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All new staff & students must be made aware of the following points
Introduction to key members of staff
Medical School website http://www.shef.ac.uk/medicine/index.html
Dept. of Infection and Immunity website
http://www.sheffield.ac.uk/infectionandimmunity
Induction pack, swipe card, keys, lab book (Yvonne Stephenson, LU123)
Ucard & e-mail (CICS)
myPurchase & myJob training (including procurement best practice)
http://www.shef.ac.uk/hr/guidance/myjob
Reporting annual & sick leave
Reporting emergencies – ext 2222
Fire lecture – must be completed every 12 months https://hs.shef.ac.uk/subject_areas/fire-safety
Basic Safety and Training *applicable for every laboratory worker
Completion of Health Surveillance : Biological agents and Genetic Modification
http://www.shef.ac.uk/hs/biohazards/gm-organisms
Safety Services website http://www.shef.ac.uk/hs
Safety Manual
http://www.shef.ac.uk/polopoly_fs/1.132051!/file/Manual2011.pdf
General laboratory safety and good practice.
Completion of safety Services PowerPoint presentation on ‘General Laboratory Safety’.
http://www.shef.ac.uk/hs/biohazards
Laboratory coats, gloves, appropriate footwear & other PPE
COSHH / SOP’s / risk assessments http://www.shef.ac.uk/medicine/staff-info/healthandsafety
Completion of Chemical safety PowerPoint presentations on webpage
https://www.shef.ac.uk/hs/chemical for
Material data sheets
Introduction to COSHH
Chemical Laboratory Safety
Equipment training & safety
Accident / Incident reporting https://air.shef.ac.uk/users/sign_in
Waste disposal training https://waste.shef.ac.uk/training.php
Department of Infection and Immunity
INDUCTION CHECKLIST FOR
NEW STAFF AND STUDENTS
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Online security awareness training (details on page 18)
Additional training and safety considerations
Out of Hours training – must be completed every 3 years. https://hs.shef.ac.uk/subject_areas/out-of-
hours
Completion of working with Biological agents PowerPoint presentation
http://www.sheffield.ac.uk/hs/biohazards
Working with category II pathogens induction and training (see Yvonne Stephenson)
GM work registration and training if applicable
http://www.shef.ac.uk/hs/biohazards/gm-organisms
Hep B immunisation
Tissue culture induction and training if applicable (see Vanessa Singleton)
UV safety awareness (see Vanessa Singleton)
https://hs.shef.ac.uk/subject_areas/radiation/training_courses
Radioisotope work registration and training (contact Anne Gregory)
https://hs.shef.ac.uk/subject_areas/radiation
BSU induction & training
Using DSE (Display Screen Equipment) https://hs.shef.ac.uk/subject_areas/display-screen-equipment-
dse/training_courses
Tour of labs (including all communal areas)
Person responsible for areas
Reporting problems with building
First Aid boxes
Fire exits, call points & evacuation procedure
Oxygen depletion monitors
Wash up / autoclaving / laboratory coat laundry
Desk / write up space (K134) & lockers (see Vanessa Singleton, LU123)
Please tick off each point when you have completed / are familiar with it.
If something is not applicable for your current role please clearly state so but don’t forget that if your project
alters you may need to complete additional training. Ensure that copies of certificates for all completed
course are forwarded to Yvonne Stephenson. IF IN DOUBT, ASK!
Inducted By:…………………………………………………………………………………………
Position:…………………………………………………………………………………………….
Name (BLOCK CAPITALS):………………………………………………………………………
E-mail address: ……………………………………………………………………………………
Signature…………………………………………………………… Date:………………..
PLEASE COMPLETE AND FORWARD A COPY TO YVONNE STEPHENSON
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TIME FRAME FOR COMPLETION
First day Introduction to induction co-ordinator, Yvonne Stephenson. Arrange meeting Obtain keys, lab book and swipe card Collect a file for personal copies of relevant documents e.g. spillage procedures, laboratory checklist, risk assessments etc. Fire procedure Visit Human Resources with relevant paper work.
In your first week For all staff Exchange your details with your line manager and technical/secretarial lead. This is for emergencies, reporting absence and for inclusion on departmental mailing list. Get registered with CiCS and book on an induction session http://www.shef.ac.uk/cics/training/induction Visit University induction web page http://www.sheffield.ac.uk/hr/sld/newstaff
Laboratory workers Complete waste training Read university and departmental safety manual Familiarise yourself with COSHH, RA and SOP. Ask questions if anything is unclear. Complete Health and Safety Induction Training View Safety Service PowerPoint safety presentation If applicable, organise hepatitis B vaccination with your GP. Let Yvonne Stephenson know when completed and ensure that antibody levels have been checked.
In you first month All staff Do on line University fire training, the course that applies to people situated in the Hallamshire hospital. Inform Yvonne Stephenson so your training records can be updated. Learn how to book annual leave using MyJob. Complete out of hours course if applicable. Familiarise yourself with the Learning Management system to book on other relevant training courses.
Laboratory staff (basic) Continue to download relevant COSHH, RA and SOP forms for your work.
Laboratory staff (additional) Complete Biological agents training. Arrange Category II pathogens induction training via Yvonne Stephenson Complete : Biological agents and Genetic Modification form and return to occupational health. Complete Genetic Modification training. Register for Genetic Modification. Arrange Tissue Culture induction and training via Vanessa Singleton. Complete UV safety awareness. Book on radioisotope training and arrange registering via Anne Gregory. Arrange BSU training and induction. Read ‘Setting up your VDU’.
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Introduction to the Department
The Department of Infection and Immunity is part of the Faculty of Dentistry, Medicine and Health.
The current Head of Department is Professor Moira Whyte. Further information on the
Departmental structure and research interests can be found by visiting
http://www.sheffield.ac.uk/infectionandimmunity
How this feeds into the Faculty structure can be seen on the Medical School webpage
http://www.shef.ac.uk/medicine/index.html
The induction coordinator for the department of Infection and Immunity is Yvonne Stephenson. Please contact her to arrange a tour of the department, receive an induction pack, keys, swipe card and lab book. Lockers keys are available from Vanessa Singleton to anyone who does not have an alternative area to safely and securely store their personal belongings. Please note that a refundable £5 deposit is required. Please ensure that your line manager and technical/secretarial lead have your contact details for emergencies and reporting sickness absence. Infection and Immunity Technical Staff
Technical lead Yvonne Stephenson [email protected]
Research technicians
Catherine Cooke [email protected] Supports the work of Prof. M. Corke, Dr. M. Thomas, Dr. J. Shaw and Prof. A. Heath.
Primary cell culture and category III facility
John Finner [email protected] Delivery room operator and general technical support duties.
Ben Harvey [email protected] Cat II bacterial work, trials and assists with teaching classes.
Linda Kay [email protected]
Supports the work of Professor I. Sabroe and Dr. P. Peachell
Jonathan Kilby [email protected] Cat II bacterial work, trials and assists with teaching classes.
Fiona Morrow [email protected] Supports the work of Prof. J. Haylor, Prof. A. Ong, Dr. T. Johnson and Prof. A.G. Wilson
Cell line culture
Histology
Janine Phipps [email protected] Supports the work of Prof Sayers and Dr. T. Johnson.
Assists with the teaching classes
Vanessa Singleton [email protected] Supports the work of Prof. M. Whyte, Prof D. Dockrell, Dr. C. Bingle and Dr. R. Muimo
Oversees departmental tissue culture
Lynne Williams [email protected] Supports the work of Dr. S. Walmsley and a technical specialist
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University ID cards and computer accounts
Ucard & e-mail (CICS)
University location maps: http://www.shef.ac.uk/visitors/mapsandtravel/university.html
Go to 10-12 Brunswick Street to provide Department of Human Resources: Proof of eligibility to work as detailed in the Contract of
Employment; discuss any employment related queries with the HR assistant/adviser; provide any
other condition or requirement as detailed in the appointment letter or contract.
Department of Finance: Provide bank details, P45, proof of eligibility document as supplied
by HR, birth and marriage certificate (where applicable) for superannuation and pension
purposes.
Go to CiCs Computing Centre, Hounsfield Road to get staff ID card
NOTE: these are only possible once your contract is in place.
The Ucard allows you access to University computing and Library facilities. Please ensure you
give your email address and details to either Pauline Whittaker in LU116 or Beverley Jepson in
K129 so that you can be included on departmental mailing lists. It is also useful to attend a CiCs induction session:
http://www.shef.ac.uk/cics/training/induction.html
MyPurchase
This is the system used for buying reagents and consumables. Not everyone will requisition their
own goods but if you need to then please speak to your line manager in the first instance. Book
onto a myPurchase overview session. Details available from procurement website:
http://www.sheffield.ac.uk/finance/staff-information/financial_systems/access
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Working hours and absence from work
http://www.shef.ac.uk/polopoly_fs/1.123192!/file/Sickness-Reporting-and-Recording.JPG
Annual leave and MyJob
For all staff annual leave must be booked through MyJob. Details regarding MyJob are available
on http://www.shef.ac.uk/hr/guidance/myjobmyteam.
More detail on terms and conditions of employment, including contracted hours, annual leave
entitlement etc. can be found on the Human Resources webpage http://www.shef.ac.uk/hr/.
For students this will be done through your supervisor.
Sick leave
In the event of sickness it is important that your line manager is notified as soon as possible on the first day of absence. Give a brief description of the illness and when you think you will return to
work. You can self-certify up to 7 days but after that you will need to obtain a note from your GP. Sick notes should be sent to your line manager as soon as possible.
Other reasons for absence
Authorised attendance at scientific meetings or absence on official business will be credited as
standard working or half days up to 37 hours per week. Business lunches will not be credited.
Time is allowed to attend seminars during the normal working day. Attendance at seminars
outside a normal working day will not be credited.
Information on unavoidable absence should be communicated to your line manager as soon as
possible. In adverse weather conditions all reasonable attempts should be made to get in to work.
If it is deemed that it was possible to travel and you do not get to work you may be asked to take
this as annual leave.
Day release will be credited as standard working days. No credit will be given for evening
attendances.
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Out of hours
Normal working hours are 7.30am until 6.00pm, Monday to Friday. Any time other than these is designated as "Out-of-Hours". You are expected to be in work for 8 hours if you work full time.
To be able to work outside these hours you must
- have done the online Out-of-Hours training within the previous 3 years and completed on-line fire training in the past 12 months.
- have your work approved in advance and obtained written permission from your supervisor. A copy of this should be given to Yvonne Stephenson. A risk assessment must be provided by your supervisor
- understand the Emergency System and know what to do in the case of Fire and/or Accident.
You must NOT do any experimental work where there is any risk of personal accident.
You should not work alone and as a minimum you should be within shouting distance of a colleague. This is an absolute rule for students and strongly recommended for members of staff/postdocs.
No undergraduate may work out-of-hours, unless under the DIRECT supervision of a member of staff.
Emergency contacts should be posted in each laboratory area.
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Dealing with emergencies
In the case of a fire If you are going to be here for more than a few weeks it is mandatory for you to complete the on-line fire training. This should be renewed annually. There are fire extinguishers around the department but you are advised to use these only if you are trained to do so and the fire is small. If you discover a fire
Raise the alarm within the building by breaking one the of the manual call points.
Dial 2222 and notify the control centre of the details of the incident. Evacuate to the designated location. The hospital has a two tier system for fire and the building is divided into 2 hour compartments Continuous alarm This means there is a fire in your area. The exact location should be displayed on the repeater panels located by the fire exits.
Stop what you are doing immediately, switch off any equipment if it safe for you to do so and evacuate to the designated meeting point.
Leave by the nearest clear exit ensuring that doors are closed behind you. Do not use lifts, if you are in a lift when the alarm sounds it will go to B or C floor. The doors will open for 20 seconds to allow you to leave the lift but then will not open after that. Re-enter the department only when the all clear has been given. Intermittent alarm This means that an alarm has been activated in an area either above, below or to the side of our department Be prepared to evacuate. Please note the fire alarm is tested every Friday morning
In the case of an accident / incident In the majority of cases this is reported by the injured party. All accidents must be reported on-line
at https://air.shef.ac.uk/users/sign_in
Ask a member of technical staff or first aider if your require help completing the form. Please
report all accidents, no matter how small. The paperwork must be completed and forwarded to
safety services within 24 hours of the incident. If medical assistance is required call the
emergency number 2222.
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Oxygen depletion alarm In laboratories where there are gas cylinders and liquid nitrogen vessels, oxygen sensors are fitted. Once the level of oxygen goes below 18% an alarm will sound. Upon activation of one of these please vacate the laboratory immediately and contact the named person on the alarm panel (usually located near the entrance to the laboratory)
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COSHH (Control Of Substances Hazardous to Health)
Before you perform any experiment it must be evaluated. A COSHH assessment is of the
PROCEDURE so not only does it take into account the chemicals you are using but also the
quantity kept and volumes/masses used. For example, the risks associated with decanting a 25L
drum of solvent is greater than re-suspending a reagent in 200ul of solvent. In the first instance
you would use the decanting area with the extraction fan turned on. Goggles would be worn in
addition to a lab coat and gloves. You’d also dispose of this volume of waste via safety services.
Whereas, in the latter a fume cupboard or the bench would be acceptable and waste could be
dealt with down the sink/ sluice with water. Therefore where you perform these activities and the
protective equipment used differs.
A number of procedures are on the medical school website. You must have read and understand
the relevant COSHH form before starting your work. If your procedure is not on the system or you
need to add a chemical please contact the Department of Infection and Immunity’s COSHH
champions, Fiona Morrow and Katie Cooke, for help and advice.
Below is and example of a form.
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These are written to encompass the entire faculty and can at first glance appear daunting. Just
bear in mind that you only need to be familiar with the parts that are relevant to your work.
The emergency procedure is stated at the end of each form with additional considerations noted
beside the chemical under ‘emergency action’.
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It is assumed that good laboratory practice will be adhered to and that laboratory coats and
gloves are worn. If any other safety information is required this will be written beside the chemical
under ‘precautions’. This may include advice on where to perform the work and chemical
incompatibilities. Finally, waste disposal will be written in the last column. If you are unsure what
this means please speak to a member of the technical staff.
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Risk assessments (RA)
This is a formal procedure to identify and characterise the hazard and the potential to cause harm
and the risk associated with undertaking a task. It is designed to protect
There are 2 different types of risk assessment
1) Using pieces of equipment, carrying out a particular task / procedure etc.
This looks at risks and what measures can be employed to keep these to a minimum
2) Working with biological materials Again, this looks at the risks associated with performing a particular type of work such as culturing cells, bacteria and virus or dealing with unscreened samples. It is important that you have read and understood the relevant form. It is important you print out a copy, sign it and return it to Yvonne Stephenson or Vanessa Singleton.
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Standard Operation Procedure (SOP) These are written in cases where there are set ways to do something. This could be using a piece of equipment of performing a duty such as sending a parcel or updating records.
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When you leave
If you are leaving before the end of your contract please remember that you will have to write an official letter of resignation. Your period of notice will depend upon your position but will range from 1 to 3 months. Ensure that all holiday is taken and recorded on MyJob. You will not be financially compensated for holiday that hasn’t been taken.
Ensure that you arrange an exit interview with your line manager 3 months before the end of contract and fill in a leaving form.
Other useful things to know about Building fabric/maintenance/repairs In the first instance please contact a member of the technical staff, room LU123, ext 13696. Outside of normal working hours, report via switchboard ‘0’. Pigeon holes These are located in the secretary’s office on K and L floor. Security Responsibility for the security of personal property is with the owner. Do not leave keys or valuables lying around. Do not mark your work keys in any way that could identify them as University keys. Online security awareness training
Incidents involving theft and loss of computers could potentially expose the University to considerable fines from the Information Commissioner’s Office. We must also consider the effect that such fines and publicity would have on the University's reputation, both with the public and our Funders. The Departments within the Faculty of Medicine, Dentistry Health could be considered the greatest risk for the University due to the nature of our research and collaborations with external partners in industry and the NHS. To this end, CICS and the Faculty have developed an online Information Security Awareness training package to provide awareness training for Data Protection This is accessed through MOLE2 via the University portal, MUSE; Step by step instructions on how to access the content can be found below. The course comprises three main modules.
You must complete all three:
1. Information Security Awareness Training (30 min) and
2. Information Security for Research Training (15 mins)
Once you have completed all of the training, you must confirm that you understand your responsibilities by completing the
3. Information Security Awareness Statement.
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Faculty Information and Technology Team
Please consult this team for purchases and issues with computers
E-mail [email protected]
Learning management system
http://www.shef.ac.uk/hr/sld/lms
Green Impact
http://www.medicine.dept.shef.ac.uk/GI staff induction.pdf
Research staff support, training and development -
http://www.shef.ac.uk/faculty/medicine-dentistry-health/thinkahead/ta
http://www.sheffield.ac.uk/faculty/medicine-dentistry-health/research-staff-association
Research students support, training and development
http://www.shef.ac.uk/medicine/current
http://www.shef.ac.uk/medicine/pgsociety
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Good Laboratory Practice (GLP)
GLP should be observed in laboratories at all times as a minimum standard.
• No eating or drinking in any laboratory.
• Wear a lab coat and appropriate safety wear (see COSHH information)
• No pipetting by mouth (use a pipettor or a hand dispenser).
• Clearly label all bottles and containers with name, substance, date, disposal date and hazard(s).
• Keep lids on tightly.
• Store chemicals appropriately.
• All Winchesters containing chemicals (e.g. acids, solvents etc.) must be transported in a Winchester carrier.
• Check fume cupboard is working before use.
• Acids should always be added to water, (never the reverse) when mixing.
• Clean up all spillages immediately (see COSHH information).
• Keep the laboratory clean, tidy and safe for others (e.g. cleaners) to enter.
• All waste must be disposed of according to the waste assessment. COSHH forms should state how to dispose of waste
• Waste solvents (e.g. xylene etc.) must be disposed of in particular drums (see COSHH/waste assessment). Small volumes of alcohol can be put down the sink/sluice.
• Wash hands after working in the laboratory and before eating.
• If in any doubt at all consult your academic supervisor and/or appropriate member of technical staff before proceeding.
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INTERNAL EMERGENCY ALERT TELEPHONE CALL TO SWITCHBOARD
Procedure to summon emergency assistance for staff at Sheffield Teaching Hospitals NHS Trust
It is of paramount importance that in the event of any of the emergency situations listed within this procedure, staff are able to summon
assistance quickly and effectively
The following procedure should be used in the event of MEDICAL EMERGENCY, FIRE OR SECURITY EMERGENCY
An emergency is defined as imminent danger to life or health
To communicate ANY EMERGENCY, you should dial 2222
MEDICAL
EMERGENCY FIRE SECURITY
EMERGENCY
DIAL 2222 DIAL 2222 DIAL 2222
State MEDICAL
EMERGENCY nature of incident
and location
State FIRE
and location
State SECURITY
EMERGENCY nature of incident
and location
Switchboard summon
site response team
Switchboard contact
site response team and fire
service
Switchboard contact Security & Site
Manager for immediate response, and
connect caller to police
unless otherwise notified
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