Introduction

The Building Handbook serves as the cornerstone of our commitment to ensuring a secure, healthy, and risk-free environment for all employees, contractors, and visitors. This online resource is meticulously designed to embody our health and safety policy, providing comprehensive guidelines, procedures, and protocols tailored to uphold the highest standards of workplace safety within the construction and building management sector.

Objective

The primary objective of this handbook is to offer an accessible, user-friendly platform that communicates our health and safety policies clearly and effectively. It aims to educate, inform, and empower our stakeholders about the importance of safety, encouraging proactive engagement in maintaining a safe working environment.

Welcome to Victoria Hall, the building that is run by The Foundry Sheffield, a charity that runs it for the benefit of the community and the people of Sheffield. We have around 1,500 people in the building every week, both people accessing services and as well as hiring out the building for events and meetings.

We have around 16 charities that call us home and a few others that say we are home from home. We have 3 halls as well as several other rooms for hire. Our users are why we do the work that we do, and we hold dearest.

The building is grade 2 listed and we need to protect that, therefore any work in the building should be agreed on beforehand and followed as closely as possible.

We kindly ask you to adhere to all the policies and procedures whilst on site and contact the building tenant you were hired by and The Foundry Sheffield management team if you have any queries or concerns.

Before you start any activities in the building, please make yourself aware of fire routes during induction to ensure safe passage out in the event of an emergency.

Victoria Hall is a building with a diverse range of users, with people of all nationalities and backgrounds accessing the building daily. We have a zero-tolerance policy to any form of discrimination. We expect all individuals to treat everyone equally, without distinction of sex, sexual orientation, age, race or of political, religious, or other opinions. Anyone who is found to be discriminating against any group will be asked to leave the site immediately.

There are no rules against playing music, although please ensure you have the applicable music licenses. Music volume should be kept to a minimum to not disturb other users of the building.

We are a smoke and vape free site, which means all smoking and vaping needs to be done away from the premises – including doorways and exit areas. Please ensure you dispose of any waste in an appropriate bin.

Please keep the areas that you are working in clean and tidy. Any tools that create or make dust will need to be managed and all areas affected will need to be fully cleaned once the works are completed. When removing rubbish from the work area, please be careful to keep any mess contained. If debris or dirt is left in any areas during the rubbish removal, this will also need to be cleaned.

Professionalism

Contractors should be professional in their demeanour, appearance, and communication. They should be respectful of the building and its occupants; swearing or anti-social behaviour is not acceptable. Please be courteous to other users when completing works in or around Victoria Hall.

This would also include:

• wearing high visibility jackets and appropriate PPE.

• Professional language and conversations.

• Keep building users safe and informed.

Safety

Contractors should prioritise safety on the job site. They should follow all safety regulations and take steps to prevent accidents or injuries.

Quality of Work

Contractors should do high-quality work that meets or exceeds industry standards. They should use quality materials and equipment and should have the necessary skills and experience to perform the work effectively.

Timeliness

Contractors should complete the work within the agreed-upon timeframe. They should communicate any delays or issues that arise and work to resolve them promptly.

Communication

Contractors should communicate clearly and effectively with The Foundry Sheffield management team, or the staff team in their absence. Where works may disrupt other users, this needs to be communicated as far in advance as possible. They should provide regular updates on the progress of the work and be responsive to any questions or concerns.

Cleanliness

Contractors must maintain a clean and organised work area. They need to dispose of waste and debris properly and minimise disruptions to the occupants of the building.

You will be issued with The Foundry Sheffield Safeguarding Policy and Health and Safety Policy. These need to be always adhered to. It is your responsibility to communicate them to your own staff and teams.

Contractors working in a building on behalf of the tenants need to be aware of fire safety regulations and procedures to ensure the safety of everyone on the premises. Here are some key things that contractors need to know about fire safety in a building:

Fire Prevention

All contractors should be aware of fire prevention measures, such as proper storage and handling of flammable materials, maintaining a clean and clutter-free work area, and ensuring that smoking is prohibited in the work area. A separate hot works policy is enforced and should always be followed.

Fire Alarms

Contractors should be aware of the location of fire alarms in the building and ensure that they are not obstructed during their work.

Emergency Exits

Contractors should be aware of the location of emergency exits in the building and ensure that they are not blocked or obstructed at any given time.

Fire Extinguishers

Contractors should be aware of the location of fire extinguishers in the building and ensure that they are easily accessible.

Electrical Safety

Contractors should be aware of the electrical system in the building and ensure that all electrical work is done safely and in accordance with local regulations.

Communication

Contractors should communicate with the tenant they have been hired by and The Foundry Management team about fire safety procedures and/or potential hazards that may arise during their work.

Contractors onsite must be aware of the importance of conducting risk assessments and ensuring the safety of the public. When carrying out work on a construction site or in any public area, there are potential hazards that can pose a risk to the safety of the public that need to be appropriately assessed before work can begin.

A risk assessment is an important tool that helps contractors to identify and evaluate potential hazards and risks associated with their work activities. By conducting a risk assessment, contractors can determine the likelihood and severity of potential accidents and risk of fire and take appropriate measures to control or eliminate them.

It is important for contractors to communicate any potential risks or hazards to the public and ensure that they understand the measures are in place to protect them. Contractors should also be vigilant and monitor the site to ensure that safety measures are being followed and that any potential risks are addressed promptly. These mitigations should also be communicated to The Foundry Sheffield management team.

Overall, contractors working in a building should prioritise fire safety and be aware of the regulations and procedures in place to prevent fires and respond quickly in case of an emergency. By following proper fire safety protocols, contractors can help ensure the safety of everyone on the premises.

As per our insurance and company policy, all hot works should be signed off by a member of The Foundry Sheffield management team prior to any works beginning.

A hot works permit must be filled out by a member of the Foundry Sheffield management team and should be agreed to and always adhered to by the contractor hired by a tenant. Once issued, any hot works should be completed within 3 hours of permission and conditions of work being granted.

Please inform us if you intend on completing any hot works whilst on site.

Hot Work Policy for contractors at Victoria Hall:

Obtain proper permits and approvals - before starting any hot work, obtain the necessary permits and approvals from The Foundry Sheffield management team and comply with all relevant fire safety regulations.

Fire Prevention Measures

Provide fire prevention measures such as fire extinguishers, fire blankets, and fire alarms within close proximity of the hot work area.

Fuel Sources

Ensure that all fuel sources, including flammable liquids and gases, are stored in safe, designated areas away from the hot work area.

Smoking

Smoking is strictly prohibited anywhere in the building or within the vicinity of the hot works if they are external.

Fire Watch

Appoint a fire watch person to monitor the hot work area for any potential fire hazards and to take appropriate action in case of an emergency.

Personal Protective Equipment (PPE)

Ensure that all workers engaged in hot work are wearing appropriate PPE, including fire-resistant clothing and eye protection.

Fire Suppression System

Ensure that the fire suppression system of the building is functioning properly and that all workers are familiar with the location of fire alarms and fire exits.

Emergency Response Plan

Develop and implement an emergency response plan for the hot work area, including evacuation procedures and procedures for calling the fire department.

Reporting Incidents

Report any incidents, fires, or near-miss incidents to The Foundry Sheffield management team and relevant authorities as soon as possible.

Compliance

Ensure that all workers are aware of and comply with the hot work policy and relevant fire safety regulations while working in the Victoria Hall.

Cleaning Products

If you have any cleaning products within the building premises whilst you are carrying out the contracted works, it is crucial to report them. These include a wide range of substances used for cleaning, from basic detergents to specialised chemicals. Proper reporting ensures that these substances are accounted for and managed in a way that minimises risks. Cleaning products should not only be reported but their storage and usage should also be monitored to prevent accidents.

Personal Items

Beyond industrial cleaning agents, personal items containing hazardous substances should also be reported. This encompasses everyday items like hairsprays, deodorants, or perfumes that might be present in someone's desk or personal workspace. Though these items might seem harmless, some aerosol sprays and similar products contain chemicals that can be harmful if not handled and stored correctly.

What You Need to Do

Identify Hazardous Substances

Conduct a thorough inventory of all substances within your area, both industrial and personal, that could potentially be harmful.

Proper Storage

Ensure that all hazardous substances, including cleaning products and personal items, are stored in designated areas. Follow safety guidelines regarding the storage of different types of substances.

Reporting

If you identify any hazardous substances, report them to the designated authority within the building management. Provide detailed information about the substances, their quantity, and where they are stored.

Training

Conduct training sessions with any of your team members to educate them about the potential hazards associated with certain substances. Make them aware of proper handling, storage, and disposal procedures.

Regular Monitoring

Implement a system for regular checks to ensure that all hazardous substances are being properly managed. This includes periodic inspections of storage areas and workspaces.

By adhering to these guidelines and taking proactive measures, you contribute significantly to the safety of everyone in the building, creating a secure environment where occupants can work without concerns about hazardous substances.

The designated responsible person will maintain a list of all hazardous substances used in the building. In tenant areas, a named responsible person will be appointed to manage risk.

Where possible, we have eliminated the use of hazardous substances. Where this is not possible, our safety arrangements are as follows: 

For all hazardous substances, which includes substances marked as ‘harmful, irritant, corrosive, toxic, very toxic, flammable, highly flammable, extremely flammable, explosive, oxidising or dangerous for the environment, data sheets or product information provided by the manufacturers are used to determine the correct method of use, protective clothing needed, method of storage, and action to take in the event of an accident, for example: 

Name of substance:  Liquid floor cleaner ‘Flash’ 

Hazard level: Low 

Storage: Must be kept in locked storeroom off vestry 

Protective clothing: Wear overalls and gloves

Accidents: If splashed in eyes wash immediately with copious amounts of water 

• Detail all substances, noting in each case the name of substance, hazard type, method of storage, protective clothing required and procedure in the event of an accident. A hazardous substance record is available upon request. 

• Examples of other hazardous substances you might have are; petrol, pesticides, insecticides and polishes. Some hazardous substances, such as asbestos, which may be found in boiler rooms, require specialist treatment, and must only be touched or removed by specialist contractors. (You must consult the local Environmental Health Officer in such circumstances.) 

• Do not mix chemicals. 

• Do not store chemicals in unmarked containers. 

Tenants are responsible for ensuring they are following all COSHH regulations and should have all relevant information readily available to the building management upon request for inspection. If a substance listed under COSHH regulations is found within a tenant space, it is imperative for the tenant to report this information to the building management. Compliance with these regulations is essential to maintain a safe environment for all occupants, and tenants play a crucial role in upholding these standards.

A visual inspection of all electrical equipment prior to usage is required and a bi-annual inspection with appropriate PAT testing. 

Ongoing visual inspection of all plugs, cables and sockets will be carried out by the Caretaking Team to ensure that there are no loose connections, worn flexes or trailing leads. Any repairs needed will be reported to the appropriate line manager for action. 

Every 24 months all our portable electrical equipment will be tested by a competent person with an appropriate    

level of electrical knowledge and experience who has the correct equipment to complete the tests. Any unsafe equipment will be safely and responsibly disposed of and taken out of use immediately.

Every five years, our fixed electrical system will be inspected and tested by a competent contractor who is a ‘Full Scope’ member of the NICEIC, ECA or NAPIT.  

Our lightning conductor system will be examined and tested on an annual basis by a competent specialist firm of lightning engineers.

It is our policy not to sell any second-hand electrical goods unless they have been inspected and tested by a suitably qualified person and a register of such equipment is maintained.

Misuse and abuse of electricity is a significant cause of fires and injury. Faulty electrical equipment can kill.

All employees and voluntary workers must observe the following:

• Visually check all electrical equipment before use. 

• Report all faults immediately to the responsible person. 

• Do not attempt to use or repair faulty equipment.

• No electrical equipment is to be brought onto the premises and used unless it has been tested by the approved person.

• Electrical equipment should be switched off and disconnected when not in use for long periods.

• Flexible cables should be positioned and protected so that they do not constitute a tripping hazard and are not subject to mechanical damage. 

Tenants and building hirers are responsible for their own safe usage and working practices while using personal equipment or equipment provided for them. The electrical circuits are not designed to take large amounts of professional equipment and as such we may ask you limit electrical use and spread the load over several circuits. We may ask for the power output of some pieces of equipment.

Tenants should be familiar with fire extinguishers and the different types and applications to effectively handle a fire emergency. Here's what they need to know:

Types of Fire Extinguishers

There are five types of fire extinguishers, classified by the type of fire they are designed to extinguish:

Class A extinguishers: for fires involving paper, wood, textiles, and other common combustibles.

Class B extinguishers: for fires involving flammable liquids, such as gasoline, oil, and solvents.

Class C extinguishers: for fires involving electrical equipment and appliances.

Class D extinguishers: for fires involving flammable metals, such as magnesium and titanium.

Class K extinguishers: for fires involving cooking oils and fats.

Proper Use of Fire Extinguishers

Tenants should only use a fire extinguisher if they have been trained in the proper use of fire extinguishers and feel able to do so. When using a fire extinguisher, they should remember to PASS:

Pull the pin on the extinguisher.

Aim the nozzle or hose at the base of the fire.

Squeeze the handle to release the extinguishing agent.

Sweep the nozzle or hose from side to side, covering the entire area of the fire.

Placement of Fire Extinguishers

Fire extinguishers should be placed in visible and easily accessible locations. They should be mounted on walls or placed on stands, and the location should be clearly marked.

Inspection and Maintenance

Fire extinguishers should be serviced annually and every 5 years for an extended fire extinguisher service to ensure that they are in good working condition. Staff should be trained to check the pressure gauge and visually inspect the extinguisher for damage or leaks.

Limitations of fire extinguishers

Tenants should understand the limitations of fire extinguishers and when it is appropriate to use them. For example, fire extinguishers are only effective on small fires and should not be used on large, spreading fires. In such cases, staff should evacuate the building immediately and call the fire department.

By understanding the different types and applications of fire extinguishers, tenants can be better prepared to handle a fire emergency and protect themselves and others from harm.

All fire extinguishers are maintained by an external contractor in line with timelines set by guidance.

Personal Evacuation Plans (PEEPs) are customised emergency plans designed for individuals with specific needs, such as mobility impairments, visual or hearing impairments, or other disabilities. These plans outline the necessary arrangements and support required for the safe evacuation of individuals during emergencies, considering their unique abilities and limitations.

Tenant Responsibilities

Assessing Individual Needs

Tenants are responsible for assessing the specific needs of their staff and guests, especially those with disabilities or mobility challenges. Identifying individuals who may require assistance during evacuation is crucial.

Creating PEEPs

Tenants should develop PEEPs for staff members and guests who require additional assistance. These plans should include detailed information on the needs of the individual, the type of assistance required, the designated assembly points, and the communication methods to be used.

Regular Review and Updates

PEEPs should be regularly reviewed and updated, especially when there are changes in occupancy, staff, or layout within the tenant's space. Ensuring the accuracy of PEEPs is vital for effective emergency response.

Staff Training

Tenants should train their staff members on how to assist individuals with disabilities during evacuations. Staff should be aware of the contents of PEEPs and understand their roles and responsibilities in supporting individuals during emergencies.

Communication with Guests

Tenants must communicate the importance of safety to their visiting guests. If guests require assistance during emergencies, tenants should encourage them to inform the tenant in advance so that appropriate PEEPs can be prepared.

Guest Responsibilities

Self-Disclosure

Guests with specific needs or disabilities should take the initiative to inform the tenant about their requirements. Providing this information allows tenants to create effective PEEPs tailored to the guest's needs.

Following Safety Instructions

Guests should follow the safety instructions provided by the tenant. This includes understanding the evacuation procedures, assembly points, and any specific instructions outlined in their PEEPs.

By fostering clear communication, proactive planning, and staff training, tenants contribute significantly to creating a safe environment for all occupants, including those with specific needs. Personal Evacuation Plans are instrumental tools in ensuring the safety and well-being of everyone within the building during emergencies.

The safety of occupants during a fire emergency is paramount. To facilitate a swift and secure evacuation, several stringent measures are in place within our premises.

Easily Accessible Exits

Every door within the building, which might be used during an emergency evacuation, is meticulously designed to be easily and immediately opened from the inside. Staff and occupants are strictly prohibited from blocking or obstructing these exits. This ensures a seamless flow of people towards safety without any hindrance. Following the one-way system at all times ensures good flow of individuals around the building and less potential hazards.

Maintaining Unobstructed Access Routes

Access routes leading to exit doors, both internal and final exits, are continuously maintained and kept unobstructed. These routes are designed to be at least 750mm wide, allowing easy passage for the expected number of individuals. Employees and building users are instructed to observe specific line markers indicating areas that must be kept clear. These measures guarantee unimpeded access for all, promoting efficient evacuation.

Clear and Safe Stairways

Stairways in the building are always kept clear and free from any potential fire risks. Any items that could contribute to the spread of fire, such as unauthorised portable heaters or combustible materials, are strictly prohibited in these areas. Additionally, individuals are advised against congregating on stairways, ensuring these vital escape routes remain open and unobstructed at all times.

Proper Use of Fire Doors

Fire doors are essential components in containing the spread of fire and are never to be wedged open under any circumstances. The integrity of these doors is maintained unless they are retained by automatic magnetic release systems or similar mechanisms, which are connected to the fire alarm system. This ensures that fire doors serve their purpose effectively, preventing the rapid spread of fire and smoke.

Familiarisation with Fire Routes

The Foundry Sheffield are committed to showing each new building user or tenant the emergency exits and routes. It is then the responsibility of the tenant or event organiser to familiarise any of their guests or users with the fire exit routes.

By adhering to these stringent protocols, we not only comply with safety regulations but also guarantee the well-being of every individual within the premises. These measures are essential to creating a secure environment where, in the event of a fire, swift and unimpeded evacuation is not just a priority but an assurance.

At The Foundry Sheffield, we prioritise the safety and well-being of all our building users, occupants, and neighbours by adhering to the Regulatory Reform (Fire Safety) Order 2005. To uphold our commitment, we implemented a comprehensive approach, including the following key initiatives:

Annual Fire Risk Assessment

We conduct a thorough assessment of fire risks within our building and adjacent structures, as well as assess potential risks to our neighbours. These assessments evaluate potential ignition sources, fuel sources, and any additional oxygen sources beyond the air. The assessment also analyses the likelihood of a fire starting and assesses its potential impact on people and property. Control measures to mitigate these risks are identified and communicated comprehensively.

This assessment, carried out annually, results in a detailed Fire Risk Assessment document and an actionable plan to address identified areas of concern.

Special Events Fire Safety Protocols

For events conducted outside our regular operating hours, a specific fire safety procedure is followed. A trained member of the team is always on site as the designated fire warden. As part of this role, they oversee the events, ensuring adherence to stringent safety protocols tailored to the unique circumstances of each occasion. It is a joint responsibility between the tenant and the organisation to make sure we are running as safely as possible.

Building Operatives’ Responsibility

Our dedicated building team are entrusted with the responsibility of fire safety when on duty. They are well-trained and equipped to manage emergencies and safeguarding the well-being of our occupants and guests. All our team members complete full fire safety training as part of their induction process and then annually refreshers.

Designated Responsible Person (RP)

In the unfortunate event of a fire within our premises, the designated Responsible Person (RP) will assume control. In their absence, a nominated representative will step in, followed by the most senior individual on-site. This hierarchical approach ensures a swift and organised response in any fire-related situation.

Knowledge Dissemination

The significant findings of our fire risk assessments are communicated to all relevant individuals. Clear instructions and training are provided to reduce these risks effectively. This proactive approach ensures that everyone within our premises is well-informed and prepared, fostering a culture of safety among our community.

This assessment serves as the foundation upon which our policies and procedures are built. Our continuous commitment to rigorous evaluations and proactive measures guarantees a safe environment for everyone associated with The Foundry Sheffield.

It is the policy of The Foundry Sheffield that all accidents, incidents, and near misses are reported to the site and recorded into the company's accident record book which is kept online on our website:

https://www.victoriahallsheffield.org/report

The main objective of accident, incident and near miss reporting and investigation is to reduce incidents and prevent future accidents. 

It will be the responsibility of The Foundry Sheffield to notify the Health & Safety Executive in respect of any accident or occurrence for which notification is required by the current Reporting of Injuries, Diseases, and Dangerous Occurrences Regulations (RIDDOR).

The following must be reported:

• Specified injuries to members of the public on our premises and taken to hospital. 

• Over 7-day injuries - where an employee or self-employed person is injured at work and away from work or unable to perform their normal work duties for more than 7 consecutive days. This must be reported to the HSE using appropriate forms within 15 days of the accident. 

• Some work-related diseases as per RIDDOR dangerous occurrence - where something happens that does not result in an injury but could have done, (Including an incident at work that has led to possible or actual exposure to COVID-19). 

• Deaths.

• Gas Safe registered gas fitters must also report dangerous gas fittings they find, and gas conveyors/suppliers must report some flammable gas incidents. 

Any accident resulting in more than minor injuries or incident which might have resulted in serious injury will be investigated by The Foundry Sheffield. Depending upon the circumstances of the accident, The Foundry Sheffield may seek the assistance of an external Health & Safety Advisor, both in the investigation and the formulation of preventative procedures to avoid repetition. 

A study of the circumstances will help to reduce or remove the causes. 

When the reports are examined, over a period of time, it can be seen whether preventative measures have been effective in reducing accidents. 

If these objectives are to be attained, investigation and reporting must be accurate, complete, and consistent. 

All accidents and incidents resulting in injury to employees and/or to any other persons, or near misses on the premises that The Foundry Sheffield employees are working on must be reported immediately to The Foundry Sheffield and be recorded in the company Accident book and reporting systems. 

Where there is more than one person injured in an accident, a separate page should be used for each person. 

All relevant questions must be answered for every accident resulting in personal injury. 

Care should be taken in completing the Accident Report Form and The Foundry Sheffield Supervisor wherever possible should ensure that the injured person reads the entry recorded on their behalf. 

Care should also be taken when stating the nature of the injury unless a medical certificate has been submitted. 

All accidents and near misses should be reported regularly to the Board of Trustees or the delegated sub-committee.

The Foundry Sheffield policy is that we will not knowingly work with asbestos-containing material products. 

Asbestos is recognised as being an extremely hazardous substance and as such must be treated with the utmost care. When working on-site, staff and contractors will assume any suspicious material is asbestos and stop working unless there is conclusive evidence to the contrary. Any suspicious material shall be reported to the site or building manager immediately. 

An Asbestos Management Survey for the premises should always be made available. Its purpose is to locate, as far as reasonably practicable, the presence and extent of any suspected Asbestos Containing Materials (ACMs) in the building which could be damaged or disturbed during normal occupancy, including foreseeable maintenance and installation, and to assess their condition prior to starting work. 

Refurbishment and demolition surveys should be made available, where refurbishment work or other work involving disturbing the fabric of the building, is carried out. 

Tenants should be aware of the risks associated with asbestos and the proper procedures for handling asbestos-containing materials (ACMs) in the workplace. Asbestos is a mineral fibre that was commonly used in building materials due to its heat-resistant properties, but exposure to asbestos can cause serious health problems, including lung cancer and mesothelioma. Here are a few key points to keep in mind:

Identification: Asbestos-containing materials may be found in a variety of building materials, including insulation, flooring, and ceiling tiles. Tenants should be aware of the potential presence of ACMs in their workplace and should report any concerns to the management team at The Foundry Sheffield.

Risk Assessment

If ACMs are identified, a risk assessment should be conducted to determine the potential for exposure. The risk assessment will consider factors such as the condition of the ACMs and the likelihood of disturbance.

Proper Handling

If ACMs are present, proper handling procedures must be followed to prevent exposure. This may include limiting access to the area, using personal protective equipment (PPE), and following proper procedures for removal or encapsulation.

Reporting

If tenants suspect the presence of ACMs or have concerns about exposure, they should report these concerns to the management team at The Foundry Sheffield immediately.

In summary, tenants should be aware of the risks associated with asbestos and the proper procedures for reporting any ACM related concerns in the building.

Anyone entering the premises for the purpose of carrying out work, other than an employee or voluntary worker of The Foundry Sheffield, will be regarded as a contractor. All contractors, including the self-employed, must abide by the following:

• Have their own Health and Safety Policy (where required by law) and be able to provide a copy of the same.

• Produce evidence that they have appropriate Public and Employers’ Liability insurance in place. A record of this evidence will be maintained. 

• Comply with all the requirements of the Health and Safety Policy and co-operate with The Foundry Sheffield’s values in providing a safe place of work and a safe system of operation. 

• Where plant and machinery are brought onto the premises by contractors, they must be able to show where necessary that the equipment has been inspected and tested to ensure its safe operation. 

If contractors use sub-contractors or persons other than their own direct employees, the contractor will remain fully responsible. 

All contractors will be given detailed instructions regarding the areas where they are permitted to work and the extent of the work they are authorised to undertake. This ‘permit to work’ will also specify any safety precautions they must undertake.

Particular care needs to be taken for ‘hot works’ and a separate Hot work permit is available from the Foundry Sheffield building team.

Staff and tenants should be aware of the risks associated with leaded glass, which is glass that has been treated with lead to create decorative or stained-glass effects. Leaded glass can pose health risks if it is damaged, deteriorated, or improperly handled. Here are a few key points to keep in mind:

Health Risks

Lead is a toxic substance that can cause serious health problems if ingested or inhaled. Exposure to lead can cause developmental and neurological problems in children, and can also cause health problems in adults.

Identification

Leaded glass may be found in a variety of building materials, including windows, doors, and decorative panels. Staff members and tenants should be aware of the potential presence of leaded glass in their workplace or living space, and should report any concerns to management.

Risk Assessment

If leaded glass is identified, a risk assessment should be conducted to determine the potential for exposure. The risk assessment will consider factors such as the condition of the glass and the likelihood of damage or deterioration.

Proper Handling

If leaded glass is present, proper handling procedures must be followed to prevent exposure. This may include limiting access to the area, using personal protective equipment (PPE), and following proper procedures for removal or encapsulation.

Reporting

Staff members and tenants who suspect the presence of leaded glass or have concerns about exposure should report these concerns to management immediately.

In summary, staff members and tenants should be aware of the risks associated with leaded glass and the proper procedures for handling it. This includes identifying potential sources of exposure, conducting a risk assessment, following proper handling procedures, receiving appropriate training, and reporting any concerns to management.

Responsibility of The Foundry Sheffield Trustees

The Trustees have overall responsibility for health and safety. They will ensure that arrangements are in place to satisfy health and safety regulations and appropriate Codes of Practice. The Foundry Sheffield will also ensure that the Health & Safety Policy is implemented.

Those persons appointed to this role and onto this committee carry the responsibility for the day-to-day implementation of the arrangements outlined in this policy:

• Be familiar with health and safety regulations as far as they concern the premises and make sure that these are being followed and enforced.

• Be familiar with the Health & Safety Policy and arrangements and ensure they are managed by staff and management.

• Ensure as far as is reasonably practicable that safe systems of work are in place.

Responsibility of the Foundry Sheffield Management Team

The Trustees have overall responsibility for health and safety. They will ensure that arrangements are in place to satisfy health and safety regulations and appropriate Codes of Practice. The Foundry Sheffield will also ensure that the health and safety policy is implemented.

Those people appointed to this role and onto this Committee carry the responsibility for the day-to-day implementation of the arrangements outlined in this policy.

The responsibility of the person(s) appointed shall be to:

• Be familiar with health and safety regulations as far as they concern the premises.

• Be familiar with the Health & Safety Policy and arrangements and ensure they are observed.

• Ensure as far as is reasonably practicable that safe systems of work are in place and followed by staff.

• Ensure that all areas of the Victoria Hall rooms and corridors are clean, tidy and free from danger.

• Ensure that safety equipment and clothing are provided and used by all personnel where this is required.

• Ensure that all plant, equipment, and tools are properly maintained and in good condition and that all operators have received the appropriate training.

• Ensure that adequate access and egress is maintained.

• Ensure adequate firefighting equipment is available and maintained.

• Ensure that, where appropriate, food hygiene regulations and procedures are observed.

Responsibility of Employees and Voluntary Workers

All employees and voluntary workers have a responsibility to co-operate in the implementation of the Health & Safety Policy and to take reasonable care of themselves and others whilst on The Foundry Sheffield business or premises.

Employees and voluntary workers must therefore:

• Each employee/contractor has a statutory duty to take reasonable care in relation to his/her own health and safety, and the health and safety of any other person who may be affected by his/her acts or omissions.

• Comply with safety rules, operating instructions and working procedures and policies.

It shall be the duty of all Employees/Contractors whilst at work:

• To take reasonable care for the health and safety of themselves and others, who may be affected by their acts or omissions at work.

• Report all accidents (however minor), injuries, near misses or other potential safety hazards as soon as possible.

• To co-operate with the employer to ensure compliance with all the company Health & Safety Policies and procedures.

• Not misuse anything provided in the interests of health and safety or be charged with its replacement of fixture.

• To refrain from intentional or reckless interference with equipment and/or systems provided in the interest of health, safety, and the environment.

• To co-operate with management when required on such things as accident prevention and all procedures regarding health, safety and the environment as set out in the Health & Safety at Work etc. Act 1974 and the Environmental Protection Act 1990 and all associated regulations and ACOPs

• To maintain good standards of housekeeping in our premises and on client premises

• To report any accident or incident including near misses (whether personal injury results) to the office

• To report any defects in equipment without delay to their immediate Supervisor and not to attempt repairs which they have not been authorised and specifically trained to undertake.

• To ensure that no potentially hazardous item, substance, or machine is brought on to site or used without the prior knowledge and authority of their immediate Supervisor.

• To use and, if applicable, wear any item of Personal Protective Equipment. It is a requirement of law that any equipment supplied for safety must be used, and when not in use it is thoroughly cleaned, stored, and maintained.

• To undergo any health, safety, environmental and operational training deemed necessary by the company and to highlight any training needs.

Responsible People

The Foundry Sheffield Board of Trustees act as the people responsible for the building and its implementation of this policy.

Staff Consultation

We have an open-door policy on health and safety. This means that staff, volunteers and building users should be able to openly talk about safer ways of working or talk about worries they have. We appreciate that different views and opinions make for a safer working environment, and we will always encourage conversation about this.

If an employee, contractor, or tenant becomes aware of any potential breaches of health and safety law, or unsafe working practices they must notify the site management to be able to reverify. If, in turn, this is not appropriately dealt with, this should then be brought to the attention of the trustees.

If an employee, contractor, or tenant feels that health and safety procedures may be improved, for example using alternative equipment, they will be encouraged to discuss any suggestions with the management.

Risks

The risks and measures taken to reduce risks to health and safety are set out in the procedure and information document that runs alongside this policy. This document is set out to be able to be used as a training and reference document that indicates the risks and how we will reduce them. This is not an excursive list and will be updated as and when needed, with new risks and how they will be dealt with. This procedure will be covered at staff meetings and training sessions.

The Foundry Sheffield will carry out a health & safety audit at regular intervals. The audit will consider the effectiveness of the welfare facilities - emergency procedures, safe methods of work etc. identified at the outset and will highlight any corrective action required. Where The Foundry Sheffield considers it necessary in order to set a desired level of health & safety, they may seek the assistance of an external Health & Safety Advisor in carrying out audits and identifying corrective actions. 

Purchase Policy 

The Health and Safety at Work Act as amended imposes duties upon The Foundry Sheffield and those providing goods and services to the company. Health & safety legislation affects purchasing decisions including the use of subcontractors or outsourced activities. This also includes the purchase of new or hired equipment, maintenance of services and goods, but is not limited to such legislation as The Supply of Machinery (Safety) Regulations as amended; The Provision and Use of Work Equipment Regulations (PUWER) and The Control of Substances Hazardous to Health Regulations. When purchasing or hiring machinery or equipment, The Foundry Sheffield will make sure it has all the relevant information and instructions on how it works, including the appropriate safety features and certifications of compliance. All suppliers of services will be competent and trained. All users of the equipment will receive suitable training before being allowed to use the equipment. All equipment must be safe, meet all relevant UK and EU supply Directives and be CE marked. It will be maintained in line with current legal requirements, and guidance or ACOP’s provided by the manufacturer or supplier. 

To reduce, as far as is reasonably practicable, the risk of slips, trips and falls, a visual inspection will be made every day as the Cleaners and Caretakers are working in the building. 

Tenants should be aware of the risks associated with slips, trips, and falls, which can cause serious injuries, including fractures, sprains, and head trauma. Here are a few key points to keep in mind:

Hazards in Common Areas

Common areas such as hallways, stairs, and car parks can be hazardous, especially in wet or icy conditions. Be aware of potential hazards such as spills, uneven surfaces, and debris, and report any hazards to the management team at The Foundry Sheffield.

Uneven Surfaces

Uneven surfaces, such as loose or damaged flooring or carpets, can be a tripping hazard. Report any damaged flooring or carpets to the management team at The Foundry Sheffield immediately.

Poor Lighting

Poor lighting can make it difficult to see potential hazards, increasing the risk of slips, trips, and falls. Report any areas with poor lighting to the management team at The Foundry Sheffield.

Footwear

Proper footwear can help prevent slips, trips, and falls. Wear shoes with good traction and avoid wearing high heels or shoes with smooth soles.

Children and Pets

Children and pets can leave toys, books, or other items on the floor, increasing the risk of trips and falls. Keep walkways clear and supervise children and pets in common areas.

In summary, tenants should be aware of potential hazards that can cause slips, trips, and falls, and take steps to prevent them. It's important to report any hazards to the management team at The Foundry Sheffield immediately and to wear proper footwear. Finally, be mindful of children and pets in common areas and keep walkways clear.

We allow the use of oil filled heaters in the building, but not electrical filament heaters. We ask that if these are for a day or two at a time to give the space a boost, please do, but if this is because the area is cold, please let us know so we can adjust the heating. If not reported, this creates a false economy of how the heating operates in the building.

Tenants should be aware of the potential risks associated with using portable heaters, including electric and gas-powered units. Here are a few key points to keep in mind:

Fire Hazards

Portable heaters can easily ignite nearby combustible materials, such as curtains, paper, or furniture, if they are placed too close to them. Make sure to keep portable heaters at least three feet away from any combustible materials and never leave them unattended.

Carbon Monoxide Poisoning

Gas-powered heaters can produce carbon monoxide, a colourless, odourless gas that can be deadly in high concentrations. Make sure to only use gas-powered heaters in well-ventilated areas and install carbon monoxide detectors in your office.

Electric Shock

Faulty wiring or damaged cords can create electrical hazards that may result in serious injuries or death. Always inspect cords for damage before use and do not use portable heaters with frayed or damaged cords.

Burns

Portable heaters can become extremely hot and can cause severe burns if touched. Make sure to keep portable heaters out of reach of children and pets.

In summary, tenants should always follow the manufacturer's instructions and safety guidelines when using portable heaters. It's also important to use common sense and exercise caution when using any type of heating equipment.

The heating in the building is over 100 years old with a lot of quirks and changes and updates over the years. This is something that we are working towards replacing, but it is a large project that will take some time.

Most of the building is on a shared system and we only have an on and off control for this - we manage the heating by making small changes and it will sometimes take a few days to notice any changes in temperature. Some of the walls in the building are 1m thick and cooling and heating these takes time, therefore we would like to thank you in advance for staying patient with us and the building if you request any temperature changes to be made.

We work on switching the heating on in the morning and letting the hot water flow around the building for the rest of the day with a short boost around midday. We are continuously working towards streamlining the process to ensure the heating is as effective and efficient as it can possibly be.

The radiator controls are often broken, therefore please contact the team at The Foundry Sheffield if you wish to adjust these. Please note that any adjustments should be made sparingly as the changes may affect other parts of the building too.

We mandate that all tenants, shops, and events held within our premises provide evidence of liability insurance coverage. This requirement is essential to ensure the protection and well-being of all parties involved.

To maintain compliance, offices and shops are obligated to renew their liability insurance annually. Additionally, for events hosted in our facility, proof of insurance is a prerequisite during the license renewal process. This rigorous adherence to insurance protocols not only safeguards the interests of the building but also offers a layer of security for businesses and individuals, fostering a safe and responsible environment for everyone within our premises.

Promoting Kitchen Safety: Strict Prohibition of Gas Appliances and Limited Kitchen Usage

To prioritise the safety of our premises and occupants, it is important to note that The Foundry Sheffield strictly prohibits the use of gas appliances in the Victoria Hall building. Additionally, portable cooking appliances are not allowed on the premises. This policy applies to all areas, including the kitchen on the lower ground floor.

Providing accessibility for all our offices is important and a legal requirement in the UK for several reasons.

Firstly, providing accessibility is important because it ensures that everyone, including people with mobility challenges, can fully access their place of work. By making offices accessible, we can create a more inclusive and welcoming environment, which can lead to a more positive experience for everyone accessing the spaces.

In addition, making spaces accessible is required by law in the UK. The Equality Act 2010 requires that reasonable adjustments to be made to ensure that spaces are accessible to everyone. Reasonable adjustments may include providing wheelchair accessibility, accessible seating, sign language interpreters, and assistive listening devices.

Failure to provide reasonable adjustments can result in legal action being taken against the responsible party. This can lead to financial penalties and damage to the organisation’s reputation.

Not only is providing accessibility important and required by law, but it is also the right thing to do. By creating an accessible environment, The Foundry Sheffield and the tenants can ensure that everyone can access offices, regardless of their abilities.

How is Victoria Hall Accessible?

The Main Hall

The Main Hall is fully accessible apart from the upper stage and gallery, there is also an accessible t

Upper Hall/ Committee Room

The Upper Hall and Committee Room are fully accessible by the main lift and a smaller platform lift, there is also an accessible toilet.

Rooms 46/49/50/51

The smaller meeting rooms are fully accessible by the main lift and a smaller platform lift, there is also an accessible toilet.

Lower Hall

The Lower Hall is fully accessible by a main lift and a ramp into the room, there is also an accessible toilet.

Waddington and Hale Suite

The Waddington and Hale Suite are fully accessible by a main lift, there is also an accessible toilet.

If a tenant or their guests damage any part of the building or equipment whilst onsite at Victoria Hall, they may be held responsible for the cost of repairing or replacing the damaged property or items. The consequences for the tenant will depend on the specific circumstances of the damage, the severity of the damage, and the terms of the rental agreement between the tenant and The Foundry Sheffield.

If the damage is accidental, the tenant may be required to pay for the cost of repairs or replacement but may not face any further consequences. However, if the damage is intentional or caused by negligence, the tenant may face legal action and be required to pay damages to The Foundry Sheffield.

In rare cases, the tenant may have their lease terminated and not be able to rent the space in the future. If the damage is severe or intentional, the tenant may also face criminal charges, fines, and other legal consequences.

To avoid these consequences, tenants should take steps to minimise the risk of damage to the property and equipment in their offices and communal areas. This may include conducting a thorough inspection of the office space prior the moving in date, providing clear guidelines to all office users on how to use the space safely, and having a plan in place for addressing any damage that does occur. Additionally, tenants need to have liability insurance to protect themselves from potential financial consequences in the event of accidental damage.

We’re a listed building that is over 120 years old, we also have a vast array of equipment that serves us all. We know that there are some areas that we need to take particular care of.

Windows

The windows in the building are 98% leaded glass, these should not be lent against, and particular care should be taken when around them.

Walls

The walls in the building are made from lime plaster and react to things easily; blue tack and tape leave residue so we ask that you attach nothing to the walls anywhere in the building.

Floors

The parquet floor is made from varying woods, while we take steps in protecting these, please do not drag anything across the floors, and safely lift items to manoeuvre them into their correct positions.

Because of the building complexity, this overarching plan fits in with plans for areas that have greater risks and or specific measures in place.

The plan instructs all personnel, tenants, and the public upon hearing the fire alarm to act in accordance with the agreed FEEP (Fire Emergency Evacuation Plan) strategy. The Foundry Sheffield always have an appointed fire warden on duty, who upon hearing the alarm, will proceed to pre-determined positions to assist any building users in leaving the building using the nearest safe route. 

Lifts should not be used due in case of a fire due to possible electrical failure unless they are part of a Personal Emergency Evacuation Plan. 

Nobody is authorised to re-enter the building except for The Foundry Sheffield appointed fire warden. Once the building is clear and deemed safe, The Foundry Sheffield will verbally tell people to re-enter the building, no other building user or tenant is able to do this.

Tenants

Each tenant should have a strategy or policy to ensure staff and users can exit the building safely and fully. For large events or events that meet certain thresholds, a separate evacuation plan should be made to ensure safety in the building. It is the responsibility of the tenant to ensure all their users are familiar with fire escape routes and procedures.

Power/Process Isolation

Gas – the gas isolation valve is in the plant room, below reception.

Electrics – the isolation for the electrics is in the plant room below reception. 

Water – the isolation of the water is in a storeroom next to the lower hall kitchen below the stairs to George Street.  

Events

In the event of an emergency evacuation of the Main Hall with more than 100 people in, the following emergency plan should be implemented:

Alert

The first step is to sound the alarm and announce the emergency to all individuals in the Main Hall. The announcement should be clear and concise and inform the individuals of the nature of the emergency and the evacuation process.

Evacuation Routes

Identify the primary evacuation routes and secondary evacuation routes to ensure that individuals can safely and quickly exit the Main Hall. The stewards should ensure that all individuals are directed towards the appropriate routes and are aware of the safest way to exit.

Steward Responsibilities

Stewards should be assigned to specific areas of the Main Hall to ensure that all individuals are evacuated safely. They should help guide individuals to the evacuation routes and provide assistance, if necessary, especially for those with mobility issues or disabilities.

Headcounts

Ensure that a headcount is taken once all individuals have been evacuated to ensure that everyone is accounted for. This should be carried out by stewards in their designated areas.

Emergency Services

Contact the emergency services and provide them with details of the emergency and the number of individuals involved in the evacuation.

Communication

Communication is key during an emergency. Keep individuals informed of what is happening and any updates on the situation. This will help to ensure that individuals remain calm and follow the evacuation process. This will be the most important between the staff member on site and the tenant.

Confirmation

Do not leave the evacuation point until you have communicated to the designated member of The Foundry Sheffield team that all the people you are responsible for are accounted for. Wait at the evacuation point until you receive further information.

Re-Entry Plan

Once you have been informed by The Foundry Sheffield that it is safe to do so, develop a re-entry plan for when the emergency is over, this should be communicated to individuals during the evacuation process.

Overall, the stewards' responsibilities during an emergency evacuation are to ensure that all individuals are evacuated safely and efficiently. They should be trained in emergency procedures and the evacuation routes and be prepared to assist individuals as necessary. Additionally, stewards should remain calm and communicate effectively with individuals to ensure a safe and orderly evacuation.

It is important to not block fire routes in any office space as doing so could create a dangerous situation in the event of an emergency. If exits and escape routes are blocked, your team members may not be able to evacuate the building safely in the event of a fire or other emergency. This can result in injuries, loss of life, and damage to property.

As the tenant of the space, it is your responsibility to ensure that fire routes are kept clear at all times during the event. Here are some important things to keep in mind.

Know the Fire Routes

Make sure you are familiar with the fire routes and exits for the building before occupying the space. This will help you to plan the layout of the office and ensure that fire routes are kept clear.

Keep Exits and Escape Routes Clear

Make sure that all exits, and escape routes are kept clear of furniture, equipment, and other obstacles. This includes corridors, stairwells, and doorways. Do not store equipment or supplies in these areas at any time.

Monitor the Space

Regular visual checks should be carried out in the space to ensure that fire routes are not being blocked. If you notice any potential hazards or obstructions, address them immediately.

Communicate with Your Team and Guests

Make sure that your team and any guests visiting the space are aware of the location of exits and escape routes. This can be done by posting signs, providing verbal announcements, or including this information in printed materials.

Work with the Venue

If you are unsure about fire regulations or need assistance with keeping fire routes clear, work with The Foundry Sheffield to ensure that you are following all regulations.

By keeping fire routes clear, tenants can help ensure the safety of their teams and prevent potentially dangerous situations in the event of an emergency.

Alcohol

The Foundry Sheffield has a strict alcohol policy. Events in the building are not allowed to serve or have alcohol on site unless this has been previously agreed as part of the letting arrangements. Alcohol is permitted under a stringent policy which ensures the safety of the diverse users of the building.

There are several potential consequences for any building user who violates this regulation by serving or having alcohol on site without permission. This may include fines, legal action, or the cancellation of the event or lease agreement. In some cases, The Foundry Sheffield may also revoke the tenant’s right to use the space in the future.

To avoid these consequences, tenants of the building should carefully review the policies and regulations related to alcohol use at the space/office leased and ensure that they are complying.

It is also important for tenants to communicate clearly with their teams about the policy regarding alcohol use in the office spaces. This can help to avoid confusion and prevent any unintentional violations of the policy.

Naked Flames

No naked flames are permitted anywhere in the building, this includes candles, matches and cigarette lighters. There are parts of the infrastructure of the building which are extremely flammable. Anyone found to be using any of the above will be asked to extinguish the flame immediately, failure to do so will result in the investigation and possibly the lease being terminated immediately.

Duct Tape

The use of duct tape within the building must be strictly avoided. Duct tape, though versatile, can cause damage to various surfaces, including walls, floors, and fixtures. Its adhesive properties, while strong, can peel off paint and finishes, leading to unsightly and potentially costly repairs. Tenants are urged to use alternative, non-damaging methods for temporary fixes or attachments.

Blu-Tack

Similarly, the use of blu-tack or similar adhesive products should be approached with caution, especially on surfaces with lime plaster. Lime plaster, being a delicate material, can be easily damaged by adhesives. Misuse of blu-tack can lead to chipping or cracking of the plaster, affecting the aesthetic and structural integrity of the walls. Tenants are advised to refrain from using blu-tack on lime plaster surfaces to prevent any harm.

Non-Rubberised Wheels

In the case of equipment or furniture with wheels, it is essential to ensure that the wheels are rubberised. Non-rubberised wheels, such as those made of hard plastic or metal, can cause scratches and dents on floors. This damage not only affects the appearance of the building but also creates tripping hazards. Tenants are encouraged to check and, if necessary, replace non-rubberised wheels to prevent floor damage and maintain a safe environment for everyone.

The Foundry Sheffield holds a general risk assessment for the building and events. This document is sent out to all events and users to keep updated on the building and its risks; however, individual users should tailor the document to their specific event and activities. Risk assessment is a term used to describe the overall process or method where you: identify hazards and risk factors that have the potential to cause harm (hazard identification), analyse and evaluate the risk associated with that hazard (risk analysis, and risk evaluation.)

Staff members also have their own risk assessments for certain tasks that are updated and used in line with method statement and training. These make up a safer way of working for staff and make clear lines of communication and responsibilities.

Tenants are responsible for creating their own risk assessment for their own workers. As part of The Foundry Sheffield’s charitable aims, we can support tenants through providing our base risk assessment, which tenants can adapt to meet their own specific risk analysis. The Foundry Sheffield are committed to safe building usage and would expect any users’ risk assessment to work in conjunction with ours, and not undermine our risk assessment. Some of the assessments you may need or want to think about:

• Lone working

• General risk assessment

• Office workers

• Fire

• Display screen assessment (separate section on this)

In summary, we ask for all building users, including tenants, to have all relevant risk assessments in place. The Foundry Sheffield will be happy to assist with this where needed.

Fobs (short for "frequency operated buttons") are electronic devices that allow access control to a building or a specific area within a building. They are often used by tenants to gain access to their own space within a building or to access common areas.

Here are some things that tenants should know about fobs and access arrangements at Victoria Hall:

How to Obtain a Fob

At Victoria Hall, the fobs are provided by the building team and all space users for the tenant will need to complete a form and read and agree to the relevant policies before they can receive a fob. The main key contact for the tenant organisation should contact the team at The Foundry Sheffield each time they have a new team member needing a fob. Similarly, the team at The Foundry Sheffield should be informed as soon as a team member leaves so the fob can be de-activated and collection arranged.

How to Use a Fob

To gain access to the building the tenants and their team members holding a fob, should hold it up to a reader, which will scan the fob and provide access.

Access Times

Tenants should be aware of the access times for the building and their own space. If access is needed outside of the access times, this needs to be requested in advance by contacting the building team at The Foundry Sheffield.

Lost or Stolen Fobs

Tenants should report the lost or stolen fob to the management team at The Foundry Sheffield immediately. They may be able to deactivate the lost fob to prevent unauthorised access and provide you with a replacement fob.

Obtaining a Replacement Fob

The building team at The Foundry Sheffield will provide you with a replacement fob if it has been lost or stolen. This will include following the regular procedure of requesting a new fob. Once you have received the replacement fob, test it to make sure that it is working properly and that you are able to access the building and your space.

Security Measures

Tenants should be aware of any security measures in place for the building, such as CCTV cameras or security personnel. They should also be familiar with any emergency procedures, such as what to do in the event of a fire or other emergency.

By understanding fobs and access arrangements, tenants can ensure that they are able to access their space within the building and that they are able to do so safely and securely.

ID badges are important in a shared building for several reasons, including safety, security, and accountability. By wearing an ID badge, individuals can be easily identified and verified, which helps to ensure that only authorised persons are allowed access to the building and its facilities.

In terms of safety, ID badges help building management and security personnel to quickly identify individuals who may pose a risk or potential threat. This could include unauthorised visitors or individuals who have previously caused disruptions or security incidents.

ID badges also play an important role in maintaining the security of the building and its tenants. By verifying the identity of visitors and guests, the team at The Foundry Sheffield can ensure that only authorised persons are allowed access to restricted areas, such as offices or storage rooms.

Furthermore, ID badges provide accountability for individuals who enter and exit the building. In the event of an incident or emergency, ID badges can be used to track the movements of individuals and identify potential witnesses or suspects.

Overall, ID badges are an important tool in maintaining the safety, security, and accountability of a shared building. They are a simple and effective way to verify the identity of individuals and ensure that only authorised persons are allowed access to the building and its facilities.

All regular building users will be issued with an ID badge that should be worn at all times whilst in the building. If you have any questions or concerns, please contact the management team at The Foundry Sheffield.

How to Obtain a Key

At Victoria Hall, the keys are provided by the building team and everyone needing a key will need to complete a form and read and agree to the relevant policies before they can receive it. The main key contact for the tenant organisation should contact the team at The Foundry Sheffield each time they have a new team member needing a key. Similarly, the team at The Foundry Sheffield should be informed as soon as a team member leaves so the key collection can be arranged without delay.

If you lose your keys to the building, you should report the loss to the management team at The Foundry Sheffield as soon as possible. They may be able to arrange for the locks to be changed or provide you with a replacement key.

Here are some steps to take if you lose your keys:

Contact the Management Team

Contact the management team at The Foundry Sheffield and let them know that you have lost your keys and ask what steps you need to take to obtain a replacement.

Change the Locks

If the management team at The Foundry Sheffield determines that it is necessary for security reasons, they may arrange for the locks to be changed. This can be a time-consuming and expensive process, but it may be necessary to ensure the security of the building.

Obtain a Replacement Key

If the locks do not need to be changed, the management team at The Foundry Sheffield may be able to provide you with a replacement key. This will include following the regular procedure of requesting a new key. Once you have received the replacement key, test it to make sure that it is working properly and that you are able to access the building and your space.

Test the Replacement Key

Once you have received the replacement key, test it to make sure that it is working properly and that you are able to access the building and your space.

By reporting the loss of your keys and obtaining a replacement, you can ensure that you are able to access the building and your space safely and securely. It is important to take steps to ensure the security of the building, which may include changing the locks if necessary.

If tenants bring bikes into a community building, they should be aware of the potential risks and take measures to prevent damage or accidents. Here are some things that tenants should keep in mind.

Damage to the Building

Bikes can cause damage to walls, floors, and other surfaces in the building. Tenants should be careful when moving their bikes around and avoid leaning them against walls or other surfaces that could be damaged.

Theft

Bikes are a common target for theft, especially if they are left unsecure in a community building. Tenants should take measures to secure their bikes, such as using a sturdy lock and keeping them in a designated storage area.

Safety Hazards

Bikes can create safety hazards, especially if they are left in walkways or other areas where they could be tripped over. Tenants should make sure to keep their bikes in designated storage areas and avoid leaving them in common areas where they could pose a hazard.

Maintenance and Cleanliness

Tenants should be responsible for maintaining the cleanliness and upkeep of their bikes, especially if they are stored in common areas. This includes keeping the bike clean, checking for any damage, and properly disposing of any trash or debris associated with the bike.

Community Rules and Regulations

Tenants should be familiar with any community rules or regulations related to bringing bikes into the building. This may include rules related to storage, maintenance, and use of bikes in common areas.

By being aware of these risks and taking measures to prevent damage and accidents, tenants can safely bring their bikes into a community building without causing disruption or harm to themselves or others.

We kindly ask our tenants not to have personal deliveries arranged to be delivered to Victoria Hall. We cannot guarantee their safety and it could also pose additional risks.

Leaving packages in a reception area can be a risk for several reasons:

Theft

Packages left in a reception area are vulnerable to theft, especially if the reception area is accessible to the public. Anyone can walk in and take a package that does not belong to them, which can result in loss of property for the intended recipient.

Damage

Depending on the size and nature of the package, it may be fragile and require special handling. Leaving it in a reception area could result in damage to the contents if it is not handled properly.

Confidentiality

Packages may contain confidential or sensitive information that should not be left in a public area. If left unattended in a reception area, it could fall into the wrong hands and lead to a data breach or other security concerns.

Legal Liability

In some cases, businesses may be held liable for any damage or loss that occurs to packages left in the reception area. This could result in financial or legal repercussions for the business.

Leaving packages in the reception area could potentially pose a terror risk if the package contains explosive or hazardous materials. Terrorists have been known to use packages as a means of delivering explosive devices or other dangerous items, which could harm individuals who are near the package when it detonates.

Additionally, terrorists may use packages as a means of delivering biological or chemical agents that could be harmful to individuals who encounter them. These agents could be released when the package is opened or handled, potentially causing widespread harm.

For these reasons, it is important to be vigilant about suspicious packages and to report any packages that appear to be suspicious or out of place. Businesses and individuals should take steps to secure their premises and ensure that packages are delivered to a secure location that is monitored and protected to reduce the risk of a terror attack.

For these reasons, it is generally recommended to deliver packages directly to the intended recipient or to a secure location that is monitored and protected.

The importance of conducting regular fire drills cannot be overstated. Fire drills are essential for testing the effectiveness of emergency evacuation plans and ensuring that all occupants of the building are well-prepared to respond swiftly and efficiently in the event of a fire. These drills serve as invaluable opportunities to assess the readiness of occupants, identify potential bottlenecks or issues in evacuation routes, and familiarise everyone with the correct procedures to follow during a fire emergency.

To uphold the integrity of these drills, they are scheduled to occur 2 to 4 times a year. It is crucial that the element of surprise is maintained to replicate a genuine emergency. Therefore, while organisational managers are informed about the drills, we kindly request that this information is not shared widely among the teams. This ensures that participants respond as authentically as possible, contributing to the overall effectiveness of the drill. However, we understand that some individuals may have preferences based on health or wellbeing concerns. In such cases, we encourage those individuals to confidentially communicate their needs to their respective line managers, who will work in tandem with our commitment to ensure everyone's safety and comfort during these essential fire drills.

To enhance the realism and effectiveness of our fire drills, we employ various strategies that simulate real-life emergency situations. Role-play scenarios are carefully designed to mimic potential fire incidents, allowing participants to make decisions and take actions as they would in an actual crisis. This immersive approach helps occupants develop the skills and confidence necessary to navigate through chaotic situations, locate alternative escape routes, and interact with emergency equipment effectively.

To further challenge participants, we occasionally introduce elements such as temporarily shutting down exits that would typically be used during daily routines. This practice encourages individuals to think on their feet, adapt to changing circumstances, and explore alternative pathways to safety. By encountering unexpected obstacles and disruptions during these drills, occupants gain a deeper understanding of the importance of staying composed and following designated procedures.

While these measures might create temporary inconveniences, they play a crucial role in preparing occupants for the unpredictability of real fire emergencies. Our goal is to ensure that individuals respond to these drills with the same urgency, focus, and decision-making that would be required in an actual life-threatening situation. Your cooperation and active participation are essential in making these fire drills a valuable learning experience that significantly contributes to the safety and wellbeing of everyone in our building.

We want to provide you with an overview of our reception procedures and how we direct visitors to your offices for meetings or services.

Our reception area is currently staffed by our volunteers to the best of our ability during regular business hours and all visitors are required to sign in and out at reception. To ensure the safety and security of everyone in the building, we ask that you and your guests comply with the following expectations.

• All tenants must sign in and out at reception with their fob or by handwriting if they do not have their fob with them.

• All tenants should then also sign out using the fob or the sign-in sheet at the reception when leaving the building, this can be done from George Street or Chapel Walk.

• Any deliveries or packages must be received and signed for at reception.

Please notify reception if you are expecting any visitors or deliveries, not that we need to know, but if we can help people and give a better service, we want to!

When you have a meeting scheduled with a visitor, we will direct them to your office upon their arrival. To ensure a smooth process, we ask that you inform your visitors of your office location and floor level in advance.

We do not act as security though, if somebody came in saying that you were expecting them, we wouldn’t normally ring up and ask.

In case your visitor needs additional assistance or directions, our reception team will be available to help them find their way.

We appreciate your cooperation in helping us maintain a safe and secure reception process. If you have any questions or concerns, please feel free to contact our building management team.

The rules regarding signage in a building will depend on the specific policies and regulations in place, which may vary depending on the type of building and its intended use. However, in general, there are some common guidelines for signage in Victoria Hall.

Allowed Signs that Should not be Changed or Obstructed

• Signs that are required by law, such as fire exit signs and safety signage.

• Signs related to the operation of the building, such as directional signs, room names and numbers, and restroom signs.

• Signs related to events taking place in the building, such as conference banners and promotional materials.

• Signs related to businesses or organisations located in the building, such as company logos or branding materials.

Prohibited Signs

• Signs that are offensive or discriminatory in nature.

• Signs that promote illegal activities or substances.

• Signs that are not related to the operation of the building, events or businesses located in the building.

• Directional signs that are confusing to other tenants or guests using the building.

In terms of attachment to the wall, signage should be attached in a manner that does not damage the wall or create a safety hazard. This may include using removable adhesives, suction cups, or hooks that do not require drilling into the wall. The use of nails, screws, or other permanent fixtures may be prohibited, as they can damage the wall and create safety hazards.

Tenants should consult with the team at The Foundry Sheffield to determine the specific guidelines for signage in the building and the appropriate methods for attaching signs to the walls.

Tenants who use a shared kitchen space should be aware of their responsibilities to keep the space tidy during and after use. Here are a few key points to keep in mind.

Clean up After Yourself

Tenants should be responsible for cleaning up after themselves in the kitchen. This includes washing dishes, wiping down countertops, and disposing of food waste in the proper manner.

Label Personal Items

If tenants bring personal items into the shared kitchen space, they should label them clearly to avoid confusion or accidental use by others.

Be Considerate of Others

Tenants should be considerate of others who may also be using the kitchen space. This includes taking turns using appliances, not monopolizing space, and being respectful of others' time and needs.

Report Issues

If there are any issues with the cleanliness or condition of the shared kitchen space, tenants should report these issues to management immediately.

Follow Posted Guidelines

If there are any posted guidelines or rules for using the shared kitchen space, tenants should follow these guidelines to ensure the space is used safely and responsibly.

In summary, tenants who use a shared kitchen space should be responsible for keeping the space tidy after use, labeling personal items, being considerate of others, reporting any issues, and following any posted guidelines. By working together, tenants can help maintain a clean and safe shared kitchen space for everyone to use.

Offices may use a variety of hazardous substances, such as cleaning chemicals, toners, adhesives, solvents, and paints. These substances can pose a risk to the health and safety of employees if not properly handled and stored. Here are some things that offices should know about hazardous substances and their storage.

Identify and Assess the Hazards

Offices should first identify the hazardous substances they use and assess the risks associated with them. This will help them determine the appropriate measures to take to control the risks.

Store Hazardous Substances Safely

Hazardous substances should be stored in a secure and well-ventilated area that is separate from other materials. Storage areas should be clearly marked with hazard warning signs and should have appropriate storage facilities such as cabinets, shelves, or containers.

Follow Proper Labelling

Hazardous substances should be clearly labelled with their name, hazard warnings, and instructions for safe use.

Provide Adequate Training

Employees should receive adequate training on how to handle and store hazardous substances safely, including how to read labels, use personal protective equipment (PPE), and respond to spills or emergencies.

Use Appropriate PPE

Employees should wear appropriate PPE when handling hazardous substances, such as gloves, safety glasses, or respirators.

Dispose of Hazardous Substances Properly

Offices should have a system in place for the safe disposal of hazardous substances, such as a hazardous waste contractor, to ensure that they are disposed of properly and in compliance with environmental regulations.

By taking these measures, offices can ensure that hazardous substances are handled and stored safely, and that the health and safety of employees are protected.