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The University of Southampton
Doctoral CollegePGR Handbook

Safety and Support

Faculty Health and Safety Policy

Ensuring the health and safety of its staff, students and visitors is the first and primary goal of the University. As a new student you will have received information on Personal Safety and Health & Safety (H&S) / Fire Safety as part of your ‘Southampton Welcome’.

The University statement of Health and Safety Policy and Management System defines commitment, governance, responsibilities and management of Health and Safety.

Faculty arrangements to meet the requirements of the University H&S management system are documented in our Health and Safety Handbook available on SharePoint. The document should provide answers to most of your H&S questions and provides information on procedures and key contacts that can assist you.

Action in the event of a fire

If you notice or suspect that there is a fire, you should immediately raise the alarm by operating the nearest fire alarm call point (one will be located on the wall as you leave the building). Ensure security are alerted by dialling 3311 (internal phone) or 023 8059 3311. The fire alarm is a continuously ringing bell.

On hearing the alarm you should immediately stop what you are doing and make your way out of the building by following the green emergency exit signs to the nearest exit, shutting doors behind you as you leave. Do not stop or return to collect personal belongings. Do not use lifts unless you have a Personal Emergency Evacuation Plan (PEEP).

On leaving the building make your way to the assembly point. Details of assembly points for faculty buildings are given below. Ensure any car parks or roads are kept clear for emergency vehicles. Do not re-enter a building until you are told it is safe to do so by the Fire & Rescue Service, the senior Fire Warden or Security staff.

Fire extinguishers are provided in buildings but should only be used by those trained in their use and only if it is safe to do so.

Evacuation alarms are tested weekly. The times of these tests are detailed near main entrances to buildings. When tests take place the bell will ring for no more than a few seconds.

Staff and students with mobility impairment should have been notified to Health and Safety personnel in order for a PEEP to be developed. If this is not the case, for example, in the case of a temporary impairment due to an injury, please contact the Health and Safety team using the details below.

First Aid

In the event of an accident causing injury, the nearest first-aider should be contacted. Their details are displayed on signs in corridors. Alternatively, contact security on 3311 (internal phone) or 023 8059 3311 and they will assist. Following treatment, the incident must be reported to your line manager/supervisor and the Faculty Health and Safety team.

Incident Reporting

If you are involved in an accident or incident, spot a hazardous situation or are concerned that you are being asked to do something without the necessary information, instruction or training that would ensure your safety, please report this to your line manager/supervisor and the Faculty Health and Safety team.

Incidents can be reported online here. The circumstances can then be investigated and measures put in place to minimise future risk.

Induction and Training

As a new member of staff or PGR student you should have the following expectations with regard to Health and Safety:

  • To be made aware of local emergency arrangements and local health and safety contacts (this document and overview from line manager / supervisor) on your first day.
  • To receive a local and computer based health and safety induction. The local health and safety induction will seek to identify and/or raise awareness of significant hazards in your work and make you aware of your health and safety responsibilities and training needs where applicable.
  • That procedures, risk assessments and other written arrangements relating to your work are brought to your attention by your line manager / supervisor.

Building Access

Most University buildings are open to all from 8am-6pm Monday-Friday excluding University and public holidays. Access by ID card is available from 6am - 11pm. Buildings are to be clear by 11pm and remain so until 6am (closure period) unless you have a particular need, which must be approved by your Head of School.

Out-of-Hours Policy

The Out-of-Hours Policy covers the closure period from 11pm through to 6am the following day and applies to every day of the year, including weekends, University holidays and public holidays. You must have received approval to work during the closure period from your Head of School and this must be documented using Form 1.5 available here

Further Information

All health and safety resources are maintained on the H&S SharePoint site. The Health and Safety Handbook aims to link all resources together and should be your first point of reference.


Contact Information

A staff member’s primary contact should be their line manager or supervisor. However, the following contacts may be used if necessary, especially for general enquiries:

Faculty Health and Safety Team      
Aloma Hack Faculty Health and Safety Officer 4/3063  x23025   
Health and Safety Directorate Please contact central Health and Safety if local contacts (above) are not available 26 University Road x23277 

Security – Central Control Room (CCR)

3311 (Emergency)

023 8059 3311

22811 (Enquiries)

023 8059 2811

Estates and Facilities - (Problems with power, lighting, heating or water supply)

Estates and Facilities

Helpdesk 27474  Non urgent items should be reported using Planon Self Service (SUSSED home page > Personal Links).

Assembly Points

Building Assembly Points
B32 (Education) Plaza area at south of B32 (University Library end)
B34 (Education) Area around flag pole in front of University Library
B39 (S3RI) Car park in front of B54
B54 & B56 (Mathematics) Grassed area adjacent to Turner Sims Concert Hall
B58 (Social Science) Grassed area in front of University Health Service Building (North end of Physics building)
Building 2 Grassed area adjacent to Turner Sims Concert Hall
Building 4 Grassed area adjacent to Turner Sims Concert Hall
Other buildings Check the emergency information that is displayed on a noticeboard in teaching rooms

Map images showing the location of the above assembly points may be found in Annex 7 of the Faculty Health & Safety Handbook.

Students Undertaking Trips or Research with Increased Risks (including lone working)

All students will be required to undertake a compulsory on-line Risk Assessment Training course, details of which will be sent to you.

It is vitally important that students are familiar with the Risk assessment procedures and forms on the new Health and Safety Directorate website

Students whose studies may include any ‘lone working’ activities must complete a Risk Assessment.

Students planning any trip outside the University in connection with their research must familiarise themselves with the guidance and complete a Risk Assessment Form.

The supervisor must approve and sign this. Completed forms must be returned to the Faculty Graduate School Office.

If a student is to carry out research that is likely to involve increased risks or hazards, this must be discussed with the Supervisor in conjunction with the Faculty Health and Safety team – contact details above.

Providing that a risk assessment has been completed, research students are automatically insured by the University for travel. Please see the Insurance FAQs on the University Finance website if you are unsure what to do. Details of the cover provided are specified here.

Please ensure that you read and understand this information fully before you undertake any research trips.

Student Representation

Find out more about Postgraduate Representation through SUSU here

Enabling Services

Find our more about Enabling Services here.


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