Appendix A: Fire Safety Procedure
(March 2026)
| Reviewed / Approved by | MET Committee Governing Body March 2026 |
| Last Reviewed: | March 2026 |
| Next Review Date: | March 2027 |
| Responsible for Review: | Head of Operations (Fire Safety Manager) |
Contents
- Introduction
- Fire Safety Arrangements
2.1 Scope
2.2 Aims and Objectives
2.3 Management Responsibility Structure - Duties of Key Roles
3.1 Head of Operations (Fire Safety Manager)
3.2 Head of Estates (Maintenance Lead)
3.3 Lodge Manager / Duty Porters
3.4 Heads of Department
3.5 Fire Marshals / Fire Wardens
3.6 All Staff and Students - Fire Risk Assessments (FRAs)
- Maintenance of Fire Safety Systems
- Fire Evacuation and Emergency Procedures
- Personal Emergency Evacuation Plans (PEEPs)
- Training and Drills
- Contractors and Visitors
- Incident Reporting and Record Keeping
- Construction and Alteration Work
- Monitoring and Review
- Contact Information
- Appendices
- Information Still to Confirm / Add
1. Introduction
St Antony’s College is committed to providing a safe environment for staff, Fellows, students and visitors.
The College will maintain and continually improve its fire-safety arrangements to protect life, property and College activities.
The Governing Body of St Antony’s College is the Responsible Person under the Regulatory Reform (Fire Safety) Order 2005.
This procedure forms part of the College’s Health & Safety Management System and applies to all premises owned or occupied by the College.
2. Fire Safety Arrangements
2.1 Scope
This policy applies to all St Antony’s premises, including the main site at 62 Woodstock Road, Oxford OX2 6JF and any off-site residences.
2.2 Aims and Objectives
- Prevent outbreaks of fire.
- Protect life and reduce injury risk.
- Safeguard College property and operations.
- Ensure effective emergency response and recovery.
2.3 Management Responsibility Structure
| Role | Responsibility |
| Governing Body (Responsible Person) | Ultimate legal responsibility for fire safety compliance and resources. |
| Head of Operations (Fire Safety Manager) | Implements the Fire Safety Policy on behalf of the Governing Body. Oversees fire risk assessments (FRAs), training, drills, procedures and record-keeping. Owns the Fire Safety Log Book and reports to the Governing Body. |
| Head of Estates (Maintenance Lead) | Responsible for maintenance, testing and certification of fire systems (alarms, detectors, extinguishers, doors, emergency lighting, electrical installations). Liaises with contractors and completes remedial actions from FRAs. |
| Lodge Manager / Duty Porters (Deputy Fire Safety Manager & Fire Incident Co-ordinators) | 24 / 7 first response to alarms. Investigate, coordinate evacuations, liaise with Fire & Rescue Service (FRS), maintain daily panel checks and log incidents. |
| Heads of Department | Ensure departmental training, daily checks of escape routes, and report hazards to Head of Operations / Head of Estates. |
| Fire Marshals / Fire Wardens | Support evacuation, report missing persons, monitor escape routes and fire doors. |
3. Duties of Key Roles
3.1 Head of Operations (Fire Safety Manager)
- Implement and review the Fire Safety Procedure.
- Commission and review Fire Risk Assessments (FRAs) every three years or after significant changes.
- Oversee PEEPs (Personal Emergency Evacuation Plans) for anyone requiring assistance.
- Organise fire training and drills.
- Maintain records of training, incidents, maintenance and FRA actions.
- Chair fire-safety discussions at the Health & Safety Group.
- Report significant issues to the Bursar and Governing Body.
3.2 Head of Estates (Maintenance Lead)
- Maintain fire safety systems (alarm, detection, emergency lighting, extinguishers, fire doors, means of escape).
- Arrange testing and inspection by qualified contractors and keep records.
- Ensure remedial works from FRA action plans are prioritised, planned and continually improved
- Supervise contractors and manage Permits to work where applicable.
- Liaise with Head of Operations on changes affecting fire safety.
3.3 Lodge Manager / Duty Porters (Deputy Fire Safety Manager & Fire Incident Co-ordinators)
- Monitor fire panels 24 / 7 from the Porters’ Lodge (01865 284700 / lodge@sant.ox.ac.uk).
- Investigate alarm activations; call 999 if fire confirmed.
- Coordinate evacuation and liaise with Fire Service.
- Maintain Fire Safety Log Book entries and incident forms.
- Conduct termly fire drills and report to Head of Operations.
3.4 Heads of Department
- Deliver fire safety induction for new staff.
- Nominate Fire Marshals and maintain local training records.
- Perform weekly visual checks of escape routes, call points and fire doors.
- Report defects or hazards to Estates.
3.5 Fire Marshals and Fire Wardens
- Assist with evacuation and sweep designated areas.
- Report missing persons to the Fire Incident Co-ordinator.
- Report hazards immediately to Lodge / Estates.
3.6 All Staff and Students
- Follow fire safety procedures and report hazards or near misses.
- On discovering a fire:
- Raise the alarm (via call point).
- Call 999 if safe to do so and notify the Lodge.
- Evacuate via nearest exit and assemble at the designated assembly point.
- Do not re-enter until authorised.
4. Fire Risk Assessments (FRAs)
- FRAs must be completed for all College premises by competent external assessors.
- Reviews at least every Three years or after material changes.
- FRA action plans are tracked by Head of Operations and Head of Estates.
- Reports are retained in the Fire Safety Log Book and available for inspection.
5. Maintenance of Fire Safety Systems
The Head of Estates will ensure the following standards are met:
| System | Internal Check | External Servicing |
| Fire Extinguishers | Monthly visual check | Annual service by competent contractor (BS 5306) |
| Fire Alarm System & Call Points | Weekly call-point test (rotating zones) | Quarterly and annual engineer inspection (BS 5839) |
| Emergency Lighting | Monthly functional test | Six-monthly and annual inspection (BS 5266) |
| Fire Doors & Exits | Weekly visual check of closures & routes | Annual inspection by specialist or as needed |
| Fire Evacuation Drills | Three per year (minimum) | – |
| Electrical Installation | – | Periodic inspection (EICR) every 5 years |
6. Fire Evacuation and Emergency Procedures
- The Porters’ Lodge is the first contact in any fire alarm situation.
- If a fire is confirmed, the Lodge (or anyone present) must dial 999, then notify the Head of Operations.
- Evacuation procedures and assembly points are posted on Fire Action Notices throughout College buildings.
7. Personal Emergency Evacuation Plans (PEEPs)
- Individuals requiring assistance to evacuate must have a PEEP prepared.
- Students contact the Academic Office / Accommodation; staff contact HR or Head of Operations.
- PEEPs are maintained by the Head of Operations and reviewed annually.
- Copies are held confidentially in the Fire Safety Log Book and by the Lodge.
8. Training and Drills
| Training | Frequency | Responsible |
| Fire Panel Training (Lodge staff) | Annual | Head of Operations |
| Fire Marshal Training (staff) | Every 3 years | Head of Operations |
| Fire Warden Training (students) | Start of each academic year | Head of Operations / Accommodation Office |
| Fire Awareness (Staff & Fellows) | Annual | Head of Operations |
| Student Induction Fire Safety | Annual (Michaelmas Term) | Academic Office / Head of Operations |
| Evacuation Drills | Three per year | Head of Operations / Lodge |
| Disability Evacuation (PEEP support) | Annual | Head of Operations |
Training records are kept by Head of Operations and retained for at least five years.
9. Contractors and Visitors
- Contractors must comply with the College’s Permit to work systems and fire procedures.
- Visitors are informed of evacuation routes via Fire signage, Action Notices and event briefings.
- Conference organisers receive fire procedures and must inform delegates of assembly points.
10. Incident Reporting and Record Keeping
- All fire incidents or false alarms must be recorded on the Incident / Near Miss Form.
- Forms are stored in the Fire Safety Log Book and reported to the Head of Operations.
- Trends in false alarms are reviewed termly by the Health & Safety Group.
11. Construction and Alteration Work
- No structural or material change affecting fire safety is to be undertaken without approval from the Head of Estates.
- Revised FRAs must be commissioned where alterations impact fire provision.
- Skips and waste containers must be kept away from buildings to reduce fire spread risk.
12. Monitoring and Review
- Head of Operations and Head of Estates jointly review fire safety records annually.
- Policy review is annual or sooner if significant changes occur.
- Outcomes are reported to the Management Executive Board (MET) and Governing Body (GB).
13. Contact Information
| Role | Contact |
| Porters’ Lodge | 01865 284700 / lodge@sant.ox.ac.uk |
| Head of Operations (Fire Safety Manager) | head.operations@sant.ox.ac.uk / 07394 953282 |
| Head of Estates (Maintenance Lead) | Head.estates@sant.ox.ac.uk / 07380722894 |
| Emergency Services | 999 – state ‘Fire at St Antony’s College, 62 Woodstock Road, Oxford OX2 6JF.’ |