Fire and life systems

Fire can have serious consequences including loss of human life, significant injuries and damage to property. It's important we make every effort to prevent a fire from happening in the first place. But if it does, we need to make sure systems are in place to safeguard people and minimise any damage.

You're responsible for making sure there are suitable fire safety arrangements for your premises. You will make sure systems are in place to:

• ensure an up to date fire risk assessment is available (see Fire Risk Assessment) and all necessary control measures are in place
• regularly review and update the fire risk assessment and carry out any remedial actions
• ensure adequate fire fighting and safety equipment is available and fire safety signage on display
• maintain a premises plan showing important fire safety features (see Premises Plan)
• maintain an emergency fire action plan (see Emergency Fire Action Plan)
• test the emergency fire action plan and carry out any corrective actions
• regularly test the fire alarm system and check all fire fighting and safety equipment, emergency signage and escape routes (see Routine Premises Checks)
• ensure enough people know how the fire alarm system works
• provide all employees with fire safety training and information
• keep fire safety records

If you share your premises with other groups or organisations, you are responsible for ensuring arrangements are in place to:

• co-operate with other occupants and co-ordinate any activities necessary to meet their own fire safety duties
• share information regarding the fire related risks associated with your work activities

Fire Risk Assessment

A fire in the workplace can have significant consequences. You must make sure that:

• precautions are taken to reduce the risk of a fire
• there are arrangements to protect people if a fire breaks out

A fire risk assessment will show you what needs to be in place.

You must ensure a current fire risk assessment is available for your premises. Fire Risk Assessments must be carried out in line with the Council's Fire Safety at Work Policy. Fire Risk Assessments must be recorded on the Fire Risk Assessment template and saved onto the Assure System.

You should only complete or review a fire risk assessment if you've done specific training. If you've not done this training, you should contact the Health, Safety and Wellbeing Team to arrange for a Fire Risk Assessment to be carried out or reviewed.

Your Fire Risk Assessment should take account of:

• workplace hazards that could cause or contribute to a fire starting
• workplace conditions that could enable a fire to spread
• fire detection and warning systems
• emergency evacuation arrangements and resources
• escape routes and whether they provide a safe exit from the building
• the availability and suitability of fire fighting equipment
• any individuals or groups who may need assistance to reach a place of safety during an emergency
• information and training

Fire risk assessments should be reviewed as often as necessary. You will ensure the fire risk assessment is reviewed if:

• there has been a significant change to the premises or any areas covered in the Fire Risk Assessment
• there has been a fire related incident
• instructed by a member of the Health, Safety and Wellbeing Team
• it has been 12 months since the Fire Risk Assessment was last reviewed
• there is any reason to suspect that the Fire Risk Assessment is no longer valid

In many cases an annual review may be adequate. Changes to the premises that could trigger a review of the Fire Risk Assessment include:

• changes of room use – an office becomes a storeroom or vice versa
• new or additional flammable materials are stored or used in the workplace
• building repairs prevent or restrict use of an escape route
• heating problems requiring the use of additional temporary portable heating
• the fire alarm system breaks down
• changes in opening times or occupancy
• new plant, machinery or work processes
• concerns are raised regarding a fire issue
• someone requires assistance to evacuate the building
• an evacuation, whether planned or unplanned, suggests the current fire risk assessment may no longer be valid

Downloads

Fire Risk Assessment template - May 2019

DOC file, 171.5 KB

Premises Plan

Preparation is fundamental to fire safety. The Premises Plan will provide useful information about key fire safety features and help you manage fire safety arrangements for your premises.

You will ensure:

• there is a current plan of the premises showing the current layout of the premises and its grounds. It should have all the fire safety features marked like the location of fire escape routes, fire doors, fire fighting and safety equipment, fire detection equipment and utility shutoff points. An example of what a Premises Plan might look like is available (see Example Premises Plan) along with a glossary of the symbols used (see Premises Plan Symbols)
• a copy of the plan is held somewhere that's readily accessible and saved onto the Assure System
• the plan is updated following any change or alteration to the premises. The Fire Risk Assessment should also be reviewed to reflect any changes to the premises (see Fire Risk Assessment)
• the plan is reviewed at least once in a 12 month period and updated as required. The Fire Risk Assessment should also be updated if this review shows there has been changes to the premises in the last 12 months that weren't previously recorded (see Fire Risk Assessment)

Downloads

Example Premises Plan

DOCX file, 128.9 KB

Downloads

Premises Plan Symbols

DOCX file, 45.3 KB

Emergency Fire Action Plan

Our goal is preventing a fire from happening in the first place. But if it does happen, we need to be prepared. We need to make sure the people in our premises know what to do in the event of a fire. An Emergency Fire Action Plan sets out what action to take to protect our people from fire and help minimise any damage to our property.

You are responsible for ensuring suitable arrangements are in place in the event there is a fire at your premises. You will make sure systems are in place to:

• maintain a written Emergency Fire Action Plan in line with the Council's Fire Safety at Work Policy. The plan will detail the actions to be taken in the event of a fire and the roles and responsibilities of all involved in managing the incident. A copy of the plan should be readily accessible to anyone on the premises and saved onto the Assure System
• investigate fire alarm activations to reduce unnecessary callouts by the Scottish Fire & Rescue Service (see Fire Alarm Investigation) Any false alarm activation should be recorded on the Unwanted Fire Alarm Signal (UFAS) – Unplanned Event log sheet available on the Premises Manager Portal.
• have a Personal Emergency Evacuation Plan (PEEP) for anyone who could need assistance evacuating; for example, if they can't make it down a set of stairs without help or it would take them too long to reach a place of safety.
• make people aware of the emergency procedures
• evacuate anyone who could be at higher risk during an evacuation; like disabled, elderly or young people and visitors
• provide training for all employees especially anyone with specific roles during an evacuation
• regularly test the emergency fire action plan

Planned evacuations

Fire evacuation drills should be carried out at least every 6 months to:

• make sure people are familiar with the evacuation procedures
• see if the emergency fire action plan or how it works, can be improved

Things to consider for your fire evacuation drill:

• avoid the emergency services turning up by mistake. Tell the Contact Centre or whoever is responsible for making the emergency phone call, before your planned evacuation
• account for the weather. Snow, ice, thunder and lighting or torrential rain bring their own hazards which can easily be avoided. Postpone the evacuation until conditions improve
• check escape routes to make sure there's nothing that could cause an accident as people evacuate
• use volunteers to block a main escape route as if it was affected by fire so people will have to use their alternative escape route
• the Fire Marshall should be prepared to provide information to the Fire and Rescue Service as if it were an actual emergency situation
• once the evacuation is complete and people are allowed back into the building, let the Contact Centre or person(s) responsible for making the emergency phone call know it's over

It's a good idea to have a "hot wash-up" with Fire Wardens straight after any evacuation, planned or unplanned, to see if there are any lessons to be learned. Pay particular attention to:

• communication problems
• people using the wrong escape routes
• problems with fire doors or escape routes
• any unsafe behaviours; refusals to evacuate, stopping to collect personal belongings, etc
• windows and doors not being closed as people leave

Any observations and corrective actions should be recorded on the Fire Evacuation Drill – Planned Event Log Sheet which is available on the Premises Manager Portal.

Unplanned evacuations

Automatic fire alarm systems can be activated by things other than a fire, like cooking fumes, dust or aerosol sprays, faulty detectors or someone activating a manual call point accidentally. These Unwanted Fire Alarm Signals (UFAS) are disruptive and place a burden on Fire and Rescue Service resources. Your Emergency Fire Action Plan must include an investigation process to look for signs of fire before making a 999 call (see Fire Alarm Investigation).

Any UFAS should be recorded on the Unwanted Fire Alarm Signal (UFAS) – Unplanned Event log sheet available on the Premises Manager Portal.

A hot wash-up should also be carried out immediately following an unplanned evacuation and any conclusions and remedial actions recorded on the Unwanted Fire Alarm Signal (UFAS) – Unplanned Event log sheet available on the Premises Manager Portal.

Downloads

Fire Alarm Investigation - August 2023

DOCX file, 35.5 KB

---

First Aid

Injury or illness can happen at any time. First aid can save lives and stop minor injuries from becoming major ones. We need to make sure immediate attention is available for anyone who is injured or taken ill on our premises.

This includes employees and anyone using or visiting Council premises.

You're responsible for ensuring that suitable first aid arrangements are in place at your premises. You will ensure systems are in place to:

• assess what first aid provision is needed. This should be recorded on the Assessment of First Aid Needs template which is available on the Premises Manager Portal
• appoint first aid personnel based on the findings of your needs assessment. Remember, the numbers you need will be affected by working patterns and other things like annual leave and sick absences. There should be enough first aid personnel appointed so first aid can be provided at any time and without delay
• notify building occupants of the names of First Aiders and how they can be contacted
• provide appropriate first aid training making sure it's refreshed at suitable intervals
• provide first aid materials, equipment and facilities based on your needs assessment, making sure they're accessible when needed
• regularly check first aid materials, equipment and facilities and replace any expired or used items
• review your first aid needs to make sure your first aid provision is still adequate; especially after any significant changes to your premises that could affect first aid arrangements

More information can be found at How to Manage First Aid Provision.

---

Asbestos

Before 2000, asbestos was used in a variety of building products: ceiling and floor tiles, wall boards, electrical insulation, ceiling and wall coatings, pipe lagging and roofing materials. Some of these may have been used on your premises. Materials containing asbestos aren't a significant risk if they are in good condition. We need to make sure they stay that way but are ready to act if they become damaged in any way.

You're responsible for ensuring the risks from any materials that contain asbestos at your premises are effectively managed. You will be familiar with the Councils guidance on How to manage asbestos containing materials and have access to current information about asbestos in your property. You will ensure:

• an up to date Asbestos Management Plan and Register is available if there is asbestos present on your premises and that any control measures are in place
• you and an appointed deputy undertake Asbestos Awareness training. This should be refreshed every 12 months
• adequate information is provided to anyone whose work may bring them into contact with Asbestos Containing Materials (ACMs)
• information on the location and condition of ACMs is given to visiting contractors or anyone whose work could disturb or damage the ACMs
• information on the location and condition of ACMs is available for the emergency services if required
• the ACM Immediate Action Procedure is carried out if the following is discovered:
• damaged material that you suspect could contain asbestos
• an item or piece of equipment that you suspect could have been made with a material that contains asbestos

Downloads

ACM Immediate Action Procedure - Updated 2023

PDF file, 92.8 KB

---

Legionella

Legionella bacteria are quite common in hot and cold water systems but in low numbers. In these small numbers the bacteria present no significant risk but if they're left to multiply legionella bacteria can be a health hazard. They can cause a range of illnesses, some of which can be fatal. We need to make sure adequate control measures are in place to keep the bacteria in check.

You are responsible for ensuring the risks from legionella at your premises are effectively managed. How to manage legionella has more information on how the Council is managing the risks from legionella. You will make sure systems are in place to:

• ensure an up to date legionella risk assessment is available. A risk assessment is current if it has been reviewed in the last 24 months, unless the risk assessment states a different timescale for review
• carry out regular checks of the water systems, report faults and maintain appropriate records (see Routine Premises Checks)

A copy of the most recent legionella risk assessment for your premises can be found on the Premises Portal.

If the risk assessment identifies remedial or corrective actions, Building Design - Facilities will develop an action plan to make sure actions are carried out within recommended timescales. You should monitor the action plan and liaise with Building Design – Facilities to ensure appropriate actions are progressing and can be completed.

---

Premises security

A secure premises helps reduce theft and/or damage and protects one of our most important assets; our people. This means managing who can enter the buildings and monitoring what is happening in and around our premises.

You are responsible for ensuring that suitable security management arrangements are in place at your premises. You will make sure systems are in place to:

• ensure an up to date security risk assessment is available and all control measures are in place. A copy should be saved onto the Assure System
• review and update the security risk assessment and carry out any actions needed
• ensure enough people know how the security systems work: like the intruder alarm, access control or CCTV
• deal with out of hours intruder alarm activations
• immediately report any faults that might affect security
• sign visitors and contractors on and off the premises (see Managing Visitors)
• restrict access to sensitive areas
• investigate and report any security breaches and suspicious incidents
• provide building users with information on security

Downloads

Security Risk Assessment Template - v1.0 - May 2019

DOC file, 75 KB

Managing visitors

Workplace hazards don't just affect employees and service users; they can affect visitors and other users of our buildings. We need to make sure arrangements are in place for their protection too. We also need to make sure systems are in place to prevent the access of any unwanted visitors or intruders.

You are responsible for ensuring there is an effective system operating to assist with the management of visitors or contractors to your premises. This is to make sure that only authorised visitors are allowed into the premises ensuring their safety and wellbeing and that of employees.

You must ensure there is:

• a designated entrance or reception area to greet visitors to the premises
• a recording system in place to record details of visitors and persons they are visiting
• a designated person(s) to whom all visitors must report. This person will ensure:
• visitors details are recorded in the visitors book
• visitors are issued with a pass to be worn while on the premises
• visitors sign out of the Visitors Book at the end of their visit and return their pass
• a process for:
• providing visitors with information on fire safety measures and evacuation arrangements
• ensuring visitors are accompanied at all times while on the premises

---

Managing contractors

Everyone needs to take the right precautions to reduce the risks of workplace dangers to employees, visitors, contractors and anyone using the premises. Contractors must have information about your premises, so they can work safely and you must have information about the contractors' activities so you can be confident they're working safely.

You're responsible for ensuring there are processes to manage contractors while they’re on your premises. For the purposes of this section the term contractor will also apply to any Council employees who are carrying out any maintenance, refurbishment or installation works.

Before any work is carried out the Service responsible for organising the works will ensure:

• all contractors are competent for the work to be carried out
• suitable and sufficient Risk Assessments and Method Statements have been provided
• any Permits to Work needed have been issued to the contractor and control measures included as part of the Permit
• contractors are informed of any specific hazards on the premises
• contractors are provided with any relevant information about the premises

They will also ensure:

• you get advance notice about the planned work and who will carry it out
• you understand the risks involved, if a Permit to Work has been issued and any specific control measures
• you know about any activities or risks that could affect your normal day-to-day activities
• you have contact details for whoever organised the work

Communication is essential to make sure the work can be done safely and without any risks to the people on your premises. Appoint a person at the premises to deal with the contractor.

This person will:

• sign the contractor in on arrival using the Contractor Sign-in Sheet and make sure they wear a visitors pass while on site.
• ensure contractors have been provided with relevant information specific to your premises like:
• the layout, welfare facilities, security arrangements and any areas which may be out of bounds and contact arrangement in the event of an incident
• fire safety measures and evacuation arrangements
• other activities which could affect, or be affected by, the contractor's work
• any specific hazards that could affect the contractors work like the presence of asbestos
• make sure any control measures are in place like cordoning off the work area or temporary changes to emergency and evacuation procedures
• tell the contractor and the person organising the work about any issues which could delay the work
• share information about the works, any impacts on normal operations and any temporary arrangements in place with anyone who could be affected
• sign the contractor out and make sure they return any visitors passes at the end of their visit

If the work has changed the layout or characteristics of the premises, you will also need to update the:

• Fire Risk Assessment
• Premises Plan

Downloads

Contractor sign-in sheet - v1.0 - May 2019

DOCX file, 31.1 KB

---

Premises access

As well as providing a safe working environment we have to make sure it's safe for people to get to and leave again. Entry and exit routes should be maintained to protect people from harm.

You're responsible for making sure there are suitable access arrangements for your premises. You will make sure systems are in place to:

• assess the risks from workplace traffic and make sure any hazards are effectively managed (see Workplace Traffic Management)
• deal with any problems caused by winter weather (see Winter Readiness)
• address any hazards that could affect pedestrian, driver or vehicle safety

Workplace Traffic Management

Most vehicle related incidents at the workplace involve collisions between pedestrians and vehicles. The best way to protect pedestrians is to keep them separate from vehicles. However, this may not be reasonably practicable for all workplaces. Where it's not we need to make sure that traffic routes are organised and marked so pedestrians and vehicles can circulate safely.

You're responsible for ensuring that there are arrangements for managing traffic and pedestrians on your premises. You will make sure systems are in place to:

• ensure an up to date Workplace Traffic risk assessment is available and all control measures are in place
• regularly review the Workplace Traffic risk assessment and carry out any necessary remedial actions
• regularly inspect car parks and vehicle and pedestrian routes (see Inspection of premises)
• immediately report any faults that could affect pedestrian, driver or vehicle safety

Premises Managers have a particular responsibility to ensure that the layout of the workplace doesn't create risks from either work vehicles or private cars. The Workplace Traffic Checklist can be used to identify any hazards and show where improvements might be needed. Suitable control measures could include:

• having pedestrian only areas, including safe crossings and barriers
• providing enough designated parking places to avoid stopping in unsafe locations
• ensuring traffic routes are wide enough, well constructed and maintained, don't include blind bends and are free of obstructions
• providing road markings, signs, road humps and mirrors as required
• a one-way system to remove the need for reversing
• enough space for vehicles to reverse if a one-way system isn't possible

Downloads

Workplace Traffic Risk Assessment Template - v1.0 - May 2019

DOC file, 83 KB

Downloads

Workplace Traffic Checklist - v3.0 - May 2021

DOCX file, 25.1 KB

Winter Readiness

Winter weather can affect our ability to operate normally. We need to make sure that we are prepared to deal with the challenges that winter brings, so we can continue to function with as little disruption as possible.

You're responsible for ensuring that arrangements are in place to limit the opportunity for disruptions from winter weather. You will make sure:

• A current path clearance plan is available for the premises. The plan should ensure that:
• at least one priority path from the boundary to the main entrance is cleared/gritted in the event of snow or ice. If there is more than one access path and/or entrance, these should be identified on the plan to be cleared/gritted as soon as soon as practically possible after the priority pathway(s)
• areas immediately around fire exits are inspected and cleared/gritted if necessary to ensure that doors can open freely
• routes to fire assembly points are cleared/gritted. Fire assembly points may be changed if there are concerns over health and safety, during periods of extreme weather
• equipment and materials appropriate to the premises are available
• a current Snow & Ice Clearance risk assessment is available for the premises
• individuals are identified to carry out the path clearance plan and that adequate PPE and training is provided
• regular checks of external lighting is carried out and recorded (see Routine Premises Checks)
• regular checks of the flat roofs are carried out and recorded (see Routine Premises Checks)

Downloads

Snow and Ice Clearance Risk Assessment Template - v1.0 - May 2019

DOC file, 78 KB

---

Routine premises checks

Every premises relies on a mix of features to keep it a safe and healthy working environment. Regular checks of these features are an important part of health and safety management. These checks help to identify any faults so they can be fixed before they cause any harm or are relied upon in an emergency.

You're responsible for ensuring that suitable arrangements are in place to carrying out these periodic checks:

Downloads

Routine premises checks - v3.0 - May 2021

DOC file, 596 KB

---

Health and safety monitoring

Regular monitoring is an important part of health and safety management. It can help to identify existing or potential hazards and lapses in management before they're able to cause any harm. Once the hazards are identified steps can be taken to prevent incidents, injuries and illnesses.

You're responsible for ensuring the following monitoring is carried out for your premises:

• Quarterly monitoring of Routine Premises Checks and review of key documents in the handbook. Details should be recorded on the Quarterly Monitoring Log Sheet which is available on the Premises Manager Portal.
• Six monthly inspection of the premises. Details should be recorded on the Premises Health & Safety Inspection Checklist.

Routine premises checks

This is a quarterly review of the Routine Premises Checks, risk assessments and other plans to make sure that they are all up to date.

Inspection of premises

The entire premises should be inspected at least once every 6 months. It's not important that the whole premises is inspected at the same time. You can break it up into smaller areas and inspect one each month so the whole premises is covered over the 6 month period. You can also share these inspections out among other colleagues.

The Premises Health and Safety Inspection Checklist gives a list of potential hazard areas that need to be checked during your inspection. You should use the form to record any observations and any corrective or preventative measures required along with who's responsible for completing them and dates of completion.

You're responsible for ensuring there is a process for reporting any faults and instructing any corrective actions.

You're also responsible for checking that corrective or preventative actions are completed.

Downloads

Premises Health and Safety Inspection - v3.0 - May 2021

DOCX file, 35.1 KB

---

Co-operation and co-ordination

Our work activities can impact on others; whether that's the potential to cause them harm or affecting how they're able to meet their own health and safety responsibilities. Where we share our premises with others, we have a duty to share information and co ordinate our health and safety actions.

If you share your premises with other businesses or organisations, you're responsible for making sure arrangements are in place to:

• tell the other building occupants about any hazards from our own work activities with the potential harm their employees or affect their own work activities. Try and find out if any of their work activities could harm our employees or affect our own work activities
• co-ordinate our health and safety arrangements with the other occupants to make sure everyone in and around the premises is safe
• co-operate with the other building occupants wherever needed to help make sure they're able to satisfy their own legal obligations

You should attempt to set up a regular meeting with any other building occupants to discuss any health & safety concerns and agree any actions needed. Common areas of interest for discussion could include:

• fire safety and evacuation arrangements
• access arrangements and management of visitors and contractors
• workplace traffic management
• specific hazards from work activities
• concerns from routine premises checks
• concerns from workplace inspections
• general housekeeping

Other building occupants may not be willing to participate in regular meetings. You still have a duty to make them aware of any hazards from our work activities with the potential harm their employees or affect their own work activities other health and safety concerns. You should consider notifying them of any relevant issues arising from:

• a significant change to work activities or following the review of a risk assessment
• a change to the building, it's use or it's occupancy
• a change in regulatory or other duties
• an incident with the potential to affect others