name of main policy: / Fire Safety Policy and Guidance
Requirement for document : / To provide additional information to support the Health, Safety and Welfare Policy on College operational procedures to ensure compliance with legislation with regard to fire safety.
Name and post of person responsible: / Health and Safety Manager
Highest College body approving the policy: / College Leadership Team
Date of approval: / Apr 2017
Frequency of review: / Every three years
Dates of previous reviews: / 2009, 2016
Date of next formal review: / Apr 2020
Equality Analysis:
(If required)
Policy Reference: / All policies can be located on the U drive/SDC College Policies folder
Total number of pages:
(Including appendices and front sheet) / 18
Comments: / This policy provides procedures and guidelines to ensure the College complies with the Regulatory Reform (Fire Safety) Order 2005

Context

In accordance with the Regulatory Reform (Fire Safety) Order 2005 and the Health and Safety at Work, etc. Act 1974, all staff must be familiar with the fire procedures.

This reference document will give guidance and procedure for all members of staff regardless of grade to identify what their duties are concerning fire safety at Sussex Downs College. It has been written as an extension of the College’s Health, Safety and Welfare Policy and should be read in conjunction with it.

Index

Section / Page
1. / Introduction / 3
2. / Duties/Responsibilities / 3
3. / Fire Safety Prevention / 5
3.1 / Fire Safety Equipment / 5
3.2 / Fire Action Procedure / 7
3.3 / Evacuation Procedures for Disabled Persons / 8
3.4 / Evacuation Drills / 9
3.5 / Reporting and Investigating of Incidents / 9
4. / Fire Wardens and Emergency Control Officers / 9
5. / Training, Instruction and Information / 10
Appendix A / Location of Assembly Points / 11
Appendix B / Personal Emergency Evacuation Plan – Blank / 16
Appendix C / General Emergency Evacuation Plan (GEEP) / 18
  1. INTRODUCTION

Sussex Downs College recognises the risk that fire presents to staff, student and visitor safety as well as the risk it represents to the College’s properties and business continuity. With this aim appropriate fire prevention/precaution measures shall be taken.

Including: -

  • Periodic testing and review of evacuation procedures.
  • All persons shall be provided with sufficient appropriate fire awareness training and instruction.
  • All premises shall comply with relevant fire safety legislation and recognised good practice.

The main legislation relevant to this subject is the Regulatory Reform (Fire Safety) Order 2005

  1. DUTIES/RESPONSIBILITIES

Fire safety is everyone’s responsibility. All employees, students, contractors and visitors are expected to follow established safety procedures to ensure the safe use of electrical/gas appliances, the safe use, storage and disposal of hazardous/combustible materials and compliance with the requirements of the College’s Policy on smoking.

In addition, the following staff of Sussex Downs College are designated as having duties/responsibilities under the Regulatory Reform(Fire Safety) Order 2005. (RR (FS) O. 2005)

2.1Principal and Chief Executive

The Principal and Chief Executive is the most senior member of staff of the College body and as such is designated as the RESPONSIBLE PERSON under the RR (FS) O. 2005.

The post holder is responsible for ensuring that fire safety matters are delegated to appropriate members of staff and are planned and resourced appropriately.

2.2Directors, Managers and Team Leaders

Directors and Managers have responsibility for the day to day running of their departments and therefore are designated as DUTY HOLDERS for fire safety matters under their control and to ensure:

  • theirstaff carry out their obligations as required by College Policy.
  • that fire hazards are managed appropriately
  • the correct use and/or storage of dangerous substances so as not to create or exacerbate a fire risk
  • Implement action plans resulting fire risk assessments and reports

Where premises are occupied jointly, Directors and Managers are responsible for cooperating with fellow duty holders insofar as this affects areas under their joint control. Directors and Managers will nominate Emergency Control Officers, Deputy Emergency Control Officers and Fire Marshalls for areas under their control with guidance from the Health and Safety team.

2.3 The Health and Safety Manager

The Health and Safety Manager has the technical and practical knowledge to assess, investigate and report on fire hazards associated with the infrastructure of college property. The Health and Safety Manager is designated as the COMPETENT PERSON and he/she acts on behalf of the Principal in discharging these duties.

The Health and Safety Manager will ensure that in accordance with RR(FS)O 2005, fire risk assessments shall be carried out for each building and that they shall be reviewed and amended as required to ensure their on-going relevance and adequacy.

2.4 Facilities Manager

Under the RR(FS)O 2005 the Facilities Manager is a DUTY HOLDER and is responsible for ensuring that College Buildings are designed, built and maintained to be protected, so far as is as reasonably practicable, from the effects of fire.

These duties include ensuring that: -

  • fire alarms for all buildings are fully functioning, tested, appropriately maintained and records kept.
  • all emergency escape lighting is fully functioning, tested, appropriately maintained and records kept.
  • all final escape doors are fully functioning, tested, appropriately maintained and records kept.

The Facilities Manager may receive advice and information from the Health and Safetyteam to assist him/her in discharging this duty effectively.

2.5All Staff Responsibilities

  • Ensure all fire exits and routes to them remain unobstructed
  • All call points are visible and unobstructed
  • Fire extinguishers are not missing or obstructed
  • General house-keeping does not pose a fire risk e.g. storage of waste paper
  • Any evidence of smoking inside buildings is reported
  • Ensure any visitors you have invited to College are fully aware of the fire procedure
  • You are fully aware of what to do if your visitor requires assistance to evacuate.

Report any fire safety concerns that you may have to the Health and Safety Department.

Guidance

3.Fire Safety Prevention

Fire doors must be kept closed at all times (unless they are doors which automatically close when the alarm is sounded) to maintain compartmentalisation of the building and to prevent the spread of fire and/or toxic smoke.

Corridors, stairways, landings and escape routes should be kept clear at all times of anything that is likely to cause a fire or accident or to impede evacuation in an emergency. Everyday objects such as boxes of paper, tables and chairs left on an escape route pose serious obstacles during an emergency evacuation.

In addition to the legal fire prevention requirements, advice on specific prevention practices is available from the Health and Safety team.

3.2 Fire Safety Equipment

There are many different types of fire safety equipment that is in use throughout the college to provide protection to both life and the estate. The following sections cover some of the most common that you need to be aware of.

3.2.1 Fire Extinguishers

Portable fire extinguishers are sited in “high risk” areas and at intervals on corridors/exit routes. Unless you are in a specialist area these will be water and CO2

Unless you have been trained to do so, the use of fire extinguishers is voluntary and are only provided to aid escape.

All firefighting equipment must be kept clear from obstruction and readily available for use in an emergency. Portable firefighting equipment must not be removed or repositioned without authority from the Health and Safety team.

Any obvious or suspected damage to, or misuse of, a fire alarm or firefighting equipment must be reported immediately to the College Facilities Office and Health and Safety team.

It is a legal duty not to interfere or misuse anything provided for health and safety.

3.2.2 Fire Alarms

Most alarms in the college operate using a ‘break glass’ call point. These are found in all corridors and adjacent to final exit points. The majority of college buildings are linked to a 24hr monitoring station, they will notify the fire brigade the alarm has been activated.

Please note – during normal college hours the monitoring station will contact the college first to ensure it a genuine call. Therefore, it is important that the reception or the estates team are notified as soon as possible.

3.2.3 Fire Doors

Fire doors on main corridors open in the direction of travel. In other words, if you can push the door away from you, you are going towards an exit. Doors that open both ways indicate there are exits in both directions. These doors will hold back a fire that is immediately behind them for at least 30 minutes.

Fire doors are vital for the protection of life and to limit building damage. Therefore, it is imperative that they are not left wedged open.

3.2.4 Common Fire Signage

Directional signage

All evacuation routes are sign posted with the ‘Green running man’ signs – the arrow indicates the direction to take. Ensure you are familiar with the route from the area you are working in.

Please note that the route for evacuation may be different to the normal way of entering the building.

Safe Refuge

These are areas of buildings that have been designed and built to withstand fire for longer and allow people who have difficulty evacuating to remain in a safe place until it is safe for them to evacuate with assistance. Anyone requiring will have a personal emergency evacuation plan (PEEP)

Assembly Points

All buildings have designated assembly points. Staff must ensure that they know the positions of their assembly points. See appendix A

Fire Action Notice

These can be found throughout the college and act as a reminder of what you must do.

3.3Fire Action Procedure

The following information is the basic Emergency Evacuation Procedure for all buildings.

FIRE ACTION

Do not take risks

Do not return to the building or any adjacent building for any

reasonuntil authorised to do so

Please note that the Fire Alarm system in the majority of buildings will automatically call the Fire Brigade.

  • NO STAFF may be dismissed or allowed to leave the assembly area until the all-clear is given by the Emergency Control Officer.
  • All staff have a responsibility to ensure and encourage the passage of people away from the College building to their respective assembly areas.
  • It is expected that all teaching staff will maintain control of students during an evacuation, whether they were teaching or not at the time of the alarm especially in the roadways adjacent to the assembly areas.

3.4Evacuation Procedures for Disabled Persons

Every individual who has a declared disability which may affect their ability to recognise that an emergency is taking place or to evacuate a building unaided will have a personal emergency evacuation plan (PEEP) drawn up. This plan is developed by the relevant curriculum or support area. Advice is available from the Additional Support team and the Health and Safetyteam.

In the event of a building evacuation, whether by emergency or practice drill, the following procedure to assist adisabled person should be adopted:

  • All persons, including disabled, should be guided to the designated fire exit from the occupied room.
  • Green and white emergency exit signs will indicate the evacuation route.
  • From the exit point, the disabled persons should be guided to the designated assembly point away from the building.
  • Disabled persons evacuating from above ground level should be guided to a point of refuge (i.e. stairwell, landing) which will be signed with a green and white refuge sign. Lifts must not be used for evacuation.
  • The refuge point affords fire and smoke protection for approximately 30 minutes if in the immediate vicinity.
  • The evacuation plan is designed to ensure that assistance will arrive at this point within 20 minutes.
  • In buildings that are interconnected, horizontal evacuation from one building into another can be used providing that it is safe to do so. If this option is used, it is essential that the Emergency Control officer is informed.
  • It is vitally important that the Emergency Control Officer is made aware regarding the number and location of any persons left at refuge points so that Facilities staff and the emergency services can be informed.
  • Lecturers with disabled students must discuss with their respective manager suitable provision for the evacuation of disabled students in advance of their admission to the College buildings.

Disabled visitors

If you have a visitor with a disability that requires assistance to evacuate, they must be given a copy of the Generic Emergency Evacuation Plan (GEEP). Appendix C. Discuss with your visitor what form of assistance they will require to aid their evacuation. This could be as simple as being made aware the alarm has been activated from those who are hard of hearing or a supporting arm to assist with using stairs to requiring full evacuation via an evac chair or sledge.

If your visitor is uses a wheelchair consider conducting your meeting on the ground floor or using a building that is interlinked with another allowing horizontal evacuation to take place and the lift in the adjacent building to be used.

3.5Evacuation Drills

In accordance with fire safety legislation, fire evacuation drills will be carried out by Facilities and the Health and Safetyteam for every building during the 1st and 4th term, so far as is reasonably practicable.

The drills will monitor the effectiveness of the local evacuation procedures and, where necessary, identify required changes. They will also time the evacuation and compare the time to a previously determined acceptable time for the particular building, based on national standards and accepted best practice. In cases where the evacuation takes longer than the expected time, a second drill may be carried out at a later date.

3.6 Reporting and Accident Investigation

Any fire related incident should be reported to Facilities and the Health and Safety team as soon as possible. Where appropriate, a member of the Health and Safety team will carry out an investigation and make recommendations to the College Health and Safety Committee.

4Fire Wardens (FWs) and Emergency Control Officers (ECOs)

4.1Fire Wardens

The function of the fire warden is to assist in the swift evacuation of a building.

In an emergency evacuation you: -

  • Must not put yourself at risk whilst carrying out your duties
  • Should check all areas such as rooms, toilets and store rooms within your designated area
  • Should encourage people to leave the building by the nearest available exit in an orderly manner and direct people to the appropriate assembly point
  • Should not use physical force or become involved in confrontation. If you are aware of somebody remaining in the building, then you are to inform the Emergency Control Officer
  • Assist in manning external exits to prevent non authorised people entering the building.
  • Report your area is clear and/or any problems with evacuation to the Emergency Control Officer.

4.2Emergency Control Officer

The main function of the Emergency Control Officer is to control the evacuation and assembly point area and liaise with the facilities team and the emergency services.

In an emergency evacuation you will: -

  • go to the front of the assembly area to receive and collate evacuation reports from fire wardens
  • direct evacuees away from the building, keeping access roads clear. A megaphone is provided to assist with this.
  • inform the Facilities Manager or the College Duty Manager if a person has been reported using the safe refuge area.
  • inform the emergency services of any reports of trapped or missing people.
  • Remain visible at all times. A fluorescent waistcoat is provided to assist with this requirement.
  • Determine the number and position of any trapped person(s).
  • Advise evacuees that it is safe to return back into the building when advised by the Fire Officer in Charge or the Facilities/Duty Managers.

5 Training, Instruction and Information

All new employees shall be given local fire safety training by their Support Staff Supervisor or Curriculum Leader or Manager in the first week of their employment. This will include identification of escape routes, location of fire extinguishers and call points, where their assembly point is and any local hazards that they need to be aware of.

Staff are expected to attend General Health and Safety training which contains fire safety awareness at least every three years. A record of attendance is kept by Professional Development.

Appendix A ASSEMBLY POINTS

Eastbourne campus

Building / Assembly point (as) / Location / Notes
ECAT House / Ass 2 / In front of Grove House / Keep pathways clear to allow access for emergency services
Grove House
Tyler House
Hammond House – Engineering & MPH
Hammond House – Motor Vehicle / Ass3 / On grassed area between Tyler House & Hazel Court
Eversley House
Oak House
Construction Centre
Building Services Tent / Ass7 / Near the smoking shelter at the A Level Centre / Keep road clear for emergency vehicles
Kings Building / Ass4 / On sports field / For persons leaving by the east exit and catering stores exit.
Kings Building / Ass5 / In Kings Building car park. / For persons leaving from the exits for reception, restaurant and kitchen 5.
Brickwork / Ass 6 / On grassed area adjacent to the changing block
A Level Centre / Ass 8 / On field in front of building

It is essential that staff and students move away from the building and not obstruct the footpaths. This will enable the emergency services to gain access to the buildings without undue hindrance