Planning and responsibilities

Supplies and clearance

From the 1 November, five day weather and 24 hour forecasts will be observed by the Soft Services representative. Although forecasts cannot be relied upon for accuracy, this will assist in planning for necessary clearance when snow or below zero temperatures are forecast.

The designated Hall Supervisor will take responsibility for ensuring that sufficient essential supplies are held at the residences (please see below), and they will undertake a stock check in advance of the onset of each winter, in early October. The designated Hall Supervisor will notify the Building Manager of any requirements for supplies. Orders for supplies will be placed by the Building Manager with the Soft Services team. Supplies will be replaced as necessary, subject to availability. Please note that orders for supplies may be subject to cancellation without notice due to diversion to Highways Agency regions if the Government deems this to be the main priority.

The Gavin Jones grounds team will be responsible for clearance of snow and ice at Princes Gardens Residences.The task of clearance will take precedence over most other activity planned for those days when snow or ice is on the ground.

Contingency arrangements

In extreme weather conditions it may not be possible to undertake clearance of snow and ice from all areas detailed in this policy as staff may be unable to get to work. If snowfall occurs during periods when designated staff are unavailable for clearance (ie. Monday-Friday 6pm-8am, on weekends and during holidays), wardens and Security will assist with clearance of priority areas where possible.

Areas to be cleared

Areas to be cleared are shown on the Princes Gardens snow clearance priority map (pdf). These areas will be prioritised and scheduled according to the number of designated staff available to carry out the task and according to the amount of resources available. Areas to be cleared will include main entrances and steps leading into all residences, ensuring sufficient cleared area to accommodate wheelchairs. Public rights of way will not be cleared (see comments under ‘Liability’ above).

Training in the correct procedures to do this safely will be given following consultation with the Health and Safety Manager.

Equipment and supplies

The Princes Gardens Residences will be equipped with:

• 1x Salt spreader
• 3 x Snow shovels
• 4 x Grit bins, (one located adjacent to Ethos, one located adjacent to Weeks Hall, one adjacent to Eastside and one adjacent to Southside)
• 1 x Pallet of rock salt
• 6 x Ice melt in tubs with scoops
• Appropriate protective clothing for staff

Method of clearance

Clearing and gritting

• Remove snow using shovel.  Brooms will not be used as they cause surfaces to become slippery and neither will hot water be applied as it can refreeze and increase the hazard.
• Apply rock salt, or equivalent, to melt any remaining traces of ice. This should be applied sparingly near to entrances as it can be corrosive to the fabric of buildings.
• If further snow falls, then pathways will be re-cleared and re-salted.

Student, staff and visitor responsibilities

Staff, students and visitors also have a responsibility to be careful themselves, for example by wearing appropriate footwear, taking care when walking in wintry conditions, keeping to cleared pathways and avoiding areas which have been indicated as particularly hazardous.