Working Environment
At Queen Mary University of London, we aim, as far as is reasonably practicable, to provide adequate and appropriate welfare facilities for all employees. The information below will outline what standards you can expect in your working environment, how to raise concerns should you feel they are not being met and some potential solutions.
Please note that the potential solutions provided are not exhaustive and are suggestions only. Depending on the situation, they may not be applicable or feasible or there may be a more suitable action that could be taken.
Aim:
The University will aim to provide a sufficient quantity of fresh or purified air.
In many cases, windows or other openings will provide sufficient ventilation in some or all parts of the workplace. Where necessary, mechanical ventilation systems will be provided for parts or all of the workplace.
As an employee, you should not be exposed to uncomfortable draughts.
If you have concerns:
If you feel that these standards are not being met in your workspace, please raise a ticket with Estates and Facilities (eaf-helpdesk@qmul.ac.uk or ext. 2580).
Possible solutions:
Where there is a fault or damage to the ventilation system, Estates and Facilities will endeavour to fix this. Furthermore, ventilation systems may require reactive maintenance where the number of air changes become insufficient.
Where you are exposed to a draught as a result of mechanical ventilation systems, it may be necessary for EAF to control the direction or velocity of air flow. Where this is not possible, workstations should be re-sited or screened if necessary.
Where you are exposed to a draught as a result of being close to a window or door, draught exclusion materials may be provided if necessary.
Aim:
The University will aim to ensure the temperature in indoor workplaces is reasonable during working hours. As a guideline, temperatures should not fall below 16°C, however in areas where work activities involve rigorous physical effort it should be at least 13°C. There is no maximum temperature guideline.
If you have concerns:
If you feel the temperature is too hot or too cold in your workspace, please raise a ticket with Estates and Facilities (eaf-helpdesk@qmul.ac.uk or ext. 2580).
Possible solutions:
Where there is a fault or damage to the heating and/or cooling system, Estates and Facilities will endeavour to fix this.
Thermometers may be provided to enable employees to determine the temperature.
Temporary equipment may be provided e.g. oil filled radiators, fans.
Staff may be encouraged to temporarily work in alternative areas if available.
Staff may be encouraged to take extra breaks to warm up / cool down.
Aim:
The University will aim to provide lighting which is suitable and sufficient (natural light if possible and emergency lighting provided in the event of failure of artificial light).
The lighting should be sufficient to enable employees to work, use facilities without experiencing eye-strain, and safely move from place to place. To avoid visual fatigue, the average illuminance for offices should be between 200 and 400 lux.
Lights and light fittings must be selected, positioned and maintained, so that they avoid annoying glare and do not cause a hazard (e.g. electrical, fire, radiation or collision).
Lights and windows should be cleaned, repaired or replaced, as necessary, before the level of lighting becomes insufficient.
Employees should avoid obscuring light by placing items in front of lights and windows (e.g. stacked goods).
Light switches should be positioned so that they may be found and used easily and without risk.
If you have concerns:
If you feel that these standards are not being met in your workspace, please raise a ticket with Estates and Facilities (eaf-helpdesk@qmul.ac.uk or ext. 2580).
An initial lighting assessment (lux reading) can be carried out by Estates and Facilities or the Health and Safety Directorate.
Possible solutions:
Workstations may need to be repositioned to take advantage of the natural daylight available. However, where this would result in excessive heat or glare at a workstation, it should be repositioned or the window or skylight should be shaded (e.g. using blinds).
Anti-glare mats and screen filters may be required.
Light fittings may need to be replaced or cleaned where lux levels are insufficient.
Where lux levels are too high, light fittings may need to be disconnected or alternatively, a dimmer switch may be installed to enable user control.
Lighting in the form of a standing or desk lamp may be recommended as a result of a workstation assessment.
Aim:
The University will aim to ensure room dimensions are sufficient and not so overcrowded as to cause risk to the health or safety of employees. Space allocation will be managed at School / Institute / Directorate level.
The HSE Approved Code of Practice to the Workplace (Health, Safety and Welfare) Regulations 1992 (L24) indicates that 11 cubic metres of space per person should be taken as the minimum and should not take into account ceiling heights over 3m. However, this space may be insufficient if much of it is taken up with furnishing or equipment.
The minimum space referred to does not apply to rooms being used for lectures, meetings and similar purposes.
Workrooms should have enough free space to allow people easy access to and from workstations, to move within the room with ease and not to restrict their movements while performing their work. This includes ceilings being high enough to allow safe access to workstations unless the work is only for a short duration. Obstructions such as low beams should be clearly marked.
If you have concerns:
If you feel your workspace does not meet these requirements, please raise this with your School / Institute / Directorate.
Possible solutions:
A review of space and layout may be necessary, taking into consideration entrance/exit, activities being undertaken and furnishings.
An alternative workstation may be required if necessary.
Aim:
The University will aim to ensure furniture, furnishings and fittings are kept sufficiently clean as well as the surfaces of the floors, walls and ceilings.
Waste materials should not be allowed to accumulate, except for in waste bins provided.
If you have concerns:
If you feel your workspace is not being sufficiently cleaned and therefore does not meet these requirements, please raise a ticket with Estates and Facilities (eaf-helpdesk@qmul.ac.uk or ext. 2580).
Possible solutions:
Where waste has built up this should be removed from the workspace. General waste removal can be arranged by contacting EAF Helpdesk or for the disposal of old IT equipment (PCs, monitors etc.), please contact the IT Services helpdesk at its-support@qmul.ac.uk or extension 8888.
Cleaning services may need to carry out a deep clean, if necessary. Note, deep cleans should be carried out while users are away from the office and whilst the room is well ventilated.
Aim:
The University will aim for all floors and traffic routes to be of sound construction and have adequate strength and stability, taking account of the loads placed on them and the traffic passing over them. Floors should not be overloaded.
The surfaces of floors and traffic routes should be free from any hole, slope, or uneven or slippery surface which is likely to cause:
- a person to slip, trip or fall;
- a person to drop or lose control of anything being lifted or carried;
- instability or loss of control of vehicles and/or their loads.
If you have concerns:
If you think the condition of floors and traffic routes does not meet these requirements, please raise a ticket with Estates and Facilities (eaf-helpdesk@qmul.ac.uk or ext. 2580).
Where the condition of the floor or traffic route is causing an immediate hazard, steps should be taken to highlight it or cordon it off.
Possible solutions:
Damaged surfaces that may cause a person to trip or fall should be made good and conspicuously marked or protected until this can be done.
Where a leak, spillage or other type of contamination occurs and is likely to be a slipping hazard, employees should take immediate steps to fence it off, clean it up, or cover it with something to stop it being slippery (e.g. absorbent granules).
Arrangements should be made to minimise risks from snow and ice. This may involve gritting, snow clearing and closure of some routes, particularly outside stairs, ladders and walkways on roofs.
Where there is a fault or damage to the flooring, Estates and Facilities will endeavour to fix this.
To prevent slips and trips locally:
- stop floors getting wet or contaminated in the first place;
- have effective arrangements for both routine cleaning and dealing with spills;
- remove spillages promptly;
- look out for trip hazards (e.g. uneven floors, trailing cables);
- keep walkways and work areas clear of obstructions;
