Health and Safety - Safe Use of Chemicals

Policy

The Board of Directors and the Chief Executive of the Society recognise the risks to health & safety of colleagues and others that can arise during the course of handling and using hazardous substances. In order to meet their legal responsibilities under the Control of Substances Hazardous to Health (COSHH) Regulations, and to protect the health & safety of colleagues, the following procedures have been adopted.

Procedure

For the purpose of this policy, the term “Chemicals” will include any chemical, solvent or other hazardous substance, including cleaning agents, used in the workplace. “Chemicals” can be classified as hazardous due to being toxic, corrosive, harmful, an irritant or flammable.

Approved Chemicals Lists

The current range of chemicals approved for use on the premises by colleagues has been compiled and made available on the Society Colleague Connect under COSHH.

Supporting information including assessments, material safety data sheets and other technical information relating to these chemicals is also located on the Colleague Connect page.

In some circumstances, safety data sheets for the Chemicals provided by our approved suppliers are held on the supplier’s own portal for easy access and to ensure the latest versions are always available.

Emergency Purchases

In exceptional circumstances and only where health or food safety would be impacted by the lack of a suitable cleaning agent, sites may purchase such items in local retail outlets but must ensure that the safety instructions provided on the product labelling is noted and colleagues advised accordingly.

These products are listed in the Approved Local Purchase List that can be found on Colleague Connect.

These chemicals must only be used until an approved replacement is received.

Material Safety Data Sheets (MSDS)

All chemicals in use in the Society must have a suitable safety data sheet.

Only those material safety data sheets completed by a suitably qualified person appointed by the manufacturer will be acceptable and must include the potential for the chemical to cause injury, or adversely affect health, together with the measures to reduce the risk.

COSHH Assessments

The risk to colleagues by using any chemical must be assessed prior to use by way of a completed COSHH Assessment. This will be completed by reference to the product safety data sheets by the Health & Safety Team prior to the substance being used.

No chemical can be used before the COSHH assessment has been completed and approved.

Where an assessment identifies potential significant hazards to colleagues’ health & safety, the assessment findings, together with the precautions to be taken to reduce the risk, will be communicated by managers and supervisors to the appropriate colleagues and a suitable training record kept.

New chemicals

Where chemicals are replaced; non-approved chemicals sourced; or suppliers changed, the responsibility to inform the Health & Safety Team of this change so that new assessments can be completed will lie with the Operational Management teams/ Procurement department or COOP House maintenance team making the change.

They will also ensure the product safety data sheet is located, reviewed and shared with the Health and Safety team. 

Reducing risk 

Product sourcing

Wherever possible, new and replacement chemicals sourced will be of an overall lesser risk than those substances they are replacing

Storage and use of chemicals

Chemicals must not be mixed unless the manufacturer has indicated that it is safe to do so, and all stated dilution rates and contact times must be adhered to.

Chemicals must never be kept in unmarked or unlabelled containers. If these are decanted from bulk containers to smaller containers for practical use, each container must be clearly labelled.

Storage facilities for stock and goods for sale must be compatible with the manufacturer’s instructions as they relate to temperature, storage with other products, dampness, proximity to heat source for example.

Personal Protective Equipment (PPE)

Where specific personal protective equipment is identified in the assessment or safety data sheet, sufficient quantities of the specified equipment will be made available within the site, and managers must ensure that wearing of such equipment when stipulated is mandatory. For further guidance on the use of PPE, refer to the Society’s “Health and Safety – Personal Protective Equipment” Policy.

Contract Cleaners

The Society will stipulate via the tender process that when contract cleaners are used on the premises, all chemicals brought onto the premises have been subject to a formal COSHH assessment. The assessment must be kept within the storage area allocated to the cleaners.

Contract cleaning colleagues must always follow the guidance provided in the manufacturer’s instructions when using chemicals, including correct dilution rates; storage and PPE requirements .

Contract cleaners’ storage facilities must be kept clean and tidy at all times and wherever possible locked to prevent unauthorised access.

Colleagues must not use chemicals sourced and provided by the contract cleaners.

Stock & Goods for Sale

All stock and goods for sale must remain in their packaging that will clearly show the manufacturer’s labelling with respect to the hazardous nature of the product.

If accidental spillage occurs, the manufacturer’s label must be read to determine if any precautions in handling the product (protective clothing etc.) need to be taken, and the spillage must be cleaned up immediately. In places where members of the public may be present, the spillage must not be left unattended.

Colleague Responsibilities

To minimise any risk associated with chemicals, managers should ensure that colleagues report any of the following instances immediately:

• Leaks from packages or containers.

• Accidental spillage.

• Puncture of packages and containers.

• Subdividing substances or breaking down from bulk storage.

• Accidental mixing of incompatible products during storage or handling.

Some chemicals, even though not classed as hazardous, may have a sensitising effect on certain individuals, creating adverse reactions or medical conditions such as dermatitis. Colleagues who suffer or suspect they have suffered such a reaction by using or being exposed to any chemical, must report it to their manager immediately.

 

Version Number	1	Date Created	21/08/2024	Replaces	2021