THE FACULTY OF MATHEMATICS AND NATURAL SCIENCES’ HEALTH ...folk.uio.no/rvogt/KJM3700/070504_English_version_of_HMS_handbook.pdf · the faculty of mathematics and natural sciences’

THE FACULTY OF MATHEMATICS AND NATURAL SCIENCES’ HEALTH, ENVIRONMENT AND SAFETY HANDBOOK

28.6.2006

TABLE OF CONTENTS

TABLE OF CONTENTS ............................................................................................................................................................2 INTRODUCTION .......................................................................................................................................................................3 1 DEFINITIONS ........................................................................................................................................................................4 2 GOALS .....................................................................................................................................................................................6 3 RESPONSIBILITY.................................................................................................................................................................7

3.1 Chain of responsibility ...............................................................................................................................................7 3.2 Faculty ........................................................................................................................................................................7 3.3 Institutes/Faculty entities ...........................................................................................................................................8 3.4 The safety deputy .....................................................................................................................................................10

4 GENERAL ROUTINES.......................................................................................................................................................13 4.1 Routines for evaluating and following up HMS Work ..........................................................................................13 4.2 Routine for training in systematic HMS-work ........................................................................................................14

5 SPECIAL ROUTINES .........................................................................................................................................................15 5.1 routines for laboratory work ....................................................................................................................................15 5.2 Routines for risk evaluation when working with hazardous chemicals..................................................................17 5.3 Routines for updating the Chemical database .........................................................................................................18 5.4 Routines for purchasing chemicals ..........................................................................................................................19 5.5 Routines for the storage and use of chemicals ........................................................................................................20 5.6 Routines for Handling Waste...................................................................................................................................22 5.7 Routines for the acquisition and use of radioactive materials.................................................................................24 5.8 Routines for personal protective equipment, safety equipment, and the first-aid kit .............................................26 5.9 Safety routines for cleaning personnel in the faculty`s laboratories .......................................................................28 5.10 Safety routines for the engineering workshops .......................................................................................................29

6 ROUTINES FOR FIELD WORK.......................................................................................................................................31 6.1 Purpose .....................................................................................................................................................................31 6.2 Definitions ................................................................................................................................................................31 6.3 Responisbility ...........................................................................................................................................................31 6.4 procedure ..................................................................................................................................................................32 6.5 Special rules..............................................................................................................................................................34 6.6 References ................................................................................................................................................................36

7 ROUTINES FOR INTERNAL AUDITING ......................................................................................................................38 7.1 Purpose .....................................................................................................................................................................38 7.2 Responsibility ...........................................................................................................................................................38 7.3 Procedure..................................................................................................................................................................38

8 FORMS...................................................................................................................................................................................40 8.1 form for Room Responsibility .................................................................................................................................40 8.2 form for HMS plan of action....................................................................................................................................41 8.3 Form for HMS annual report ...................................................................................................................................42 8.4 alcohol requisition ....................................................................................................................................................45 8.5 Self Declaration Form ..............................................................................................................................................46 8.6 Risk evaluation form ................................................................................................................................................47 8.7 Clearing Form...........................................................................................................................................................48 8.8 HMS-Checklist for work in the workshop...............................................................................................................49 8.9 HMS- training in the workshop Checklist ...............................................................................................................50 8.10 Field card for the one responsible out in the field ...................................................................................................51 8.11 Field card for all participants ...................................................................................................................................53 8.12 Safety Deviation report ............................................................................................................................................54 8.13 Checklist for travelling out of the country...............................................................................................................55

The Faculty Of Mathematics and Natural Sciences’ health, environment and safety Approved by Knut Fægri From 01.03.2005 Revised 28.6.2006

7:59

AM Maintained by Kai Åge Fjeldheim

INTRODUCTION

In the “Plan for the development of health, environment, and safety (HMS) for employees for 2003 – 2004,” it was decided by the University of Oslo Board that:

“Work with HMS at UiO shall contribute to a work environment that provides employees and students full security against physical and psychological injury and in this way contribute to the furthering of the university's objectives within research, education, and applied knowledge.”

In accordance with this, the Faculty of Mathematics and Natural Sciences (MN-faculty) is determined to work towards being an attractive and stimulating work place for all employees. This goal includes the continuous effort to prevent accidents, health- and environmental injury, and create a good work environment for all employees and students within the faculty.

"The strategic plan for MN-faculty 2005-2009" sets the following goals:

1) The Faculty will ensure a safe work environment for students by actively following safety rules and introducing its own guidelines where this is necessary.

2) The Faculty will act upon the recommendations from the work environment enquiry. In

2008 a new enquiry into the work environment will take place.

3) The Faculty will analyse the need for resources and give priority to those buildings and specialised laboratories that need up-grading in accordance with the best possible utilisation of space. Special effort must be made in order to demonstrate the need for new facilities for the Department of Chemistry and the Department of Pharmacy so that these departments may also reflect the standards expected of a modern work environment.

This HMS-handbook will be an important tool in achieving these goals.

It is assumed that the Faculty’s various entities will adapt their own local routines in accordance with the Faculty’s HMS-handbook and the University’s HMS-handbook. The organization of the HMS work within the Faculty is to be structured upon the principle of unified leadership.

This HMS-handbook is based on the experiences of the MN-Faculty, other Norwegian universities, the Confederation of Norwegian Enterprise, and visits to several Norwegian companies working with waste products.


7:59


1 DEFINITIONS 1. Waste categories:

• Normal waste: plastic waste, food waste, dirty paper etc... • Paper waste: paper and cardboard. • Glass waste: cleaned glass waste, broken glass and TLC-glass plates.

The following is not looked upon as glass waste: used silica, plastic corks, and fluorescent tubes.

• Hazardous waste: waste that not can be handled together with normal waste because it might lead to serious pollution or cause injury to humans, animals, birds, or fish.

2. Fume hood: a partly enclosed work bench with ventilation intended for the handling of chemicals.

3. User: permanent employee, temporary employee, guest researcher, emeritus professor, or graduate student.

4. Work place: a place where chemicals/biological materials are handled or stored. 5. Hazardous chemicals: chemicals that represent a health, environmental, or fire hazard. 6. HMS-legislation consists of the following laws and the provisions of these laws:

a. "Law from May 24, 1929 regarding safety measures against dangers and accidents with electric installations"

b. "The Norwegian civil defense act" c. "Act relating to the prevention of fire, explosion and accidents involving hazardous

substances and the fire service" d. Act no. 47 of 21 May 1971 relating to flammable goods and to liquids and gases under

pressure (only in "Norwegian" e. Act no. 39 from June 14, 1974 relating to explosive goods (only in Norwegian). f. "The Product Control Act" g. "The Pollution Control Act" h. "The gene technology act" i. "Act on radiation and use of radiation" j. ”The Working Environment Act"

7. HMS-datasheets: attached information about the physical and dangerous characteristics of a product/chemical and the recommended protective measures to be taken.

8. Person responsible for purchasing: the person at the institute who orders and receives goods in compliance with approved order slips.

9. Institute leader: the person given the professional, economic, and administrative responsibility for an institute/center within the Faculty

10. Internal control: systematic procedures used to secure that the activities of the institute are planned, organized, executed, and well maintained in compliance with the requirements of HMS-legislation.

11. Chemical register: a review of all the chemicals at the institute.


7:59


12. Personal protective equipment: all kinds of equipment , including equipment accessories, that are carried or held by the employee in order to protect themselves against dangers that can threaten his/her safety or health while working.

13. Risk: a combination of the probability and consequences of unwanted actions. 14. Risk evaluation: a systematic evaluation made to find out which unwanted actions may occur,

what may be done to prevent these from happening, and what to do in order to minimize the consequences if they do occur.

15. Safety equipment: devices that can be installed/used to increase the security of the user, e.g. a ventilated cabinet or a wall of Plexiglas.

16. Chemical database: a collection of data sheets of all chemicals being used at the institute. This database should also include data sheets for injurious biological material.

17. The person responsible for the chemical database: a person who has been given the right to read and make changes in the web based chemical database.


7:59


2 GOALS In addition to the strategic goals stated in the "The strategic plan for the MN-faculty 2005 -2009" the following goals are set for the HMS-work within the Faculty:

• Integrate health, environment, and safety into all of the Faculty’s activities. • Create a good psychosocial, as well as a safe work environment for all employees and students.. • Prevent injury to personnel and damage to equipment. • Prevent harmful and unwanted waste. • Make certain that HSM is actively included in the Faculty’s education of students. • Make clear that it is the responsibility of the Faculty leadership to act in compliance with HMS

rules and regulations. • Verify that the relevant laws and regulations are followed by the various entities within the

Faculty.


7:59


3 RESPONSIBILITY 3.1 CHAIN OF RESPONSIBILITY Figure one shows the chain of responsibility in regards to HMS issues within the MN-Faculty. The structure is based upon the principle of unified leadership, together with a practical assessment of what would be the most efficient organization of this work within the faculty and its various entities.

Figure 1: The chain of responsibility in regards to HMS at the MN-Faculty

3.2 FACULTY

3.2.1 DEAN The University Director has appointed the Dean the responsibility for the systematic follow up of the existing HMS rules and regulations within the Faculty. This includes:

o Ensure that the HMS acts and regulations that are relevant to the Faculty are accessible, and

have an overview over the requirements that are particularly important in regards to the Faculty’s activities.

o Ensure that all employees have sufficient knowledge of, and proficiency in, HMS activities, including information concerning any changes which may be occur.

o Ensure employee involvement so as to utilize their collective knowledge and experience. o Establish health, environmental, and safety objectives. o Have an overview over the organizational set-up, including the allocation of responsibility,

duties, and authority in regards to the work concerning health, environment, and safety. o Identify dangers and problems, assess risks, and draw up appropriate plans and measures in

order to reduce such risks. o Implement routines which will uncover, rectify, and prevent breaches of the requirements

established through HMS legislation. o Carry out systematic revisions and reviews of the internal control systems to ensure that

they function as intended.

Dean

Institute leader

Individual advisers Course supervisor Person responsible for rooms


7:59


The responsibilities of the Dean are also outlined at ”Stillingsbeskrivelse for dekanen ved Det matematisk-naturvitenskapelige fakultet, UiO” and "Normalregler for fakulteter".

3.3 INSTITUTES/FACULTY ENTITIES

3.3.1 HEAD OF THE INSTITUTE/ENTITIES (INSTITUTE LEADER) The institute leaders are delegated the overall responsibility for the systematic follow up of existing HMS rules and regulations within the institute. This includes the responsibility for the establishment of systematic HMS procedures:

o Safety deputies are to be chosen. o A chemical database is to be established and maintained within in all entities handling

chemicals. o Necessary protective equipment is to be readily accessible and used when needed. o Any necessary additional routines are to be established and made known to the employees

and Faculty members. o Employees are to be given necessary training in HMS (fire protection, first aid etc.). o Employees and other people concerned (students, apprentices, cleaning staff, service staff

etc.) are to receive information about the potential risks within their work place. o Established routines are to be easily accessible and followed by the staff and the students

within the institutes. o Necessary risk analyses are to be carried out. o Field work is to take place in a responsible manner. o The institutes’ activities and facilities are to be evaluated frequently. o A safety inspection is to be carried out at least once a year. HMS-work is to be an integrated part of the institute leaders’ primary responsibilities and shall be given the same attention as economic issues. (Ot.prp.nr.3 1975-76 s.78.) The institute leaders’ HMS responsibilities are also outlined in the Normalregler for institutter

3.3.2 LEADERS OF RESEARCH GROUPS (SECTIONS, PROGRAMMES AND DEPARTMENTS) Leaders of research groups shall see to it that all activities within their area of responsibility are carried out within the HMS framework. This includes responsibility for all activities going on within the research group’s facilities. This also includes the activities carried out by the individual advisers, course supervisors, and the person responsible for rooms. Leaders of research groups shall: o Be familiar with the activities that are going on in the research group’s facilities. o Participate when safety inspections are carried out within this area. o Report to the institute leader.

3.3.3 INDIVIDUAL ADVISERS Individual advisers for students and PhD-students shall see to that the tasks delegated are carried out within the HMS framework. This includes: o Responsibility for checking the technical devises that are to be used.


7:59


o Provide datasheets for all chemicals in use. o Check the students/PhD-students general knowledge concerning HMS. o Evaluate the risks before research work commences. o Give those involved the necessary information and training concerning the work methods,

risks, protective measures and instructions. o Regularly check the work, the organization, and the cleanliness. o Check that chemicals are disposed in accordance with prevailing routines and as soon as

possible after their use. o Check that chemicals are marked properly. In addition, individual advisers have a special responsibility to see to that foreign language students/PhD-students understand existing routines, and that no other circumstances create security problems for these students.

3.3.4 COURSE SUPERVISOR The course supervisor is responsible for safety when laboratory courses and other courses are held.

3.3.5 PERSON RESPONSIBLE FOR ROOMS The person responsible for rooms is responsible for rooms such as laboratories, work rooms, cold storage chambers, lecture rooms, conference rooms etc. The person responsible for rooms shall: o Look after and be aware of the activities going on in the rooms. o Participate when safety inspections are carried out in the rooms. o Report activities that are not in accordance with the established routine handbooks at UiO. o See to it that cleaning personnel, employees from the Technical Department at UiO, and

external firms can carry out their work without obstacles or risks. This includes, among other things, necessary maintenance of external signposting.

The person responsible for rooms is to have either a permanent or temporary position within the Faculty. Individual advisers, course supervisors, or someone from the technical staff can, when this is desirable, be given this function. The name of the responsible person shall be posted on the door of the room, cf. “form for Room Responsibility”.

3.3.6 EMPLOYEES Employees are required to be familiar with and act in accordance with existing HMS-instructions at UiO. They are to plan and perform their work in such a manner as to avoid danger and immediately notify the institute leader about any conditions they consider dangerous. Any injuries, accidents, or near accidents are to be reported to the employer in accordance with the approved guidelines.

3.3.7 STUDENTS The students shall contribute to the carrying out of HMS routines. They are required to carry out all work connected with their studies in accordance with the requirements and instructions from the institute. The students are to be informed of their duty to actively contribute to HMS work by, among other things, preventing and limiting injuries. The student’s work is to be suspended when it cannot be continued without posing a threat to health and safety, cf.” Work environment book for students at the UiO”


7:59


3.4 THE SAFETY DEPUTY The local safety deputy and representatives for the employees in the local work environment committee shall see to it that the employees are represented and cooperate in HMS work, and provide the management with support in its efforts to fulfil safety requirements. (Ot.prp.10 -1976-77 s. 26).

3.4.1 LOCAL WORK ENVIRONMENT COMMITTEE (LWEC) The LWEC shall, according to Working environment act § 7-2 work towards establishing a fully satisfactory work environment. The committee shall participate in the planning of safety and environmental work, and follow closely the development of all questions relating to the safety, health, and well being of the employees. The following procedures have been collected for the establishment and running of the LWEC: o The establishment of a LWEC is to be approved by the Work Environment Committee at

UiO. o The employer and the employees shall be equally represented in the committee. o LWEC shall have student representatives and employer representatives who have

responsibilities in connection with the students. o The employees choose their own representatives in the LWEC o The leader of the Technical Department may join the committee as an observer.

Representatives from the HMS Section at UiO may also join the committee when the committee so desires or when circumstances make this appropriate.

o LWEC shall, when necessary, invite personnel with special competence to their meetings. This personnel are to be given the right to speak and make suggestions.

o The position of Chairman of the committee is to alternate from year to year between the employer representatives and the employee representatives.

o LWEC shall arrange at least four meetings a year and in addition when the leader of the committee or at least two of the members find it necessary.

o The members of LWEC shall be given at least one week notice before a meeting is to take place.

o LWEC has a quorum when 50% of the members are present. o When votes are equally divided the chairman has the casting vote. o Matters connected to psychosocial affairs, including matters of conflict, shall be discussed

in closed meetings. o Minutes from the meeting are to be taken. The minutes are to be sent to the members of the

LWEC and they have three days to raise any objections. Afterwards the minutes are to be made available to the employees of the institute, the local leader of the Technical Department, the Faculty Director, the main Safety Deputy and the WEC at UiO.


7:59


LWEC shall:

• Work with the institutes’ HMS plan of action. • Work out yearly plans for safety inspections. These plans are to secure systematic inspections of

the activities of the Faculties’ various entities, in order to make certain that these are organized, carried out, and maintained in accordance with the acts and regulations of HMS. The results of the safety inspections are to be used as a basis for the entities’ HMS-plan of action for the year to come.

• Consider questions related to the occupational health service and the internal safety service. • Consider questions related to training, instruction, and the distribution of information that are of

significance for the work environment. • Consider plans that require the consent of the Norwegian Labour Inspection Authority in

accordance with section 18-9 in the Working environment act. • Consider plans that may be significant for the work environment, such

as plans for construction, the purchase of machines, efficiency controls, work processes and also preventive safety measures.

• Establish and maintain the entities’ systematic health, environment and safety work. • Consider health and welfare issues related to work scheduling. • Function as ”LMU`s” local organization in cases that concern the student’s work environment. • Establish and evaluate of the systematic HMS-work. • Manage the systematic inspections of deviations in regards to the requirements outlined in the

HMS legislation, cf.” Safety Deviation report”. This is to be a permanent point of discussion at all LWEC meetings.

• Take care of internal injury claims.

LWEC may:

• Consider issues concerning employees experiencing a reduced capacity for work.

3.4.2 SAFETY DEPUTY The safety deputy shall safeguard the interests of employees in matters concerning the work environment. The safety deputy is to ensure that his/her area of responsibility is set up and maintained, and that the work is performed in such a manner that the safety, health, and welfare of the employees is safeguarded in accordance with the provisions of Act, cf. " The working environment act §6-2 The safety deputy’s duties:

• Ensure that employees are not exposed to danger due to machinery, technical installations, chemical substances, and work processes.

• Ensure that safety devices and personal protective equipment are provided in adequate quantities and, that they are readily accessible and in the proper condition.

• Ensure that the employees receive the necessary instruction, practice, and training. • Ensure that work is organized in such a way that the employees can perform their jobs in a

responsible manner with regard to health and safety. • Notify the proper authorities in cases of occupational accidents, etc. in accordance with

section 5-2 in the Working environment act.


7:59


The safety deputy shall: • Be consulted during the planning and implementation of measures which are of significance for

the work environment within the safety representative’s area. This includes the establishment, running, and maintenance of the systematic health, environment, and safety work.

• Be informed of all occupational diseases, occupational accidents, and near accidents in his or her area. He/she should also be made aware of reports and measurements relating to occupational hygiene and of any problems or deficiencies which are detected.

• Familiarize him/herself with current safety rules, instructions, regulations and recommendations issued by the Norwegian Labour Inspection Authority or the employer.

• Participate in the Labour Inspection Authority’s inspections. The employer’s responsibilities in regards to the safety deputy

• The employer shall ensure that the safety deputies receive the training necessary in order to enable them to perform their duties properly.

• Safety representatives shall be given the time necessary to perform their duties

in a responsible manner. As a general rule these duties shall be performed within normal working hours.

• The employer is responsible for the costs of training and all costs associated

with the safety deputies’ work. The duties of the safety deputies that must be performed outside normal working hours are to be regarded as overtime work.

• The employer shall ensure that having the position of safety deputy does not involve

any loss of income or in any other way impair his terms and conditions of employment. The safety deputy has no legal responsibility for the of safety tasks done with in their area of responsibility. This is the employer’s responsibility. The position of safety deputy entails making certain that the laws and regulations concerning the work environment are being followed.

3.4.3 REFERENCES Norwegian laws and regulations

”The Working Environment Act” "Internal control regulations"

o ”HMS-Handbook at the UiO”

”1: Målsetting for helse, miljø og sikkerhetsarbeidet” ”2.4: Verneorganisasjonen, arbeidstakere, studenter, tillitsvalgte”

o ”Reglementshåndbok for Universitetet i Oslo” ”5.3: Normalregler for fakulteter” ”5.4: Normalregler for institutter”

o MN-faculty o ”Administrasjonsreglement for Det matematisk-naturvitenskapelige fakultet, UiO” o ”form for Room Responsibility” o ”Safety Deviation report”


7:59


4 GENERAL ROUTINES 4.1 ROUTINES FOR EVALUATING AND FOLLOWING UP HMS WORK

4.1.1 PURPOSE To secure a systematic discussion of the work environment through evaluations of work related dangers and problems and then based on these evaluations be able to evaluate the possible risks, and establish a plan for reducing these risks. "Internal control regulations"

4.1.2 RESPONSIBILITY The Dean is responsible for evaluating and following up HMS work within the Faculty. The Institute leaders are responsible for evaluating and following up HMS work within the Institutes.

4.1.3 PROCEDURE Dean/Institute leader shall: o Be aware of the existing HMS-routines within the Faculty/Institute. o Based on an evaluation of the work environment within the Faculty/Institute, the

Dean/Institute leader is to fill in the “form for HMS plan of action”. o The evaluation is to be based on the day to day work of the management, a yearly safety

inspection (“ vernerunde”), yearly employee interviews, and through the use of various periodical work environment enquiries. A copy of the HMS Plan of Action shall be given to the Faculty by December 15th, every year. The plan is to be based on a risk evaluation of the given activities, cf. “Risk evaluation form”

o Go through and evaluate the “HMS Plan of Action,” and if necessary implement corrective actions.

o Fill in the “Form for HMS annual report“. A copy of this report is to be given to the Faculty by January 20th every year. A copy of the “Safety inspection form” and column six from the action plan shall accompany the annual HMS-report.

o Systematize and store documents/notes that are collected/written in connection with HMS work.

4.1.4 REFERENCES o Norwegian laws and regulations

o Internal control regulations o UiO

o ”HMS-Handbook” (Only Norwegian edition) o ”Sjekkliste safety inspection – enheter med kontorarbeidsplasser/dataplasser” (Only Norwegian

edition) o ”Sjekkliste safety inspection – for andre enheter enn kontorarbeidsplasser (lab, verksteder m.v)”

(Only Norwegian edition) o

o MN-faculty o “form for HMS plan of action” o “Form for HMS annual report”


7:59


4.2 ROUTINE FOR TRAINING IN SYSTEMATIC HMS-WORK

4.2.1 PURPOSE To make certain that employees, students, safety deputies, members of local work environment committees and leaders at all levels receive the necessary training, so that they understand their tasks and responsibilities regarding the work environment, chemical database, and HMS work within the MN-Faculty.

4.2.2 RESPONSIBILITY The Dean is given the overall responsibility for the HMS training in the Faculty. The Institute Leader is responsible for the HMS training in the Institute.

4.2.3 PROCEDURE o The employees at MN-faculty are to complete the compulsory "Basic training in HES" that

is given by the faculty o It is assumed that the employees working in the laboratories, chemical stocks, and

engineering workshops will be given any necessary additional training. o All users shall fill in the “Error! Reference source not found.“ and hand it in to the

institute leader or the one responsible.

4.2.4 REFERENCES o Norwegian laws and regulations:

o "Working environment act" o ”LOV 1977-02-04 nr 04: Lov om arbeidervern og arbeidsmiljø m.v.”

”§ 12. Tilrettelegging av arbeidet” (§ 12.3) ”§ 29. Andre bestemmelser” (Opplæring av verneombud og medlemmer av

arbeidsmiljøutvalg) o Kjemikalieforskriften (only in Norwegian)

”§ 9. Informasjon og opplæring ” o UiO

o HMS –training o MN-faculty

o “Error! Reference source not found.”


7:59


5 SPECIAL ROUTINES 5.1 ROUTINES FOR LABORATORY WORK

5.1.1 PURPOSE Establish general routines for laboratory work.

5.1.2 RESPONSIBILITY The Dean is responsible for: o Preparing written work instructions for tasks that might be dangerous to life or health. o Following up any violations of written work instructions. o Providing necessary safety equipment and personal protective equipment. o Ensuring that the work environment is suitable for the use of chemicals and has the proper

equipment. o Ensuring that the users are given any necessary training. o Ensuring that the users comply with rules. o Following up that the use of hazardous and reactive chemicals is minimized. o Making certain that the laboratories are kept clean and tidy. The user is responsible for: o Studying and following the rules for work in the laboratories.

5.1.3 PROCEDURE o Work in the laboratories shall be planned. o Any laboratory user is to keep a personal laboratory journal of the work being done. o If laboratory work that may create a potential danger or risk is scheduled outside normal

work hours, some other person must keep in touch with the user during this time. o Women should inform the leadership when pregnancy has been ascertained, so that the

work situation may be arranged in accordingly. o The standard clothing is a laboratory coat, a divided suit in the engineering workshops,

“sealed” shoes, long trousers or skirt, and if necessary safety gear. o It is not allowed to eat, drink, smoke, take snuff, chew gum, or store food and drink in the

laboratory o It is not allowed to wear clothes, jewelry or anything on one’s head that may create a risk in

the laboratory. o Workbenches are to be kept clean and tidy.


7:59


o


o ”FOR 1993-06-22 nr 787: Forskrift om støy på arbeidsplassen.” (Only in Norwegian) o MN-faculty:

“Routines for personal protective equipment, safety equipment, and the first-aid kit”

“Routines for risk evaluation when working with hazardous chemicals” “Routines for the storage and use of chemicals”


7:59


5.2 ROUTINES FOR RISK EVALUATION WHEN WORKING WITH HAZARDOUS CHEMICALS

5.2.1 PURPOSE To make certain that users are informed of the risks when working with hazardous chemicals. To make certain that users take the appropriate steps in order to reduce risks when using hazardous chemicals. Prevent injuries to persons, buildings, equipment, and the environment.

5.2.2 RESPONSIBILITY The Institute Leader is responsible for establishing a safe system for the work with hazardous chemicals at the Institute. The user is responsible for acquiring the necessary knowledge and evaluating the risks in regards to the chemicals that are to be used, cf. “Risk evaluation form”

5.2.3 PROCEDURE Institute Leader is to: o Establish routines that make certain that the necessary risk evaluations are completed. o Evaluate whether the user has the necessary skills before work with hazardous chemicals

begins. o Establish periodical risk evaluations of technical equipment that may cause danger to life or

health. The user is to: o Base his/her risk evaluation on the information found in the chemical database. o In cases where no laboratory routines have been established, the user is to conduct his/her

own risk evaluation, cf. “Risk evaluation form” o Evaluate possible interferences and emergency situations, as well as the consequences and

appropriate responses to these. o Set up appropriate work procedures when doing experiments involving hazardous

chemicals. o Replace hazardous chemicals and processes with ones which are less hazardous when

possible. o Plan the use of hazardous chemicals in order to minimize waste. o Be certain that waste is disposed of in accordance with regulations. o Contribute to the integration of the risk evaluations into the work procedures. .


o ”FOR-2001-04-30 nr. 443: Forskrift om vern mot eksponering for kjemikalier på arbeidsplassen (Kjemikalieforskriften)” (Only in Norwegian)

”§ 6. Risikovurdering” ”§ 9. Informasjon og opplæring (a og b)”.

o ”FOR-2000-04-14 nr. 412: Forskrift om oppbygging og bruk av stoffkartotek for helsefarlige stoffer i virksomheter (Stoffkartotekforskriften)” (Only in Norwegian)

o MN-faculty o “Risk evaluation form”


7:59


5.3 ROUTINES FOR UPDATING THE CHEMICAL DATABASE

5.3.1 PURPOSE Ensure that the chemical database is updated.

5.3.2 RESPONSIBILITY The Institute Leader is responsible for keeping the chemical database updated. The person responsible for the chemical database is responsible for keeping the chemical database updated. The users are responsible for keeping the printed datasheets in the laboratory updated.

5.3.3 PROCEDURE o The person responsible for the chemical database is to keep the database consciously

updated in order to be certain that: o There are updated data sheets available for all hazardous chemicals at the Institute. o Updated datasheets are always included when new chemicals are bought. o The latest editions of the datasheets are easily accessible at the place of use. o Datasheets no longer in use are to be removed and stored in the historical file in the

chemical database.

5.3.4 REFERENCES o Norwegian laws and regulations:

o Regulations relating to compilation and distribution of safety sheets for dangerous chemicals o ”FOR-2000-04-14 nr. 412: Forskrift om oppbygging og bruk av stoffkartotek for helsefarlige stoffer i

virksomheter (Stoffkartotekforskriften)” (Only in Norwegian) o FOR-2001-04-30 nr. 443: Forskrift om vern mot eksponering for kjemikalier på arbeidsplassen

(Kjemikalieforskriften)” Only in Norwegian) o ”FOR-1997-12-19 nr. 1322: Forskrift om vern mot eksponering for biologiske faktorer (bakterier,

virus, sopp m.m.) på arbeidsplassen” Only in Norwegian) o MN-faculty

“Clearing Form”


7:59


5.4 ROUTINES FOR PURCHASING CHEMICALS

5.4.1 PURPOSE The registering of the purchase and disposal of chemicals.

5.4.2 RESPONSIBILITY The user is responsible for clarifying the necessity of a chemical. The person responsible for purchasing is to order and receive the chemicals. The person responsible for the chemical database is to update the chemical database.

5.4.3 PROCEDURE The user is to: o Clarify the necessity of chemical and the choice of the supplier. o Check if the datasheet from the supplier is in the chemical database (and if it is not, to get

one). o Prepare a risk evaluation in accordance with “Routines for risk evaluation when working

with hazardous chemicals” and also check that the work conditions are correct for using the chemicals. Any possible chemical waste and residual products are to be treated in accordance with proper chemical waste procedures.

o Fill in the “Error! Reference source not found.” and forward it to the person responsible for purchasing. When ordering alcohol the form “alcohol requisition” is to be used.

o Put the date received on the chemical containers/boxes when they arrive. o The person responsible for purchasing must inform the person responsible for the chemical

database when new chemicals have been purchased.


o ”FOR-2001-04-30 nr. 443: Forskrift om vern mot eksponering for kjemikalier på arbeidsplassen (Kjemikalieforskriften)” (only in Norwegian)

o ”FOR-1997-12-19 nr. 1322: Forskrift om vern mot eksponering for biologiske faktorer (bakterier, virus, sopp m.m.) på arbeidsplassen” (only in Norwegian)

o UiO o ”Økonomihåndbok”

”5.2.1: Foreta et innkjøp (inkl. utstyrsregistrering)” (only in Norwegian) o MN-faculty

o “The Faculty Of Mathematics and Natural Sciences’ health, environment and safety ”

”Routines for Handling Waste” “Routines for risk evaluation when working with hazardous chemicals” “Risk evaluation form” “alcohol requisition”


7:59


5.5 ROUTINES FOR THE STORAGE AND USE OF CHEMICALS

5.5.1 PURPOSE To ensure that the users, equipment, and environment are not subjected to unwanted accidents, injuries or sensory injuries as a result of handling of chemicals.

5.5.2 RESPONSIBILITY The Institute Leader is to ensue that: • Suitable safety equipment is available and used. • The user is familiar with the routines for delivering and destroying residual waste. • There are sufficient storage places/rooms and that these are in accordance with existing

regulations. The user is responsible for: o Reading the available datasheets before using chemicals. o Handling hazardous chemicals in compliance with regulations/datasheets. o Using appropriate storage facilities.

5.5.3 PROCEDURE o Information from the chemical database is to be used to ensure that the chemicals are

handled and stored in accordance with regulations. o Printed datasheets for hazardous chemicals are to be stored. o Use of hazardous chemicals is to be planned in order to minimize hazardous waste. o Chemicals are not to be stored in rooms not intended for chemical storage. o Chemicals are not to be stored on open shelves or on the laboratory work bench. o Chemicals are mainly to be stored in ventilated cabinets. Organic solvents shall also be

stored in ventilated cabinets. o Chemicals that are a fire and explosive risk and that need to be kept at cool temperatures are

to be stored in refrigerators intended for such storage. o Hazardous chemicals are to be used in ventilated cabinets, cf. Rutine for avtrekkskap (only in

Norwegian) o Absorbents must be available in case of chemical spills. o Chemicals and their waste are to be stored in sealed containers/boxes and labeled. o Chemical waste must be taken to the nearest waste depot in a secure manner. o The person responsible for the chemical database is to be informed when a chemical has

been used or destroyed. o All equipment delivered to the workshops must be cleaned, especially glass which has been

sent to the glass blower. o Gas cylinders must be properly clamped in order to avoid it tipping over. o Laboratory doors must post a warning sign for gas cylinders when present. o Transport of gas cylinders is only allowed when the regulator has been removed.


7:59


REFERENCES o Norwegian laws and regulations

o ”The Working Environment Act" o Internal control regulations . Section 5 · Content of systematic health, environmental and

safety activities. Documentation requirements. o ”FOR-2001-04-30 nr. 443: Forskrift om vern mot eksponering for kjemikalier på arbeidsplassen

(Kjemikalieforskriften)” (only in Norwegian) ”§ 14. Tiltak i forbindelse med brann- og eksplosjonsfarlige kjemikalier og ustabile

kjemikalier” (§14a) o UiO

o Routine: ”Avtrekkskap”


7:59


5.6 ROUTINES FOR HANDLING WASTE

5.6.1 PURPOSE Protect the environment from pollution, work for a better handling of waste, and ensure a safe work environment.

5.6.2 RESPONSIBILITY The Institute Leader is given the overall responsibility for ensuring that waste is handled according to regulation and that local routines are outlined for those hazardous chemicals that do not already have established routines. The user is responsible for the destruction of his/her own waste or that this is delivered to the nearest waste depot. The technical department is responsible for organizing transport beyond the waste depot.

5.6.3 PROCEDURE o Normal waste is to be collected by the cleaning personnel. Normal waste must not contain

sharp objects that might injure cleaning personnel. Silica is to be disposed of in the same way as chemical waste.

o The user is to deposit: o Large quantities of plastic and expanded polyester to the external waste container. o Paper waste to paper container. o Glass to glass container.

o Hazardous waste : o EE-waste: Electrical and electronic waste (cables, wires, data equipment, office

machines, measuring equipment etc.) must be placed in special containers in agreement with the person responsible for equipment. The person responsible for IT must be informed before/when data equipment is disposed of.

o Hazardous waste: biological waste, contaminated disposable equipment, and hypodermic needles are to be packed in cardboard boxes in a thick plastic bag. Sharp objects are to be wrapped up well before they are put into the plastic bag. hypodermic needles may be packed in plastic boxes. The boxes are to be placed at the waste depot according to local routines.

o Radioactive waste are to be packed in "dangerous waste bags". These boxes are to be stored until the radiation has been reduced to an acceptable level and then placed together with other hazardous waste.

o Radioactive waste is to be handled according to local and central routines at UiO. o Chemical waste that can easily be disposed of in a manner that is both safe and

environmentally safe may be disposed of locally. o Organic solvent waste, containing less than 10% water, is to be put in cans

specifically for organic solvent and taken to the tanks in the “Verkstedgården” outside the Chemistry Department. Halogen solvents are to be poured into the green cans and solvents that are not halogen are to be poured into the red or blue cans. Exceptions: Small quantities of volatile organic solvents are to be steamed in ventilated cabinets without the use of heat.

o Other hazardous waste (chemical waste) is to be sorted, declared, and disposed of in the approved recipient in accordance with the approved procedures.


7:59


o References o Norwegian laws and regulations:

o "FOR-2004-06-01 nr. 930: Forskrift om gjenvinning og behandling av avfall (Avfallsforskriften)” ”Kapittel 11. Farlig avfall”

o Pollution control act o FOR-2001-04-30 nr. 443: Forskrift om vern mot eksponering for kjemikalier på arbeidsplassen

(Kjemikalieforskriften)” (Only in Norwegian) ”

o Act on radiation protection and use of radiation o FOR 2003-11-21 nr. 1362: Forskrift om strålevern og bruk av stråling (Strålevernforskriften)”

o MN-faculty ”Routines for the acquisition and use of radioactive materials” “Clearing Form “

o Norsas - the Norwegian resource centre for waste, management and recycling


7:59


5.7 ROUTINES FOR THE ACQUISITION AND USE OF RADIOACTIVE MATERIALS

5.7.1 PURPOSE To ensure satisfactory and regulated protection from radiation when using radioactive materials at the MN-Faculty.

5.7.2 RESPONSIBILITY o The Dean is responsible for ensuring that the institutes and centers using radioactive

materials within the Faculty follow these routines. o The Institute Leader is responsible for making certain that those internal units

(departments/research groups) that use radioactive materials follow these routines, and that a handbook in protective radiation use is found at these locations.

o The leaders of the internal units where radioactive materials are used, are responsible for making certain that these routines are followed. This includes, among other things, the responsibility for establishing local routines for the laboratories and personnel working in the laboratories where radioactive materials are used.

o Everyone who uses radioactive materials or works in areas where radioactive materials are used, is to study the routines established for the actual area.

5.7.3 PROCEDURE See UiO ”Sentral arbeidsrutine for anskaffelse og bruk av radioaktive stoffer” (Only in Norwegian). It contains: o Permission to work with radioactive materials o Organized personal protection and competence o Local work routines for the use of radioactive materials o Laboratory requirements o Instructions for work with radioactive materials o Control of radioactive pollution o Ordering and purchasing of radioactive materials o Handling of radioactive waste o How to respond when accidents happen o Warning o Report back to Section for HMS at UiO


o Act on radiation protection and use of radiation o ”FOR-2003-11-21 nr. 1362: Forskrift om strålevern og bruk av stråling (Strålevernforskriften)”

(Kapittel II, III, IV og V) o ”LOV 1977-02-04 nr. 04: Lov om arbeidervern og arbeidsmiljø m.v.”

”§ 8. Arbeidsplassen” (§ 8.1 d) ”§ 11. Giftige og andre helsefarlige stoffer, herunder giftig eller helsefarlig biologisk

materiale.” ”§ 14. Arbeidsgiverens plikter” (§ 14 h)

o UiO


7:59


o ”Sentral arbeidsrutine for anskaffelse og bruk av radioaktive stoffer” (Only in Norwegian)


7:59


5.8 ROUTINES FOR PERSONAL PROTECTIVE EQUIPMENT, SAFETY EQUIPMENT, AND THE FIRST-AID KIT

5.8.1 PURPOSE Prevent accidents and if possible the extent of damages that these may cause. Make sure that necessary first-aid equipment is available in order to prevent or limit injury if accidents should occur.

5.8.2 RESPONSIBILITY The Institute Leader is responsible for: o Ensuring that the necessary personal protective equipment, safety equipment, and a first-aid

kit are available. o Ensuring that the users are familiar with where to find and how to use the personal

protective equipment, safety equipment, and first-aid kit, as well as making certain that this equipment is used in the proper manner.

o Initiating safety measures when harmful effects are in any other way unavoidable. The user is to: o Make use of available protective- and safety equipment. o Inform the person responsible for rooms/institute leader, if the protective or safety

equipment is found to be imperfect or not available.

5.8.3 PROCEDURE o Personal protective equipment and safety equipment is to be used when this is necessary in

accordance with data sheets or when the circumstances/ work method requires its use. o Routines and protocols are to be established regarding the availability and technical controls

of the emergency shower, eye rinse bottles, fire blankets, and first-aid kits. o The first-aid kits are to be inspected at least once a year. A list inside the first-aid kits shall

indicate what it contains and where one can find the materials in order to refill the supplies. It should be documented when the last control of the first aid kit took place.

o The first-aid box is to contain: individually wrapped first-aid kits, bandages, scissors, gauze, disinfectant and tweezers. When working with phenol or bromine pyrisept lotion should also be available. The water on the eye rinse bottles needs to be changed at least once a semester.

o The emergency showers must be tested at the beginning of each semester. This inspection is to be documented.

5.8.4 REFERENCES o Norwegian acts and regulations:

o ”FOR-2001-04-30 nr. 443: Forskrift om vern mot eksponering for kjemikalier på arbeidsplassen (Kjemikalieforskriften) (Only in Norwegian)

”§ 19. Nødhjelpsutstyr” o ”FOR-1997-12-19 nr. 1322: Forskrift om vern mot eksponering for biologiske faktorer (bakterier,

virus, sopp m.m.) på arbeidsplassen” ”Kapittel 4. Verne- og sikkerhetstiltak” (Only in Norwegian)

o ”FOR-1993-05-24 nr. 1425: Forskrift om bruk av personlig verneutstyr på arbeidsplassen” (Only in Norwegian)

o ”Internal control regulations


7:59


o o The Norwegian Labour Authority"

o Førstehjelpsutstyr ( Only in Norwegian) o First aid: Se HMS-datablad


7:59


5.9 SAFETY ROUTINES FOR CLEANING PERSONNEL IN THE FACULTY`S LABORATORIES

5.9.1 PURPOSE o Create a safe work situation for cleaning personnel working in the laboratories.

5.9.2 RESPONSIBILITY The person responsible for rooms is responsible for informing the cleaning personnel about the possible dangers within their areas and the protective measures to be taken. The Technical Department at UiO is responsible for informing the institutes/centers about any changes of cleaning personnel within their institute/centre.

5.9.3 PROCEDURE o Gloves are to be used when cleaning the laboratories. o The cleaning personnel is responsible for knowing:

o The location of the first-aid cabinet. o The location of the emergency shower. o Who is responsible for the room in question.

o If chemicals come in contact with the skin, the skin must be very thoroughly rinsed with water, and then cleaned thoroughly with soap and water.

o When chemicals get into the eyes: o Rinse the eyes thoroughly with the eye rinsing bottle or with water from the tap. o If available use an eye shower which may be installed on the faucet. o Visit a physician.

o If chemicals come in contact with clothing: o Remove the clothing article as quickly as possible. o Clean them before they are used again.

o Only tidy counters and workplaces are to be cleaned o Equipment is not to be removed. o Ventilator cabinets are not considered laboratory equipment, and they are not to be cleaned

by the cleaning personnel. o The cleaning personnel are not to clean up spilled chemicals or broken glass, even if they

have caused these themselves. o Untidiness and dirty areas which are a hindrance to the cleaning personnel are to be reported

to the person responsible for the room in question. o Employees at the institute (preferably the person responsible for the room in question) are to

be informed if chemicals are spilt on skin or clothes. o These instructions are to be hung up on the door of all cleaning cupboards.


7:59


5.10 SAFETY ROUTINES FOR THE ENGINEERING WORKSHOPS

5.10.1 PURPOSE To ensure that the employees and those using the workshops have a safe work environment.

5.10.2 RESPONSIBILITY The person responsible for the running of the workshop (engineering manager) is to make certain that the workshop’s activities are in compliance with the laws and regulations. This includes: o Providing necessary safety training. o Procedures are established for dangerous work. o Risk evaluations are prepared with the arrival of new equipment or materials. o The necessary protective equipment is to be available o Everyone is to use the protective equipment. o The Section of HMS at UiO is to periodically check the employee’s hearing. o Instructions are to be prepared for the correct disposal of, for example, Coolants, solvents,

glass, and metal. o Data sheets are to be available and updated. o Work outside ordinary working hours is only allowed on the basis of a risk evaluation that

concludes that the work does not imply any health risk. o Dangerous engines have necessary safety devices. o All working places are to be arranged in such a way that the risk of straining one’s muscles

is avoided. Everyone in the engineering workshop has a personal responsibility to use the protective equipment whenever it is necessary.

5.10.3 PROCEDURE o The appropriate protective equipment is to be used during the various activities done at the

workshop. o For safety reasons it is not allowed for unauthorized personnel to use the machinery in the

workshop. This includes unskilled persons, persons that do not normally work at the workshop, and persons that have not been given special permission from the engineering manager. In order to be granted this permission, it is required that the person in question has the necessary qualifications and that protective equipment is used.

o Equipment that is delivered to the workshop has to be well cleaned. This is especially important for glass equipment that is delivered to the glass blower.

o Copies of the “ HMS-Checklist for work in the workshop “and “HMS- training in the workshop Checklistare to be sent to the institute leader once a year.


o ”LOV 1977-02-04 nr. 04: Lov om arbeidervern og arbeidsmiljø m.v.” ”§ 9. Tekniske innretninger og utstyr” ”§ 11. Giftige og andre helsefarlige stoffer, herunder giftig eller helsefarlig biologisk

materiale.” o ”FOR 2001-04-30 nr 443: Forskrift om vern mot eksponering for kjemikalier på arbeidsplassen

(Kjemikalieforskriften)” (Only in Norwegian) ”§ 13. Reparasjon, vedlikehold og renhold”


7:59


o ”FOR 2000-04-14 nr 412: Forskrift om oppbygging og bruk av stoffkartotek for helsefarlige stoffer i virksomheter (Stoffkartotekforskriften)”

(Only in Norwegian)


7:59


6 ROUTINES FOR FIELD WORK 6.1 PURPOSE

Minimize the risk for unwanted accidents during field activities which are a part of the ordinary research/teaching at UiO, or a part of externally financed research projects, administrative missions, or commissioned research.

6.2 DEFINITIONS Field work includes: o Excursion: Organized teaching in the field. o Field course: Organized teaching in the field, where groups of students execute specific

tasks in a given area. o Voyage and field work may be a part of a ongoing research project, a master degree, or a

doctorate thesis. o Commissioned research: Projects requested and financed by external clients/customers.

6.3 RESPONISBILITY The Institute Leader has the overall responsibility for HMS at the institute. The Institute Leader or someone appointed by the Institute Leader is to approve all field work and appoint a field manager. The Institute Leader is responsible for the following groups of people: o All ordinary employees that receive their salary directly from UiO. o Persons that are participating in projects run by the UiO, including persons that participate

as paid field assistants. o Students who participate in field courses/voyages as a part of their curriculum or who

participate in field work as a part of their bachelor degree, master, or a doctorate thesis. The Institute Leader is not responsible for: o Employees or students at UiO who are paid by other enterprises or institutions, as long as

nothing else has been agreed upon in writing. o Leisure time activities or other activities that are not a natural part of the field work. The Field Manager: o Is responsible for the planning, preparation, and implementation of the field work and has

the daily responsibility for the safety and the administration of the field project. o Has the authority to dismiss participants that do not act in accordance with the safety

regulations established for the field work. Participants: o Are obliged to follow the relevant safety rules and to follow up all professional, security,

and administrative instructions provided by the Field Manager. Safety Deputy: o The Safety Deputy at the institute functions as a Safety Deputy for the field work as well,

unless the Institute Leader has decided that it is necessary to appoint a local Safety Deputy out in the field.


7:59


Students The “Working Environment Handbook” for students at the University of Oslo defines the rules which apply to students participating in field activities at UiO, cf. ” Work environment book for students at the UiO”

One man mission: o Where the field work is carried out by only one person, he is considered both the Field

Manager and a participant. In such cases the institute is to be informed of the fieldwork on a field manager’s field card.

6.4 PROCEDURE

6.4.1 PREPARATION FOR FIELD WORK The Institute Leader or those he/she authorizes, must be certain in advance that the Field Manager has the necessary qualifications in order to provide responsible and safe field work management. A second in command may be appointed when this is necessary. The Institute Leader shall make certain that: o A risk evaluation is prepared. o Localized safety instructions are prepared for the field work when this is necessary and that

these instructions are documented in the systematic HMS-work being done by the institute. o Necessary training is provided. o Equipment that is to be used during the field work is in compliance with the requirements of

the relevant laws and regulations. The Field Manager is to ensure that: o o “The Field card for the one responsible out in the field” is filled in and sent to the Institute

Leader. A risk evaluation of the field work and an information sheet containing the names of the participants are to follow as an attachment to the field card.

o The information sheet shall, in addition, state 1) the name of the participants’ employers 2) the participants’ insurance company, 3) the participants that use collective transport to the field location and 4) the participants that organize their own travel to the field location.

o Participants have studied the “Routines for field work“. o Participants have filled in and delivered a “Field card for all participants” o Participants have been informed of any possible need for vaccinations. o Participants have been given satisfactory training and experience in the use of large or

dangerous equipment. o Participants have the necessary public certificates required by law. o The Field Manager or the next in command has taken a basic course in life saving and first

aid, and in special circumstances has also taken a course in special survival techniques. o Those who participate in excursions abroad need to be familiar with the special

circumstances regarding HMS, local culture, and legislation, o Participants are familiar with any special elements of risk, local safety instructions, and any

laws and regulations connected to the planned activity.


7:59


o Participants are equipped with field equipment appropriate for the climate and terrain where the field mission takes place.

o Necessary safety and field equipment is available, has been inspected, and found to be in good working order in advance,

o Suitable communication equipment is to be brought in. This is an absolute requirement in areas not having ordinary communication services. In such cases communication by satellite or radio has to be tested beforehand. Necessary batteries for communication by satellite need to be brought along.

o Safety, warning, and first aid procedures are to be established in order to minimize the

consequences of any possible accidents.

The participants are to: o Get any necessary vaccines. o Study, agree to and sign the “Routines for field work“. o Fill in and turn in “the Field card for all participants” o Fill in “Checklist for travelling out of the country” o o “Check list for journey abroad” when the field work is out of the country.

6.4.2 IMPLEMENTATION OF FIELD WORK The Institute Leader or the person he/she has authorized as a contact for the field work is to be available to the Field Manager, so that any necessary decisions can be made when needed. The Field Manager or the next in command is to be available when the field activities have started. The Field Manager is to: o Keep the Institute leader informed concerning important changes in the field work

(activities, participant’s etc.). o Make certain that the participants have proper accommodations and good work conditions

during the field work. o Check that the field work is satisfactory in regards to HMS. and if needed implement

necessary changes. o Report back to the Institute Leader concerning:

o Defects, damage to, and larger repairs of material, equipment, and other factors of importance, as well as what has been to remedy the situation.

o Implemented safety measures, equipment, instructions, training, and experiences from the field work.

o Participant behavior that might lead to dismissal from the field work, this includes warnings as well.

o Other circumstances of importance in regards to the implementation of the field work.

o Check that necessary protective equipment is used. o Check that the field workers have proper communication equipment in order to ensure that

if an accident should occur, one could quickly give notice. Participants are to: o Use protective equipment when the activity thus requires.


7:59


o Immediately inform the Field Manager, if he/she becomes aware of dangerous circumstances related to the field activity.

o Take an active interest in preventing accidents and the development of health problems or injuries.

6.4.3 ACCIDENTS o The Field Manager, or the next in command, is to do everything possible to minimize the

damage, if an accident is to occur during field work. o The rules in the Beredskapsplan for UiO” and “Beredskapsplan for MN-faculty” are to be

followed if a serious accident should occur. o When a severe personal injury occurs, medical treatment and the necessary means of

transportation are to be acquired immediately. The best way to do this is to contact the local police office. When accidents occur abroad, SOS Copenhagen may be contacted by telephone at 004570105050 or fax 004570105056.

o Information about the accident is to be reported immediately to the institute, the personnel department (22 85 63 81/ 22 85 70 78), and the Section for HMS at UiO (22 85 88 95). RTV-form.

o The claim form (RTV-form 11.03) for the national health insurance ”Rikstrygdeverkets skademeldingsskjema (RTV-blankett 11.03)” is to be used as a basis for any damage claim.

6.4.4 EVALUATION When the field work is finished, the Field Manager is to destroy the field cards and report back to the institute. An evaluation of the field work in regards to health, environment, and safety is to be an integrated part of the field work’s evaluation as a whole.

6.5 SPECIAL RULES

6.5.1 INSURANCE Everyone taking part in field work is to be insured. UiO is, as a state institution, unable to take out insurance policies from private insurance companies. Field participants employed at UiO: o All employees, including guest researchers that receive a salary from UiO, are insured. o ”Forskningsopphold utenlands - forsikring” o ”Avtale om lønns- og arbeidsvilkår for kortvarige tilsettinger ved feltarbeid for Universitetet i Oslo”. Field participants employed outside UiO o Are not covered by UiO insurance. They are responsible for their own insurance policy.


7:59


Students: Students are obligatory covered for occupational injury under the National Insurance Scheme. However, these rules do not give complete coverage. The Act related to industrial injury insurance is not valid for students. The University is liable for damages pursuant to Act relating to compensation in certain circumstances. This means that the University is liable for damages caused due to unsafe use on behalf of their employees and for damage that may have happened due to technical error on devices etc during excursions. If a student prefers to have the same coverage as people employed at the University, he has to buy his own travel-insurance and his own personal injury insurance. Foreign students are not automatically covered by the National Insurance Scheme services. Students have to contact their local Labor and Welfare Service office for more information. *Note about responsibility of students from 1.3.2001 00/1990 Education and Research Ministry

6.5.2 USE OF TRANSPORT TO, DURING, AND FROM THE FIELD WORK

VEHICLES o All use of vehicles owned by the state is to be in accordance with the rules found in the

vehicle “kjørebok,” cf, "Bruk av statens motorvogner". The use of private cars is to be in accordance with the "Statens personalhåndbok"

o When using a bus, the field workers are obligated to make themselves familiar with the rules for the bus.

Aeroplane/helicopter: o When using a plane or helicopter the field workers are obligated to make themselves

familiar with the safety rules of the airline or the helicopter company. Instructions given by the pilot/crew are to be followed.

o The helicopter company is responsible for providing the necessary instructions for the correct use of the safety equipment.

Ship/ferries: o When using ships/ferries the field workers are obligated to make themselves familiar with

and act in accordance with the rules of the vessel. Small boats etc. o When using small boat, canoe, and the like, the use of a life preserver, flotation device, or

equivalent is obligatory. In winter a survival suit should be used. o When doing field work along the Norwegian coast and on Svalbard, a survival suit or a

working suit with flotation elements is obligatory. o Distress signal rockets, distress flares, or a signal pen with shots are to be easily available. o When using a rubber craft, anchor and oars are to be easily available. o Under favorable conditions an auxiliary engine shall be brought along. An auxiliary engine

is compulsary on Svalbard. o A dead man’s control is to be hooked up if one is available.


7:59


6.5.3 WEAPON The storage and use of weapons is only to take place according to the regulations of the UiO.

6.5.4 REGULATIONS CONCERNING TECHNICAL ACTIVITIES These are rules for different kinds of field work that demand special precautions. Diving and traffic on foot o Diving, connected to field activities, is to be carried out by authorized personnel according

to the current regulations and safety routines. Students are not allowed to dive as part of UiO activities.

o When doing explorations on glaciers, ice and large rivers, an ice axe and lifeline are to be brought along.

o The crossing of glaciers is not to be done alone. Teams are to walk together holding a rope when the type of glacier makes this is advisable.

Sampling/drilling in the ground: o Goggles are to be used when working with pneumatic tools, e.g. taking samples of stones. o Helmet, ear protection, protective foot gear, and gloves are to be used when drilling. o Necessary communication/transport equipment, first aid equipment, and a stretcher are to be

present at the work site when doing large drilling assignments e.g. diamond drilling, and drilling for ground water.

Work in mines/tunnels o Helmets and good lighting is compulsory when working in mines/tunnels. o It is forbidden to go alone in abandoned mines/tunnels. Geophysical measurements/mapping: o Measuring devices are to be in accordance with current regulations (e.g. the measuring of

electric currents, gravity, magnetism, and radioactive radiation.) o Work with cables is not to be done during a thunderstorm. o Use of cables near power lines should be avoided.

6.5.5 SPESIAL AREAS/TIME LIMITS o Field work in military areas is only permissible if the necessary permit has been granted by

the military authorities. The field workers are obligated to act according to military regulations and rules when working in the area. Watch out for explosives/unused shells.

o Special care needs to be taken when working in areas where hunting is allowed. The Field Manager and his fellow workers need to be informed about where hunting is going on. When possible, field work should be put done somewhere else during hunting season.

o When field work is to be carried out in restricted areas, permission from the proper authorities and/or property owner is to be granted before the field work begins.

6.6 REFERENCES o UiO

o ”Beredskap” o Work environment book for students at the UiO o ”Forskningsopphold utenlands - forsikring” o ”Avtale om lønns- og arbeidsvilkår for kortvarige tilsettinger ved feltarbeid for Universitetet i Oslo”.

o MN-faculty


7:59


“Field card for the one responsible out in the field” ”Field card for all participants”


7:59


7 ROUTINES FOR INTERNAL AUDITING 7.1 PURPOSE

o Make certain that activities involving HMS within the Faculty are carried out according to approved plans and existing laws and regulations.

o Evaluate how well the systems are working look into and possibilities for improvement.

7.2 RESPONSIBILITY The Dean is responsible for making, implementing, and following up a plan for internal auditing. The Head of Departments are responsible for organizing planned internal audits within his/her department, plus implementing any necessary corrective actions

7.3 PROCEDURE

7.3.1 PLANNING The audit plan shall take into consideration: o Achieved results. o Results from previous audits o Possible reorganization o Forthcoming tasks The plan shall point out: o What areas are to be audited o Who within the faculty is to be responsible for conducting the audit o The date /time for the audit. Each audit is to be given a number code composed of the date and serial number for the audit. The Faculty is to prepare the individual audit. Warning of the audit is to be sent to the Head of Department and the Safety Deputy in that department at least two weeks before the audit is to take place.

7.3.2 IMPLEMENTATION The Faculty is to: Before the audit, the department is to be informed of the purpose of the audit and how it will be carried out. Lead the audit. Present the results, problems, and comments from the audit at a meeting within the department.

7.3.3 REPORTING The Faculty is to make a report based on the audit. The report is to be sent to the Dean and the Head of the Department within 8 work days from the time of the audit. Within 10 days the audited department is to report back to the Faculty about the corrective actions that are to be implemented.


7:59


7.3.4 CORRECTIVE ACTIONS The Head of Department is responsible for implementing the corrective actions

7.3.5 REFERENCES o MN-faculty

o ”Safety Deviation report”

8 FORMS

8.1 FORM FOR ROOM RESPONSIBILITY The Faculty Of Mathematics and Natural Sciences’ health, environment and safety Chapter 3.3.5 Person responsible for rooms

Approved by Knut Fægri From 01.03.2005 Revised 28.06.2006

Maintained by Kai Åge Fjeldheim Name of the building: Number of the building: Room #: Telephone:

Faculty:

Name of person responsible for the room:

Person responsible for the room’s telephone:

Person responsible for the room’s office:

Who normally uses the room:

Describe the main activity the room is used for:

Safety deputy:

Preparation code:

Responsible for risk preparation:

Area leader

8.2 FORM FOR HMS PLAN OF ACTION The Faculty Of Mathematics and Natural Sciences’ health, environment and safety Chapter 4.1 “Routines for evaluating and following up

HMS Work” Approved by Knut Fægri From 01.03.2005 Revised 28.06.2006

Maintained by Kai Åge Fjeldheim Plan of action approved by the Institute’s Board:

Areas needing prioritizing

Measures that have been planned Person/entity responsible for the completion of the planned measures

Deadline the for completion of the planned measures

Planned measures completed (date)

Comments and possible problems

The planned measures are to be as concrete as possible so that it is easy to evaluate whether or not the measures have been completed successfully. A copy of the plan of action is to be sent to the MN – Faculty.

8.3 FORM FOR HMS ANNUAL REPORT The Faculty Of Mathematics and Natural Sciences’ health, environment and safety Chapter 1,4 and 5 “Routines for evaluating and following up

HMS Work” “Special routines” “Safety routines for the engineering workshops” “Definitions”


Maintained by Kai Åge Fjeldheim 1 BASIC HMS-ACTIVITIES Yes No

1.1 Are there regular LWEC meetings within the department?

1.2 Are there regular information meetings for the employees within the department?

1.3 If the answer to question 1.2 is yes, is HMS a fixed topic at these meetings?

1.4 Does the department have routines that ensure that the employees and students receive the necessary training? If not, note the measures being taken to correct this under point 7.1.

1.5 Are new projects and renovations etc. evaluated in regards to HMS?

1.6 Were the employees given the opportunity to have an employee interview last year?

2 HMS FRAMEWORK If you answer no, note under point 7.2 what should be done to correct the situation.

Yes No

2.1 Is the department satisfied with the Technical Department’s HMS work?

2.2 Is the department satisfied with the MN-Faculty’s HMS work?

2.3 Is the department satisfied with the UiO Section for HMS work?

2.4 Are the students and employees within the department sufficiently knowledgeable concerning HMS?

2.5 Does the building and equipment satisfy the standards outlined by HMS?

3 ESPECIALLY DANGEROUS WORK TASKS Yes No

3.1 Does the department have good, written work instructions for work entailing some risk?

3.2 Have new and dangerous work tasks been established during this past year?

3.3 Is there a need for a risk evaluation of any new work tasks established by the department? If the answer is yes, please specify under point 7.3.

3.4 Does the department have routines for training new employees and students

about the work tasks that entail some risk?

3.5 Are the regulations, data sheets, and guidelines easily available to the employees?

3.6 Are the routines followed which are outlined in the “MN – Faculty HMS Handbook?” If not, specify which routines are not followed in point 7.3.

3.7 Is HMS prioritized when purchasing and maintaining dangerous equipment and machines?

4 OVERVIEW OF WORK TASKS THAT INCLUDE SOME RISK Yes No

4.1 Is there work being done that involves a danger of being exposed to radiation?

4.2 Is there work being done with biological materials? If yes, under point 7.4 name the types of biological material and its classification.

4.3 Is there work being done with gene modified material? If yes, under point 7.4 name the type of gene modified material and its classification.

4.4 If the answer to 4.3 is yes, has the State’s Institute for Health been notified and approved the work being done?

4.5 Is there work being done that may cause cancer?

4.6 Is there work being done with cytostatika?

4.7 Is there any work being done that you would consider especially dangerous? Specify the types of task under point 7.4.

5 THE INSTITUTE’S PLAN OF ACTION Yes No

5.1 Is the Institute’s HMS plan of action being followed? Which elements are not being followed up? Describe under point 7.4.

6 HMS CONTACTS

Title Name

Safety deputy

Responsible for information files/datasheets

Responsible for purchasing

Responsible for radiation safety

Other

7 NOTES CONCERNING THE ANNUAL REPORT

Basic HMS activities: 7.1

HMS framework: 7.2

Work involving some risk: 7.3

Overview of the work tasks involving risk: 7.4

The Institute’s HMS plan of action: 7.5

Other: 7.6

Comments or suggestions concerning the continued HMS work within the department/section: 7.7

8 DATE, INSTITUTE, AND SIGNATURE

Date:

Institute:

Head of Department:

Safety Deputy:

8.4 ALCOHOL REQUISITION The Faculty Of Mathematics and Natural Sciences’ health, environment and safety Chapter 5.4 “Routines for purchasing chemicals” Approved by Knut Fægri From 01.03.2005 Revised 28.06.2006 Maintained Kai Åge Fjeldheim

Date:

Department/course:

Requisition for (Quantity and type of alcohol):

Received by (print):

Received by (signature):

One responsible within the Department (print):

One responsible within the Department (signature):

8.5 SELF DECLARATION FORM Health, Environment, and Safety Handbook Kapittel 5 General routines

Routine for training in systematic HMS-work Approved by Knut Fægri From 01.03.2005 Revised 22.03.2007 Maintained by Kai Åge Fjeldheim

The completed form is to be handed in to the administration.

Name (Print)

Permanent employee

Temporary employee

Student Other Connection to UiO (put in X)

I hereby state that I have read: Yes No Comments

The Faculty of Mathematics and Natural Sciences’ health, environment and safety Handbook

The Departements local HMS handbook

The Departments handbooks/routines connected to special laboratories and engineering workshops

Working Environment handbook for students at the University of Oslo

Place Date

Signature

8.6 RISK EVALUATION FORM The Faculty Of Mathematics and Natural Sciences’ health, environment and safety Chapter 5.2 “Routines for risk evaluation when working

with hazardous chemicals” Approved by Knut Fægri From 01.03.2005 Revised 28.06.2006

Maintained by Kai Åge Fjeldheim Date:

Department/course:

Completed by (print):

Type of work:

Journal number: Danger Duration Degree of danger What are the

dangerous aspects? Possible health risks Safety precautions taken Risk

level

Danger: work place, work tasks/ operations, equipments/instruments, chemicals/products/pollutions, lack of training. Duration: number of hours per week. Degree of danger: High (H), Medium (M), Low (L), Unknown (U). What are the dangerous aspects: for example a flywheel that is not secure, dust, poison, and corrosion. Possible health risks: injuries that can occur in both the short and long run. Safety precautions taken: for example, personal protective equipment (PVU), ventilation cabinet. Risk level: if the risk is very likely and the consequences are serious, the risk level should be considered high. The risk is to be described with the following number codes: Insignificant (0: no necessary measures), Low (1: safety measures are being considered), Medium (2: safety measures are necessary), High (3: immediate measures are necessary). Safety measures are to be put in the HMS plan of action with specified deadlines.

8.7 CLEARING FORM The Faculty Of Mathematics and Natural Sciences’ health, environment and safety Chapter 5.6 and 5.3

“Routines for Handling Waste” “Routines for updating the Chemical database”


Maintained by Kai Åge Fjeldheim Name of the person who is to leave the institute:

Section/department:

Date Librarian The library confirms that all borrowed books and other materials have been returned.

Date IT-responsible IT-responsible confirms that he/she has been informed that the user’s storage space can be deleted.

Date Responsible for the laboratory The person responsible for the laboratory confirms that all experiments have been removed from the laboratory.

Date The person responsible for the datasheets

The person responsible for the datasheets confirms that he/she has received a list of the materials that have been used up or disposed of.

Date The person leaving the Institute The person leaving the Institute confirms that he/she has turned in all equipment/material that belongs to the University.

Date The administration The administration confirms that the work space has been cleaned up, all personal items have been removed, all keys and key cards have been returned, and that all commitments to the Institute have been fulfilled.

8.8 HMS-CHECKLIST FOR WORK IN THE WORKSHOP The Faculty Of Mathematics and Natural Sciences’ health, environment and safety Chapter 5.10 “Safety routines for the engineering

workshops”


Maintained by Kai Åge Fjeldheim Yes No

Have instructions been established for work tasks involving some risk?

Does dangerous machinery have the necessary safety devices?

Is the necessary training given for the workshop’s equipment?

Is the necessary safety equipment available?

Are the relevant HMS data sheets available and updated?

Are the routines for handling chemicals, oils, glass, and metals familiar to the employees?

Date:

Workshop:

Head of the workshop (signature):

Safety deputy (signature):

8.9 HMS- TRAINING IN THE WORKSHOP CHECKLIST The Faculty Of Mathematics and Natural Sciences’ health, environment and safety Chapter 4.2 ”Routine for training in systematic HMS-work Approved by Knut Fægri From 01.03.2005 Revised 28.06.2006 Maintained by Kai Åge Fjeldheim

Yes No

Have you received training in how to use the UiO’s “HMS-Handbook”?

Have you received training in how to use the MN- Faculty’s “Health, Environment, and Safety Handbook”?

Have you received training in how to use the department’s HMS Handbook?

Have you received the necessary training in how to use the workshop’s equipment and machines?

Have you received the necessary training in how to use the safety equipment?

Have you received the necessary training in fire safety?

Have you received the necessary training in first aid?

Do you know what to do if a crisis situation occurs in the workshop?

Are you familiar with the routines for the proper handling of chemicals, oils, glass, and metal?

Date:

Workshop:

Signature:

8.10 FIELD CARD FOR THE ONE RESPONSIBLE OUT IN THE FIELD The Faculty Of Mathematics and Natural Sciences’ health, environment and safety Chapter 6 “Routines for field work” Approved by Knut Fægri From 01.03.2005 Revised 28.06.2006 Maintained by Kai Åge Fjeldheim

Project name/Purpose:

Project commissioned by:

Period of time for the fieldwork:

The fieldwork’s location (place):

Information about the area/work place:

Mode of transportation:

Names of all participants:

Name of nearest family member of the person responsible for the field work (Name, address, telephone):

Training given to the participants before the fieldwork:

Accommodations for the participants:

Safety and communication equipment that has been brought:

Yes No Risk evaluation completed:

Attached:

Institute’s contact person:

Place/date:

Name of the one responsible for the fieldwork:

Signature of the one responsible for the fieldwork:

Explanation to some of the points: Information about the area/work place: describe the area/work place as thoroughly as possible especially if it is not easily accessible. This is especially important if a search is necessary. Mode of transportation: for example, what form of transportation is to be used, the registration number of one’s own car or a state owned car, the name of the drive and the passengers. Safety and communication equipment that has been brought: what equipment has been brought to the

field project, how frequently is it believed that it will be used? Accommodation: name, address, and telephone number of the hotel/hostel, or the specific location if one is going to be sleeping in a tent or camping wagon.

8.11 FIELD CARD FOR ALL PARTICIPANTS Health, Environment, and Safety Handbook Chapter 6 “Routines for field work” Approved by Knut Fægri From 01.03.2005 Revised 28.06.2006 Maintained by Kai Åge Fjeldheim

Project/Purpose:

Duration of the fieldwork:

Name of the one responsible for the fieldwork:

Name of the participant (your own name):

Nearest family member (Name, address, telephone):

I confirm that I have read ”Routines for field work”:

Place/date:

Participant’s signature: The card is to be completed and given to the one responsible for the fieldwork and then kept at the Institute.

8.12 SAFETY DEVIATION REPORT The Faculty Of Mathematics and Natural Sciences’ health, environment and safety Chapter 7 “Routines for internal auditing


Maintained by Kai Åge Fjeldheim Time of occurrence: Place: Type of safety deviation: Type of notice:

Observation

Problem

Almost accident

Describe the safety deviation:

Cause:

Immediate response:

The Safety deviation report is to be sent to the Head of the Department.

This case has been administrated by:

Deadline for determining corrective action: max 14 days from:

Date and signature:

To be sent to the MN – faculty for registration

Corrective action:

One responsible for carrying out the corrective action:

To be completed by: Date and signature:

To be sent to the MN – faculty

Safety deviation corrected:

Date and signature of the one who reported the safety deviation:

Date and signature of the next in charge:

To be sent to the MN – faculty

8.13 CHECKLIST FOR TRAVELLING OUT OF THE COUNTRY The Faculty Of Mathematics and Natural Sciences’ health, environment and safety Chapter 6 “Routines for field work”

“preparation for field work” Approved by Knut Fægri From 01.03.2005 Revised 28.06.2006

Maintained by Kai Åge Fjeldheim References

UiO: MN HMS-handbook, Organizational and Personnel Department (OPA), HMS – Section, the Financial Department, the Health Services, and our own Personnel Section. Other: Norwegian Foreign Services, Norwegian Air Ambulance, Norwegian Polar Institute (for fieldwork in the polar region), travel books, travel agencies, others who have been in the area, the police station for information about passports and visas, the guest country’s foreign services/embassies, customs, and the vaccination office, pharmacies, doctors with experience from the area, Norges Bank, our own bank connections, social security offices, social security for foreign cases in Oslo, and the tax office.

“Field card for the one responsible out in the field” “Field card for all participants”

Personal documents

Valid passport

Valid visa

Valid international driver’s license

Vaccination documentation

Residence permit (the right to the renewal of one’s residence permit)

Work permit (The right to the renewal of one’s work permit)

Cash in the local currency (need evaluated in regards to availability and risk of robbery)

Credit card (UiO’s credit card)/travel checks

European health insurance card (this has replaced the social security office’s form E111) (is valid in EEA countries and Switzerland)

Social security office forms E101 and E106 (for a foreign work/residence permit of over 1 year)

Insurance (personal insurance, insurance for the equipment, etc.)

Overview of local and global emergency numbers

Health, Health services, and vaccines

Health status before travelling (allergies, chronic conditions, permanent or occasional medication)

Vaccine (especially against malaria and rabies when working with animals) Vaccinations must take place some time before travelling (often 4 -8 weeks, for hepatitis B it is 6 months)

First aid: Relevant training

First aid equipment and medication

Personal safety equipment Customs/Crossing the border

Restrictions on the import/export of goods (tax issues, value-added tax, etc.)

Restrictions on the import/export of scientific equipment/material

Restrictions on the import/export of medications/chemicals

Restrictions on the import/export of currency/cash (the amount and the type)

Restrictions on the import/export of communication equipment Political conditions, language, and culture

Political unrest, guerrilla warfare, terrorist actions, criminality, and dangerous areas

The laws of the area

Language/interpreter

Local knowledge

Cultural rules (rules for good manners and style)

Agreements of cooperation with the guest country (between universities, extradition agreements, etc.)

Transportation

Transportation possibilities (car, bus, train, airplane)

Restrictions of transport companies (for example restrictions concerning transporting chemicals by airplane)

Traffic regulations (for example, does one drive on the right or the left?)

Communication equipment

Communications systems are available

Communication equipment that is brought along can be used (it functions, there is access to electricity)

Training in the use of communication equipment

Crisis plan for communication in the area or to Norway.

Documents

THE FACULTY OF MATHEMATICS AND NATURAL SCIENCES’ HEALTH ...folk.uio.no/rvogt/KJM3700/070504_English_version_of_HMS_handbook.pdf · the faculty of mathematics and natural sciences’