Office and Classroom Safety

Introduction

Though offices and classrooms are thought to be relatively safe working environments, they can present potential risks that are often overlooked. This article covers work practices and physical hazards that increase the potential for accidents and fires in these spaces. A link to our Office and Classroom Safety Checklist, which will help you identify unsafe conditions in the office or classroom spaces you occupy, is located under "Inspections" below.
Scope and Application

The guidelines apply to all office and classroom spaces, whether assigned to one individual or used by several persons from the same or different departments.
Roles and Responsibilities

Everyone who occupies an office or classroom is responsible for keeping the area free of hazards. This is especially true for classrooms and other spaces that are not assigned to one particular department or employee. Each employee who uses the room should be on the alert for hazardous conditions and promptly report any to the campus Facilities Office.

Departmental spaces should be inspected at least annually. The department is responsible for the correction of any operational deficiencies that are discovered. Facility deficiencies must be reported to the campus Facilities Office.
Guidelines

The following guidelines deal with physical hazards that may be found in offices and classrooms. Areas of concern include walking surfaces, electrical hazards, fire prevention, shelving and cabinets, storage areas, and furnishings. Operational deficiencies are hazards that arise from dangerous work practices (e.g.,overloaded shelves, blocked exits, damaged electrical cords, etc.). Facility deficiencies deal with problems that fall under the purview of the campus Facilities Office, such as loose floor tiles or broken classroom furniture.
Walking surfaces

Floors should be even, dry, and clear of any materials that are low to the ground and constitute a tripping hazard*. (*Look for loose wires lying on the floor, short stacks of papers or other small pieces of equipment sitting on the floor.) Floor mats should be provided at building entrances to reduce the risk of slipping on water, snow, or mud carried in on occupants' shoes. Rugs or carpets should be secure.
Electrical hazards

Electrical outlets should be in good repair and circuits not overloaded. (Report any switch or outlet that feels warm to the touch during use to the campus Facilities Office.) Equipment power cords and plugs should be in good condition, with no exposed wires, splices or broken insulation. Multiple outlet strips should be equipped with overload protection. Extension cords, if used, should be in good condition and grounded (i.e., 3-wire type). They should be no longer than necessary and should not be run under carpets or rugs, through doorways, or in other traffic areas. These measures will prevent shock and fire hazards that are associated with the use of damaged or overloaded electrical supply lines.
Fire Prevention, Emergency Exits

Fire extinguishers should bear a current inspection sticker and be appropriate for the kind of fire that might occur in the space. (Note: An ABC-type extinguisher can be used on any fire.) Fire doors should be closed, but unlocked. Likewise, exits should be clearly marked, unlocked during normal business hours or special events, and not obstructed by equipment or furnishings. Primary users of the room should be trained in emergency procedures and designated escape routes. Finally, do not allow excess paper, boxes, or trash to accumulate and do not store combustible materials close to light fixtures or other equipment that generates heat. Note: Electric space heaters may be used only with the approval of the campus Facilities Office.
Shelving, Bookcases, and Cabinets

Improperly stored office materials can lead to objects falling on occupants, poor visibility, and create a fire hazard. First check that all shelving, bookcases and cabinets are in good repair and strong enough to support the intended load. If necessary, consult with Facilities personnel about the suitability of wall-mounted shelves and other built-ins for planned usage. Freestanding bookcases and cabinets may require anchoring to prevent tipping, depending on what is being stored in them.

When loading shelves and cabinets, place heavy objects on lower shelves and neatly arrange materials in such a way that they will not slide or fall off. Use boxes and cartons that are uniform in size for items that are stacked on top of each other. Keep file cabinet drawers closed when not in use and only open one drawer at a time.
Material Storage Areas

In addition to the shelving issues raised above, check for other factors that increase the risk of accidents or fire in office storage areas. For instance, aisles and corridors should be clear and at least 22" wide. Adequate lighting (including emergency lighting) is essential. Ladders or step stools should be available, if needed, and in good condition. (See the Safety Program Guide "Portable Ladder Safety" for more information on the care and use of portable ladders.) Nothing may be stored within 18" of sprinkler heads (or 24" of the ceiling where no sprinkler system exits). There also must be unobstructed access to electrical panels, fire exits, and fire-fighting equipment.
Furnishings

In classrooms, check desks and chairs for broken parts, splintering, sharp edges, and the like. If they are bolted to the floor, make sure they remain firmly attached.

In offices, task chairs should be adjustable in order to prevent back strain and repetitive strain injuries. (See links to related articles below.) Verify that offices have the proper equipment for carrying out routine tasks. For instance, are appropriate step stools or ladders available to reach items stored on high shelves? Check the overall layout of furniture and equipment. Are office machines placed away from doors or high traffic areas and where they will have adequate ventilation? Is there sufficient storage capacity so that the work areas remain uncluttered?
Inspections

With these guidelines in mind, take a critical look at your office and the classrooms you use. If you wish, print out a copy of our Office and Classroom Safety Checklist on which to record your findings. It is available in either MS Word or .PDF format from our Forms page. Consult with appropriate departmental personnel to develop a course of action for correcting any operational deficiencies found. Report facility problems to the campus Facilities Office for remediation.
Related Topics

Other safety issues that frequently affect office workers are addressed in the following articles in the Safety Program Guide:

"Computer Workstations" describes methods to prevent repetitive motion injuries and eyestrain related to work with computers.

"Ergonomics" contains guidelines for minimizing the risk of MSD's (Musculoskeletal Disorders).

"Back Care" addresses concerns when an individual's job involves lifting or moving large or heavy objects.

"Portable Ladder Safety" deals with the care and use of various types of portable ladders.
For More Information

If you have additional questions or concerns regarding environmental hazards or accident prevention in your office or the classroom spaces you use, contact MC-ES's Safety Specialist by telephone (x. 74266) or e-mail. We can help you evaluate suspected hazards and offer guidance in conducting safety surveys and assessing the results. We also can assist in developing solutions to problems identified during surveys.