Multi occupancy building user group (MOBUG)

Whilst this guidance was written for a MoBUG, it can also be used for building user groups where all occupiers come from the same School/Management unit.

Head of School

• The Head of School that occupies the largest floor space in the building will be responsible for establishing a MoBUG and securing the nomination for a Convenor/Chair;
• Other Heads of School are responsible for ensuring that they appoint a suitable representative to be part of the group;
• Heads of School must fully support and enforce fire safety issues determined by the MoBUG. 

Setting up a multi occupancy building user group

• A Convenor for the group is to be appointed by the Head of School who occupies the largest floor space in the building;
• The Convenor should be of a suitable grade that is commensurate with the duties of the MoBUG Convenor;
• The MoBUG Convenor should appoint a secretary (from their School) and should chair the meetings;
• The Convenor shall advise the FSU of all the Schools, including tenants occupying the building;
• The FSU will contact all Heads of School concerned with the building, inviting them to nominate their Building Fire Coordinator(s) to form part of the MoBUG;
• Heads of School should in turn, inform the MoBUG Convenor of their named representative;
• The MoBUG Convenor shall advise the FSU of the membership representatives;
• MoBUG representatives must fully support and enforce fire safety issues determined by the MOBUG;

Group members

In addition to the Convenor and Secretary, the MoBUG should also consist of the following;

• Building Fire Coordinator for each School (including tenants) within the building - with sufficient authority to implement any decisions made by the MoBUG;
• Additional representation should be requested as required e.g., from the FSU, Estates, Security, Servitor Managers, Building Managers etc. as required.

Secretary

MoBUG secretaries are responsible for;

• Arranging meetings;
• Taking minutes of the meetings;
• Establishing agendas and circulating minutes to all group members prior to meetings;
• Administering MoBUG membership.

Remit of a MoBUG

MoBUGs are primarily designed initially for building occupiers from different Schools/Colleges/other work areas (including external occupiers) to discuss fire safety issues and then move on to other communal building issues, such as security of shared first aid provision. Agenda items should include;

• Fire safety including escape routes, signage, emergency lighting, weekly fire alarm checks etc.;
• Annual fire drills;
• Staff with fire safety related responsibilities;
• Fire safety related training;
• Fire safety management resources for out of hours events;
• Routine fire safety checks;
• Other wider building issues as agreed by the MoBUG.

Frequency of meetings

When first set up, this group should meet at least every two months until all fire safety matters are confirmed and in place. Thereafter, meetings can be called as and when fire safety or other building issues arise, but should be held at least twice a year.

Specific fire safety responsibilities

MoBUG Convenors will specify who shall be allowed access to the parts of the University under their control and the appropriate closing arrangements applicable, to occupation of their school or building. 

Unless specified differently by the Head of School or MoBUG Convenor, evening and weekend hours will be considered as:

1. weekdays from 18.00 hours to 08.30 hours;
2. weekends from 18.00 hours Friday to 08.30 hours Monday;
3. Any day on which a school or building is closed, for example, on a university or Public Holiday. 

Heads of Schools and/or MoBUG Conveners must formulate a policy to specify the permitted occupancy of individual University premises by undergraduates.

Fire drills 

It is essential that the building’s emergency evacuation arrangements are tested regularly. In this connection, the MoBUG Convenor must ensure that fire drills for their buildings are held, at least annually.