2. Compliance with this guidance and the University policy are mandatory for all employees.

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1 Annex BB to Facilities Management Health and Safety Policy Hand Arm Vibration guidance. 1. This guidance has been produced to give FM specific departmental guidance in helping prevent staff developing hand-arm vibration related health conditions. It should be read in conjunction with Loughborough University s policy which is available at For those who do not have access to a computer, hard copies may be obtained via your line manager. 2. Compliance with this guidance and the University policy are mandatory for all employees. What is hand-arm vibration? 3. Hand-arm vibration is vibration transmitted into your hands and arms when using hand-held powered work equipment. Too much exposure to Hand-arm vibration can cause hand-arm vibration syndrome (HAVS) or carpal tunnel syndrome. 4. The training and advice that you will receive covers what HAVS and carpal tunnel syndrome are, what the early signs are and what to look for when you are at risk and what you can do to help manage the risk. Additionally, you should have been issued with a Health and Safety Executive (HSE) pocket guide called Hand-arm vibration: Advice for employees Please advise your line manager or the Health and Safety Manager if you have not received HAV training and a date will be arranged for you to attend. Vibration Magnitude and exposure. 6. To assess the risk from vibration, we need to identify what processes and equipment present risk, how high the risk is (i.e. the magnitude of vibration) how long they are used for and who is at risk. 7. Line Managers, Supervisors and Managers will identify those at risk and the processes and equipment which impose that risk. 8. Data obtained on vibration magnitudes will be stored in a spreadsheet, which can be used to support risk assessment. The Vibration spreadsheet is available on the FM shared drive in Health and Safety > Noise and Vibration or by clicking on Vibration spreadsheet. Hand Arm Vibration risk assessment 9. The fundamental requirement in the management of hand-arm vibration is that the exposure must be reduced to a level that is As Low AS is Reasonably Practicable (ALARP). Where guidance on exposure times is 1 Hand-arm vibration: Advice for employees, INDG296(rev1), HSE. Copies accessible on the shared drive. Page 1 of 9

2 given in the risk assessment, these should be treated as maximum exposures and every opportunity should be taken to reduce exposure. 10. The FM HAV risk assessment and explanatory notes are contained in Appendix 1 to this Annex. The Action Plan 11. The sources of vibration identified to date have been considered both as to their source and magnitude then prioritised as High, Medium and Low Risk following University policy and ACOP L130 2 guidelines and arrangements made to control the risk are indicated in the Vibration Spreadsheet. 12. A flowchart indicating the required input and responsibilities is included at the end of this guidance with specific duties as follows: - a. High Risk activities. (>5 m/s 2 ) i. Stop work or prevent work from being undertaken and refer the task to the Risk Assessment Board comprising: - 1. Supervisor 2. Operative(s) 3. Asst Director FM Services 4. Health and Safety Coordinator 5. FM H&S manager 6. HS&E Manager 7. Occupational Health Advisor 8. Equipment/Tool Manufacturer b. Medium Risk activities.(> 2.5m/s 2 ) ii. Prevent long term exposure to the risk and refer the task to the Risk Assessment Team comprising: - 1. Supervisor 2. Operative(s) 3. Health and Safety Coordinator 4. FM H&S manager 5. Maintenance Manager# 6. Occupational Health Advisor 7. Equipment/Tool Manufacturer c. Low risk activities. (< 2.5m/s 2 ) i. Supervisors and Line Managers shall monitor their teams exposure to vibration in order to reduce their exposure to a level ALARP through physically checking their exposure whilst 2 Hand-arm vibration, The Control of Vibration at Work Regulations, Guidance and Regulations ACOP L130, HSE Books Page 2 of 9

3 staff undertake their work and monitoring their records where individuals have been requested to keep personal exposure logs and identify where opportunities arise to replace existing equipment with that with lower emissions. 13. Initial health surveillance has been undertaken for all current members of staff, through which certain employees were identified as potentially having pre-existing vibration related health conditions or being at increased risk and were referred to the Occupational Health Advisor and Occupational Health Physician as appropriate. Initial health surveillance will be carried out for all new employees who will be exposed to vibration. Annual surveillance will be carried out for those identified as being at higher risk of vibration related problems even if exposure is likely to be below the ELV 14. Where members of staff are exposed to vibration rates close to or above the EAV they will undergo annual health surveillance. Taking steps to reduce vibration exposure. 15. Supervisors shall plan employees work to avoid prolonged exposure to vibration with breaks and alternative non-vibration related work factored in. Particular attention will be paid to the regular provision of adequate shelter and access to warm drinks to maintain body temperature in cold or wet weather. 16. All tools and equipment shall be maintained according to the manufacturers recommendations and at least annually, whichever comes first. 17. Where an operative reports increased vibration, problems with handling or vibration related symptoms when operating a tool, the report shall be investigated immediately by the Line Manager, reported to the FM Health and Safety Manager and the tool withdrawn from service until the matter has been resolved. 18. Where the risk assessment indicates potential exposure above 5m/s 2 the job will be referred to the departmental Risk Assessment Board, made up of the Health and Safety Coordinator, the FM Health and Safety Manager, the Assistant Director FM Services, the Health, Safety and Environment Manager, the Occupational Health Advisor and where appropriate the equipment supplier. 19. Where exposure can not be limited under 2.5m/s 2 the Line Manager or Supervisor shall refer the process to their Line Manager and, in consultation with the Health and Safety Coordinator, the FM Health and Safety Manager, the Maintenance Manager, the Occupational Health Advisor and where necessary the equipment manufacturer to re-assess the risk and adopt a suitable management approach before proceeding. It is not expected that such exposures will routinely occur. 20. Line Managers and Supervisors shall be responsible for ensuring that those in their teams receive or have received adequate training in the safe use of the tools they are using which should include the manufacturers advice on tool Page 3 of 9

4 use and maintenance. Advice on minimising tool use, their maximum usage times (from the Vibration Spreadsheet ), the cumulative effect of using different tools on the same day and how to report any concerns they have should be included. 21. Tools and equipment shall only be used by those trained to operate them safely. 22. Supervisors and Line Managers will ensure that members of staff with existing health problems are protected by appropriate control measures as advised by Occupational Health following health surveillance. 23. Additional precautions should be taken when staff are working in cold or wet conditions to ensure that they have regular breaks, are wearing suitable clothing, that they have access to warm drinks and that their exposure is minimised. Taking into account vibration risks when purchasing or hiring equipment. 24. All purchasing and hiring of new equipment shall be approved through the Health and Safety Coordinator, who shall ensure that a suitable and sufficient vibration risk assessment has been carried out and co-ordinate its incorporation into the departments Vibration Spreadsheet. 25. Without compromising the ability for a piece of equipment or tool to carry out its intended task effectively, reduced vibration equipment must be considered when purchasing or hiring any equipment. (E.g. chainsaws with anti-vibration suspended handles, push mowers incorporating antivibration inserts). The suppliers must be consulted as to the availability of reduced vibration tools before committing to purchase. 26. Prior to purchase and before the choice of equipment has been finalised, suppliers/manufacturers should be asked to provide reduced vibration tools on a trial or temporary loan basis. Where this is not possible, prospective purchasers should consider temporarily hiring the equipment and obtaining feedback from the operatives. 27. Before purchasing or hiring any new equipment, the manufacturers or suppliers must be asked to provide vibration emission levels, the method used to obtain these and asked how to manage any residual risk. (E.g. maintenance, method of use, limitations, accessories etc.) Before being used, noise and hand-arm vibration stickers shall be affixed to all tooling (as per induction) to make it clear what the maximum trigger time is and the type of hearing protection required for each item of equipment Noise and Vibration stickers affixed to hand held tooling and equipment. Page 4 of 9

5 Providing training and information for employees on the risks from vibration and the measures in place to reduce these. 28. All potential employees whose work might expose them to hand held vibration shall undergo appropriate training according to their needs. Supervisors and Line managers responsibilities for training and awareness have been highlighted above in Taking Steps to reduce Vibration Exposure. Additionally, Supervisors shall actively support and encourage their staffs attendance at organised training sessions. 29. In conjunction with the University Health, Safety and Environment Manager and the Occupational Health Advisor, the FM Health and Safety Manager shall arrange suitable training for Supervisors, Line Managers and Operatives on their taking up post at the University and thereafter every three years, or following the introduction of new working arrangements. The training will include advice on; - a. using tools as recommended by their Supervisors, b. the measures taken by FM to eliminate or control the risk due to hand- arm vibration c. the exposure limits and action values and what they represent, including the cumulative effect of using more than one vibrating tool or piece of equipment, d. the measurement of vibration, particularly regarding trigger or contact times e. the content of the risk assessment and how it is used to help control the risk, f. why and how staff can identify and report signs of injury, g. the arrangements for health surveillance for those identified as at risk, h. the collective results of the health surveillance appropriate to FM staff and i. their requirement to follow instructions given on safe working practices, report problems with their equipment (such as perceived unusually high vibration) and co-operate with this programme of control measures. 30. Supervisors training will include all of the above plus emphasis on the content of this action plan, the rules adopted to ensure that maximum daily use is not exceeded (cumulative exposure) and the requirement of and how to use the Vibration Spreadsheet and the HSE Vibration Calculator to help them assess the risk to those in their charge. Page 5 of 9

6 Responsibilities 31. The Director of Facilities Management has nominated the FM Health and Safety Manager to implement the vibration regulations within the department and will; - a. Give their support in implementing measures to comply with the vibration regulations, b. Ensure all managers and employees within the department discharge their responsibilities in accordance with this guidance and University policy. 32. Managers and Supervisors will: - a. Understand the scope and content of the Vibration Regulations where this is relevant to work in their area. b. Ensure vibration factors are taken into account when hiring or purchasing new equipment by liaising with the Health and Safety Coordinator. c. Ensure that necessary vibration risk assessments have been undertaken for any equipment used by those in their charge and:- i. Refer any high risk activities (above 5 m/s2) to the Risk ASSESSMENT Board before permitting work to proceed or ii. Refer any medium risk activities to the Risk Assessment Team before allowing prolonged exposure. d. Implement and enforce vibration control measures, in conjunction with the Health and Safety Coordinator. e. Ensure employees are suitably trained in all aspects of operating equipment, including vibration control. f. Ensure new employees are referred for pre-employment health screening and forewarn Occupational Health of their potential to use vibrating equipment where appropriate. 33. The FM Health and Safety manager will: - a. Understand the scope and content of the Vibration Regulations. b. Work with the Health and Safety Coordinator, Line Managers and Supervisors to ensure that vibration factors are taken into consideration when purchasing new equipment. c. Work with managers and the Health, Safety and Environment Manager to i. Coordinate vibration risk assessment if required Page 6 of 9

7 ii. iii. iv. Implement vibration control measures where appropriate Identify where health surveillance is required, and inform Occupational Health. Monitor that new employees submit an initial questionnaire to Occupational Health within the first week of employment (or the first week of vibration exposure) v. Provide or facilitate training and information for those who may be exposed to vibration. 34. The Health and Safety Coordinator will: - a. Maintain and update the FM Vibration Spreadsheet and review the FM risk assessment as appropriate. See Appendix 1 Risk Assessment. b. Coordinate the initial tools and equipment pre-purchase risk assessment. c. Advise on the selection, maintenance and subsequently authorise the purchase of all new hired, loaned, leased or purchased vibration related equipment. 35. Employees will: - a. Use all equipment in accordance with the advice and instruction given to them in their training. b. Ensure all equipment is well maintained. c. Report any defects or difficulties with vibrating equipment d. Co-operate with any programme of health surveillance which is identified as necessary following risk assessment e. Attend appropriate training. 36. The Health Safety and Environment Office and the Occupational Health advisor will advise, support and assist the FM Health and Safety manager as indicated in the University hand-arm vibration policy. Additional advice and guidance 37. Additional advice and guidance may be obtained from the following sources: a. The hand-arm vibration guidance flowchart below. b. Your Line Manager c. FM Health and Safety Manager or Health and Safety Coordinator. d. Health Safety and Environment Page 7 of 9

8 References manager e. Occupational Health Advisor. Hand-Arm Vibration The Control of Vibration at Work Regulations, L140 HSE Books Hand-arm vibration - Advice for employees (INDG296(rev1)) Control the risks from hand-arm vibration: Advice for employers on the Control of Vibration at Work Regulations 2005 (INDG175(rev2)) Hand Arm vibration at work HSE pages Management of Health and Safety at Work Regulations 1999 Approved Code of Practice and Guidance L21 (2 nd edition) Page 8 of 9

9 Appendix 1 Facilities Management Hand-arm Vibration guidance Flowchart IDENTIFY PROCESS EQUIPMENT OR TOOLS WHICH EMMIT VIBRATION Reconsider the process/equipment/tool to see if vibration exposure can be reduced. All new machinery, tools and equipment must be approved through the FM H&SC OBTAIN AND RECORD RELEVANT DATA H&SC Vibration data, manufacturers recommendations for use and maintenance requirements IDENTIFY THOSE AT RISK Within sub-sections according to the processes or tools identified Check pre-employment health assessment. CARRY OUT TRAINING HEALTH AND SAFETY MANAGER OCCUPATIONAL HEALTH ADVISOR Managers and Supervisors Operatives Periodic and toolbox talks Abbreviations: H&SC Health and Safety coordinator. FM Facilities Management CHECK TRAINING DATABASE To ensure competence and authority to use equipment/tools. BSHS&RMC Data from Vibration spreadsheet Coordinate assessment and record findings Liaise with Health and Safety Manager CARRY OUT RISK ASSESSMENT OPERATOR REPORT Vibration Calculator List all vibration related tasks for job Any variations to existing assessment Weather, temperature or personal related aspects REVIEW RA If reason to believe no longer valid Or Every three years HIGH RISK STOP WORK > 5 m/s 2 >400 HSE Points RISK ASSESSMENT BOARD H&SC FM H&S Manager Asst Dir FM Services Poss. Specialist equipment advisor/supplier HS&E Manager Occupational Health Advisor MEDIUM RISK REFER TO RISK ASSESSMENT TEAM <5 m/s 2 but >2.5 m/s 2 <400 but > 100 HSE Points RISK ASSESSMENT TEAM H&SC FM H&S Manager Maintenance Manager Poss. Specialist equipment advisor/supplier Occupational Health Advisor LOW RISK <2.5 m/s 2 <100 HSE Points MONITOR S LINE MANAGERS Operatives, process and/or equipment Look for ways to reduce vibration exposure Listen to operatives Review RA every 3 years with Health and Safety manager and H&SC

10 EQUIPMENT/TOOL PURCHASE REQUEST SECTION DESCRIPTION MANUFACTURER MODEL NO. VIBRATION FIGURES m/s2 APPROXIMATE COST ALTERNATIVE MANUFACTURER MODEL NO. VIBRATION FIGURES m/s2 APPROXIMATE COST AUTHORISED BY RISK ASSESSMENT DETAILS MAINTENANCE MANAGER Date.. PURCHASED EQUIPMENT DETAILS model no. serial no. equipment no. procedure no. date purchased supplier recommended service intervals Health and Safety Coordinator Date. Where the request concerns replacement for old/worn items, this should be stated. NB. The equipment will not be purchased unless an outline risk assessment regarding its use has been recorded. Page 9 of 9