Procedure

Ultimo aggiornamento contenuto: 08.02.2018 12:19:20

english traslation of https://www2.units.it/prevenzione/procedure/nuovi_arrivati.php official page

RECEPTION OF NEWCOMERS: SECURITY

This document is a short explanation of the security procedures to be followed by those people who are responsible for safety in the case of entering into both a new contract with the University (e.g. teaching staff, researchers, technical/administrative staff) and a collaboration contract too (e.g. lecturers, scholarship holders, grantees, trainees). This document is addressed also to those who begin working in the university laboratories, (e.g. PhD students, thesis writers, apprentices, guests, etc.). All these people, who are hereafter referred to as “newcomers”, must know and follow the succeeding security procedures, regardless of the planned duration of their stay.

Specific tasks are entrusted to:

  • the administrative offices, which are in charge of the management of the staff and those who frequently attend both the university campus, the central administration and department offices;
  • the newcomer;
  • the Prevention and Protection Service (SPP in Italian);
  • the occupational physician;
  • the manager of the organisational structure (most of the times, the dean of department);
  • any PhD Director;
  • any laboratory manager (preposto in Italian).

They need to keep track of the execution of the tasks for their own protection.

This document is to be considered a work in progress paper; it is going to be constantly updated and improved. The last version of it can be found on this web page:

http://www2.units.it/prevenzione/procedure > nuovi arrivati


Note for the newcomer

Before starting the activities which every newcomer is going to carry out in the laboratory, he/she must declare them to the university Prevention and Protection Service (Servizio Prevenzione e Protezione or SPP in Italian). The newcomer must fill in the form mentioned below, so that the SPP can consider the need to:

1)     require him/her to undergo a medical check-up and health surveillance, that is to say the assessment of his/her suitability to carry out the declared laboratory activities, as well as the possible limitation or prescriptions;

2)     train him/her on safety measures concerning the declared laboratory activities.

Warning: this process must be repeated also in the case of changes in the laboratory activities (even if those activities are described in the same contract or are part of the same course), because they could involve new risks or the access to laboratories which are different from those specified in the previous form.

Health surveillance

The newcomer must declare the planned laboratory activities filling out the specific form (hereinafter declaration form). If the newcomer does not know what kind of activities he/she is going to carry out in the laboratory, he/she can ask the manager of organisational structure or the possible laboratory manager for information. PhD students can ask the PhD director for information and then submit the declaration form to him/her for signature.

In any case the declaration form must be submitted for approval to the manager of organisational structure and the possible laboratory manager.

The newcomer must follow the instructions available on the website below to fill in the form:

http://www2.units.it/prevenzione/sorveglianzasanitaria/personale.php

Various cases are mentioned in the following webpages:

  • to fill in the online form, you should have your username and password (those that are given to students when they enrol at the University of Trieste; they are used to gain access to the university computers and have the ds domain). Before filling out the online form, some groups of people’s names (e.g. grantees, technical/administrative staff, teaching staff, etc.) must be included in the university online address book, together with the name of the department they belong to and the email address they receive once they are enrolled in this university. If they want to speed up this procedure, they can communicate the email address mentioned above to the office of this university in which they signed their contract.
  • there is also a paper form to be used to declare the newcomers’ activities, but it is reserved exclusively for:
  • guests, who did not receive either a matriculation number or a username and password. They must send the original of the countersigned form by domestic mail to Servizio Prevenzione, Protezione e Disabilità, edificio C1 di via Valerio 6/4, Trieste.
  • the IRCCS Burlo Garofolo’s staff that must send it to the Office for Health Surveillance (Ufficio della Sorveglianza Sanitaria), room 33, 2nd floor of Palazzina Ambulatori of IRCCS Burlo Garofolo or by fax to +39 040 3785348.
  • PhD students who must:
  1. ask their PhD Director to sign the filled in module;
  2. ask the dean of the main department (the administrative headquarter responsible for his/her PhD) for his/her signature;
  3. ask the professor which is supervisor (preposto) for his/her signature;
  4. send the signed module (only sheets 2 and 3) by domestic mail to Servizio Prevenzione, Protezione e Disabilità, edificio C1 di via Valerio 6/4, Trieste.

There is no need to fill in this form for these groups of people:

  • those people that work in the Ospedali Riuniti di Trieste, who must make contact with the Servizio Vigilanza Sanitaria e Prevenzione (Service for Health Surveillance and Prevention) based at the Direzione Sanitaria of the Ospedale Maggiore by dialing the telephone number +39 040/339 2212 or going there in person from Monday to Friday, from 8 am to 15 pm;
  • first year undergraduate and graduate students. The students in some Bachelor’s and Master’s Science degree programs must fill in an online health questionnaire;
  • self-employed staff.

If the declared laboratory activities involve health risks, the newcomer will be required to undergo a medical check-up by the occupational physician and will be subjected to possible examinations. If the newcomer has already received a security training and his/her safety knowledge is judged insufficient or outdated, the newcomer will be required to attend a training course. The organization of medical check-ups and training courses may take some time; in the meantime, the newcomer won’t be allowed to access laboratories or do risky activities. For this reason, the declaration form should be filled in as soon as possible.

The newcomer must inform the occupational physician of any limitation to the activities due to health problems or disabilities (officially certified or not) or possible pregnancy or puerperium. In the event that the medical check-up is not necessary due to the absence of work-related health risks, the newcomer must inform the manager of organisational structure and the possible laboratory manager of handicaps or severe limitations. In particular, the newcomer must inform the occupational physician or the laboratory manager of any allergy or medical condition requiring special attention or involving any limitation to the activities to be performed.

As regards the students enrolled in PhD courses offered jointly by two universities, the host university will carry out the health surveillance, in the event they attend the courses at the university which is not the administrative headquarter (the university in which the competition for the admission to the PhD program was held).

If there is any problem or doubt, please write an email to: sorveglianza.sanitaria@units.it

Security training

Every newcomer must receive an appropriate security training, before accessing the laboratories and starting to carry out risky activities. That is the reason why the newcomers must declare the planned laboratory activities in the specific form: the Prevention and Protection Service staff need it to evaluate the validity and suitability of the past security training and organize a possible supplementary security training course.

Those newcomers who have already completed general and specific security training courses can be exempt from attending them again by giving copies of the training certificates to the Prevention and Protection Service staff.

Those newcomers who have certificates of acquired qualifications and/or licences can give a copy of them to the manager of organisational structure and the laboratory manager (preposto); in this way, they can be exempt from attending a specific security training course they already completed and be assigned to tasks corresponding to his/her qualifications.

Those newcomers who are employed under an employment contract (e.g. technical-administrative employees, tenured lecturers) can send the copies of all the certificates of the completed security training courses, qualifications, licences etc. to the administrative offices (personnel office). They will be added to their personal file.

In the case of low-risk activities, short-term contracts or in case of urgency, the online security video course aimed at the students of the university is immediately accessible to newcomers, who can follow it also from their homes.

This e-learning course is available on the following website http://moodle2.units.it clicking on the following links: tutti i corsi >> amministrazione centrale >> servizio prevenzione e protezione >> sicurezza studenti; the newcomer must have username and password to gain access to the video course. At the end of the video course, the newcomer can print or save the certificates, which must be submitted to the manager of organisational structure or the laboratory manager (preposto).

If there is any problem or doubt, please write an email to: formazionesicurezza@units.it

Information on security

The newcomer must:

  • read the emergency plan of the building (or buildings) in which he/she is going to carry out his/her activities. It can be found on this webpage: http://www2.units.it/prevenzione/modulistica/
  • observe the evacuation floor plans, the plans showing the assembly point, know the location of fire-fighting equipment, notice the escape signs and all the information on the emergency management document on display in the buildings in which he/she is going to carry out his/her activities;
  • know which are the safe working procedures, read the safety data sheets, know the location of fire-fighting equipment, the escape signs and the information on the emergency management document on display in the laboratory in which he/she is going to carry out his/her activities;
  • read the department or laboratory safety regulation.

If the newcomer is going to work in a laboratory, he/she must also read the laboratory safety manual, which is available on the following website: http://www2.units.it/prevenzione/procedure/ > laboratorio

Administrative offices

With the signing of a new contract, the enrolment of a new PhD student, the arrival of a new guest, etc. the administrative offices give the newcomer the part of this short guide for which they are responsible or they can redirect him/her to the Prevention and Protection Service website:

http://www2units.it/prevenzione/procedure > nuovi arrivati

In the case of employees under an employment contract (e.g. technical-administrative employees, researchers and tenured lecturers), the personnel office will add all the submitted courses certifications, qualifications, licences etc. to their personal file.

Prevention and Protection Service

The university Prevention and Protection Service staff consider whether to require the newcomer to undergo the occupational physician’s medical check-up on the basis of the declaration form and schedule the medical check-ups.

Moreover, the staff consider the need for and organize both the general and specific security training, the latter one aimed at a specific area of studies (chemistry, biology, mechanics, etc.), on the basis of the activities described in the declaration form and the submitted certificates of the security training courses. Every newcomer will be informed of the scheduled classroom courses.

If the newcomer is designated as laboratory manager (preposto), part of the fire-fighting personnel, part of the personnel responsible for first aid or evacuation of people with disabilities, he/she will be trained for this specific cases. The Prevention and Protection Service staff will organize the specific training course on the basis of the submitted certificates of the security training courses.

Occupational physician

If the newcomer is going to carry out risky activities or is going to work in a work environment which involves health risks, the Prevention and Protection Service staff will require him/her to undergo the occupational physicians’ medical check-up. If necessary, the occupational physician requires the newcomer to undergo other medical examinations, which complete the medical check-up.

The occupational physician assesses the suitability of the newcomer to carry out his/her activities, indicating any limitation or prescription, which will be reported to the manager of organisational structure and the possible laboratory manager.

Manager of organizational structure

If the newcomer has any doubt on his/her activities, he/she can ask the manager of organisational structure (herein after manager) for information. In any case the manager must approve the declaration form.

The manager organises the specific security training regarding the working environment in which the newcomer is going to work, the equipment and machines that are going be used and examines the qualifications, licences and other documents which are necessary to carry out the activities; the latter are determined on the basis of the submitted certificates of security training course and qualifications.

If a guest is not trained on security and does not have a university account, the dean of department requests the computer technicians of the department to create for the guest a temporary account, with which he/she can gain access to the video course on security. The updated list of the computer technicians of the department, which are qualified to create new accounts in the ds domain can be requested writing an email to helpdesk@units.it

If the newcomer does not have a sufficient knowledge of Italian, the manager contacts the university Prevention and Protection Service staff to develop an adequate solution. At the moment, the online video course on security is available in Italian and partly in English.

The manager must organise an on-the-spot inspection of the building for the newcomers, with the aim of:

  • informing the newcomers on the main risks and the corresponding measures of prevention and protection;
  • showing them the escape routes, the safe areas, the security systems, the fire-fighting equipment and the assembly point.

The manager consider the opportunity to name the newcomer part of the fire-fighting personnel, part of the personnel responsible for first aid or evacuation of people with disabilities, also on the basis of the previous trainings. If the newcomer is responsible for a laboratory, he/she must be named laboratory manager (preposto). These positions can be formalised through the facsimile form, which is available in the section Modulistica on the Prevention and Protection Service website.

(possible) Laboratory Manager

If the newcomer has any doubt on the activities he/she is going to carry out, he/she can ask also the laboratory manager for information. In any case the laboratory manager must approve the declaration form.

The laboratory manager organises the specific security training regarding the laboratory or laboratories for which he/she is responsible, the equipment and machines that are going be used there and examines the procedures, the training and the other qualifications which are necessary to carry out the declared activities. The latter can be also determined on the basis of the submitted training certifications, qualifications and documents.

The laboratory manager must organise an on-the-spot inspection of the building for the newcomers, with the aim of:

  • informing the newcomers on the main risks and the corresponding measures of prevention and protection;
  • showing them the escape routes, the security systems, the fire-fighting equipment and explaining the emergency procedures;
  • training them on the procedures and the use of the equipment and machines in the laboratory;
  • giving them their own Personal Protective Equipment (PPE; dpi in Italian) and showing them where to find the shared PPE.

The delivery of the PPE and the information on the location of the shared PPE - together with the explanation of the kind of procedures to apply when there are not enough shared PPE - must be formalised through a delivery form, which the newcomer must sign. The laboratory manager must keep the delivery form in the event of a possible inspection.

Computer technician of the department

Every department has at least one computer technician, who is qualified to create temporary accounts for the guests.

The creation of temporary accounts in the ds domain can be requested to the dean of the department. In this way, those guests who do not have a university account can gain access to the webpage of the video course on security. Once created the account, the computer technician must write an email to moodle@units.it to ensure that the ds domain of the department has been enabled on Moodle.

[Traslation by Irene Durighetto (2017)]


Informazioni aggiornate al: 25.11.2014 alle ore 12:54