Noise and vibration policy

Purpose

To ensure that Schools and Directorates control the risks posed by their use of equipment, machinery and vehicles that produce noise and/or vibration at potentially harmful levels.

Objectives

To ensure that School and Directorate management, staff and students are aware of their responsibilities regarding the purchase and use of equipment, machinery and vehicles that generate noise and/or vibration.

To ensure that Schools and Directorates take appropriate action to minimise the possibility of adverse health effects from the use of equipment, machinery and vehicles that generate harmful levels of noise and/or vibration, thereby complying with relevant statutory instruments.

Policy Statement

The University of Dundee recognises the risks to staff and students posed by the use of equipment, machinery and vehicles that generate potentially harmful levels of noise and/or vibration and the requirement to comply with the Control of Vibration at Work Regulations 2005, the Control of Noise at Work Regulations 2005 and the Management of Health and Safety at Work Regulations 1999. The University of Dundee will put in place measures to protect staff and students from the risks of Hand Arm Vibration (HAV), Whole Body Vibration (WBV) and noise induced hearing damage.

These measures will include:

• Assessing the risks from noise and vibration exposure;
• Taking steps to reduce noise and vibration exposure;
• Taking into account noise and vibration risks when purchasing or hiring equipment;
• Maintaining equipment properly;
• Providing training and information for employees and students on the risks from exposure to noise and vibration, and the measures in place to reduce these;
• Providing health surveillance where the risk assessment shows that this is appropriate.

Schools and Directorates are required to ensure that the above measures are implemented as necessary.

Definitions

• Hand Arm Vibration (HAV): Mechanical vibration transmitted from work processes into a person’s hands and arms.
• Whole Body Vibration (WBV): Mechanical vibration which is transmitted into the body when seated or standing, through the supporting surface.
• Noise Induced Hearing Loss (NIHL): Permanent damage to hearing resulting from exposure to high levels of noise.
• Handheld Equipment: any equipment held in the hand - whether powered or not, (e.g. pedestrian lawn mowers, hedge cutters, strimmers, backpack blowers, hammers, chisels, wood turning tools).
• Vibrating Vehicle: any work equipment that a person rides in or on for the purpose of conducting a work activity and which has the potential to transmit vibration into the body of the operative (e.g. ride-on lawn mower, ride-on floor cleaner, tractor, cultivator).
• Noise Lower Exposure Action Values: 80dB (A-weighted) daily or weekly personal noise exposure and a peak sound pressure of 135 dB (C-weighted).
• Noise Upper Exposure Action Values: 85dB (A-weighted) daily or weekly personal noise exposure and a peak sound pressure of 137dB (C-weighted).
• Noise Exposure Limit Values: 87dB (A-weighted) daily or weekly personal noise exposure and a peak sound pressure of 140dB (C-weighted).
• HAV Exposure Action Value (EAV): 2.5 m/s2 A(8) (exposure averaged over a day). Wherever exposure at or above this level occurs, actions (including health surveillance) are required to control the risk.
• HAV Exposure Limit Value (ELV): 5 m/s2 A(8) (exposure averaged over a day). This is the maximum vibration exposure permitted for any individual on a single day.
• WBV Exposure Action Value (EAV): 0.5m/s2 A(8) (exposure averaged over a day). Wherever exposure at or above this level occurs, actions (including health surveillance) are required to control the risk.
• WBV Exposure Limit Value (ELV): 1.15m/s2 A(8) (exposure averaged over a day). This is the maximum vibration exposure permitted for any individual on a single day.
• Trigger time: it is the actual time a person’s hands are in contact with the equipment, not the overall time it takes to complete the job.

Responsibilities

Deans/Directors

Deans and Directors are responsible for ensuring that appropriate arrangements are in place in the areas under their control to ensure compliance with the provisions of this policy and associated guidance and that these arrangements are communicated to relevant staff and students.

Line Managers and Supervisors

Line managers and supervisors are responsible for ensuring that:

• Noise and vibration risks are assessed and steps taken to eliminate or, if not possible, reduce exposure to as low a level as is reasonably practicable, and that in any case staff and students are not exposed to noise or vibration levels above the respective exposure limit values; 
• If the daily hand-arm or whole body vibration Exposure Action Values are likely to be exceeded, action is taken to ensure that:
  • Controls are in place to eliminate the risk or to reduce the exposure to as low a level as is reasonably practicable, and
  • Staff or students requiring health surveillance are identified and referred to the Occupational Health Service.
• If the daily or weekly personal noise exposure level is likely to reach or exceed a Lower Exposure Action Value, that personal hearing protectors are made available on request.
• If the daily or weekly personal noise exposure level is likely to reach or exceed an Upper Exposure Action Value, that personal hearing protectors are provided to those exposed and staff are referred to the Occupational Health Service for health surveillance.
• If in any area of the workplace a staff member or student is likely to be exposed to noise at or above an Upper Exposure Action Value for any reason:
  • That area is designated a Hearing Protection Zone;
  • The area is demarcated and identified by means of an approved sign specifying this;
  • Access to the area is restricted to authorised persons only; and
  • That, so far as is reasonably practicable, only persons wearing hearing protection enter the area;
• Any personal hearing protectors made available or provided (as appropriate) are selected:
  • So as to eliminate the risk to hearing or to reduce the risk to as low a level as is reasonably practicable; and
  • After consultation with the persons who will wear the protectors or with their representatives;
• Noise and vibration levels are taken into account when purchasing or hiring new equipment and that data on noise and vibration magnitudes is obtained for all new equipment purchased or hired (see also Purchase of Hire Equipment below); 
• Staff and students are provided with information on the associated health risks and the control measures to be followed; 
• Maintenance regimes for tools and equipment are followed and that aspects which reduce noise and vibration are regularly checked as necessary.

Staff and Students

Staff and students are responsible for ensuring that they make full and proper use of all measures put in place by the School/Directorate to control and minimise the risk of exposure to noise and/or vibration.  They must, in particular:

• Use equipment, machinery and vehicles in the appropriate manner and in accordance with instruction and training;
• Follow any restrictions on duration of use or other safety precautions that may apply to use of equipment, machinery or vehicles with a noise and/or vibration risk;
• Report promptly to their line manager/supervisor any defect or difficulty with the equipment, machinery or vehicles that could affect its noise and/or vibration characteristics which produces higher than normal noise and/or vibration levels;
• Report to their line manager/supervisor immediately any symptoms associated with hand-arm vibration, whole body vibration or noise induced hearing damage.
• Wear personal hearing protectors provided to them in all Hearing Protection Zones they enter and at any other time where risk assessment has determined that the hearing protectors are required.
• Take care of hearing protectors issued to them and report any defects immediately to their manager or supervisor.
• Attend health surveillance appointments with Occupational Health (staff and postgraduate research students only).

Occupational Health Service

The Occupational Health Service is responsible for: 

• Organising and carrying out appropriate health surveillance programmes on staff and postgraduate research students identified by Schools and Directorates as a result of risk assessments conducted;
• Ensuring that health surveillance records are confidentially maintained;
• Notifying the line manager/supervisor of health surveillance results and any resulting recommendations;
• Notifying the Head of Health and Safety of any concerns regarding exposure to noise and/or vibration and any situation where a reportable occupational disease linked to noise and/or vibration has been diagnosed by the OH physician.

Assessing the Risks from Noise and Vibration Exposure

All work activities that may expose those undertaking the work to significant levels of noise, HAV or WBV must be risk assessed for the levels of noise and/or vibration that could be experienced.

Work that may expose any employee and/or student at or above the respective vibration and/or noise Exposure Limit Values (see definitions) must not take place until an appropriate risk assessment has been made and controls implemented to reduce the exposure to as low a level as is reasonably practicable below the limit value. 

Notwithstanding the general requirement to reduce exposure to noise and vibration to as low a level as is reasonably practicable, if exposure is likely to reach or exceed a vibration Exposure Action Value or the noise Lower Exposure Action Value, measures must be implemented which prevent or adequately control exposure to noise and/or vibration and reduce the daily noise and/or vibration exposure to as low a level as is reasonably practicable (ideally, to below the action values).

The person(s) directly involved in the work and where practicable, employee safety representatives should participate in the risk assessment process.

The purpose of the risk assessment is to identify the likely levels of exposure to noise and/or vibration. This will include observing the work and obtaining relevant information and data on the magnitude of the noise and/or vibration under the work methods used and the duration of use within any working day. In addition, it is necessary to identify any staff or student whose health is at particular risk from exposure to noise and/or vibration. Any detrimental health effects arising from the interaction between noise and other agents (e.g. vibration or ototoxic chemicals) must be considered.

Guidance on the risk assessment of noise and vibration is provided on Safety Services’ Sharepoint site, along with a range of resources. See also the Further Information section below for information on the HSE vibration and noise “ready-reckoners” and HSE noise and vibration websites.

Reducing Noise and Vibration Exposure

Where an Exposure Action Value is likely to be reached or exceeded, exposure must be reduced to as low a level as is reasonably practicable by establishing and implementing control measures appropriate to the activity. Typical control measures include:

• using other work methods which eliminate or reduce exposure to noise and/or vibration;
• choosing work equipment of appropriate ergonomic design which produces the least possible noise and/or vibration;
• the provision of auxiliary equipment which reduces the risk of injuries caused by noise and/or vibration;
• the introduction of appropriate maintenance programmes for the work equipment, the workplace and workplace systems;
• the provision of information, instruction and training such that work equipment may be used correctly and safely, in order to minimise exposure to noise and/or vibration;
• the limitation of the duration and magnitude of exposure to noise and/or vibration by introducing work schedules with adequate rest periods;
• isolating noisy and vibratory work from other activities to as to reduce numbers of people exposed;
• the provision of clothing to protect employees and students from cold and damp, if applicable;
• the provision of personal hearing protectors.

Working practices can significantly affect the exposure received. Work activities must be designed to consider ergonomic principles, and to:

• encourage good posture and working techniques;
• ensure correct selection of the most appropriate tools for the task;
• ensure that all equipment is properly maintained;
• minimise time exposed to noise and/or vibration (e.g. regular breaks, job rotation, etc);
• provide suitable clothing to protect employees from cold and damp;
• provide suitable personal hearing protectors;
• provide suitable training and information for all those exposed to noise and/or vibration (see 9 below).

Purchase or Hire of Equipment

A key consideration when purchasing equipment must be obtaining equipment with the lowest noise and vibration characteristics. Purchasing decisions must give great emphasis to this. Whenever new equipment is to be purchased, the supplier’s information must be checked in advance and every effort made to ensure that equipment with the lowest noise and vibration levels and best protection is obtained. Schools and Directorates must not purchase equipment posing noise and/or vibration risks solely on price comparison and must prioritise low vibration and noise within the “quality” aspect of the procurement process. Whilst this may mean that more expensive equipment must be bought, this will pay back over time with reduced health issues and all the corresponding costs.

When purchasing equipment, suppliers must provide information about the noise and/or vibration magnitudes their products are likely to create in normal use. This is a requirement of the Supply of Machinery (Safety) Regulations 2008. A purchasing specification should incorporate maximum noise and/or vibration magnitudes and test procedures, which suppliers must satisfy. Manufacturer’s data must, however, be looked at with some caution as they may not necessarily be measurements of levels sustained when the equipment is put to a particular use within the University.

When planning purchasing of equipment, first consider other methods of work that can eliminate or reduce exposure to noise and/or vibration, including automation or mechanisation of work previously done with hand-operated or hand-fed machines.

Any second-hand equipment must be assessed fully before being put into use. Second hand equipment must only be obtained if the noise and/or vibration characteristics are as good as equivalent new equipment. Otherwise, new equipment must be obtained instead.

When hiring equipment, liaison with prospective hire companies must take place to ensure that the most appropriate equipment is selected for the task and that it will expose the operator to the lowest level of noise and/or vibration that is achievable. The hiring of equipment must not be based solely on lowest cost and must prioritise low vibration and noise within the quality aspect of the procurement process.

Maintenance of Equipment

Appropriate maintenance of equipment is vital to ensure that noise and/or vibration is minimised. Planned preventative maintenance arrangements must be in place for such equipment and reactive maintenance only undertaken when issues are identified between planned maintenance activities. All power tools and ride-on equipment such as tractors and off-road vehicles must be inspected regularly for damage and serviced/maintained in accordance with the manufacturers’/suppliers’ advice. There may be certain routine checks or preventative replacement of parts required, in which case these must be carried out at a set frequency and records kept as part of planned preventative maintenance arrangements. This is to ensure that the equipment is maintained in its most efficient state and the best noise/vibration performance is sustained during its operational lifetime.

Individual users must be made aware that if at any point they consider a machines performance has deteriorated in terms of noise and/or vibration, they must report it promptly to their manager or supervisor so that further investigation can be made.

Training and Information

If there is a risk to the health of staff or students from exposure to noise and/or vibration at work, or the exposure is likely to be at or above an exposure action value, then suitable information, instruction, training and supervision must be provided for those staff or students. 

The information, instruction, training and supervision must include consideration of:          

• Provision of information on noise and/or vibration levels relevant to the machinery used, in particular identifying equipment that is known to have high noise and/or vibration levels;
• Symptoms of HAVS, WBV and NIHL that should be looked for and action that should be taken if they believe they have those symptoms;
• The selection, use, and maintenance of equipment to reduce exposure to noise and/or vibration; 
• The need for any restriction on the duration of use of noisy/vibrating machinery and dividing the work with other colleagues or students;
• The use of PPE where it is required by the risk assessment (e.g. personal hearing protectors or gloves to keep hands warm and dry);
• Any health surveillance required and why it is important;
• The importance of reporting any defects or problems with equipment (e.g. unusually high noise and/or vibration levels or faulty PPE). 

Periodic supervised practice should take place to identify work practices which may increase risk, such as poor postures, gripping equipment too tightly, etc.

Health Surveillance

It is the responsibility of Line Managers/Supervisors to identify staff and postgraduate research students requiring health surveillance for noise and/or vibration risks through risk assessment and ensure that they are referred to the University Occupational Health Service. Undergraduate and taught postgraduate students will not be referred for health surveillance and, as a result, must not be exposed to levels of noise or vibration that could be harmful.

The aim of any health surveillance is to identify at an early stage any member of staff or postgraduate research student who may be showing signs of NIHL or HAVS, or is experiencing health issues associated with WBV.

Health Surveillance is required if the risk assessment indicates there are individuals who are at particular risk to health from noise and/or vibration exposure or individuals who are, or are liable to be, exposed to noise and/or vibration at or above the HAV or WBV vibration Exposure Action Value or the noise Upper Exposure Action Value. 

Individuals who are considered to be particularly sensitive to noise or vibration include those with existing hearing impairment, HAVS or other conditions of the hands, arms, wrists or shoulders or with conditions affecting the circulation such as diabetes or nerve disorders affecting the hands or arms, such as carpal tunnel syndrome.

Health surveillance will involve:

• Initial assessment prior to or very soon after first exposure. For vibration, this will usually be by questionnaire, with face to face follow up where required. For noise, this will be by questionnaire with audiometric assessment;
• Subsequent assessment: For vibration, an annual assessment questionnaire is sent out to individuals by Occupational Health and for noise, an annual audiometric assessment is undertaken for the first two years and thereafter every three years if no issues are identified by audiometric assessment or reported by the individual;
• Face to face review - This will be arranged if a vibration questionnaire reveals symptoms or if an individual reports symptoms between health surveillance questionnaires, or every 3 years otherwise.
• All individual records are held confidentially as medical records. Where appropriate, summary results for groups of employees will be reported back to a manager to indicate the effectiveness of vibration control. Specific recommendations may be made to a manager where an individual employee requires alteration to their duties to protect against HAVS.

Where health surveillance identifies that an individual is affected by NIHL, HAVS or WBV, managers must follow the advice of the Occupational Health team and health and safety adviser such that further exposure is eliminated or minimised as necessary. Where possible, this should be done in a way that creates the least change to work activities for the individual. In some cases, changes to duties may be needed. In very rare situations it may not be possible for the individual to continue in their existing role and in these very rare cases an alternative role may need to be provided. In such circumstances the Redeployment Procedure may be appropriate.

Young People at Work

Regulation 19 of the Management of Health and Safety at Work Regulations 1999 places specific restrictions on the types of activities that young people (i.e. those below the age of 18) can be exposed to. Specifically, in relation to work posing a risk of noise or vibration exposure, it prohibits work which could expose the young person to levels of noise or vibration posing a risk to their health. Young people, including those on work experience, must therefore not be exposed to such levels of noise and/or vibration, except as allowed by the Regulations (Safety Services must be consulted).

Further Information

Related University policies

• University Health and Safety Policy
• SPA01 – School/Directorate Health and Safety Management
• SPA02 – Core Health and Safety Arrangements
• Other Dundee University Health and Safety Policies

Related University guidance and resources

• Safety Services’ Noise and Vibration Control Sharepoint Site
• Staff Health and Safety Handbook
• Student Health and Safety Handbook

External information resources

• HSE HAV Ready-Reckoner
• HSE Noise Ready-Reckoners and Noise Calculators
• HSE Vibration website
• HSE Noise website

Document Information

Equality Impact Assessment

This policy has undergone screening for impact on protected characteristics covered under the Equality Act 2010 and no impact has been identified.

Approvals & Renewals