Fire Procedures and

Fire Safety Log Book

(Revised June 2017)

THE REGULATORY REFORM

(FIRE SAFETY) ORDER 2005

FIRE PROCEDURES AND FIRE SAFETY LOG BOOK

This document incorporates the current University Fire Procedures which can be found on the DOHS webpages at

To comply with the above legislation the University is legally required to maintain accurate records of our ability to risk manage fire and the Senior and Deputy Fire Stewards must ensure that it is kept up to date.

This fire procedures and fire safety log book is a legal document and as such can be requested and audited by visiting Fire Authority Officers at all reasonable times.

CONTENTS

  • Useful Telephone Numbers
  • Visits by Fire Service Officers or the University Fire Adviser
  • List of Responsible Persons
  • Fire Warning System: Record of Weekly Tests
  • Fire Fighting Equipment
  • Emergency Lighting
  • Inspection of Means of Escape – 11 point check
  • Fire Instruction and Training
  • Other Safety Equipment – Disabled toilet alarms, AED, Panic alarms.
  • Fire Risk Assessment/PEEP Assessment

USEFUL TELEPHONE NUMBERS

Security / 888 (01782 733004)
Fire Service Emergency / 999
Fire Safety Adviser / Ext. (7)33567
Health and Safety Administrator / Ext. (7)33566
Fire Extinguisher Maintenance / Estates Help Desk
Ext. (7)33137

VISITS BY FIRE SERVICE OR UNIVERSITY FIRE ADVISER

DATE / PERSON CARRYING OUT VISIT / SIGNATURE / COMMENTS

RESPONSIBLE PERSONS

All persons, including staff, students and visitors, must be sufficiently informed of fire procedures to ensure that they understand what action to take in case of fire. When fire breaks out people often become confused and behave irrationally.

In addition, the University has appointed responsible persons whoare trained in fire safety matters in their building or Halls of Residence. These will include Senior Fire Stewards (SFS), Deputy Fire Steward (DFS) and Fire Marshals.

Senior and Deputy Fire Stewards

Senior Fire Stewardsand Deputy Fire Stewards should ideally have several years’ experiencein their environment so they are thoroughly familiar with the various fire precautions. They will be trained by the University Fire Adviser.

The main duties of the SFS and DFS will include:

  • Ensuring that escape routes are kept clear
  • Ensuring that fire doors are not obstructed or wedged in the open position
  • Ensuring that any damage or interference with fire safety equipment is reported
  • Arranging for periodic fire drills and any relevant familiarisation training to take place
  • Being aware of any special arrangements required for any disabled persons (PEEPs)
  • Ensuring that adequate Fire Marshals have been appointed in the building/department
  • Ensuring that staff are aware of the fire safety procedures
  • Keeping the Fire Procedures and Fire Safety Log Book up to date
  • Maintaining a proactive link with the University Fire Adviser

Please find below additional guidance for Fire Marshals in your area.

Fire Marshals

The responsibilities of those assigned as Fire Marshalsin the various areas of the building include:

  • Ensuring that you are aware of all escape routes from the building and the location of your assembly point(s)
  • Wearing your high visibility jacket during any evacuation
  • Ensuring that occupants in your area of the building have evacuated and that the area is clear
  • Controlling the evacuation in an orderly fashion avoiding undue haste or panic
  • Being aware of any special arrangements required for any disabled persons (PEEPs)
  • Reporting to the Senior or Deputy Fire Steward at the fire assembly point, indicating any persons that may not have left the building
  • Ensuring that persons remain at the assembly point and do not re-enter the building until advised to do so by the attending Fire Service officer, SFS/DFS, or Security personnel
  • Maintaining a proactive link with your Senior and Deputy Fire Steward

Continuity

When any of the above assigned personnel resign their post, please attempt to find a suitable replacement and/or contact the University Fire Adviser for advice to ensure that continuity is maintained and appropriate training is given.

LIST OF RESPONSIBLE PERSONS

Senior Fire Steward
NameLocationTelephone Extension
Deputy Fire Steward
NameLocationTelephone Extension
Fire Marshals (usually one per floor)
NameLocationTelephone Extension
DeputyLocationTelephone Extension
NameLocationTelephone Extension
DeputyLocationTelephone Extension
NameLocationTelephone Extension
DeputyLocationTelephone Extension

FIRE ALARM SYSTEM: RECORD OF TESTS

A laminated plan of the building should be placed beside each fire indicator panel.

Each indicator panel can be checked daily to ensure that it is in operative mode i.e. power supply healthy, no fault lights. However most modern panels have an audible alarm in the case of a fault or loss of power, in which case this should be reported immediately to the Estates & Development Help Desk.

Weekly Test

The weekly test and examination of the fire alarm system is to ensure that it is capable of operating under realistic alarm conditions.

Procedure for testing fire alarm system

It is good practice to carry out the test at a time when the building has few visitors. As our fire alarm systems are connected automatically to the 24-hour Security Watch Room (via BEC) it is very important that you tell them of every test and fire drill so that they do not respond or the Fire Serviceare summoned needlessly.

  • Operate the fire alarm system by using a manual call point. Each call point should be tested in strict rotation. This should be achieved by numbering the manual call points in your building/workplace and recording this in the Log Book.
  • Numbering of the call points should begin on the ground floor and end on the top floor being clockwise in rotation.
  • Numbering can be achieved by using simple adhesive dot stickers. The numbered sticker must be placed on the outside of the call point box as below – this is to ensure that if the face plate needs to be replaced then the number stays in situ.
  • All doors with automatic releases must close on the activation of the fire alarm.
  • If a “fault” is showing on the fire panel prior to the test then this must be reported to E&D at the earliest opportunity. However, the test can still be carried out even though a “fault is showing”.
  • It is good practice that the effectiveness of the fire alarm sounders and/or bells isestablished by talking to building occupants after the test to ensure that it can be heard throughout the building.
  • Where your building has “maintained” emergency lighting this should be checked visually on a weekly basis. Maintained lighting is that which is on permanently and is normally in areas where alcohol is served or large numbers of persons are present i.e. bars, restaurants and large lecture theatres.

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FIRE ALARM SYSTEM

RECORD OF WEEKLYTESTS (OR ACTUAL ACTIVATIONS)

Location/Building: ………………………………..

Date / Time / Zone or Block / Manual Call Point (MCP) number / Weekly Test? / Fire? / False alarm or fault? / Any action taken or required / Entry Made By

Any faults are to be reported to the Estates Helpdesk on 33137.

The fire alarm can still be tested even if a “fault” is showing on the fire panel.

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FIRE FIGHTING EQUIPMENT

ROUTINE VISUAL INSPECTION

Portable fire fighting equipment is thoroughly examined annually by an approved contractor in conjunction with Estates and Development. A record of maintenance is attached to a label on each extinguisher.

Any interim faults found with fire fighting equipment, for example a broken tag/seal or a damaged bracket, must be reported to Estates and Development via the Help Desk and an entry made in the Log Book.

In teaching/academic buildings it is good practice to check your fire extinguishers on a routine basis, the frequency of which can be decided by the Senior Fire Steward. This frequency may be dependent on the size or use of the building/area. The routine check is to ensure that the fire extinguishers are in their correct position, seals are in place and that there is no evidence of tampering or damage.

In student residential buildings this check must be completed on a monthly basis and the results recorded in the Log Book.

Some buildings, including student accommodation, now have the plastic wall mounted cabinets which give extra protection to the fire extinguishers and reduce the risk of tampering. These cabinets should be sealed with a simple quick release “toggle” positioned on one side – this toggle needs to be checked and if necessary replacements should be obtained from Estates & Development or the University Fire Adviser.

Quick release toggle

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FIRE FIGHTING EQUIPMENT

RECORD OF ROUTINE VISUAL INSPECTION

Location/Building: ……………………….

Date / Floor, Area or Department / Detail Fault/damage and action taken / Entry Made By

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EMERGENCY LIGHTING SYSTEMS

NOTE: It has been agreed with Staffordshire Fire and Rescue Service that the emergency lighting test records will be kept available on a central database retained in Estatesand Development.

All emergency lighting units undergo a full function check by a competent engineer on a regular basis.

There are normally two types of emergency lighting in a building which will depend on the inherent risk:

Maintained lighting – In this scenario the emergency lighting unit(s) are switched on permanently and are normally positioned over exit doors to indicate the nearest fire exit. This type of emergency lighting will normally be found in large capacity lecture theatres, auditoriums or licensed premises such as bars or clubs. This is to prevent any undue panic should the lighting circuit fail as the result of a fire or major fault.

Non-maintained lighting – In this situation the emergency lighting units are not illuminated under normal conditions. These units will only illuminate in the event of a total power failure, or a failure of the buildings lighting circuits.

In terms of checking emergency lighting it is only necessary to carry out a visual weekly check of those areas where “maintained lighting” is present. This is simply to ensure that the units are illuminated and not damaged.

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EMERGENCY LIGHTING UNITS

Location/Building: ……………………….

Date / Floor, Area or Department / Detail Fault/damage and action taken / Entry Made By

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INSPECTION OF MEANS OF ESCAPE

It is suggested that an inspection of the means of escape should take place no less than once a semesteror at the discretion of the Senior and Deputy Fire Steward, depending upon an assessment ofthe risk.

In student accommodation the means of escape should be checked on a 6 monthly basis.

The purpose of this is to identify any issues that could affect persons evacuating the buildingduring a fire drill or an actual fire situation.

Fire Exit signage is invariably the “running man” symbol together with any other supplementary text or directional arrows necessary for clarity.

Final fire exit doors may become stiff in operation due to changes in the seasons i.e. summer/winter conditions – it always a good idea to check their operation from time to time.

The external areas around final fire exits should also be checked to ensure there has been no build-up of moss and/or algae.

All eleven questions in the following log sheet should be addressed.

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VISUAL CHECK OF MEANS OF ESCAPE AND FIRE EXIT DOORS

Location/Building: ………………………….Date carried out ……………………

Topic / Means of Escape OK / Details of any issues found and action taken / Entry made by
1 / Do the fire exits lead to a place of safety?
2 / Are gangways and escape routes free from obstructions?
3 / Are the escape routes free from tripping and slipping hazards?
4 / Are steps and stairs in a good state of repair including the hi-visibility step markings?
5 / Are final exits always unlocked when the premises are in use?
6 / Are the devices securing final exits capable of being opened immediately and easily without the use of a key?
7 / Are internal fire doors labelled as such and normally kept closed?
8 / Are the self closers on fire doors operating correctly?
9 / Are escape routes clearly signed?
10 / Are escape routes adequately lit?
11 / Are measures in place to accommodate any person needing assistance to evacuate the building (e.g. Evac chair training). This check is for teaching/admin buildings only.

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FIRE INSTRUCTION AND TRAINING

All persons including staff, students and visitors must be sufficiently informed of fire procedures to ensure that they understand what action to take in case of fire.

STUDENTS

Students must be given instruction and training both in their Halls of Residence and in their Schools. Such instruction and training will include information of the fire procedures and action to be taken in case of fire.

VISITORS

Visitors should be made aware of the fire procedures appropriate to the building they are visiting,

STAFF

All staff should be aware of the fire procedures in any building they may frequent in the course of their work, which are displayed on Fire Action Notices in pool rooms and corridors. For new members of staff induction instruction and training must include the following:

  • A walk through the building, indicating location of emergency exits and escape routes out of the building
  • Location of fire assembly point
  • The action to be taken upon discovering a fire
  • How to raise the alarm, including the location of fire alarm manual call points
  • The location and use of fire fighting equipment (only to be used by trained personnel)
  • The correct method of calling the Fire Service (999)
  • The correct method of calling 24-hour Security (888, or from a mobile 01782 733004 – please store this number in your mobile phone if you have one)
  • The action to be taken upon hearing the fire alarm
  • Stopping machines and processes and isolating power supplies, where appropriate

A record of all fire training provided by the University or an outside provider must be kept on the following record sheet.

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FIRE INSTRUCTION AND TRAINING RECORD

Location/Building: ……………………….

Date / Details of Training - Staff, Students etc. / Trainer

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FIRE INSTRUCTION AND TRAINING (CONTINUED):

FIRE DRILLS

The Senior and Deputy Fire Stewardsmust ensure that fire drills take place at least twice a year. It is advisable to alter the intervals between them so they fall at different times, days, months etc., in order to achieve maximum variety and prevent a predictable pattern. The element of surprise may reveal issues which would not otherwise have been discovered.

In multi-occupancy buildings the Senior Fire Steward will ensure that fire drills take place in co-operation with all relevant parties.

All Fire Marshals must wear the relevant hi-visibility tabard provided as means of identification.

Procedure for carrying out a fire drill:

1.Inform the 24-hour Security Watch Room that a fire drill is taking place. Security personnel may be able to assist you in operating the alarm and resetting the system after the fire drill has taken place.

2.Work area Fire Marshals must check their area to ensure that everyone has evacuated. Doors must be closed behind them. Do not waste time checking locked offices.

3.All Fire Marshals must report to the Senior or Deputy Fire Steward indicating that they have completed the sweep of their area, indicating whether anyone is still in the building including persons with disabilities (PEEPs). It is not usually possible to make a roll-call.

4.Personnel must not re-enter the building until instructed to do so by the Senior or Deputy Fire Steward or in their absence a member of Security.

5.During thefire drill it is recommended that one fire exit is taken out of use by positioning a person on that escape route or close to a fire exit. This will ensure that people become familiar with alternative emergency exits. You may liaise with the University Fire Adviser for the provision of a cosmetic smoke machine to add realism to the fire drill.

6.Inform Security when the drill has finished.

7.Complete the Fire DrillRecord Sheet.

If there are any issues relating to the fire drill they must be reported to the University Fire Adviser as soon as possible so that issues such as non-audibility of fire alarm sounders or a person reluctant to leave a building can be resolved.

The results of the fire drill and any related issues will be included in the reportby the Senior or Deputy Fire Steward to the Workplace and/or Joint Workplace Safety Committee meeting.

REAL FIRE SITUATION OR FALSE ALARM

All of our buildings now have their fire alarm systems connected to the Darwin 24 hour security watch room via the BEC and a security response team will be on route to your location.

When a fire alarm operates in a building it is very often unclear what has occurred and the buildings evacuation procedures must be instigated.

Fire Marshals who are carrying out a sweep of their designated area are not to take personal risks, they should not attempt to enter areas where a fire is present or the area is smoke logged.

They must evacuate the building by the nearest safest exit and report to the Senior or Deputy Fire Steward, who will inform the Fire Service as to whether they believe anyone is still in the building, including persons with disabilities (PEEPs).

Senior or deputy fire stewards must not get involved in interrogating the fire alarm panel. This role is carried out by the Security team attending the incident.

Under no circumstances must staff silence or reset the fire alarm until security have attended – even though it may appear to be false alarm!