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SUPPORTING GUIDANCE FOR COVID-19
HEALTH & SAFETY INSPECTION CHECKLIST

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Please find below the supporting guidance for the Alcumus PSM COVID-19 Health & Safety Inspection Checklist. 

If you need further assistance Alcumus PSM offer bespoke H&S support and guidance, contact on psm.enquiries@alcumusgroup.com or 01484 439930. 
 

 

LOCAL EXHAUST VENTILATION CHECKLIST

1. Routine checks and maintenance 

COSHH requires that where engineering controls are provided, the employer must ensure that thorough examination and testing of those controls are carried out. In the case of (general) Local Exhaust Ventilation plant, this must be at least once every 14 months. 

Although the 14-month period is detailed in COSHH, quite often such examination and testing is undertaken annually. It is also worth noting that “if wear and tear on the LEV system is liable to mean that the system effectiveness will degrade between tests then thorough examinations and tests should be more frequent”. 

The HSE guidance on LEV systems also makes mention of “routine checks” that can be undertaken by appropriately trained employees. According to the HSE, “routine checks (daily, weekly and monthly) keep the LEV system running properly”. In terms of competency, employees undertaking routine checks will need to have knowledge of: 

  • the parts of an LEV system and their function 

  • how the LEV system should be used 

  • how to recognise a damaged part 

  • simple checks that the LEV system is delivering its design performance and is effectively controlling emissions and exposure. 

The frequency of such checks will be determined by making reference to the manufacturer’s recommendations, risk assessment findings, previous maintenance history, etc and should be recorded in the systems logbook. 

The objective of thorough examination and testing is to detect significant defects and to have them remedied to maintain the effectiveness of the system and would normally include such functional testing to provide sufficient evidence to indicate adequate control is being achieved. It consists of three stages. 

A thorough visual examination to verify the LEV is in efficient working order, in good repair and in a clean condition. 

Measuring and examining the technical performance to check conformity with commissioning or other sources of relevant information. 

PREVENTING OR CONTROLLING THE RISK OF LEGIONELLA

1. Preventing or controlling the risk of legionella 

Where possible, the use of water systems or systems of work that lead to exposure should be avoided. Where it is not reasonably practicable to do so, a written scheme for controlling the risk must be produced which specifies the measures to be taken. 

This scheme should include a plan of the system, checks to be carried out and their frequency and remedial action to be taken if the scheme is not effective. In complex systems or premises, a site survey of all the water systems should be carried out and should include an asset register of all associated plant. This should include an up-to-date drawing/diagram showing the layout of the plant or system, including parts temporarily out of use. A schematic diagram would be sufficient. 

It should then be decided which parts of the water system, for example, which specific equipment and services, may pose a risk to those at work or other people. 

The written scheme should describe who is responsible for carrying out the assessment and managing its implementation; the safe and correct operation of the system; what precautions will be used; the checks that will be carried out and how often these checks will be carried out. 

Precautions involve the prevention of proliferation of legionella bacteria and the reduction of the generation of water droplets and may include: 

  • Controlling the release of water spray 

  • Avoiding water temperatures between 20ºC and 45ºC. The control of legionella requires hot water to be stored at a minimum of 60°C and distributed at a minimum of 50°C. Cold water temperatures can be maintained below 20ºC by good insulation and water turnover. 

  • Avoiding water stagnation. Lengthy and complex hot water distribution systems may require circulating pumps to eliminate or minimise stagnation and stratification 

  • Water outlets should be routinely operated to draw off water 

  • For sporadically used outlets, flushing should be carried out once a week. In health care facilities, a higher frequency is recommended and water draw off should form part of the daily cleaning process. Flushing should be fully documented and covered in written instructions 

  • Maintaining the system in a clean state and avoiding the use of materials in the system that can harbour or provide nutrients for bacteria and other organism. 

  • The use of water treatment techniques where necessary 

  • he correct and safe operation and maintenance of the system. 

2. Reports and Records 

The Responsible Person must ensure that the following records are kept: 

  • Details of the person or persons responsible for carrying out the risk assessment and managing and implementing the written scheme. 

  • The significant findings of the risk assessment 

  • The written scheme and details of its implementation 

  • The results of any monitoring, inspection tests or checks carried out, including the dates. Records of monitoring, inspection etc. should be retained for at least 5 years. 

Cases of legionellosis are reportable under the Reporting of Injuries, Diseases and 

Dangerous Occurrences Regulations (RIDDOR). 

Any "notifiable devices" on the premises (i.e. working cooling towers and evaporative 

condensers) must be notified in writing to the local authority. 

WORK EQUIPMENT MAINTENANCE

Ensure that best practice and regulatory requirements are being met. 

Lifts and escalators carrying passengers require statutory inspection by a competent person. Thorough Examination by competent persons every 6 months for passenger lifts and 12 months for goods lift. 

1. Safe & Appropriate 

You are required to ensure that all work equipment is safe and appropriate for use. You must ensure that it is properly maintained, serviced, repaired or modified safely and where the use of work equipment is likely to involve a specific risk to the health and safety of any person, you must restrict its use to those trained to use it. All persons using work equipment must be given adequate health and safety information and, where appropriate, written instructions. You must ensure that those employees who use work equipment and those supervising or managing such use, receive adequate training, on the risks they are exposed to and the precautions to be taken to control those risks. 

2. Guards 

You must ensure that effective measures are taken to prevent access to dangerous parts of machinery or to stop the machinery before people can reach the dangerous parts. This should be done by the provision of guards or protective devices, so far as is practicable. All guards or protective devices must: be appropriate for the purpose for which they are provided, well constructed, of sound material, adequate strength and be free from patent defect. They must be properly maintained, not create additional risks in themselves, not be easily removed or rendered inoperative, be situated a sufficient distance from the danger area, not restrict - more than necessary - any view of the operation of the work equipment, and allow operators to fit or replace parts without, if possible, removing the guards or protection devices. 

3. Work Equipment Failure 

You should so far as is reasonably practicable, ensure protection against risks to health or safety as a result of any failure in the work equipment. This protection should be secured, as far as is reasonably practicable, by measures other than personal protective equipment. In this context failure can include ejected or falling objects, rupture or disintegration of parts of the equipment; fire or overheating, the unintended or premature discharge or ejection of any article, gas, dust, liquid, vapour or other substance which is produced, used or stored in the equipment; or the unintended or premature explosion of the equipment or of any material produced, used or stored in it. You must also ensure that workers are prevented from coming into contact with parts of work equipment and material produced, used or stored in it which is at a temperature likely to cause injury by burning, scalding or searing. 

4. Controls 

You must ensure that, where appropriate, work equipment is provided with one or more controls to start the equipment (including restarting after any stoppage) or change the speed, pressure or other operating conditions. You must also ensure that, where appropriate, work equipment is provided with one or more controls which, when operated, will bring the work equipment to 'a safer condition in a safe manner'. This would normally bring the work equipment to a stop, unless it would be unsafe to do so. 

The operation of such controls should not depend on sustained manual action and, if necessary, should disconnect all sources of energy after stopping the work equipment. These controls should operate in priority to any control that starts or changes the operating conditions of the work equipment. 

Emergency stop controls must be provided, unless the nature of the hazards deems them unnecessary. All emergency stops must operate in priority over those control systems previously identified. All controls of work equipment must be clearly visible and identifiable, including appropriate marking, where necessary. 

No controls should be in a danger area except where it cannot be avoided. It should not be possible, so far as is reasonably practicable, to operate any control from within a danger area that initiates mechanisms in that area. Where this is not possible, safe systems of work should be applied to ensure that no one is in the danger area, when work equipment is started. If it is not reasonably practicable to apply either of these measures, an audible or visible warning must be given whenever work equipment is about to start. You must also ensure that any workers wholly or partly in a danger zone are able to avoid any hazard caused by the starting or stopping of work equipment. 

You must ensure that all control systems of work equipment are safe, so far as is reasonably practicable. Such control systems are not considered safe unless they ensure, so far as is reasonably practicable, that any failure in the system cannot result in additional or increased risk to health and safety; and prevents so far as is reasonably practicable, the equipment being started or restarted while any person is in the danger zone and does not impede any emergency stop controls. 

PRESSURE SYSTEMS

1. Written scheme of examination 

Requirements for a Written Scheme are: 

A written scheme of examination is a document containing information about selected items of plant or equipment which form a pressure system, operate under pressure and contain a "relevant fluid". The term "relevant fluid" is defined in the Regulations and covers compressed or liquefied gas including air above 0.5 bar pressure (approximately 7 psi), pressurised hot water above 110 degrees Celsius and steam at any pressure. 

Items of plant forming the pressure system should be included in a written scheme of examination if a failure of the item could unintentionally release pressure from the system, and the resulting release of stored energy could cause injury. 

2. Responsibility of users and owners to define scope of scheme 

The user of installed systems and the owner of mobile systems are responsible for deciding which pressure system is covered by the Regulations. To arrive at a properly informed decision, users or owners may seek advice from other sources. These could be Insurance Companies, in-house engineering staff, inspection bodies and consultants. However, the legal responsibility for defining the scope of the scheme rests with users or owners. The written scheme should generally cover all items within a self-contained pressurised system, which may give rise to danger. If there is more than one self-contained pressure system, there will be a need for more than one written scheme. 

3. Confirmation of scope of scheme 

When the scope of the written scheme has been decided, the user or owner of the pressure system should contact a person with sufficient knowledge and experience about the system. This person should be capable of offering informed advice on the subject. Discussions on the scope of the written scheme should be made with them, and if necessary, modify the scope accordingly. 

4. Competent person 

The users or owners of pressure systems need to select a competent person and in doing so should take reasonable steps to ensure that the competent person selected can actually demonstrate competence, i.e. the necessary wealth of knowledge, experience and independence. In practice the competent person is likely to be a body or company specialising in engineering inspection work or an Insurers engineering surveyor. 

5. Review of written scheme 

The written scheme of examination must be 'suitable' throughout the lifetime of the plant or equipment and it follows that it should be reviewed, and when necessary, revised. For example, as the age of some plant increases there may be a need to carry out more frequent examinations, or change their content or type. It is the user's responsibility under the Regulations to ensure that the content of the written scheme is reviewed at appropriate intervals by a competent person to determine if it remains suitable, but clearly the competent person should be in a position to give advice on this aspect. 

6. Legal responsibility 

Users and owners of pressure systems covered by a written scheme of examination have a legal responsibility to ensure that a competent person examines the systems in accordance with the scheme. 

7. Maintenance 

The user of an installed system and the owner of a mobile system shall ensure that the system is properly maintained in good repair, so as to prevent danger. The maintenance needs should be determined taking into account the age of the system, the conditions of operation and the environment in which it works. 

Consideration should be given to what systems or parts require routine checks and replacement e.g. lubrication fluids and coolants. Some parts of systems should be subject to sample inspection during regular shutdowns when signs of deterioration, leakage, external damage or corrosion are apparent. 

Pipework may not be subject to examination under the written scheme, but periodic checks should be carried out at the more vulnerable areas such as expansion loops, bends and low points. 

Systems which, have been out of service, will need more detailed checks when being brought back into use. 

Protective devices must be checked at appropriate intervals to ensure they remain in efficient working order. Where manufacturers/suppliers instructions are appropriate to the system and are sufficiently comprehensive they should be used to assist maintenance. 

8. Keeping of records 

The last report relating to the system made by a competent person and also any previous reports must be kept if they contain information that will help in assessing whether the system is safe to operate, or any repairs or modifications to the system can be carried out safely. 

Records should also be kept of any modifications or repairs to the pressure systems. Where the user or owner of a pressure system changes, the previous owner or user shall as soon as practicable give to the new user or owner in writing anything (relating to the system or part thereof) kept by him. 

Where the Regulations require records to be kept in writing, then they can be kept in a form that is capable of being reproduced as a written copy if required. Generally records can therefore be held on computer providing they are secure from loss or unauthorised interference. 

LIFTING EQUIPMENT

1. Receiving Lifting Equipment onto site 

When lifting equipment arrives on site it should be checked to ensure that it is the equipment that was selected during the planning stages. It is important when hiring equipment that no doubt exists over who will be responsible for carrying out any thorough examinations and inspections required during the period of the hire. The necessary inspections are usually carried out by the driver or operator of the equipment on site. 

New equipment should be accompanied by a declaration of conformity dated within the last 12 months or a current thorough examination report. Examples of how this may be provided include: 

  • Paper copy or summary of the last examination report 

  • Copy or summary of the last examination report in electronic format 

  • Tag affixed to the equipment 

  • Indelible marking on the equipment. 

The last operator's inspection should also be provided and will usually be in the form of a register of weekly inspections. 

The duty to ensure that the equipment is accompanied by this information is on both the person receiving the equipment and the person from who it is being obtained e.g. the hire company. 

2. Information to be contained in a report of a thorough examination 

  • The name and address of the employer for whom the thorough examination was made 

  • The address of the premises at which the thorough examination was made. 

  • Particulars sufficient to identify the equipment including where known its date of manufacture. 

  • The date of the last thorough examination 

  • The safe working load of the lifting equipment or (where its safe working load depends on the configuration of the lifting equipment) its safe working load for the last configuration in which it was examined. 

  • In relation to the first thorough examination of equipment after installation or after assembly at a new site or in a new location: 

  • that it is such thorough examination 

  • (if such be the case) that it has been installed correctly and would be safe to operate 

  • In relation to a thorough examination of equipment other than a thorough examination to which paragraph above relates: 

  • whether it is a thorough examination: 

  • within an interval of 6 months under regulation 9(3)(a)(i) 

  • within an interval of 12 months under regulation 9(3)(a)(ii) 

  • in accordance with an examination scheme under regulation 9(3)(a)(iii) 

  • after the occurrence of exceptional circumstances under regulation 9(3)(a)(iv) 

  • In relation to every thorough examination of equipment: 

  • identification of any part found to have a defect which is or could become a danger to persons and a description of the defect 

  • particulars of any repair, renewal or alteration required to remedy a defect found to be a danger to persons 

  • in the case of a defect which is not yet but could become a danger to persons: 

  • the time by which it could become such a danger 

  • particulars of any repair, renewal or alteration required to remedy it 

  • the latest date by which the next thorough examination must be carried out 

  • where the thorough examination included testing, particulars of any tets 

  • the date of the thorough examination 

  • The name, address and qualifications of the person making the report; that he is self-employed or, if employed, the name and address of his employer 

  • The name and address of a person signing or authenticating the report on behalf of its author. 

  • The date of the report

GAS

1. Gas Appliances 

The Gas Safety (Installation and Use) Regulations require gas appliances e.g. boilers and heaters to be maintained in a safe condition. In order to comply with this requirement, appliances should be routinely examined/maintained by a competent person at least annually. It is unlikely that “breakdown” maintenance would be considered as sufficient. 

2. Gas Leak 

Action to be taken in the event of a gas leak: 

  • Shut off the gas supply as instructed. 

  • Notify the supplier’s emergency gas leak service. 

  • The telephone number for contacting this service will be on a notice near the main gas isolation valve. 

  • Isolate all sources of ignition if it is safe to do so. 

DO NOT TURN ON OR OFF ANY ELECTRICAL EQUIPMENT AS THE SWITCH MAY CAUSE A SPARK, UNLESS THAT EQUIPMENT CAUSES A GREATER RISK OF IGNITION OF THE GAS E.G. FAN HEATER. 

  • Open doors and windows to allow ventilation to disperse the gas if it is safe to do so if not evacuate the building. 

  • Do not re-open the supply until remedial action has been taken by a competent person to prevent gas escaping again. 

FIRE

1. Fire Alarm 

Daily inspect the panel for normal operation of the system. Where provided check the connection to the remote manned centre is functioning correctly. Weekly test and examine the system to ensure it is capable of operating under alarm by operating call point or detector or end of line switch on a zone circuit. Test zones in rotation quarterly for monitored system and weekly for others using different trigger point each time. Examine the batteries and connections. 

Quarterly and annual inspection and test should be undertaken by the installer or other competent person and records maintained. 

2. Fire Detectors 

Regular visual inspection for damage, unusual accumulations of dirt, contamination and other conditions likely to interfere with correct operation. Annual test of detector system by installer or other competent person and records maintained. 

3. Record of Fire Door Tests 

Weekly check all self-closing doors close fully into door rebates. 

4. Automatic Door Releases 

Weekly check all doors release and close fully into door rebates. 

5. Fire Inspections 

Monthly check all fire precautions are in place, fire routes and exits are clear, fire extinguishers are in correct location and have not been discharged (or lost pressure if fitted with an indicator) or suffered obvious damage. Fire hoses should also be checked for leaks and correct operation. All fire fighting equipment should be checked to ensure it is within the annual inspection period as indicated on the label. 

6. Emergency Lighting Tests 

Daily - Check for correct operation, this is a simple walk round visual check for illuminated neon indicator lamps by occupier 

Monthly - Functionality test not exceeding 25% of rated duration, basic switch off check fluorescent lamp illuminated, switch back on, completed by occupier. 

Annual - System should be tested for a 3-hour period, as the regulations state a system should operate for a 3-hour period to allow people to evacuate a building in the event of an emergency where the power has failed. 

VENTILATION, LIGHTING & TEMPERATURE

1.Temperatures for inside work areas 

The temperature in workrooms should normally be at least 16oC unless much of the work involves severe physical effort in which case the temperature should be at least 13oC. These temperatures may not, however, ensure reasonable comfort, depending on other factors such as air movement and relative humidity. These temperatures refer to readings taken using an ordinary dry bulb thermometer, close to workstations, at working height and away from windows. Thermometers should be provided in the workplace, to enable temperatures to be measured. They need not be provided in every workroom. 

The above temperatures are provided to ensure that temperatures in workrooms are reasonable and negate the need for special clothing. There are rooms or areas where it is not practical to maintain those temperatures, for example warehouses that open to the outside, walk in fridges and freezers. In such cases efforts should be made to try and maintain temperatures as close to the minimum as possible. This could be done by pre chilling products, minimising chilled areas, enclosing/insulating the product etc. 

Where room temperatures may be unreasonably high all reasonable action should be taken to achieve a comfortable temperature, for example by insulating pipes/plant, shading windows, siting workstations away from heat sources. Where workrooms remain at unreasonable temperatures local heating or cooling should be provided e.g. fans in hot weather, insulating cold floors. If such measures are taken, yet workers are still exposed to unreasonable temperatures then suitable protective clothing and rest facilities should be provided. Rest facilities should be warm, with provision for heating food and making warm drinks. Systems of work should be introduced to minimise the time employees are exposed to uncomfortable temperatures e.g. task rotation. 

2. Ventilation requirements 

The air in workrooms should be fresh and at a suitable temperature and humidity level. In most situations, windows, doors etc. will provide sufficient ventilation, however there will be instances where mechanical ventilation systems are required. Any air that is introduced into workrooms should be free from any contaminants or pollutants that may be offensive or cause ill health. 

If you do have mechanical ventilation systems you must ensure that they are properly maintained, including regular cleaning, testing and servicing. Filters, where fitted should also be subject to maintenance. You should also ensure that any recirculating of air is done safely, by introducing fresh air to the recirculating air. Workers should not be subjected to drafts. This can be avoided by controlling the direction or speed of air flow with regards to mechanical ventilation, however rearranging or screening workstations is another way of avoiding this problem. 

The above relates to ventilation provided for workplace welfare, not the local exhaust ventilation for controlling exposure to substances hazardous to health. 

3. Lighting Requirements 

Lighting should be sufficient to enable people to work, use facilities and move from place to place safely and without experiencing eye-strain. Stairs should be well lit in such a way that shadows are not cast over the main part of the treads. Where necessary, local lighting should be provided at individual workstations, and at places of particular risk such as pedestrian crossing points on vehicular traffic routes. Outdoor traffic routes used by pedestrians should be adequately lit after dark. 

Dazzling lights and glare should be avoided. Lights and light fittings should be of a type, and so positioned, that they do not cause a hazard (including electrical, fire, radiation or collision hazards). Light switches should be positioned so that they may be found and used easily and without risk. 

Lights should not be allowed to become obscured, for example by stacked goods, in such a way that the level of light becomes insufficient. Lights should be replaced, repaired or cleaned, as necessary, before the level of lighting becomes insufficient. Fittings or lights should be replaced immediately if they become dangerous, electrically or otherwise. 

Where possible, windows etc. should be cleaned regularly and kept free from obstructions, such as external vegetation, so that they admit as much daylight as possible. 

Emergency lighting should be provided in rooms / areas where a sudden loss of light would present a serious risk. If provided, emergency lighting should be powered independently of normal lighting. Further guidance on this can be found in the fire and emergency evacuation policy. 

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