Good

Practice
Guide

MANAGING
FIRE SAFETY
CONTENTS
Continuing your professional
development (CPD) is all
about keeping on the
front foot in your career.
Developments in facilities
management come thick and
fast through technological,
legislative, environmental,
economic and political
changes so CPD is essential to
stay informed and to help you
reach your potential.
Members of BIFM can access
a wide range of knowledge
and information, such as
the Good Practice Guides,
through the member’s area of
the BIFM website. However
to help you on your way and
identify core activities look
out for BIFM’s CPD logo.
If you are not a member of
the institute then be sure you
don’t miss out! Join today at
www.bifm.org.uk/join
Introduction 2
1. Purpose of this guidance 3
2. Primary Legislation 4
2.1 Definitions 7
3. Responsibilities for compliance 9
4. Fire Risk Assessor 10
5. Evacuation of disabled people 12
6. Fire Risk Assessment 13
7. Enforcement 14
8. Summary of Responsibilities 15
9. Interaction with other legislation 17
10. Summary 19
11. The fire safety management policy 20
12. How to carry out a fire risk assessment 21
13. Fire safety training for staff 23
14. Fire Marshals 25
15. Fire Drills 26
16. Case Law 29
APPENDIX 1: Legislative Road Map 34
APPENDIX 2: Technical guidance 38
APPENDIX 3: Legal notices 40
APPENDIX 4: Generic Fire Safety Management Policy 42
APPENDIX 5: Fire Safety Checklist 46
Authors: Robert Greenfield MD of
Assured Safety and Risk Management
Limited and Michael J W Morgan MD of
Safety Action Services
Peer reviewer: Paul Szemerej, Director,
Firesafe (Fire Safety Management)
MANAGING FIRE SAFETY Consultants Limited
ISBN: 978-1-909761-20-9 © The Good Practice Guides series is
Edition: Second published by the British Institute of Facilities
Date: January 2016 Management (BIFM). The guides do not
necessarily reflect the views of BIFM nor
BIFM should such opinions be relied upon as
Number One Building statements of fact. All rights reserved.
The Causeway This publication may not be reproduced,
Bishop’s Stortford transmitted or stored in any print or
Hertfordshire CM23 2EN electronic format, including but not limited
T: +44 (0) 1279 712620 to any online service, any database or any
E: membership@bifm.org.uk part of the internet, or in any other format
www.bifm.org.uk in whole or in part in any media whatsoever,
Advertising without the prior written permission of the
T: +44 (0) 1279 712620 publisher. While all due care is taken in
writing and producing this Good Practice
Guide, BIFM does not accept any liability for
the accuracy of the contents or any opinions
expressed herein.
Managing Fire Safety GPG 1
INTRODUCTION

Fire Safety Management is of the
utmost importance within an organisation
as a majority of fires are preventable
but when they do occur then the
potential losses can result in a majority
of organisations never recovering. It is
therefore important to have an effective
fire safety management system.
Things are somewhat more straight forward
now with the Regulatory Reform (Fire
Safety) Order 2005 which came into effect
in October 2006 and replaced the seventy
or so pieces of fire safety law and also the
Fire Certificate which is now, in effect,
replaced by having a suitable and sufficient
Fire Risk Assessment for your premises.

In the past a facilities manager had This guide also takes into account the
to be aware of over seventy separate separate legislation, which applies in
pieces of legislation including the Fire Scotland and Northern Ireland.
Precautions Act 1971, the Fire Precautions
(Workplace) Regulations 1997(amended
1999) and the Management of Health
and Safety at Work Regulations 1999,
to name but a few. In addition the
facilities manager was also required to
contend with the requirements of the
fire certificate issued to the building,
which required a basic standard of fire
prevention and control and was
inevitably monitored by the local issuing
fire authority.

2 GPG Managing Fire Safety

1. P
 URPOSE OF THIS GUIDANCE
The purpose of this guide is to
summarise the fire safety legislation as well
as the fire safety legislative responsibilities
of the occupiers, employers, owners,
managers and individuals in the workplace.
It takes into account the Fire Safety
Legislation in England & Wales, Scotland and
Northern Ireland which place responsibility
on the employers, occupiers and owners of
all buildings (other than premises consisting
of or comprised in a single private dwelling),
and in particular those responsible for the
day-to-day management of the buildings.
The legislation varies, but for simplicity the
guide refers to the ‘legislation’ and, except
where indicated, it applies in England,
Wales, Scotland and Northern Ireland.
During the ‘in use’ life of a building the
prime legislative responsibility for ensuring
and maintaining a fire-safe building in
England and Wales is the ‘responsible
person’, in Scotland, the ‘duty holder’ and in
Northern Ireland, ‘the appropriate person’.
(See definitions on page 7 and 8).
The majority of fires are
preventable.
For the purposes of this guidance we have
referred to the person with this prime
legislative responsibility throughout the
document as the ‘responsible person’.
(See definitions on page 7).
You will find guidance on the fire safety
legislative processes and the legislative
responsibilities that apply throughout the
critical stages of a building’s lifecycle.
However, this guide focuses on the
legislation and responsibilities that relate to
a building in use.
Please note that the legislation that applies
in the Channel Islands (Fire Precautions
(Jersey) Law 1977) and the Isle of Man
(Fire Precautions Act 1975 & Fire Services
Act 1984.) differs slightly to that detailed
here however, much of this guidance
will provide a firm basis for use in these
dependencies.
Managing Fire Safety GPG 3
2. P
 RIMARY LEGISLATION
The primary legislation is as follows:
England & Wales – The Regulatory Reform
(Fire Safety) Order 2005 applies to all
non-domestic premises and includes the
common parts of houses and blocks of
apartments and flats, which are in
multiple-occupation.
The core duties remain the same but
different legislation applies to Scotland and
Northern Ireland as follows:
Scotland – The Fire Safety (Scotland)
Regulations 2006 made under the Fire
(Scotland) Act 2005 which came into
effect on 1st October 2006;
Northern Ireland – The Fire and Rescue
Services (Northern Ireland) Order 2006
and the Fire Safety Regulations (Northern
Ireland) 2010 which came into effect on
15th November 2010.
4 GPG Managing Fire Safety
If you are a building owner, landlord or
occupier of a building or some other
non-domestic premises then you will be
responsible under the legislation for fire
safety and will in effect be the ‘responsible
person’. In practice this duty is most likely
to form part of the remit of the facilities or
health and safety manager.
The Regulatory Reform (Fire Safety) Order
2005, Fire (Scotland) Act 2005 and
The Fire Safety (Scotland) regulations
2006 replaced most previous fire safety
legislation on 1 October 2006. Any ‘fire
certificate’ issued under previous legislation
ceased to have any effect from that date.
Similarly, risk assessments carried out prior
to this date would need to be reviewed for
suitability.
Similarly in Northern Ireland the Fire Safety
Regulations (Northern Ireland) 2010 came
into effect on 15th November 2010 and as
a result any ‘fire certificate’ issued, or fire
risk assessment completed, under previous
legislation, will cease to have effect from
the date these regulations come into
effect.
In premises owned or occupied by the
Crown (including those partly occupied
by the Crown) the enforcement of the
legislation will be the responsibility of one
of a number of Crown Bodies (depending
on the nature of the premises and the
legislation that applies). Where appropriate
facilities managers should seek to work
with the government occupiers as per the
guidance in this document.
In order to be fully compliant with current
fire safety legislation the ‘responsible
person’ is required to ensure that there is
a robust fire safety management system in
place within their building.
Definition
As explained earlier the Responsible Person
will be one of the following persons/
positions and should be formally appointed
so as to be able to understand their
responsibilities: -
> the employer
> occupiers and owners of all buildings
(other than domestic premises)
> those responsible for the day-to-day
management of the buildings
This requirement is implied within Article 8
of the Regulatory Reform (Fire Safety) Order
2005, where the responsible person must:
> take such general fire precautions
as will ensure, so far as is reasonably
practicable, the safety of any of his
employees; and
> in relation to relevant persons who
are not his employees, take such
general fire precautions as may
reasonably be required in the
circumstances of the case to ensure
that the premises are safe
A fire safety policy is key to
fire safety management
and prevention.
In order to comply with the above absolute
requirement the ‘responsible person’ should
ensure that the following are in place:
> Fire Safety Policy or Fire Strategy – to
demonstrate how the organisation will
prevent fire and manage fire safety
> Fire Risk Assessment – to demonstrate
that the organisation has identified
all of the hazards present and persons
that may be affected and has sufficient
controls in situ to reduce the fire
safety risks
> Maintenance scheme – to ensure
that assets within the building are
maintained in accordance with
statutory requirements and also as
part of the fire precautions policy of
the organisation
Managing Fire Safety GPG 5
It is important to distinguish between the In effect for the facilities manager who may
separate requirements here to ensure the well take on the role of the ‘responsible
safety of not only employees but also that person’ the quality and depth of the fire
the premises are safe for relevant persons, safety arrangements for any given premises
which demonstrates the level of control will vary drastically in accordance with the
that the ‘responsible person’ will have over very nature and activities of the premises.
employees of their organisation. However However, management should be able
this will not be the same for a non- to demonstrate that they have a policy
employee and therefore the premises must for the general running of their business,
be safe for all persons to use. that demonstrates that fire safety is an
In addition Article 11 of the Regulatory important consideration and that they
Reform (Fire Safety) Order 2005 calls for have preventative and protective measures
fire safety arrangements to be in place in place.
where the ‘responsible person’ must:
> Make and give effect to such
arrangements as are appropriate,
having regard to the size of his
undertaking and the nature of its
activities, for the effective planning,
organisation, control , monitoring
and review of the preventative and
protective measure; and
> Record the arrangements referred to
above where –
> Five or more employees are engaged
> A licence under an enactment is in
force in relation to the premises; or
> An alterations notice requiring
a record to be made of those
arrangements is in force in relation to
the premises

6 GPG Managing Fire Safety

2.1 Definitions
Definitions
ENGLAND & WALES
The Regulatory Reform (Fire Safety) Order
2005
> 
Meaning of “responsible person”
3. In this Order “responsible person” means—
(a) in relation to a workplace, the employer,
if the workplace is to any extent under his
control;
(b) in relation to any premises not falling within
paragraph (a)—
(i) the person who has control of the premises
(as occupier or otherwise) in connection with
the carrying on by him of a trade, business or
other undertaking (for profit or not); or
(ii) the owner, where the person in control
of the premises does not have control in
connection with the carrying on by that person
of a trade, business or other undertaking.
> 
Relevant Person
Throughout the legislation reference is made
to a ‘relevant person’. A relevant person is
any person (including the ‘responsible person’)
who is, or may be, lawfully on the premises;
and any person in the immediate vicinity of
the premises who is at risk from a fire on the
premises.
While this definition does not include
firefighters engaged in fire fighting it does add
a significant liability for the ‘responsible person’
beyond the normal building environment.
Definitions
SCOTLAND
Fire (Scotland) Act 2005 and the associated
Fire Safety (Scotland) Regulations 2006
> 
Duty Holder
In a workplace, this could be the employer as
well as any other person who may have control
to any extent of any part of the premises, for
example, the occupier or owner. Employees
have a duty to cooperate with employers to
ensure the safety of others from fire.
If you are the Duty Holder, you must carry out a
fire risk assessment of the premises, which must
focus on the safety of all ‘relevant persons’ in
case of fire.
Your fire risk assessment will help you identify
risks that can be removed or reduced and to
decide the nature and extent of the general fire
precautions you need to take to protect people
against the fire risks that remain. If you employ
five or more people, you must record the
significant findings of your risk assessment.
A management commitment to fire safety is
essential to assist with achieving suitable fire
safety standards in premises and to maintain a
staff culture of fire safety.
It is a management responsibility to have
both an emergency fire action plan and
arrangements to implement the plan. A written
emergency fire action plan should be kept on
the premises, be available to and known by
staff, and form the basis of the training and
instruction, which is provided to all staff. This
plan should be available for inspection by the
enforcing authority.
> 
Relevant Premises
The Fire (Scotland) Act 2005 (Relevant
Premises) Regulations 2012, which can be
found at Government Legislation website
(“the 2012 Regulations”) took effect on 29
November 2012. These regulations amend the
definition of relevant premises in section 78 of
the Fire (Scotland) Act 2005 (“the 2005 Act”). 
Managing Fire Safety GPG 7
 Definitions Definitions
NORTHERN IRELAND COMPETENCY

The Fire & Rescue Services (Northern The Regulatory Reform (Fire Safety) Order 2005
Ireland) Order 2006 and The Fire Safety defines competency as being a person who has
Regulations (Northern Ireland) 2010 sufficient training and experience or knowledge
and other qualities to enable them to carry out
> 
Appropriate Person
the task at hand.
As an appropriate person with control over
non-domestic, industrial, commercial, leisure,
educational or healthcare premises the
legislation requires you to take responsibility for Further information on competency is
ensuring that your premises reach the required included in section 4 on page 10 and 11
fire safety standard.
“Fire Risk Assessor”.
The appropriate person must take reasonable
steps to:
> Reduce the risk from fire
> Ensure people are able to escape safely if
there is a fire
Main requirements:
> Carry out a fire risk assessment for the
premises over which you have control
> Identify the fire hazards and risks associated
with the premises, materials/substances,
activities etc
> Identify the people, or groups of people at
risk and anyone who may be especially at risk
> Remove and reduce the risks as far as
reasonably possible
> Put in place general fire precautions to deal
with any remaining risks
> Implement additional preventative and
protective measures if flammable or explosive
substances are used or stored on the premises
> Develop and implement appropriate
emergency procedures in the event of fire
> If you have five or more employees, or
require a licence or registration, you must
record the significant findings of the risk
assessment and any actions you have taken to
remove/reduce the risk
> Review the risk assessment periodically or
after significant changes in the matters to
which it relates

8 GPG Managing Fire Safety

3. RESPONSIBILITIES FOR COMPLIANCE
The key focus for compliance is that
Article 9 (1) of the Regulatory Reform (Fire
Safety) Order 2005 places responsibility for
compliance with the fire safety legislation
on the ‘responsible person’ and in England
and Wales this person must make a suitable
and sufficient assessment of the risks to
which relevant persons are exposed.
In Scotland this task falls to a ‘duty holder’
and in Northern Ireland ‘the appropriate
person’ but although the title of the role is
different the core duties imposed on each
are the same. For the purposes of this
guidance we always refer to this role as the
‘responsible person’.
The emphasis here in all cases is for risk
reduction and fire prevention and hence
the need for the ‘responsible person’ who
must undertake a number of duties related
to fire safety including the following:
> Appoint a competent person to carry
out a fire risk assessment of their
premises and to identify and action
all of the findings as a result of the fire
risk assessment to ensure that so far
as is reasonably practicable, that ALL
persons on the premises or nearby can
escape safely in the event of a fire
> Inform staff or their representatives
about the risks identified
> Implement and maintain fire
preventative measures
> Maintain fire safety management
> Consider who may be particularly at
risk such as disabled persons or those
working with hazardous chemicals
> Have a fire management plan that
deals with all contingencies including
evacuation
> Provide fire safety training
> Ensure that the findings are recorded if
more than five persons are employed
> Complete regular reviews
In shared multi occupancy premises there
is likely to be more than one ‘responsible
person’ and in such cases it is important
that all occupiers coordinate their fire
safety plans.
Legislative Road Map
The two major stages in a building’s
life in terms of fire safety are Building
Construction and Building In Use and are
detailed within the Legislative Road Map
shown in Appendix 1 on pages 34 to 37.
This legislative road Map shows applicable
legislation for each of the two stages,
enforcing bodies and guidance
documents available.
Managing Fire Safety GPG 9
4. FIRE RISK ASSESSOR
Losses resulting from fire within an
organisation are invariably extremely
costly and in the case of the total loss of a
building, this can lead to the organisation
never recovering and therefore fire risk
management is becoming ever more
important.
Within a more complex or high risk
environment, a stand-alone fire risk
assessment may be ineffective, unless the
organisation takes a holistic approach
to fire risk management and embeds
this into the organisational policies and
overall management system. This ensures
that there is an effective system to close
out any actions as a result of the Fire Risk
Assessment. It is also important that fire
risk management is commensurate with
the level of risk based upon the premises
and the organisations work activities and
processes.
10 GPG Managing Fire Safety
Fire Risk management must
be commensurate with the
level of risk within your
premises.
It follows that the Fire Risk Assessor should
be competent in terms of their education,
skills, training and experience of the work
and that they should hold membership of
a professional association. It would also be
desirable for them to hold some form of
third party accreditation.
The Fire Risk Assessor should have in depth
knowledge of the following elements of fire
safety:
> Assessment of risk posed by fire
> Applicable Legislation
> Building Construction
> Suitable guidance
> Behaviour of fire in premises
> Fire effect on persons
> Behaviour of persons in a fire situation
> Means of escape
> Fire prevention and protection
> Fire Safety Management
> Protective and preventative fire safety
systems
 For further information regarding Fire
Risk Assessor competency please visit the
The Fire Risk Assessor following organisations:
should be competent in Institution of Fire Engineers (IFE)
terms of their education, – ife.org.uk
skills and experience. Fire Risk Management Competency Council
– www.fia.uk.com
Fire Sector Federation
– www.firesectorfederation.co.uk

In addition, it is essential that any The British Fire Consortium

specialist contractors appointed to carry – www.britishfireconsortium.co.uk
out any work associated with the fire risk London Fire Brigade
management process, have been evaluated – www.london-fire.gov.uk
and are competent to carry out the task
In addition the British Standards Institute
for which they are being engaged. This
(BSI) has published PAS 7: 2013 which is
could include work for example on the fire
a formal system for Fire Risk Management
alarm system, dry/wet riser, fire pumps, fire
which is designed to integrate with BS
suppression systems, sprinkler systems, fire
9999 the code of practice for the design,
pumps, fire extinguishers.
management and use of buildings and
The Fire Risk Management Competency also OHSAS 18001 the Health and Safety
Council has published guidance, for management system.
organisations and responsible persons,
on how to choose a fire risk assessor if
their own knowledge and experience is
insufficient to carry out this task. A major
trigger for enforcement notices being
issued is the lack of a suitable and sufficient
fire risk assessment being available.

Managing Fire Safety GPG 11

5. EVACUATION OF DISABLED PEOPLE

Although much thought is often

given, by the facility manager, to the
provision of enabling disabled people to Ensure attention is given
enter a building and use the facilities to the needs of disabled
within. It is common to find that far less people in the event of an
attention is given to their needs in an evacuation.
evacuation.
This is an important element of Fire Safety
to consider and one which is covered in
detail within the BIFM Inclusive Access,
Disability and the Equality Act Good
Practice Guide which may be found at the
following link:
www.bifm.org.uk/goodpracticeguides
In Northern Ireland please also refer to the
document ‘Means of Escape for Disabled
People (Supplementary Guide.)’, which
may be downloaded from the Communities
and Local Government section at the
following location:
www.nifrs.org/firesafe/guidance.php

12 GPG Managing Fire Safety

6. FIRE RISK ASSESSMENTS
The fire risk assessment process is
the primary mechanism for identifying
fire hazards – ensuring appropriate
preventative and protective measures have
been put in place, and the subsequent
maintenance and review of fire safety.
A fire risk assessment must have been
completed from the moment a premises
was occupied (even if only partly). If five or
more people are employed; if the premises
are licensed; or if an ‘alterations notice’
is in force (see Enforcement, below), the
significant findings of the assessment and
any group of persons identified as being
especially at risk, must be recorded.
The fire risk assessment must be a
‘dynamic document’, kept up to date and
always relevant to the premises and the
circumstances concerned.
The fire risk assessment will help the
‘responsible person’ identify risks that
can be removed or reduced and to
decide the nature and extent of the
general fire precautions that need to be
taken to protect people against the fire
risks that remain.
The fire risk assessment
must be a dynamic
document and always
kept up to date.
In particular, the risk assessment must
focus on the safety in case of fire of all
relevant persons. It should pay particular
attention to those at special risk, such as
the disabled and those with special needs,
and it must include consideration of any
dangerous substance, or process, liable to
be on the premises.
Even if a fire certificate was previously
issued in respect of the premises; or if a fire
risk assessment was completed under the
‘Workplace Regulations’; or the premises
were built to recent ‘Building Regulations’;
the ‘responsible person’ will still need to
ensure that a fire risk assessment, covering
all the issues specified in the legislation and
any other fire-related risks, is completed by
a competent person. See How to carry out
a fire risk assessment, pages 21 to 22.
Managing Fire Safety GPG 13
7. ENFORCEMENT
In most premises the Fire & Rescue
Authority (the fire & rescue service) will
enforce the legislation.
They will have the power to inspect the
premises to check that the ‘responsible
person’ is complying with their duties
under the legislation and they will look for
evidence that the ‘responsible person’ has
carried out a suitable fire risk assessment
and acted on the significant findings of it.
If, as is likely, the outcome is required to be
recorded they will expect to see a copy.
There are three types of notice (see
Appendix 3 for more details): (a) alterations
(b) enforcement, and (c) prohibition.
The enforcing authority will usually
serve notices on the ‘responsible
person’ (In Scotland, alteration and
enforcement notices are served on
the duty holder/’responsible person’,
but a prohibition notice is served on
the occupier) as the first stage of any
enforcement process.
14 GPG Managing Fire Safety
A. Alterations notice
If the premises are considered by the
enforcing authority to constitute a serious
risk or will if a change is made, they may
issue an alterations notice.
B. Enforcement notice
If the enforcing authority believes the
‘responsible person’ has failed to comply
with any provision of the legislation, they
may issue an enforcement notice.
C. Prohibition notice
If the enforcing authority is of the opinion
that use of premises involves or will involve, a
risk to life so serious that use of the premises
ought to be prohibited or restricted, they
may issue a prohibition notice.
Failure to comply with any duty imposed
by the legislation (if that failure places
one or more relevant persons at risk), or
to comply with any notice issued by the
enforcing authority, is an offence. The
‘responsible person’ has a right of appeal to
a magistrates’ court, sheriff court or county
court against any notice issue.
In the case of a prohibition notice the
‘responsible person’ must still comply with
the requirements of the notice until the
appeal has been heard.
In addition, where the ‘responsible person’
agrees that there is a need for improvements
to the fire precautions but disagrees with the
enforcing authority on the technical solution
(eg, the type of fire alarm system needed)
they may agree to refer this for independent
determination – the enforcing authority will
provide details of the necessary process.
8. SUMMARY OF RESPONSIBILITIES
From the information provided it is quite
possible that the facilities manager will be
determined to be a ‘responsible person’,
and quite possibly a competent person,
under the terms of the legislation.
The exact nature and extent of the
responsibilities of the ‘responsible person’
or competent person will vary. However, if
you are a ‘responsible person’ you will be
responsible for ensuring that appropriate
fire safety measures are in place. These
include the following:
> You must ensure that from the
moment a premises is occupied
(even if partly) a fire risk assessment
is completed by a competent person.
Even unoccupied premises may
require an assessment because a fire
could still have an effect on relevant
persons in the vicinity or on visiting
engineers, for example, carrying out
basic periodic wind and weather type
maintenance checks.
> If five or more people are employed, if
the premises are licensed or subject to
registration or if an alterations notice
is in force (see Enforcement, page
40), you must record the significant
findings of the assessment. You must
also record those persons considered
especially at risk.
> You must ensure that the fire risk
assessment is a dynamic document,
kept up-to-date and relevant to
the premises and circumstances
concerned and regularly monitored.
> You must provide the employees
with easy to understand, relevant
information on the risks identified by
the fire risk assessment; about the
measures taken to prevent fires; and
how they will be protected if fire
breaks out.
> You must consult the employees (or
their elected representatives) about
nominating people to carry out
particular roles in connection with
fire safety and about proposals for
improving fire precautions.
> Before employing a Young Person
(Between MSLA and 18), you must
provide a parent or guardian with
easy to understand and relevant
information on the risks to that
young person identified by the risk
assessment, the measures that have
been put in place to prevent/protect
the young person from fire; and you
must inform any other responsible
person of any risks to that young
person arising from their undertaking.
Managing Fire Safety GPG 15

Ensure co-operation with
other responsible persons
in multi-tenanted buildings
and sites.
> You must inform non-employees, such
as temporary or contract workers, of
the relevant risks to them, and provide
them with information about who are
the nominated competent persons, and
about fire safety procedures for
the premises.
> You must co-operate with other
responsible persons who also have
premises in the building, and inform
them of any significant risks, and
reduce/control those risks that might
affect the safety of their employees.
> You must provide the employer of any
person from an outside organisation
who is working in the premises (e.g.,
an agency providing temporary staff)
with easy to understand and relevant
information on the risks to those
employees and the preventive and
protective measures taken. They must
also provide those employees with
appropriate instructions and relevant
information about the risks to them.
> If you are not the employer but have
any control of premises which contain
more than one workplace, you must
ensure that the requirements of the Fire
Safety Order are complied with in those
parts over which you have control.
16 GPG Managing Fire Safety
> You must consider the presence of any
dangerous substances and the risk this
presents to relevant persons from fire.
> You must establish a suitable means
of contacting the emergency services
and provide them with any relevant
information about dangerous
substances.
> Appropriate means of escape should
be provided.
> Where necessary you must provide the
premises with appropriate means of
warning and fire fighting equipment.
> You must provide appropriate
information, instruction and
training, during working hours to the
employees, about the fire precautions
in the workplace, when (a) they start
working in the workplace, and (b) from
time to time throughout the period
they work in the workplace.
> Where necessary you must
ensure that the premises and any
equipment provided in connection
with firefighting, fire detection and
warning, or emergency routes and
exits, are covered by a suitable system
of maintenance and are maintained in
an efficient state, in efficient working
order and in good repair.
> Employees must co-operate with you
to ensure the workplace is safe from
fire and its effects, and must not do
anything that knowingly will place
themselves or other people at risk.
9. INTERACTION WITH OTHER LEGISLATION
Building Regulation approval
Normally, those involved in designing
and approving buildings under Building
Regulations can reasonably anticipate
the majority of physical and management
fire safety issues that will affect a building
in use.
However, the legislation is intended to
reflect the risk(s) presented by the building
in use. They therefore need to be dynamic,
not constrained by any assumptions or
previous approvals (especially where
buildings have been built on a speculative
basis), and take into account a range of
physical and non-physical factors.
The legislation covering building design
and construction, and the fire safety of
buildings in use, are independent of
one another.
The legislation covering
building design and
construction and the fire
safety of buildings in use are
independent of one another.
Another factor to take into account is that
neither element of legislation has primacy
over the other, and that there are two
interactions with other legislation with
different enforcement bodies for the two
elements of legislation. It is therefore
important to recognise that approval under
the Building Regulation process, for either
new or materially altered buildings, does
not necessarily result in approval under the
fire legislation.
To help those responsible for designing,
approving or managing the development
of new or altered buildings, (Department
of Communities and Local Government
(DCLG) has published a document: Building
Regulations and Fire Safety Procedural
Guidance (ISBN 978-1-85946-290-4). It
explains the steps involved in approving the
fire safety aspects of building work and the
interaction between building regulation
requirements and other statutory fire safety
requirements in England and Wales.
The Scottish Building Standards Agency
has published a procedural handbook
that contains similar guidance for the
legislative regimes in Scotland, while a
similar guidance document is proposed for
Northern Ireland.
Managing Fire Safety GPG 17
If the advice is followed it should help Additional Responsibilities
ensure (as far as is possible) there is no The legislation also requires that where
need for extra building work before the dangerous substances are in or on premises
building can be occupied. Employers, in certain circumstances the responsible
owners and occupiers (‘responsible person must ensure that information on
person’) will benefit as the processes emergency arrangements is made
involved will help generate the basis of available to relevant accident and
their fire safety management procedures emergency services so they can prepare
and fire risk assessments. their own response procedures and
Those individuals who, as responsible precautionary measures.
persons or competent persons, have a This is matched by a requirement of the
responsibility for managing or monitoring Management of Health and Safety at
the fire safety during the building in use Work Regulations 1999, which requires
or during alteration must establish and the employer (‘responsible person’) to
maintain good relationships with the ensure that any necessary contacts with
enforcement bodies. external services are arranged, particularly
Licensing regarding first aid, emergency medical care
and rescue work.
The legislation that covers the licensing of
premises, and the Fire Safety (Regulatory
Reform) Order 2005, and Fire (Scotland)
Act 2005 & The Fire Safety (Scotland)
Regulations 2006, and the Fire Safety
Regulations (Northern Ireland) 2010, are
totally independent, standalone elements
of legislation. It is therefore important to
recognise that approval under the licensing
legislation does not result in approval for all
fire safety matters under the fire legislation.
While fire safety conditions should not be
set within the licence it is likely that the
Licensing Authority will require assurance
from the Fire and Rescue Service that
fire precautions for the premises are
satisfactory before granting a licence.
Fire Authorities will use the specific fire
legislation as their main tool, rather than
the licensing act for ensuring that the fire
precautions are satisfactory.

18 GPG Managing Fire Safety

10. SUMMARY
The Regulatory Reform (Fire Safety)
Order 2005 and the Fire (Scotland)
Act 2005, The Fire Safety (Scotland)
Regulations 2006 and The Fire Safety
Regulations (Northern Ireland) 2010 have
placed the responsibility for providing and
maintaining a fire-safe environment for all
relevant persons on the ‘responsible person’
(England & Wales), Duty Holder (Scotland)
and the Appropriate Person (Northern
Ireland) referred to in this guidance as the
‘Responsible Person’.
The legislation provides a
wide-ranging definition of
the ‘responsible person’
and clearly states that
there can be more than one
in any premises which is
shared, for example, a
multi-occupancy building.
The legislation provides a wide-ranging
definition of the ‘responsible person’
and clearly states that there can be
more than one in any premises which is
shared, for example, a multi occupancy
building. The legislation requires that a
fire-risk assessment must be completed,
that the assessment and any associated
fire precautions are routinely reviewed
and revised where necessary and that
any systems, equipment and training are
provided and maintained by a
competent person.
The legislation also places a number of
general duties on the ‘responsible person’.
The enforcement of the legislation is
the responsibility of the Fire and Rescue
Service, which has powers to enter
premises and to ask for access to risk
assessments and other relevant records.
The Fire and Rescue Service also has powers
to issue notices: requiring the ‘responsible
person’ to notify them of any proposed
changes to a building, or its use; notifying
the ‘responsible person’ of any deficiencies
in the fire safety provisions and requiring
the deficiencies to be corrected; and
restricting or prohibiting the use of part or
all of a building.
Managing Fire Safety GPG 19
11. THE FIRE SAFETY MANAGEMENT POLICY
It is essential to have a detailed and
robust Fire Safety Management Policy within
your organisation if fire safety matters are
to be effectively addressed. This includes
taking preventative measures thus ensuring
that fires are unlikely to occur, and that if
they do they are likely to be controlled or
contained quickly, effectively and safely,
and that, if a fire does occur, and grows,
everyone in the premises is able to escape
to a place of total safety easily and quickly.
In all premises this is often achieved by
maintaining and planning fire safety in
conjunction with general health and safety.
It is good practice for senior management
to have overall responsibility for fire safety
and it should be recognised that fire safety
operates at all levels within an organisation.
It is essential that all staff are aware of
their roles and responsibilities in fire safety,
to ensure that they have the training and
are aware how to prevent fires, recognise
hazards and are fully conversant on what to
do in an emergency.
20 GPG Managing Fire Safety
Those responsible should be able to develop,
where necessary, a local action plan for their
premises which takes into account the type
and complexity of the building, the people
working within or nearby, the activities being
undertaken and any specific hazards within
the building such as hazardous processes or
chemicals.
An organisation’s fire safety management
policy should be a dynamic document,
flexible enough to allow modification to take
into account local operating modifications
and should be the subject of regular
monitoring and review.
The organisation’s fire safety management
policy should be communicated to all
relevant persons within a building and where
a risk assessment needs to be recorded
(when 5 or more persons employed, or if the
premises are licensed or an alterations notice
requiring it is in force) and should identify:
> who will hold the responsibility for fire
safety at board level;
> who will be the ‘responsible person’ for
each of their premises (this will be the
person with overall control – usually the
manager);
> the arrangement whereby those
responsible for fire safety will, where
necessary, nominate in writing specific
people to carry out particular tasks if
there is a fire;
> the arrangements to monitor and
check that individuals responsible for
fire safety are meeting fire safety law.
requirements.
A Generic Fire Safety Management Policy may
be found at Appendix 4, pages 42 to 45.
12. HOW TO CARRY OUT A FIRE RISK
ASSESSMENT
First, understand the nature of the risk
to be managed. To carry out a fire risk
assessment, an organised and methodical
look at the premises, the activities carried
out there and an assessment of the
likelihood that a fire could start and cause
harm to those in and around the premises.
Therefore, the primary aim should always
be to remove hazards and where they
cannot be removed, then to reduce
them as much as possible and implement
additional control measures.
The aims of the fire risk assessment are to:
> identify the fire hazards;
> reduce the risk of those hazards
causing harm, to as low as reasonably
practicable; and
> decide what physical fire precautions
and management arrangements are
necessary to ensure the safety of
relevant people in, or in the vicinity of
your premises if a fire does start.
While a fire risk assessment
will share a common
approach to many other
risk assessments, it is worth
noting that fire is a dynamic
process that can very
quickly have an effect on
many people.
If the organisation employs five or more
people, or if the premises are licensed
or an alterations notice requiring it is in
force, then the significant findings of the
fire risk assessment and those identified as
especially at risk must be recorded.
A fire risk assessment will help determine
the chances of a fire starting and the
dangers from fire that the premises present
for the people who use them and any
person in the immediate vicinity.
Much of the information for the fire risk
assessment will come from the knowledge
that persons in control and/or employees
and their representatives have of the
premises, as well as the knowledge of those
who have responsibility for various parts of
the building.
While a fire risk assessment will share a
common approach to many other risk
assessments, it is worth noting that fire is a
dynamic process that can very quickly have
an effect on many people.
Managing Fire Safety GPG 21
 Consultation and cooperation between
occupiers is not only advisable but a
Consultation and legislative requirement in multi-occupied
co-operation between buildings.
occupiers is not only The fire risk assessment should demonstrate
advisable but a legislative that, as far as is reasonable, it has taken into
account the needs of all relevant persons,
requirement in
including disabled people.
multi-occupied buildings.
It is essential that the fire risk assessment
is maintained and reviewed on a regular
basis.
Appoint one or more competent persons
to carry out the preventive and protective
measures, identified by the risk assessment.
These persons could be appropriately
trained employees or a third party with a
good understanding of the dynamic nature
of fire growth and development.
The assessment must be undertaken in a
practical and systematic way. It must take
all the premises into account, including
outdoor locations and any rooms and areas
that are rarely used. If the premises are
small it may be possible to assess them as a
whole. In some premises, it may be helpful
to divide them into a series of assessment
areas using natural boundaries, e.g.,
production areas, lecture theatres, offices,
laboratories and stores, as well as corridors,
stairways and external routes. However,
each risk cannot be treated in isolation.
Irrespective of the number of persons
employed, or relating to the premises, if
it forms part of a building with different
occupancies, then the measures provided
by other occupiers may have a direct effect
on the adequacy of the fire safety measures
in all of the premises in the building.

22 GPG Managing Fire Safety

13. FIRE SAFETY TRAINING FOR STAFF
All staff should receive basic fire safety
induction training. They should also
attend refresher sessions at predetermined
intervals, and be told about the emergency
plan and shown the escape routes.
The training should take account of the
findings of the fire risk assessment and be
easily understood by all those attending. It
should include the role that those members
of staff will be expected to play if a fire
occurs. This may vary in large premises,
with some staff being fire marshals
or having a particular role that needs
additional training.
Training is necessary:
> when staff start employment or are
transferred into the premises;
> when changes have been made to the
emergency plan and the preventative
and protective measures;
> where working practices and
processes or people’s responsibilities
change;
> to take account of any changed risks
to the safety of staff or other relevant
persons;
> to ensure that staff know what they
have to do to safeguard themselves
and others on the premises;
> where staff are expected to assist
disabled persons; and
> if a member of staff takes on the role
of duty manager.
Managing Fire Safety GPG 23
 Training should be repeated as often as
necessary and should take place in working
All staff should receive hours. Whatever training is necessary
basic fire safety induction to support the fire safety strategy and
emergency plan, it should be verifiable, as
training.
enforcing authorities may want to examine
records to ensure adequate training has
been given.
It is essential that detailed records are
maintained for all training provided by
obtaining signatures of all staff members
present. Remember if it hasn’t been
As a minimum all staff should receive
recorded then it didn’t happen.
training about:
> the items listed in the emergency
plan;
> the importance of fire doors and other
basic fire prevention measures;
> the appropriate use of firefighting
equipment where relevant;
> the importance of reporting to the
assembly area;
> exit routes and the operation of exit
devices, including physically walking
these routes;
> general matters such as permitted
smoking areas or restrictions on
cooking other than in designated
areas; and
> assisting disabled persons where
necessary.

24 GPG Managing Fire Safety

14. FIRE MARSHALS
Staff expected to undertake the role
of fire marshals (or fire wardens) would
require more comprehensive training. Their
role may include:
> helping those on the premises to
leave;
> checking the premises to ensure
everyone has left;
> using firefighting equipment if safe to
do so;
> liaising with the fire and rescue service escaping and any special evacuation
on arrival;
> shutting down vital or dangerous
equipment; and
> performing a supervisory/
management role in any fire situation.
Training for this role may include:
> detailed knowledge of the fire safety
strategy of the premises;
> awareness of human behaviour in fires;
> how to encourage others to use the
most appropriate escape route;
> how to search safely and recognise
areas that are unsafe to enter;
> the difficulties that some people,
particularly if disabled, may have in
arrangements that have been pre-
planned;
> additional training in the use of
firefighting equipment;
> an understanding of the purpose of
any fixed firefighting equipment such
as sprinklers or gas flooding systems;
and
> reporting of faults, incidents and near
misses.
Managing Fire Safety GPG 25
15. FIRE DRILLS
Once the emergency plan has been
developed and training given, you must
evaluate its effectiveness. The best way to
do this is to carry out a fire drill. This should
be done at least every 6 months or as
determined by the fire risk assessment, but
more often if there is a high staff turnover.
A well-planned and executed fire drill will
confirm understanding of the training
and provide helpful information for future
training. The ‘responsible person’ should
determine the possible objectives of the
drill e.g. to:
> identify any weaknesses in the
evacuation strategy
> test the procedure following any
recent alteration or changes to
working practices
> familiarise new members of staff with
procedures
> test any necessary arrangements for
disabled people
26 GPG Managing Fire Safety
A well planned and
executed fire drill will
confirm understanding of
the training and provide
helpful information for
future training.
Within each building the evacuation should
be for all occupants except those who
may need to ensure the security of the
premises, or people who, on a risk-assessed
basis, are required to remain with particular
equipment or processes that cannot be
closed down.
Premises that consist of several buildings
on the same site should be dealt with one
building at a time over an appropriate
period unless the emergency procedure
dictates otherwise.
Where appropriate, it may be helpful to
include members of the public in the fire
drill. Ensure that all necessary health and
safety issues are addressed before doing so.
Carrying Out the Drill
For premises that have more than one
escape route, the escape plan should be
designed to evacuate all people on the
assumption that one exit or stairway is
unavailable because of the fire. You can
simulate this by placing a designated
person at a suitable point on an exit route.
Applying this scenario to different escape
routes at each fire drill will encourage
individuals to use alternative escape routes
they may not normally use.
When carrying out the drill you might find
it helpful to:
> circulate details concerning the drill
and inform all staff of their duty to
participate (‘surprise drills’ may not be
beneficial as the health and safety risks
may outweigh the benefits)
> ensure that equipment can be left
safely
> nominate observers
> inform the alarm receiving centre if
the fire-warning system is monitored
(if fire and rescue is usually called from
your premises, make sure this does not
happen)
> inform visitors and members of the
public, if present
> ask a random member of staff to set
off the alarm using the test key (this
will also indicate their knowledge of
the nearest call point).
Roll Call and Evacuation
Where possible, a roll call should be
carried out as soon as possible at the
designated assembly point(s), and/or
reports received from wardens designated
to ‘sweep’ the premises, and any people
who are ‘unaccounted for’ noted. In a real
evacuation this information will need to be
passed to the fire and rescue service upon
arrival.
Ideally a record of who is in a building
should be kept, but the reality is that the
ability to keep a record of who is in a
building will vary according to the nature
and use of the premises.
Once the roll call is satisfactorily
completed, or satisfactory reports from
fire wardens and others with special
responsibilities have been received, people
should be allowed to return to the building.
Where the evacuation has been activated
by a real emergency, then no one may
re-enter the premises until the Emergency
Services have given their authority. If
the fire-warning system is monitored the
alarm receiving centre should be informed
that the drill has been completed. The
outcomes should be recorded.
Note: It is not up to the fire brigade to
actually reset the alarm panel. This is the
responsibility of the local FM, security
officer, fire safety manager, fire warden,
manager etc.
Managing Fire Safety GPG 27
 On-the-spot debriefs are useful to discuss
the fire drill, encouraging feedback
On-the-spot debriefs are from everybody. Later, reports from fire
useful to discuss the fire wardens and observations from people
should be collated and reviewed by the
drill, encouraging feedback
‘responsible person’. Any conclusions and
from everybody. remedial actions should be recorded and
implemented.
The fire risk assessment will help ensure
that appropriate safety procedures, fire
prevention measures and fire precautions
(plans, systems and equipment) are all in
Monitoring and Debrief place and working properly.
Throughout the drill the ‘responsible It is essential that there is an effective
person’ and any nominated observers communications system between the Fire
should pay particular attention to: Wardens and the ‘Responsible Person’ for
> communication difficulties with regard effective fire safety management.
to the roll call and establishing that
everyone is accounted for
> the use of the nearest available
escape routes as opposed to common
circulation routes
> difficulties opening final exit doors
> difficulties experienced by people with
disabilities
> the roles of specified people e.g. fire
marshals
> inappropriate actions, e.g. stopping to
collect personal items, attempting to
use lifts
> windows and doors not being closed
as people leave.

28 GPG Managing Fire Safety

16. CASE LAW
Manchester Hospital breached fire safety rules
November 2014
A Manchester hospital has been ordered
by the fire service to tackle fire safety
breaches in its operating theatres. An
enforcement notice has been issued by
Greater Manchester Fire and Rescue
Service on a local Hospital. A routine check
discovered various safety breaches and the
fire service order says action must be taken
to avoid prosecution.
Areas of concern that did not comply with the
requirements of The Regulatory Reform (Fire
Safety) Order 2005 included:
> Fire doors wedged open
> Storeroom doors left insecure
> Combustible items stored in escape routes
> The Trust’s own fire safety policy not being
followed
> Failure to maintain emergency routes and
exits
> Fire safety risk assessment not suitable and
sufficient
> Damaged and poorly maintained fire doors
> Limited evidence of fire drills taking place
Managing Fire Safety GPG 29
 Leicestershire landlord jailed for ignoring fire safety regulations
October 2014
A landlord who put his tenants’ lives at risks
by ignoring fire safety regulations has been
jailed for eight months.
The landlord’s two adjoining properties in the
Highfields area of Leicester, caught fire in the
early hours of 8th May 2013.
Firefighters had to rescue three residents from
the smoke-logged three-storey building, where
no proper fire safety measures were in place.
The landlord had ignored safety warnings and
advice given a year before the blaze.
He pleaded guilty to seven offences under the
Regulatory Reform (Fire Safety) Order 2005
during an earlier hearing at Leicester Crown
Court.
Fire Safety breaches included no fire risk
assessment, no evacuation strategy and the fire
alarm wasn’t working. In addition, there
30 GPG Managing Fire Safety
were no working smoke alarms or emergency
lights, blocked fire exits, combustible obstacles
such as furniture in corridors, fire doors were
either missing, left open or jammed and a fire
extinguisher in the hall had not been inspected
for 25 years.
The court was told Patel was fined £38,000
by magistrates earlier this year following a
separate city council prosecution, for failing to
have the necessary licences to run his business
at Evington Street and Gopsall Street.
After the hearing, Leicestershire Fire and Rescue
Service head of community safety said the case
showed a “shocking lack of regard” for the
residents.
He added: “This sentence sends a very strong
message to the owners and managers of similar
premises regarding their legal responsibilities,
and the likely result of ignoring them.”
 Another Care Home Fined £170k for Fire Safety Breaches

September 2014 The investigation found that although the

general fire risk assessment for the home
One of the country’s biggest care home
identified smoking as a risk, further assessment
providers has today been ordered to pay
specifically in respect of the woman had not
£170,622 for contravening fire safety laws
been carried out as required by Anchor Trust’s
following a fire in which a woman died.
own policies. As a result measures to reduce the
Anchor Trust which runs Rose Court on Lower risk had not been properly considered or put
Road in Bermondsey, pleaded guilty to two into place.
offences under the Regulatory Reform (Fire
During 2013/14 there were 527 fires
Safety) Order 2005 at Woolwich Crown Court.
in London’s care homes and sheltered
This case comes soon after the conviction of
accommodation, with two people dying and 34
another care home provider in Croydon, in May
people being injured.
2014.
*Source: London Fire Brigade
The lady in question, who suffered from
dementia, died following a fire in her room
at the home for elderly people on 26 March
2010. Investigators determined that the fire
was caused by her nightwear coming into
contact with a naked flame.

Managing Fire Safety GPG 31

 D.M. Care Ltd, Blackpool

March 2013 Investigations both at the time of the inspection

and during interview under caution, show that
The Prosecution relates to Ambassador
fire safety at this property had been neglected
Care Home, 670-672 Lytham Road,
and had deteriorated to a seriously poor
Backpool. These premises consist of a
standard. This resulted in very serious breaches
detached property with ground and first
of the Fire Safety Order which meant that the
floors and the owner of these premises is
safety of residents and staff within the premises
D. M. Care Ltd.
had been compromised.
On the 6th January 2012, Lancashire Fire and
As a result of the investigations, Fire Officers
Rescue Service attended an incident which
spent considerable time inspecting the
consisted of a fire on the ground floor outside
premises, preparing statements and taking
bedroom 10. The incident resulted in several
photographs in relation to the case brought
people being evacuated from the building
against the Defendant.
including staff and residents.
Outcome
During the course of the investigation
photographs were taken as evidence of On the 19th March 2013 Lancashire Fire and
breaches of Fire Safety Legislation and they Rescue Service successfully prosecuted D.M.
show the following:- Care Limited, the owner of the Ambassador
Care Home in Blackpool, for seven breaches of
> Blocked exit routes.
the Regulatory Reform (Fire Safety) Order 2005.
> Combustibles on the main staircase. The case was heard at Fleetwood Magistrates
Court using a comprehensive evidence file
> Combustible materials on top of cupboards
prepared by Fire Safety Enforcement staff from
in a protected corridor.
Western Area.
> Fire doors, including the kitchen door,
The defendant pleaded guilty to seven
wedged open at the time of the fire.
offences listed below and was fined the
> Combustible materials obstructing fire maximum of £5,000 per offence and ordered
extinguishers. to pay prosecution costs of £5,375, a total of
> Cupboard hooks holding open fire doors. £40,375, the highest amount seen imposed in
cases such as this in Lancashire.
> Linen stored to ceiling height adjacent to
light fitting.
> Linen on shelving on the means of escape.
> Missing smoke detector.
> Electrical leads in Santa’s Grotto located on
escape route.
> Santa’s Grotto on main staircase.

32 GPG Managing Fire Safety

 N
 ottingham Fast Food Retailer

November 2013 The offences in full, on or before 8th October

2012, were as follows: -
Business owners have been advised by
Nottinghamshire Fire and Rescue Service 1. Failure to create a suitable and sufficient Fire
to pay greater attention to fire safety Risk Assessment - fine of £1,334
legislation, following the prosecution
2. Failure to install a fire detection and warning
of a Nottingham fast food retailer at
system - fine of £2,667
Nottingham Magistrates’ Court today
(Monday 4th November). 3. Failure to keep emergency escape routes free
from obstruction - fine of £1,667
LFF Limited faced a total financial penalty of
£14,979.50, including a victim surcharge 4. Failure to ensure that emergency escape
and full costs, after pleading guilty to six fire routes led to a place of safety - fine of
safety offences under the Regulatory Reform £1,334
(Fire Safety) Order 2005. Fines imposed on LFF
5. Failure to ensure that emergency escape
Limited included £2,667 for failing to have
routes were sufficiently protected from
installed a fire detection and warning system
smoke or fire - fine of £2,000
and £2,000 for failing to ensure that escape
routes from upper floors were adequately 6. Failure to install appropriate emergency
protected from smoke and fire. All of the lighting on escape routes - fine of £1,667
sentences took account of the one third Nottinghamshire Fire and Rescue Service is
discount to which the company was entitled reminding all owners and occupiers of buildings
following early guilty pleas. of their legal responsibility to protect their
The magistrates emphasised that safety customers and staff against the risk of fire. As
must always take priority over financial well as warning them that, where necessary,
considerations. action will be taken against anyone found to be
in breach of fire safety regulations.
Fire protection officers from Nottinghamshire
Fire and Rescue Service visited the Maryland
Chicken outlet, Lower Parliament Street,
Nottingham in October 2012 and found
that the fire precautions that should have
been provided in the event of a fire were
inadequate. This presented a serious risk to the
lives of staff at the premises. Enforcement and
Prohibition Notices were issued, which limited
the use of the premises and required fire safety
improvements.

Managing Fire Safety GPG 33

APPENDIX 1
LEGISLATIVE ROAD MAP

Legislative Road Map

Building stage Construction

Legislation England and Wales:

Building Regulations 2010

Enforcing body > Building Control Officers in the Local Authority (LA).
> Approved Inspector (AI) listed by the Construction Industry Council.
(The Fire & Rescue Authority must be consulted by LA or AI for access or
premises to which the order applies).

Guidance Documents, BS 5588-5:2004 Fire Precautions in Design

British Standards BS 9999 – 2008 Code of Practice for fire safety in the design, management and
use of buildings.

Building stage Construction

Legislation Scotland:
Building (Scotland) Regulations 2004 and Building (Miscellaneous Amendments)
(Scotland) Regulations 2013 – Fire Safety Design Summaries (FSDS) must now
be provided with completion certificates relating to the construction of, or
conversion to, new non–domestic buildings, including extensions to existing
buildings.

Enforcing body > Local Authority Verifiers

> Certifiers
> For list see www.gov.scot

Guidance Documents, Procedural Handbook 3rd Edition Version 1.4 Non-Domestic Handbook 2015
British Standards

Building stage Construction

Legislation Northern Ireland:

Building (Scotland) Regulations
The Building (Amendment) Regulations (Northern Ireland) 2014.

Enforcing body > Local Authority

Guidance Documents, Technical Booklets www.buildingcontrol-ni.com

British Standards

34 GPG Managing Fire Safety

 Legislative Road Map

Building stage Building in use

Legislation England and Wales:

Regulatory Reform
(Fire Safety) Order 2005

Enforcing body > Fire & Rescue Authority

Guidance Documents, Fire safety risk assessment guides

British Standards These may be downloaded from the following website:
www.gov.uk/workplace-fire-safety-your-responsibilities/fire-safety-
advice-documents
The Health and Safety Executive (HSE) have separate guidance about carrying
out risk assessments if you work in construction.
You can download the following guides on fire safety risk assessments in:
> offices and shops
> factories and warehouses
> sleeping accommodation
> residential care premises
> educational premises
> small and medium places of assembly (holding 300 people or less)
> large places of assembly (holding more than 300 people)
> theatres, cinemas and similar premises
> open air events and venues
> healthcare premises
> animal premises and stables
> transport premises and facilities
BSI PAS7:2013 Fire Risk Management System
BS 9999 Code of practice for design, management and use.

Managing Fire Safety GPG 35

 Legislative Road Map

Building stage Building in use

Legislation Scotland:
Fire (Scotland) Act 2005 and
The Fire Safety (Scotland) Regulations 2006

Enforcing body > Fire & Rescue Authority

Guidance Documents, A series of sector specific guides has been produced providing practical fire
British Standards safety guidance for those with responsibilities under Part 3 of the Fire (Scotland)
Act 2005, as amended, and the Fire Safety (Scotland) Regulations 2006.
These guides may be downloaded from the following website:
www.gov.scot/Topics/Justice/public-safety/Fire-Rescue/FireLaw/
FireLaw/SectorSpecificGuidance
> Care Homes
> Offices, Shops & Similar Premises
> Factories & Storage Premises
> Educational & Day Care for Children Premises
> Small Bed & Breakfast & Self-Catering Premises
> Small Premises Providing Sleeping Accommodation
> Medium & Large Premises Providing Sleeping Accommodation
> Transport Premises
> Healthcare Premises

36 GPG Managing Fire Safety

 Legislative Road Map

Building stage Building in use

Legislation Northern Ireland:

Fire Safety Regulations (Northern Ireland) 2010

Enforcing body > Fire & Rescue Authority

Guidance Documents, The communities and local government website provides fire safety guidance
British Standards for the following premises which may be downloaded from the website:
www.nifrs.org/firesafe/guidance.php
> Offices and Shops
> Sleeping Accommodation
> Residential Care Premises
> Educational Premises
> Small & Medium places of assembly
> Large Places of assembly
> Theatres, cinemas and similar premises
> Factories and Warehouses
> Open air events & Venues
> Healthcare Premises
> Transport Premises & Facilities
> Animal premises and stables
> Means of escape for Disabled People (Supplementary Guide.)
> Reducing the number of false alarms from detection & alarm systems.

Managing Fire Safety GPG 37

APPENDIX 2
TECHNICAL GUIDANCE
England and Wales Government
(Department of) Communities and Local
Government Building Regulations and Fire
Safety Procedural Guidance.
This provides guidance on the interaction
between the Building Control Process (in
England & Wales) and the application of the
Fire Safety Order.
Approved Document B – Volume 2.
Buildings Other Than Dwelling Houses
This provides practical guidance on the
technical application of Part B to the
Building Regulations (England & Wales).
www.planningportal.gov.uk
Fire Safety Risk Assessment Guidance.
These are standalone guidance
documents for:
> Offices and Shops
> Factories and Warehouses
> Sleeping Accommodation
> Residential Care Premises
> Educational Premises
> Small and Medium Places of Assembly
> Large Places of Assembly
> Theatres, Cinemas and Similar
Premises
> Open Air Events and Venues
> Healthcare Premises
> Transport Premises and Facilities
> Means of Escape for Disabled Persons
> LACORS (Local Authorities
Coordinators of Regulatory Services)
Housing-Fire safety
38 GPG Managing Fire Safety
These stand alone documents provide
advice and are targeted to the use of
premises concerned, on how to avoid
fires and how to ensure people’s safety
if a fire does start
www.communities.gov.uk/fire/
firesafety/firesafetylaw
Scotland Government
The Scottish Building Standards Agency
(www.gov.scot/Topics/Built-
Environment/Building/Building-
standards/publications/publeg)
has published a procedural handbook,
which provides guidance on the interaction
between the Building Control Process (in
Scotland) and the application of the Fire
(Scotland) Act 2005 and the Fire Safety
(Scotland) Regulations 2006.
The website also gives access to The
Scottish Building Standards Technical
Handbook (section 2), which provides
guidance on achieving the standards set in
the Building (Scotland) Regulations 2004.
The Scotland Government website
(www.infoscotland.com/firelaw)
provides a guidance booklet which gives an
overview of the fire safety regime. It also
provides guidance on:
> Fire Safety Measures
> Fire Safety Risk Assessment
> Evacuation of Disabled Persons.
The website also provides standalone
guidance documents for:
> Offices, Shops and similar premises
> Factories and Storage Premises
> Small Premises Providing Sleeping
Accommodation
 > Medium and Large Premises Providing
Sleeping Accommodation
> Care Homes
> Educational and Day Care for Children
Premises
> Places of Entertainment and Assembly
> Healthcare Premises
> Transport Premises
Northern Ireland Government
Information on the Building (Amendment)
Regulations (Northern Ireland) 2014 can be
found at www.dfpni.gov.uk/
publications/energy-performance-
buildings-certificates-and-inspections-
amendment-regulations-2
Guidance documents on how to comply
with the Fire and Rescue Services (Northern
Ireland) Order 2006 and the Fire Safety
Regulations (Northern Ireland) 2010 has
been issued by the Department of Health,
Social Services and Public Safety (DHSSPS)
to support the new arrangements and
is available at www.dhsspsni.gov.uk/
ni_fire_safety_guides
There are twelve guides in total covering a
full range of buildings and environments.
In addition there are two very useful
publications - ‘Fire Safety Law – The
evacuation of disabled people from
buildings’ and ‘Fire safety law – are you
aware of your responsibilities’.
British Standards Institute
BS:5588 series: Code of Practice for Fire
Precautions in the Design, Construction
and Use of Buildings. This series provides
recommendations and guidance on the
building measures that should, in the event
of fire, safeguard the lives of people using
the buildings concerned (NB: see BS:9999
below).
BS:9999 Code of Practice for Fire Safety
in the Design, Management and Use
of Buildings, BS:9999 was launched in
November 2008, with the BS:5588 series,
apart from part 1 being withdrawn six
months from the date of the launch.
While intended primarily for designers,
fire engineers and fire safety managers, it
is expected that BS:9999 will also be of
use by:
> specifiers, contractors, site supervisors
and site safety officers;
> owners, tenants, occupants, facility
managers, safety officers and security
staff; and
> regulators and enforcers, including
building control bodies, fire
authorities, health and safety
inspectors, environmental health
officers, and environmental agencies.
www.bsi-global.com
The Fire Protection Association
FPA Design Guide: the Fire Protection
of Buildings.
The Design Guide informs architects
and designers about the business risk
management issues which relate to the fire
protection of buildings.
www.thefpa.co.uk/Resources/
Publications
Managing Fire Safety GPG 39
APPENDIX 3
LEGAL NOTICES / ENFORCEMENT
Alterations Notice
The enforcing authority may serve an
‘alterations notice’ on the ‘responsible
person’ if the authority is of the opinion
that the premises:
a)
constitutes a serious risk to relevant
persons (whether due to the features
of the premises, their use, any hazard
present, or any other circumstances);
or
b) may constitute such a risk if a change
is made to them or the use to which
they are put.
Where an alterations notice has been
served the ‘responsible person’ must,
before making any of the changes, notify
the enforcing authority of the proposed
changes and send the enforcing authority
the following:
I. a copy of the risk assessment; and
II. a summary of the changes he or she
proposes to make to the existing
general fire precautions.
An alterations notice must specify the
matters that, in the opinion of the
enforcing authority, constitute a risk to
relevant persons, or may constitute such a
risk if a change is made to the premises or
the use to which they are put. The changes
covered are:
a)
a change to the premises;
b) a change to the services, fittings or
equipment in or on the premises;
40 GPG Managing Fire Safety
c) an increase in the quantities of
dangerous substances which are
present in or on the premises; or
d)
a change to the use of the premises.
Enforcement Notice
If the enforcing authority is of the opinion
that the ‘responsible person’ has failed to
comply with any provision of the legislation
they may serve an ‘enforcement notice’ on
the ‘responsible person’.
The enforcement notice will:
a) specify the provisions that have not
been complied with; and
b) require the ‘responsible person’ to
take steps to remedy the failure within
a specified period.
The enforcement notice may include
directions for measures which the enforcing
authority consider necessary to remedy
the failure, and may afford the ‘responsible
person’ a choice of ways to remedy the
contravention.
Prohibition Notice
If the enforcing authority believes that use
of premises involves or will involve a risk to
persons so serious that use of the premises
ought to be prohibited or restricted, the
authority may serve on the ‘responsible
person’ (occupier in Scotland) a ‘prohibition
notice’.
A prohibition notice will:
a) specify the matters that in the view of
the enforcing authority give, or may
give rise to the serious risk; and
b) direct that the use to which the
prohibition notice relates is prohibited
or restricted until the specified matters
have been remedied.
A prohibition notice may include directions
as to the measures that will have to be
taken to remove the serious risk. They may
afford the ‘responsible person’ (occupier
in Scotland) a choice of ways to remove
the serious risk. A prohibition notice may
take effect immediately, or at the end of a
period specified in the notice.

Managing Fire Safety GPG 41

APPENDIX 4
GENERIC FIRE SAFETY MANAGEMENT POLICY

This is a generic fire safety management whose job is of utmost importance in an

policy only. It should be used as a guide and emergency situation.
adjusted to suit your building/premises to It is important that all staff are included in
ensure it encompasses the requirements of the training such as the following groups:
your individual organisation’s compliance
to ensure compliance with fire safety 1.
Fire Marshals
legislation. 2.
Deputy Fire Marshals

Policy Statement 3. Managers

This should be a maximum one page 4.

All employees
statement by the person responsible for fire 5. New starters at induction
safety within your organisation. It should
This section should also state the frequency
include high level details of how this will
of refresher training.
be delegated through the organisational
management structure. Fire Risk Assessment
Fire Safety roles & responsibilities In this section it should detail who will
carry out the fire risk assessment. If it is the
As is the case for general health and safety,
‘responsible person’ then they must ensure
this section should show who has overall
that they have the necessary competency
responsibility for fire safety management.
but if not then they should arrange for fire
Then the roles and responsibilities for
risk assessments to be conducted on all
all staff, to include all levels within the
properties occupied by it, including both
organisation.
owned and leased sites.
State who the ‘responsible person’ is here
Fire risk assessments will be reviewed
and may be provide a checklist of their
annually unless significant changes are
duties. It may be that the ‘responsible
made to processes and the significant
person’ is assisted by other managers in
findings discussed between the Fire
their departments, depending on the size
Marshal(s) and the ‘responsible person’.
of the organisation but it is important to
show who is responsible for fire safety at Emergency Information
all levels of the organisation and what their
duties are in any given scenario. In this section it is good practice to
provide all sites and departments with
Training a summary sheet detailing emergency
contact information. This will contain as a
Training is very important and here it
minimum:
should state who will provide the training
which should consist of general fire safety > Name, position and telephone
awareness and precautions together with numbers of all Fire Marshals
more in depth training for fire marshals

42 GPG Managing Fire Safety

 > Name, position and telephone
numbers of First Aiders
> Telephone number for the
‘responsible person’
> Contact details for local police and
fire department
Also include details of who has the
responsibility to contact the fire brigade,
(unless the fire detection system is on an
auto-dialler system), and how to dial out
from the building e.g. 9-999.
Security issues
In this section it is a good idea to consider
whether the organisation is a low or high
risk in terms of being a target of arson or
bomb threats. In the event that threats
are made then they must be reported
immediately to the ‘responsible person’
who will liaise with senior management,
security department and in some cases the
local police to determine the appropriate
action to be taken.
The prevention of arson to the exterior of
the premises should always be considered,
for example waste packaging left in bins
adjacent to the building following deliveries
of stock or equipment, or from general
rubbish resulting from refurbishment
projects left in skips.
Record Keeping
Records should be maintained for each site.
It is good practice to hold all fire safety
management records in one central fire
safety logbook for ease of inspection by
any visiting auditor or the local fire brigade.
Suggested records to be held here include
routine fire safety checks, detection
system maintenance, emergency lighting,
weekly fire alarm testing, fire extinguishers
and training.
Records for the last three years should be held
as a minimum.
Details of who has responsibility for
maintaining records should also form part of
this section.
Appointment of Fire Marshals and Fire
Wardens
All sites and departments, depending on the
size of the organisation must appoint Fire
Marshals to oversee the implementation of
the fire safety strategies for their respective
sites and departments, with the tasks involved
in this being determined by the fire safety
provisions
in place.
Sufficient deputy Fire Marshals should be
appointed to undertake the role of Fire
Marshal when the regular Marshal is absent.
High visibility bibs and clipboards should
be provided for use in a drill or emergency
situation.
Fire Extinguishers
The ‘responsible person’ should appoint one or
more competent companies to undertake the
annual fire extinguisher servicing. The records
for this should be held centrally in the fire
safety log book or other agreed location.
The Fire Marshals at the sites/departments
should assume a monitoring role to ensure
that the servicing is taking place as required,
then to report any defects or extinguishers
Managing Fire Safety GPG 43
out of place, as identified during their weekly/ Safety Data Sheet (MSDS) and the
monthly inspections to the ‘responsible
person’.
Fire extinguishers should be provided based
on the types of hazards present in each area
as identified in the risk assessment.
Fire extinguishers should not be used by staff
unless they have received the appropriate
training in their selection
and use.
Fire Safety Management Procedures
Fire Safety Management Procedures contain
the instructions for the routine fire inspections
along with the procedures to follow for fire
drills, emergency evacuations and security
alerts.
These procedures should be viewed as a
living document which should be reviewed
on a regular basis and modified as issues are
identified, processes change or as the fire
risk assessment dictates. As a minimum they
should be reviewed following feedback and
observations as a result of fire drills.
It is good practice for an effective
communication system to exist between
the Fire Marshals, via the ‘responsible
person’, so issues which arise on one site are
communicated and actions implemented on
all others.
Hazardous substances (Control of Substances
Hazardous to Health Regulations 2002 -
COSHH)
If hazardous substances are used on site as
part of an essential process then they must
be accompanied by their corresponding
Manufacturers Safety Data Sheet or Material
44 GPG Managing Fire Safety
appropriate guidance followed.
In addition COSHH assessments must be
available and procedures for the Storage,
Transportation, Use, Processing and
Handling must be followed.
Wherever flammable substances are stored,
a specific storage facility will be provided.
All flammable chemicals stores are signed
as such and spill containment and clean-up
kits are available at each location.
Volumes should be kept to a minimum
in accordance with the MSDS or COSHH
assessment.
The presence and use of hazardous or
flammable substances must be taken into
account during the fire risk assessment.
Hot Work
If any hot work is to take place then a
permit to work must be in place to allow
this to proceed safely. Hot work is defined
as any burning, welding, brazing, soldering,
grinding or cutting work producing sparks,
a common example of which is plumbing.
If smoke or optical fire detection heads are
isolated within the fire detection system to
allow hot works to proceed as part of a
Permit to Work, then it is essential that
these are reinstated following completion
of the hot works.
As part of the hot work permit, security
may be called to carry out additional fire
watch during and after the hot works to
ensure the safety of staff and prevention of
any loss.
Electrical systems
The systematic testing of electrical systems
and portable appliances forms an essential
part of an organisations fire prevention
plan, as this is designed to identify faults
and any unsafe practices being adopted,
to ensure these are remedied in an
appropriate manner to reduce the potential
ignition sources of fire.
Fixed wiring
Fixed wiring systems will be subject
to routine examination and testing by
competent persons in accordance with the
suite of test methods specified in British
Standard 7671:2008, which is more
commonly referred to as the IEE Wiring
Regulations.
The frequency of testing is dependent on
the type of use and resulting risk but for
example a Factory environment would be
every 3 years and at a minimum of every
five years in an office environment.
The ‘responsible person’ (unless another
individual is appointed) will ensure that
arrangements are made for the above tests to
take place.
The organisation should make a policy
decision as to whether to allow employees
to provide and use their own electrical
equipment such as radios or fan heaters.
However, if such items are allowed in the
workplace, then these must be included in the
portable appliance testing schedule.
All new portable items introduced into sites
must be reported to the ‘responsible person’
(or other designated person) for inclusion in
the appropriate PAT testing asset list.

Portable Appliance Testing (PAT)

Portable appliances should be subject
to routine inspection and testing, in
accordance with the guidance set out by
the IEE’s publication “Code of Practice for
In-Service Inspection and Testing”.
Where a permanent energy supply is
required all reasonable steps will be made
to modify the mains circuit to provide a
permanent outlet and avoid long-term use
of portable extension leads or multi-socket
adaptors.

Managing Fire Safety GPG 45

APPENDIX 5
FIRE SAFETY CHECKLIST

A regular fire safety check of the premises should be completed by the fire safety manager,
fire warden, or somebody who has received additional training.
Complete this checklist at least monthly or in line with your Fire Safety Management Policy
and maintain a record.

Fire Safety Checklist

Premises Name: Date:

Checked by: (Name) Signature:
Cleanliness and Tidiness 3
> Staff encouraged to tidy their personal work places?
> Are the premises kept clear of combustible process waste and refuse?
> Are metal receptacles with closely fitting lids available for waste such as floor sweepings?
> Are separate clearly labelled containers provided for waste and special hazards – flammable
liquids, paint rags, oily rags?
> Are waste containers removed from the building at the end of each working day or more
frequently if necessary?
> Is waste put in a safe place while awaiting disposal – not accessible to the public?
> Is the burning of waste on site prohibited?
> Are cupboards, lift shafts, spaces under benches, gratings, conveyor belts and similar places kept
free from dust and rubbish?
> Are pipes, beams, trusses, ledges, ducting and electric fittings regularly cleaned?
> Are areas in and around the building kept free from accumulated packaging materials and pallets?
> Are metal lockers provided for employees clothing?

Storage 3
> Are fire doors, exits, fire equipment and fire notices kept unobstructed?
> Are storage areas accessible to fire fighters?
> Are stack sizes kept as small as is practicable in the circumstances?
> Are there clear spaces around stacks of stored materials and adequate gangways between
them?
> Are stacks stable and not liable to collapse easily?
> Are stocks of material arranged so that sprinkler heads and fire detectors are not impeded and
are the required clearances beneath this equipment maintained?
> Is storage kept in its place – excessive quantities in process areas avoided?
> Is access to storage areas restricted to those who really need to be there?
> Are stocks kept well clear of light fixtures and hot service pipes?
> Are storage areas inspected regularly and at the end of the working day?

46 GPG Managing Fire Safety

 Fire Safety Checklist (continued)

LPG Cylinders 3
> Are liquefied petroleum gas (LPG) cylinders stored safely, preferably in a fenced compound
outdoors at least 2m away from any boundary fences?
> Is the store used only for cylinder storage?
> Are empty cylinders treated in the same manner, but kept separate and labelled empty?
> Are permanent warning notices prominently displayed prohibiting smoking and naked lights?
> Are cylinders stored with their valves uppermost?
Hot Works 3
> Are Hot Works controlled by a Permit to Work system?
> Are operatives engaged to carry out Hot Works competent?
> Are combustible materials and flammable liquids cleared from the area of the hot works and
access restricted?
> Are Hot Works subjected to a fire watch of at least 1 hour following completion?

Maintenance of Buildings 3
> Is every point of entry to the site and building secure against intruders?
> After close down of operations are all doors, windows and gates checked and secure?
> Is the building regularly inspected for damage to windows, walls and roof?
> Are the grounds surrounding the premises kept free of combustible vegetation by regular grass
cutting and scrub clearance?
> Are all outside contractors supervised while on the premises and their work authorised by
permit to work and hot work permit schemes?
Flammable Liquids 3
> Are all stocks of flammable liquids kept in purpose-built flammable liquid stores?
> Is the flammable liquid store kept uncongested and tidy?
> Are flammable liquids carried in specially designed safety containers and not in open cans and
buckets etc. ?
> Are quantities of flammable liquids in use kept to a minimum and when not required returned to
safe storage?
> Are flammable liquids kept away from possible sources of ignition?
> Are suitable spark reducing tools provided for use in places where there may be flammable vapours?

Machinery 3
> Does all machinery and equipment receive regular scheduled maintenance?
> Is lubrication adequate?
> Are motors and all moving parts of machinery kept clean to prevent overheating?
> Is machinery located so as to prevent congestion among machines and materials?
> Are drip trays used where necessary and emptied regularly?
> Are oil leaks and drips absorbed with mineral absorbents, not sawdust?
> Is there adequate provision of cleaning materials – wipes, cloths and so on?
> Are vents on motors and other equipment kept free of blockages to prevent overheating?

Managing Fire Safety GPG 47

 Fire Safety Checklist (continued)

Space Heating and Lighting 3

> Are there restrictions on using unauthorised heaters?
> Are combustible materials at a safe distance from appliances and flues?
> Is care taken that no materials are left on heaters?
> Are portable heaters securely guarded and placed where they cannot be knocked over or ignite
combustibles?
> Are portable heaters subjected to regular visual inspection and PAT tested?
> Are goods kept clear of lighting equipment?

Smoking 3
> Is smoking prohibited in all but designated smoking areas?
> Are the non-smoking regulations strictly enforced?
> Where smoking is permitted is there an abundant supply of non-combustible receptacles for
cigarette ends as distinct from containers for waste?
> Are these receptacles emptied at least once a day?

Damage Control 3
> Where it is possible are goods stored clear of the floor?
> Are drains provided and are they kept clear of blockages by routine inspection and cleaning?
> Are duplicate copies of important records kept in another building?
> Have contingency plans been drawn up to enable production to recommence with the
minimum of delay in the event of a fire occurring?

Fire Protection Equipment 3

> Are hydrants, fire extinguishers, fire alarms and sprinkler systems regularly maintained by
qualified people?
> Are fire doors kept closed?
> Are routine checks made to ensure equipment has not been obscured, moved or damaged?
> Are notices informing staff what to do in the event of fire prominently displayed?
> Is the fire alarm tested weekly?

Staff Training 3
> Are procedures included in the induction for new staff and are they shown the fire escape
routes on their first day at work?
> Have fire wardens been appointed and trained in their duties?
> Have staff received training in the previous 6 months?

NOTE: If the answer to any of the above is NO then appropriate action must be taken.

This is not an exhaustive list, please add anything specific for your area/operation,
for example, ‘grease extracts/ductwork in catering facilities’.

48 GPG Managing Fire Safety

Managing Fire Safety GPG 49
About BIFM
The British Institute of Facilities Management (BIFM) is
the professional body for facilities management (FM).
Founded in 1993, we promote excellence in facilities
management for the benefit of practitioners, the
economy and society. Supporting and representing
over 16,000 members around the world, both
individual FM professionals and organisations, and
thousands more through qualifications and training.
We promote and embed professional standards in
facilities management. Committed to advancing the
facilities management profession we provide a suite
of membership, qualifications,training and networking
services designed to support facilities management
practitioners in performing to the best of their ability.

BIFM
Number One Building
The Causeway
Bishop’s Stortford
Hertfordshire CM23 2ER

T: +44 (0) 1279 712620

E: membership@bifm.org.uk
www.bifm.org.uk

ISBN: 978-1-909761-20-9

Price: £19.99