[Academic] New electronic replacement for the paper S19 forms

[Adrian Cross]

Dear Colleagues,



SHaW is pleased to announce the launch of the new electronic replacement for the paper S19 forms, which were used by departments to authorise the running of equipment or experiments out of normal working hours, which were submitted to Security Services.



The system is intended to be simple to use, and aims to assist departments in managing equipment that is running over night or over the weekend with limited or no supervision.



The S19 form is intended to be used, so that:



·         Security Services staff, when conducting their patrols, have an understanding of equipment and experiments which have been authorised to be running out of hours.

                               And

·         The person responsible for the operation of the equipment can be identified in case of an incident or emergency, due either to malfunction of the equipment or emergency situation in the area in which the equipment is housed.



The S19 should be used for equipment or experiments that are hazardous or may present a safety risk if turned off, such as:



·         Glove boxes

  *   Vacuum pumps

·         Sensitive analytical equipment



The S19 is not to be used for equipment which is intended to run continuously, such as:



·         Refrigerators

  *   Freezers

·         Incubators



However, there may be items of equipment which are intended to run continuously, but the risk assessment has identified significant risks in the event of a malfunction out of hours. For such equipment, it would be appropriate to complete an S19 form.



Departments should be aware that the S19 system is not designed as an alerting system in the event an item of equipment should fail. Departments must determine their priority (business critical) equipment and must arrange to have dedicated alerting mechanisms connected to the equipment so their staff are promptly alerted, allowing them to respond accordingly.



The SharePoint site can be accessed here – Electronic S19<https://moss.strath.ac.uk/safetyservices/s19/SitePages/Home.aspx> – and is open to be used by all departments.



A number of sessions are planned to introduce the system to departments, provide details of how the system functions and allow feedback to be given on the system in general. These sessions can be booked here<https://bookings.strath.ac.uk/Home/Course/4268> but if departments wish for a focussed session to take place for their workers only, then this can be arranged by contacting Richard Wright, University Radiation Protection Officer, who will organise this.



If you have any questions, then please get in touch with Richard Wright directly on x4673 or  richard.wright at strath.ac.uk<mailto:richard.wright at strath.ac.uk>



Yours sincerely



Rachel



Rachel Doyle PGDip CMIOSH

Head of Safety, Health and Wellbeing


Sent by A.W. Cross:- Department of Physics Safety Convener

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