Statutory Bodies and Committees

Health & safety guidance for committee secretaries

If you are Secretary to a Committee meeting, please follow the guidance below:

  1. In advance, find out if a fire alarm test is planned for the day of the meeting so you can let the Committee members know at the start of the meeting.
  2. Before the meeting starts, familiarise yourself with the fire exits from the meeting room. If there is no phone in the room, and you don’t have a mobile phone, make sure you know where the nearest phone is.
  3. If first aid is required during a meeting, or there is any other emergency,  dial 666 (internal) or 01225 383999 (from a mobile) and security will organise for a First Aider, or any necessary emergency services. They will meet the services and direct them to the room, otherwise paramedics or fire officers may get lost on campus.
  4. Should the fire alarm sound, encourage everyone to leave the room by the nearest safe exit. Follow the instructions in the room.
  5. If you know you have a Committee member with mobility problems or a physical disability that will limit their ability to leave the building quickly, ensure a Personal Emergency Evacuation Plan (PEEP) is developed in advance. See:   Staff should already have one.
  6. In an emergency, if a visitor is unable to negotiate the stairs and there is no PEEP, escort them into an adjacent building and use a lift to evacuate them to a lower level if necessary. If this is not possible, then escort the visitor to a refuge point by a lift and report their location to Security and/or the emergency services.


Useful phone numbers:

Emergencies: 666 (internal) or 01225 383999 (from a mobile)
Security office (non-emergencies): 5349 (internal) or 01225 385349 (external)
Catering: x 5051 or 5345