University Fire Officer’s Report

Health, Safety & Environment Office

Subject: Changes to the Fire Incident Report

Origin: Health and Safety Office – Fire Officer

Purpose Of This Report

To review the changes made to fire incident reporting arrangements

Background

SAF08-P12 The Director of imago Services proposed that fines imposed by Wardens for misuse of equipment should be standardised and reflect the seriousness of the offence.

SAF08-P20 A meeting had been convened to review the issue and an incident report form plus guidelines on the penalties to be imposed by Wardens had been introduced. It was proposed that this system be trialled and reviewed at the June 2009 HSE meeting and this was agreed by the Committee.

The proposed schedule of fines was supported by revised fire incident report form as the HSE office felt that the existing arrangements did not provide it with enough information to record that suitable action had been taken following interference with fire protection systems.

Report

The attached Excel spreadsheet summarises the incidents occurring in all Halls of residence in the period October 2008 to May 2009.

It shows:

1. There is still a wide range of fines imposed by Wardens for seemingly similar offences and the fines frequently fall below the recommended minimum level agreed to by the Warden team.

2 There are trends developing. The most obvious pattern is the number of incidents where detector heads have been deliberately covered over to prevent the fire alarm actuating. The fines meted out for this offence vary from no disciplinary action being taken to £200 + £100 for invoking a previously suspended fine .

3 Malicious activation of the Manual Call Point appears not to have been a major problem in the reporting period (this was a significant problem when the Director of imago Services initially raised this issue). Where the culprit was identified this resulted in a maximum fine.

Conclusion

Overall the form is being used successfully. There was a degree of reluctance on the part of a small number of Wardens to participate in the pilot scheme, as this was felt to undermine their autonomy and the fines vary widely from the recommended minimum levels set by the guidance. There have been a small number of incidents that could not be closed off i.e. sufficient information was not provided by the hall management to allow the fire officer to assign the incident to any particular cause or note the outcome of disciplinary action. Wherever this arose it was taken up with the hall concerned. It is recognised that there will be a period of settling in and adjustment for hall staff in using the form but it is important that information is recorded fully and accurately. The form has been adjusted a number of times to make it as “user friendly” for the hall staff as possible.

Recommendation

The form should be endorsed by the HSE committee for continued use in the University.
The schedule of fines is not being followed. This should either be accepted by the HSE committee on the basis that Wardens need discretion to vary fines or the principle of minimum fines should be endorsed to deter misdemeanour.

C. M. Moore

Health, Safety & Environment Office