KING S COLLEGE LONDON Health & Safety Services

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1 KING S COLLEGE LONDON Health & Safety Services STATEMENT OF GENERAL POLICY, RESPONSIBILITIES AND ARRANGEMENTS IN RESPECT OF HEALTH, SAFETY AND WELLBEING PROTECTION Issue Date: March 2017 Issue Number: 3 Procedure No:HSS(2016)SP001 Author: Anthony Scott Approved By: HSMG Contents 1. Introduction 2. Health, Safety and Wellbeing Policy Statement 2.1 Statement of Intent 2.2 General Policy for Health and Safety 3. Governance of Health and safety 3.1 Safety Organisation and Responsibilities 3.2 Health & Safety Management Group 4. Health and Safety Management System 4 Context of Organisation 4.1 Understanding of organization and its context 4.2 Understanding the needs and expectations of workers and other interested parties 4.3 Scope of Occupational health and Safety management system 4.4 Occupational Health and Safety System 5. Leadership and worker participation 5.1 Leadership & Commitment 5.2 Occupational health and safety policy 5.3 Organisational roles, responsibilities, accountabilities and authorities 5.4 Participation and consultation 6 Planning 6.1 Actions to address risks and opportunities General Hazard Identification and assessment of OH&S risks Hazard identification Assessment of OH&S risks and other risks to the OH&S management system Identification of OH&S opportunities and other opportunities Determination of applicable legal requirements and other requirements Planning to take action OH&s Objectives and planning to achieve them OH&S objectives Planning to achieve OH&S objectives 7. Support 7.1 Resources 7.2 Competence 7.3 Awareness 7.4 Information and Communication 7.5 Documented Information General Creating and updating HSS2016 (SP001) Issue3 Page 1

2 7.5.3 Control of documented information 8 Operation 8.1 Operational planning and control General Hierarchy of controls 8.2 Management of change 8.3 Outsourcing 8.4 Procurement 8.5 Contractors 8.6 Emergency preparedness and response 9. Performance Evaluation 9.1 Monitoring, measurement, analysis and Evaluation General Evaluation of compliance with legal requirements and other requirements 9.2 Internal audits Internal audit objectives Internal audit process 9.3 Management review 10 Improvement 10.1 Incident, nonconformity and corrective actions 10.2 Continual Improvement Continual improvement Objectives Continual Improvement Process Appendix A Laws and Regulations HSS2016 (SP001) Issue3 Page 2

3 1. INTRODUCTION 1.1 This statement of general policy, responsibilities and arrangements in respect of health and safety protection, including fire safety and wellbeing, and sets out how the university manages health and safety across all of its activities, both on and off campus. It describes the university s safety management system and the organisational arrangements centrally and with Faculties/Schools and Directorates and managers responsibilities. Detailed procedures covering all University health and safety arrangements (including Fire Safety) and wellbeing are available in separate procedural, guidance and advisory, documents and other safety publications issued and controlled by the Director of Health & Safety Services (H&SS) and all members of H&SS. The university aims to establish a positive health and safety culture that includes awareness and understanding; effective processes; and positive behaviour by staff at all levels and by students and contractors and visitors. Wellbeing is more than the state of not being physically unwell; it includes physical, mental and social health. The university s management system is based upon the requirements of the Management of Health and Safety at Work Regulations 9 (as amended), the health and Safety Executive publication Successful Health and Safety Management (HSG65), and the Universities and College s Employers Association (UCEA) leadership and management of health and safety in higher education institution (formally, Code of Best Practice University Health and Safety Management ). All based on the Plan-Do-Check-Act model as also advocated in the Institute of Directors/HSE publication Leading Health and Safety at Work: actions for directors, board members, business owners and organisations of all sizes. Review findings from audits and risk Assessments Review legislative updates Review reports and trends Propose improvements Act Plan Strategic Review of Policy and Procedures Safety Risk Management Planning Identification of responsible persons Communication of plan and procedures Performance Evaluation Check compliance Annual audits Monitor Issue reports Check Do Gap analysis Deliver training Implementation of procedures Risk Assessment Action significant findings HSS2016 (SP001) Issue3 Page 3

4 2. HEALTH, SAFETY AND WELLBEING POLICY STATEMENT 2.1. STATEMENT OF INTENT The Council as the employing authority of King s College London (the university ) issues this statement setting out its general intentions for health and safety protection (incorporating fire safety) The Council accepts that ultimate responsibility for health and safety lies with the employer and firmly believes that successful health and safety policy is as important an element in good business practice as any other management policy. Development of a positive health and safety culture maintains high productivity in a safe working environment in which accidents and ill-health are reduced to a minimum, thereby contributing to good staff morale and overall business performance The university values its staff as its most important resources and is committed to not only meeting the minimum legal standard required by legislation but, where practicable and in line with business need, to exceeding them and constantly striving for improvement in health and safety. High standards in managing health and safety protection are integral to the university s delivery of world-class research and teaching. Although the Council carries ultimate responsibility, the management of the university is delegated to the Principal who is responsible inter alia for ensuring that the university provides a safe, supportive, inclusive and welcoming environment for staff, students and visitors. All employees and, where appropriate, students are expected to co-operate with the arrangements to deliver safe conditions and practices for work or study in the College so that accidents, occupational ill-health and other losses can be prevented or reduced. Employees are an important element in the safety system and all staff are encouraged to improve the university s safety management by passing concerns or suggestions for improvements through their line managers The President & Principal has delegated, to those responsible for conducting university business at all levels, the implementation and ongoing management of arrangements for the control of health and safety risks created by university activities. Safety management systems and arrangements shall be consistent with the principles set out by the Universities and College s Employers Association (UCEA) leadership and management of health and safety in higher education institutions. The Principal shall ensure, through the provision of adequate financial and physical resources, including the appointment of competent assistance, that all commitments contained within the policy statement are met and that all employees are sufficiently trained and equipped. The Council will put in place relevant monitoring and reporting mechanisms to assure itself that the university s safety management systems are fit for purpose. The Governance arrangements, giving effect to this policy is shown in the section GENERAL POLICY FOR HEALTH, SAFETY AND WELLBEING It is the policy of the university, so far as is reasonably practicable, to provide for the health and safety of its staff 1 and students and of visitors and members of the public using its premises and facilities and other persons who may be affected by its activities. The intention is to apply and maintain as a minimum the standards necessary to meet statutory requirements while seeking to achieve best management practice in accordance with higher education sector guidance The university seeks to provide and improve working conditions and accommodation to support its teaching and research activities in accordance with its declared objective of achieving excellence in these areas It is the University will, so far as is reasonably practicable, and in accordance with legal obligations and standards, to provide: 1 For purposes of this policy staff includes, so far as reasonably practicable, research post graduates. HSS2016 (SP001) Issue3 Page 4

5 premises maintained in a safe condition and without risks to health and adequate with regard to the provision of welfare facilities; take such general fire precautions as will ensure, so far as is reasonably practicable, the safety of any of its staff, students and visitors including taking such general fire precautions as may reasonably be required in the circumstances of the case to ensure that the premises are safe. a structured, risk based approach to the management and control of asbestos containing materials (ACMs) within its property portfolio to reduce the risk to its lowest practical level with the ultimate aim of providing an asbestos-free workplace water hygiene management of all its operations, with regard to the design and maintenance of domestic water and air handling systems to control the risk from Legionella bacteria. safe access and egress to its premises for all staff, students and visitors including, subject to reasonable adjustments, those who are disabled, together with adequate and safe means of egress; buildings and building services, plant and equipment that ensure safe and healthy working conditions; arrangements for the safety and absence of health risks from the receipt, storage, transportation, use, maintenance and disposal, where appropriate, of articles, equipment, machines, substances and tools; arrangements to ensure that articles designed, modified or constructed by employees or students in the course of their work or study for use in connection with College activities are safe and without health risks when being used, cleaned or maintained; that such articles are examined and tested by a competent person as necessary to ensure safety; and that adequate information is provided to users to ensure their health and safety; arrangements to ensure that risks to the health and safety of employees, students and other persons who may be affected by the College s activities are identified and assessed by competent persons and that control measures determined by such assessments are provided, used and maintained; arrangements to manage emergencies and other unplanned events to protect the health and safety of staff, students and other persons and to mitigate damage or loss of University assets and harm to the environment; suitable personal protective clothing and equipment for use by employees and to ensure that students, if not supplied with or loaned such items, are informed of the type of clothing or equipment required; relevant and comprehensible information to employees, students and visitors to ensure their health and safety; training for employees and students to enable them to carry out competently their duties and to work or study safely; supervision by competent persons to ensure that employees and students undertake safely their work or study and to ensure compliance with general University or local procedures. Arrangements for staff & students within clinical environments and confirm we will follow NHS clinical governance arrangements The University will co-operate with its NHS partners and all other employers with whom it jointly occupies or shares control of premises to co-ordinate the respective arrangements for health and safety and controlling risks. It will also work with facilities management service providers and/or other contractors operating on its sites to ensure that safety arrangements and standards are consistent with this general policy. University staff will work to any higher standards that may obtain in jointly occupied or shared premises. If staff or students work in premises wholly under the control of another employer then the policy and arrangements of that employer will apply. To give effect for this coorperation, the arrangements will be described in a Memorandum Of Understanding, incuding the clinical risk and goverance arrangement The University will establish and maintain arrangements to consult employees and students or their elected Trades Union or other representatives. Employees will be consulted in making, monitoring and promoting this policy and be encouraged to participate actively in reviewing safety arrangements. HSS2016 (SP001) Issue3 Page 5

6 2.2.6 Deans of Faculties and Professional Services Directors and other senior managers are responsible for ensuring that their areas of activity operate within this policy and will draw up local arrangements, rules or procedures to manage those activities under their overall control and direction Individual and collective responsibilities and procedures for the management of risks to health and safety are consistent with other business risk management policies and practices and management keeps under review the appropriateness and effectiveness of risk control measures Appropriate advice and assistance on health, & safety issues will be provided by a University Director of Health & Safety Services who together with specialist and other safety officers will assist management at all levels in the effective discharge of legal duties and this policy University management will allocate funds to maintain, and where practicable and in line with business need improve, legal safety standards consistent with this policy and with its strategic or financial objectives. Budget holders are responsible, within the University s financial arrangements and regulations, for the direct costs of safety in areas or activities under their control and direction. Funding for the general improvement of the safety of buildings and the common services therein shall be a corporate responsibility. HSS2016 (SP001) Issue3 Page 6

7 3. GOVERNANCE OF HEALTH, SAFETY AND WELLBEING 3.1 LINE MANAGEMENT RESPONSIBILITIES The Council acknowledges its legal responsibility for health and safety (including fire safety) and wellbeing protection. It requires of its officers and senior University managers, its members and of University managers, individually and collectively, a commitment to implement this and supporting policies and arrangements through effective management systems and procedures. Further, to have regard to this policy in the general planning and control of University activities and functions. This includes activities or services provided by the University which may impact on visitors or other members of the public. The Council s standing Audit and Compliance Committee will put in place relevant assurance, monitoring and reporting processes to ensure that the Council s health and safety policy and procedures are being implemented effectively The Council will seek assurances from the Audit and Compliance Committee and the President & Principal that appropriate health and safety management arrangements and practices are established throughout the University and are working effectively The Council assigns executive authority to the President & Principal to act on its behalf to ensure that an effective management organization is established and maintained to implement this policy and to approve such general safety arrangements as are necessary. The Principal may seek the advice of senior University officers and managers in agreeing and taking action and will ensure that health and safety issues are considered and incorporated in the general planning, resourcing and co-ordination of the University s operations The Health & Safety Management Group will advise the Principal on the management standards and systems to deliver agreed policies and objectives and ensure that these systems are being effectively applied. It shall review health and safety performance and improvement on, at least, an annual basis to determine progress and effectiveness in delivering planned management objectives within the University. It shall review Business Plans to ensure the identification and deployment of adequate resources to control health and safety risks in accordance with legal obligations and the University s risk management policy The Senior Vice President Operations is responsible for overseeing, as the nominated Safety Champion Director on behalf of the Principal, the implementation of this policy. He or she is also responsible for supporting health and safety management arrangements across the Professional Services activities of the university. Directors and Heads of Professional Services Departments and/or subsidiary organizations are responsible for the health and safety of those activities and staff under their control or direction; and for ensuring that services commissioned or delivered meet all relevant statutory standards The Senior Vice-President/Provost (Arts & Sciences) and (Health) are accountable for ensuring that the Deans of Faculties within their respective remits implement this policy and supporting arrangements to manage health and safety in respect of the activities and staff and students under their control. This is achieved by delegation of day to day assurance monitoring through their respective Chief Operating Officers The senior Vice President (Quality, strategy & Innovation) is accountable for supporting health and safety management arrangements across the quality, strategy & innovation activities of the university. Ensuring that managers within their respective remits implement this policy and supporting arrangements to manage health and safety in respect of the activities and staff and students under their control Each Faculty Executive Dean and Professional Services Director or equivalent shall: keep themselves aware of this general policy and University-wide arrangements as they affect the work undertaken by their Faculty/Directorate; keep themselves aware of the fire safety responsibilities and arrangements for the University; establish and record a Faculty/Directorate management structure to ensure specific responsibilities and functions to implement University and faculty/directorate health and safety statement, rules and arrangements are defined and allocated to responsible persons including Heads of Department, Division, Centre, Group, or other unit; HSS2016 (SP001) Issue3 Page 7

8 authorise and issue a Faculty/Directorate safety procedure recording the responsibilities and functions of staff and the arrangements whereby University Policy and faculty/directorate procedure are to be implemented; formulate and keep under review a Safety Action Plan to identify and deliver key performance indicators for managing health and safety risks; identify and manage health and safety risks arising from Faculty/Directorate activities on a systematic basis in accordance with University risk management policy; ensure an effective communication system within their Faculty/Directorate so that University policy and local safety procedure and arrangements are brought to the attention of their staff and students, as appropriate; ensure that all Faculty/Directorate equipment is installed appropriately and maintained in a safe condition and where necessary regularly tested or examined; make budgetary provision for and ensure that before laboratories or other specialist work places are vacated, all unwanted and surplus materials are disposed of and furniture, fittings and equipment contaminated by hazardous materials are suitably cleaned, decontaminated or otherwise treated in accordance with University procedures; based on the risk profile of the Faculty/Directorate ensure that a sufficient number of local safety officers or persons are available to advise on and monitor health and safety standards and that they have the necessary authority and resource to undertake such functions as may be reasonably required; ensure that a planned programme of workplace inspections are undertaken, the frequency of which will be dependent upon the risk profile of the Faculty/Directorate establish a Faculty/ Directorate Safety Committee, or other body including a similar remit, to monitor safety standards and to advise and co-ordinate safety arrangements. Such Committees should include representatives of all sections and interests within the Faculty/Directorate and will act as the forum for consultation with staff and their representatives locally on matters affecting health & safety. The number of meetings shall be determined by the level of risk within the Faculty/Directorate and issues within All staff who supervise or direct University employees or students are responsible, in accordance their job description, for establishing and enforcing appropriate health and safety protection measures. In particular, supervisors shall ensure that: comprehensible information is provided to employees or students on the hazards and risks associated with their work or study including placements or other activities undertaken elsewhere within the UK or overseas; the risks of the work or programme of study are identified and assessed, and the safety measures identified by that assessment are provided and properly used and that safe working practices are established and their effectiveness monitored; the lowest hazards and risks consistent with the achieving the objectives of the work are selected and that regard is given to the capability of the employee or student concerned; a record of the conclusions of the risk assessment is documented using such procedures as the University may determine and that these conclusions are kept under review; instructions and training in safe working methods and techniques and in the use of safety measures are provided checks are made to ensure people are working safely as advised. HSS2016 (SP001) Issue3 Page 8

9 All employees (and postgraduate research students, and employees of other organizations, including agency workers, and visitors working in university facilities and premises) must take reasonable care for their health and safety and that of others who may be affected by their activities. In particular, they shall: comply with university safety policy and all local safety procedures, rules and instructions relating to their work; report, in accordance with University procedures, instances of personal injury accidents and specified dangerous occurrences; report unsafe conditions or activities to their supervisor, local safety officer or Help Desk so that remedial action can be initiated; properly use any safety measures or devices provided for their work including personal protective clothing or equipment in accordance with instruction or training; not intentionally or recklessly interfere with or misuse anything which is provided in the interests of health and safety; co-operate with the officers and managers of the University to ensure the implementation of this policy and compliance with statutory provisions. report any shortcomings found within the safety management system to their supervisor/manager Notify their supervisor/line manager of any work situation that has, in their opinion, the potential for serious or imminent danger All undergraduate and postgraduate taught students must take reasonable care for their health and safety and that of others who may be affected by their activities. In particular, they shall: comply with university safety policy and all local safety procedures, rules and instructions relating to their studies; report, in accordance with University procedures, instances of personal injury accidents and specified dangerous occurrences; report unsafe conditions or activities to their supervisor, local safety officer or Help Desk so that remedial action can be initiated; properly use any safety measures or devices provided for their studies including personal protective clothing or equipment in accordance with instruction or training; not intentionally or recklessly interfere with or misuse anything which is provided in the interests of health and safety; co-operate with the officers and managers of the University to ensure the implementation of this policy and compliance with statutory provisions. report any shortcomings found within the safety management system to their supervisor Notify their supervisor of any study situation that has, in their opinion, the potential for serious or imminent danger. 3.2 MANAGERS WITH ADDITIONAL SPECIFIC ORGANISATIONAL RESPONSIBILITIES The Director of Real Estate (Estates & Facilities) is accountable for ensuring for the safety of University premises including the building structure, fabric and services, the safety of staff engaged in maintenance work and members of the public. Works to alter, repair, maintain or demolish any building or part thereof, including general plant and building services, must be carried out with due regard to this general policy, University procedures and any specific planning, building control, fire safety or other legal requirements the Director of Real Estate shall delegate these additional day to day accountability: Facilities safety operations to The Director of Real Estates Management (DREM) who is responsible for the procedures and practices, including the overall strategic asbestos and legionella management and ensuring development and implementation of the Asbestos and legionella Management Plans. HSS2016 (SP001) Issue3 Page 9

10 new builds and major refurbishments to The Director of Real Estates Development (DRED) who is responsible for ensuring such infrastructure projects and programs complies with the relevant health and safety and other statutory requirements The DREM, in collaboration with H&SS, is responsible for coordinating the effective implementation of the fire safety management system, so far as is reasonably practicable, as affecting University premises, including Fire risk assessment and local emergency evacuation procedures The DREM shall ensure that arrangements are in place to appoint competent building and engineering contractors, for existing buildings, and to inform them of the hazards of University premises in which they work. Any other University Officers independently commissioning building or engineering including cable and wiring or other installation or adaptation works in University buildings must consult with the Real estates management team to ensure that contractors comply with University policies and procedures for working on University premises The DREM and DRED, as appropriate, shall ensure that sufficient and competent CDM Coordinators, Project Managers or Officers and contractors are appointed so that existing building or refurbishment projects can be undertaken in compliance with relevant statutory requirements and University policy and arrangements DREM and DRED through Project Managers or other Estates Officers shall ensure that the work, whether undertaken by contractors or University staff, complies with the relevant health and safety and other statutory requirements. Works undertaken by the University s facilities management services provider(s) and other contractors must be undertaken in accordance with the output specifications of the Project Agreement as specified and in compliance with all relevant health and safety legislation The DREM is accountable for the health and safety of employees engaged in professional services within his managerial remit, via delegated managers, including: audiovisual and photography, catering, cleaning, pest control, reception and telephones, security, non-hazardous waste disposal. He is also responsible for ensuring that services commissioned or delivered by his area meet all relevant statutory and regulatory standards Joint responsibility of DREM and Director of Students and Education to ensure that Residences are constructed, maintained and managed to ensure the health and safety of student occupants including fire prevention and emergency evacuation The DRED shall ensure all new builds and major refurbishments covered by this part of estates and facilities operations, complies with the relevant health and safety and other statutory requirements. Works undertaken by the University s facilities management services provider(s) and other contractors must be undertaken in accordance with the output specifications of the Project Agreement as specified and in compliance with all relevant health and safety and other appropriate, e.g. Equality Act 2010, legislation The Director of Students and Education is responsible for the health and safety of employees engaged in professional services within their managerial remit including: Libraries and King s Sport. They are also responsible for ensuring that services commissioned or delivered by their area meet all relevant statutory and regulatory standards. Coordination of those safety, health and wellbeing aspects relevant to our student cohort including liaison with KCLSU and estates & facilities The Director of Human Resources is responsible for ensuring that human resource management and administrative systems are in place for the appropriate pre-employment screening, health assessment and surveillance monitoring, induction and training of staff in order to promote and maintain a safe and secure working environment. Monitoring of sickness absence. Contributing to health and wellbeing initiatives The Director of Research Management & Innovation is responsible for coordinating the operational safety arrangements associated with research and development activities. HSS2016 (SP001) Issue3 Page 10

11 A Director of Health & Safety Services (as the legally designated competent person ) is appointed to the university to provide independent advice, assistance and assurance with regards to the university s health and safety management system. the Health & Safety Services remit, which is strategic in nature and the main functions are to: advise all members of the university community about health & safety (including fire safety) and wellbeing, in general and as the law applies to individuals advise the university about its health & safety performance, using monitoring and auditing processes advise and support managers and others carrying out health & safety work in accordance with duties and responsibilities assigned to them in law or through university procedures advise the university about the implications of proposed or new legislative requirements or enforcement agency policies and arrangements maintain a database of all reported accidents, incidents and near misses, together with appropriate documentation about their investigation liaise with the Health & Safety Executive and other relevant enforcement agencies make (or co-ordinate) all statutory notifications and returns including those required by the Reporting of Injuries, Diseases and Dangerous Occurrences Regulations draft and submit for approval policy and arrangements that apply across the university provide and support health & safety training and develop new training material and courses provide a reference source of relevant health & safety information and documentation, including university policy statement, arrangements and guidance relating to health and safety matters. communicate with and assist faculties and directorates and local safety advisors appointed by senior managers. research or otherwise investigate aspects of health & safety that are new or unfamiliar liaise with external bodies with an interest in health and safety management, including the university s insurers and sector-specific professional groups All Faculties and Directorates at all levels of management will accept ownership of, and accountability for, health and safety management and that the university accepts that the primary functions of health & Safety Services are for the provision of safe system development, advice and assurance to assist and enable managers in fulfilling their legal duties and ensure regulatory compliance (Figures 1, 2 & 3 summarises the Governance arrangements). HSS2016 (SP001) Issue3 Page 11

12 Figure 1: The University Safety Organisation Chart MANAGEMENT ASSURANCE Policy & Safety system Monitoring and Approval COUNCIL Ultimate responsibility for health and safety AUDIT, RISK & COMPLIANCE COMMITTEE Responsible on behalf of the Council for monitoring the management of health and safety PRESIDENT & PRINCIPAL Overall executive responsibility for health and safety & accountable to the Council PRINCIPAL SENIOR MANAGEMENT TEAM Includes nominated Safety Champion. Accountable to the Principal for health and safety of faculties/directorates and for compliance with university and statutory requirements. HEADS OF FACULTIES/DIRECTORATES Accountable to SMT for ensuring that effective local arrangements are in place for the implementation of College health and safety policies, procedures and codes of practice. HEADS OF DEPARTMENT/DIVISIONS Accountable to HoS/HoD for the implementation of university health and safety policies, procedures and CoP INDIVIDUALS Responsible for their own health and safety, and for complying with university and faculty/directorate arrangements Local plans, implementation and protocol development Key Line Management delegation) Reporting line (accountability) Advice/support HEALTH AND SAFETY MANAGEMENT GROUP FACULTY/ / DIRECTORATE SAFETY OFFICERS/ SAFETY COMMITTEES TRADE UNIONS CONSULTATION DIRECTOR SAFETY SERVICES (COMPETENT ADVISORY SERVICE: HEALTH & SAFETY SERVICES) Other specialist advice, e.g. Occupational health Radiation protection advisor/service Safety Strategy development & assurance HSS2016 (SP001) Issue3 Page 12

13 Figure 2: Management levels (UCEA) Governing Body This is the group with overall accountability and assurances for the strategy of the institution:college Council From a centrally based individual or team: Annual reports and or quarterly reports on H&S. Briefing sessions or papers on significant events, change to legal requirements Formal or informal training for Board members and governors. Submission of university KPIs Provide contextual information about comparisons with sector norms and statistical information MANAGEMENT ASSURANCES Leadership/Executive Team This is the group which typically consist of the Vice- Principals, College secretary and Registrar (Chief Operating Officer), Deans and Professional Services Directors who have the responsibility for influencing and shaping the strategic direction of the Institution. Senior Managers This is the group who have responsibility for the implementation of the strategic direction of a particular Faculty /School or Department. This group consists of Deputy Deans/Directors, Subject/Divisional Leads, and Directors of Research Line Managers This is the group of staff either academic or support who have responsibility for the day to day direction of activities and the management of staff in line with the strategic direction of the particular Faculty/ School or Directorate. Examples may include section leaders, Principal Investigators (PIs). Front Line & Supervisory Staff This tier have responsibility for overseeing activities of staff and/or students but are unlikely to be responsible for developing those activities e.g. a technical officer supervising a laboratory or a supervisor of a frontline service. Assistance can be expected for every level from the university Health and Safety professionals. From a centrally based individual or team: Annual reports and or quarterly reports on H&S. Briefing sessions or papers on significant events, change to legal requirements Submission of College KPIs Provide contextual information about comparisons with sector norms and statistical information Formal or informal training for the leadership team Advice on interpretation of H&S legislation and best practice This would be a joint approach with significant contributions from local safety appointments, especially for specific hazards such as radiation, bio/gm, DSE, etc. and support from centrally based individual or team Communications about significant events, changes to legal requirements of relevance to your faculty/school/directorate Attendance at health & safety committees or other meetings where H&S is discussed Information about accidents and incidents occurring in your faculty/school/directorate Guidance on how to investigate incidents and H&S issues Actions plans and recommendations from investigations Advice on management actions and proportionate responses to incidents Advice on interpretation of H&S legislation and best practice This would predominantly come from your local safety appointment this may also include limited input from a centrally based individual or team Communications about significant events, changes to legal requirements of relevance to your faculty/school/department Attendance at local health & safety committees or other meetings where H&S is discussed Information about accidents and incidents occurring in your faculty/school/department Participation in discussions to resolve local H&S issues Actions plans and recommendations from investigations Advice on management actions and proportionate responses to incidents Advice on interpretation of H&S legislation and best practice Training courses or delivery of presentations and information Completion of faculty/school/department returns of KPIs HSS2016 (SP001) Issue3 Page 13

14 Figure 3: University Accountability arrangements H&SS /Principal & Senior Management Team Faculties/Directorates Staff/Students Providing health and safety strategic direction, advice, assurance and guidance for the university Development and review of university policy, procedures and guidance documents relating to health and safety arrangements Produce safety related standards to support university safety management system Develop training strategy and provide e-learning and classroom based training and monitor provision of specialist training. Liaising with insurers in collaboration with stakeholders and providing advice and guidance on safety risk and cost reduction options Monitoring and, where appropriate, investigating accidents/ incidents and developing learning outcomes Carrying out periodic inspections and audits of University undertaking in relation to health and safety arrangements Advising the University s various safety committees on issues relating to health and safety Develop risk assessment strategy requirements and monitor/audit compliance in collaboration with relevant stakeholders Develop and monitor contractor permit/procedure Monitor and advise on local safety arrangements Liaise with enforcement Authorities, HSE, EA and LFB etc., on safety arrangements and be the main contact point for these authorities Liaise with insurers on safety arrangements and be the main contact point for these authorities Advise the university s safety committees on issues relating to health and safety Advise Faculties/Directorates of identified deficiencies relating to health and safety Contribute to consultations and comply with university arrangements for health and safety Develop and implement faculty/directorate strategies for meeting the university standards relevant to their area Monitor and ensure training attendance. Allocate sufficient resources for any necessary activity specific training Take part in and implement recommendations arising from insurance inspections Investigate causes of accidents & incidents, where appropriate, with advice from H&SS Take part in audits of health and safety arrangements and implement recommendations. Ensure that there is a risk based programme of workplace inspections and monitor findings. Ensure that health and safety is reviewed and discussed at a Faculty/Directorate level either by convening a Faculty/Directorate safety committee or by a standing agenda item on an existing Faculty/Directorate level meeting. Ensure safety risk assessments are carried out and kept up to date, and improvement actions are appropriately managed Ensure compliance with contractors permit/procedure. Develop in collaboration with Faculties/Directorates local safety arrangements Inform H&SS of all contacts and visits by enforcing authorities. Where practicable this should be forehand. Inform H&SS of all contacts and visits by insurers. Where practicable this should be forehand. Ensure that health and safety is a permanent item on Faculty/Directorate safety /executive management committee agenda Ensure unsafe acts and conditions that are reported to faculties/directorates are rectified within an acceptable period of time Ensure communal areas are kept clean and tidy. Report any repeated transgressions to the relevant Faculty/Directorate Contribute to consultations and comply with university arrangements for health and safety Contribute to the implementation, as appropriate to your faculty/directorate, the safety management system Complete e-learning modules and attend classroom based training relevant to role Implement, as necessary, recommendations arising from insurance inspections Cooperate with management/safety officers as appropriate in investigation of accidents incidents Cooperate with audits and workplace inspections. Report any unsafe conditions or unsafe acts that cannot be resolved locally to E&F or H&SS as appropriate Raise any health and safety concerns with the local committee representative when matters cannot be resolved locally. Contribute as appropriate with management to ensure that suitable and sufficient fire risk assessments for the buildings are undertaken Report any suspected unsafe acts/conditions relating to contractors as soon as practicable Collaborate with management in the development of local safety arrangements Inform line management and/or H&SS of faculty/directorate of all contact and visits by enforcing authorities Inform line management and/or H&SS of faculty/directorate of all contact and visits by insurers Inform management of faculty/directorate, of health and safety concerns/issue for inclusion in faculty/directorate safety committee business. Report unsafe acts and conditions (e.g. faulty fire doors etc) to faculty/directorate management and/or H&SS as appropriate Maintain good housekeeping Communication Cooperation Coordination HSS2016 (SP001) Issue3 Page 14

15 4. HEALTH AND SAFETY MANAGEMENT SYSTEM The university has adopted, as current good practice, the development of a health and Safety Management system based on OHSAS1800:2007 ( and the evolution into ISO45001 when formally adopted). HSS2016 (SP001) Issue3 Page 15

16 4 Context of Organisation 4.1 Understanding of organization and its context King s is: one of the top 25 universities in the world ( QS international world rankings) the fourth oldest university in England research-led and based in the heart of London. King s has over 27,600 students (including nearly 10,500 postgraduates) from some 150 countries and almost 6,800 employees. King s provides world-class teaching and cutting-edge research: In the 2014 Research Excellence Framework (REF) King s was ranked 6th nationally in the power ranking, which takes into account both the quality and quantity of research activity, and 7th for quality according to Times Higher Education rankings Eighty-four per cent of research at King s was deemed world-leading or internationally excellent (3* and 4*) The university is in the top seven UK universities for research earnings and has an overall annual income of more than 684 million. King s has a distinguished reputation in: the humanities law the sciences, including health areas such as psychiatry, medicine, nursing and dentistry social sciences, including international affairs. King s has influenced many of the advances that shape modern life, such as: being the largest centre for the education of healthcare professionals in Europe. King s Health Partners King s, Guy s and St Thomas, King s College Hospital and South London and Maudsley NHS Foundation Trusts are part of King s Health Partners. King s Health Partners Academic Health Sciences Centre (AHSC) is a pioneering global collaboration. For more information, visit the King's Health Partners' website. Supporting evidence: WHITE PAPER: CHANGING KING S FOR A CHANGING WORLD: A STRATEGIC VISION FOR Understanding the needs and expectations of workers and other interested parties Interested parties include schools and faculties and the UK and overseas students attending courses at King s; the alumni and the various funding and research organisations associated with the research undertaken at King s. 4.3 Scope of Occupational health and Safety management system The safety management system will cover all university activities both on and off campus under the control of the university. Through risk log/register all identified risks shall be managed through the university s safety management system Supporting evidence: SPR007 (current version)summary of safety management system 4.4 Occupational Health and Safety System A safety management system has been established, maintained and aims for continual improvement. Supporting evidence: SPR007 (current version)summary of safety management system HSS2016 (SP001) Issue3 Page 16

17 5. Leadership and worker participation 5.1 Leadership & Commitment The health and safety policy statement has the authority (signed) by the Principal of King s College London. The Principal chairs the overarching health & safety Management group. Document: HSS (current version)sp001, STATEMENT OF GENERAL POLICY, RESPONSIBILITIES AND ARRANGEMENTS IN RESPECT OF HEALTH, SAFETY AND WELLBEING PROTECTION 5.2 Occupational health and safety policy The safety policy has authorization of the principal, is published, communicated within the organisation, available to interested parties and reviewed periodically to ensure it remains relevant. This policy statement and safety system (including fire safety) will be reviewed at least annually by the Health & Safety Management Group in the light of changes in university activities, developments in health, safety and other relevant legislation e.g. environmental protection law and to ensure that it continues to meet the needs of the University. A report on the health and safety performance of King s College London will be produced annually, taking into account Faculty Directorate annual reports. Document: HSS (current version)sp001, STATEMENT OF GENERAL POLICY, RESPONSIBILITIES AND ARRANGEMENTS IN RESPECT OF HEALTH, SAFETY AND WELLBEING PROTECTION 5.3 Organisational roles, responsibilities, accountabilities and authorities The Principal and the senior leadership team ensure that responsibilities, accountabilities and authorities for relevant roles within the OH&S management system are assigned and communicated at all levels within the university Supporting evidence: HSS (current version)sp001, STATEMENT OF GENERAL POLICY, RESPONSIBILITIES AND ARRANGEMENTS IN RESPECT OF HEALTH, SAFETY AND WELLBEING PROTECTION 5.4 Participation and consultation In accordance with the requirements of the Safety Representatives and Safety Committee Regulations 1977, the University is fully committed to consulting with members of staff on matters affecting their health and safety. This is normally achieved through elected Trade Union Safety Representatives (TUSR) who liaise with managers and staff and attend regular faculty/directorate level safety committees. Management recognizes, and supports, the need for all TUSR to have sufficient time to train and carry out their official union safety representative duties. A sub-group of the Health and Safety Management Group, designed to consult with TU at a strategic level also exists and meetings are arranged to coordinate with the main Health and safety Management Group. Supporting evidence: Minutes of meetings 6 Planning 6.1 Actions to address risks and opportunities General The Audit and Compliance Committee is established as a Committee of Council to advise Council on the University s compliance with all relevant legislation and/or standards emanating from statutory, regulatory or funding agencies to include health, safety and environmental protection and risk management of health, safety and environmental protection. The Committee will monitor, with the assistance of the Director of H&SS, and ensure the review of this general policy and supporting arrangements to inform Council of the extent of compliance and to support continuous improvement and the application of best management practice. The Council of King s College London whilst retaining the legal duty for health and safety delegates to the Audit and Compliance Committee responsibility for: HSS2016 (SP001) Issue3 Page 17

18 ensuring that there is monitoring of performance against key performance indicators for corporate health and safety management; ensuring that there is proper monitoring of the effectiveness of the general policy and supporting policies, and the arrangements used to assess performance in health, safety and environmental protection. Receiving reports on enforcement activities from regulatory authorities Supporting evidence: Risk management Policy King s College london Hazard Identification and assessment of OH&S risks Hazard identification All university undertakings, including biological, chemical, radiological other physical and psychosocial hazards, are risk managed. Wherever practical, risks must be avoided or steps taken to source a lower risk approach. Residual risks must be assessed and kept as low as reasonably practicable through use of a range of preventative measures including engineering controls, behavioural controls, and personal protective equipment. This process must be kept under regular review. The university is required to undertake fire risk assessments of its buildings to ensure that the risk of fire is reduced so far as is practicable and risks and hazards are controlled to an acceptable level and that the fire safety arrangements are suitable and sufficient. The fire risk assessments must be documented and regularly reviewed to ensure that remedial measures have been implemented and that risk assessments are updated following any works that affect the passive or active fire safety measures. Every university facility, including those shared with NHS trusts or other employers must have a fire and emergency procedures document to ensure the safety of staff and students in the event of foreseeable emergencies. In addition to risk from fire other incidents such as chemical, biological spillage, utility failure and flooding etc. should be covered. These procedures must be tested on a regular basis to ensure they are effective. CHILDREN ON UNIVERSITY PREMISES The University is a place of work, and its buildings are generally not designed for children. The University therefore discourages the inappropriate attendance of children in the workplace. However, it is recognised that members of staff may need to bring their children into work in exceptional circumstances, and also that Faculties/Schools/Directorates may wish/require to hold events designed specifically for children. In these circumstances, appropriate management permission must be sought and risk assessments prepared. CONTRACTOR SAFETY The University has a duty to ensure the health and safety of contractors who may be affected by University activities. Likewise, contractors have a duty to ensure the safety of University staff, students and others who may be affected by their work on University premises. Those responsible for engaging contractors to undertake work on University premises must ensure that contractors are provided with comprehensive and understandable information on any health and safety risks arising from the University s undertaking, including: Emergency procedures Site and local rules Relevant information from risk assessments Information about specific hazards, e.g. asbestos Ensuring they are competent and comply with statutory requirements Contractors, too have obligations, and must inform the University of risks arising from their activities which adversely affect the health, safety and welfare of university staff and students. HSS2016 (SP001) Issue3 Page 18

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