGESTED TEXT OPTIONS
The storage of flammable materials will be in accordance with health and safety guidance and when used only the minimum necessary will be freely available for that use.
ADVICE
[9.1] Indicate who carries out the tests.
[9.2] Indicate who monitors the tests are done.
[9.3] Indicate the period of review
9 MAINTENANCE ARRANGEMENTS
The fire alarm will be tested weekly by [9.1] and serviced[2] by competent contractors managed by Property, Business and Regulatory Services and monitored by site staff. These arrangements will be monitored by [9.2] and reviewed [9.3]. Records will be maintained and kept in the fire manual for audit by Hampshire County Council/Hampshire Fire Rescue Service auditors/inspectors.
ADVICE
[9.4] Indicate who carries out the tests.
[9.5] Indicate who monitors that the tests are done.
[9.6] Indicate the period of review.
The escape lighting will, where possible, be tested monthly by [9.4] and serviced by competent contractors[3] managed by PBRS and monitored by [9.5] and reviewed [9.6]. Records will be maintained and kept in the fire manual for audit by Hampshire County Council/Hampshire Fire Rescue Service auditors/inspectors.
ADVICE
[9.7] Indicate who carries out the tests.
[9.8] Indicate who monitors the tests are done.
[9.9] Indicate the period of review.
The fire-fighting equipment will be checked monthly by [9.7] and serviced by competent contractor annually. This will be monitored by [9.8] and reviewed [9.9]. Records will be maintained and kept in the fire manual for audit by Hampshire County Council/Hampshire Fire Rescue Service auditors/inspectors.
ADVICE
[9.10] Indicates who will check the fire doors.
[9.11] Indicate who monitors the checks are done.
[9.10] will check fire-resisting doors and final exits quarterly to ensure they are in good order and working correctly. This will be monitored by [9.11]. Any repairs and/or maintenance will be undertaken by a suitably competent/skilled person. Records of the checks, findings and necessary actions will be maintained and kept in the fire manual for audit by Hampshire County Council/Hampshire Fire Rescue Service auditors/inspectors.
ADVICE
Detail of repairs etc - Simply achieved by recording in a book, on a defects sheet or electronic records. Should include the defect, actions taken and if referred to a higher level of management if necessary.
Reporting and decision process – Records of referral of decisions to more senior managers or budget holders. Records of referral of issues for resolution at executive meetings with copies of decisions recorded in meeting minutes.
10 MONITORING AND REVIEWS
Records will be held which will include:
· Details of repairs/replacements to fire equipment and fire related building defects;
· The reporting and decision process up and down the management chain.
11 RECORDS
All current records will be kept in the Fire Safety Manual and be available for audit by Hampshire County Council/Hampshire Fire Rescue Service auditors/inspectors. Other associated records together with previous manual records will be kept separately for a period of at least seven years.
Signed: / Position / Date:
Countersigned: / Position / Date:
To be signed by Head Teacher, Unit Manager etc, and countersigned by Chair of Governors, Line Manager or other supervisory equivalent.
Last updated 7th July 2009 / Page 3 of 9
[1] As defined in relevant legislation
[2] In accordance with the current edition of BS 5839.
[3] In accordance with the current edition of BS 4266.