Health and safety management and organisation

Transcription

1 Health and Safety Services Safety Guide 2 Health and safety management and organisation

2 Health and Safety Management and Organisation Contents 1. Scope Organisation and Responsibilities University Council Vice Chancellor Senior management of the University University Health and Safety Committee Schools/Directorates Health and Safety Services Occupational Health Trade Union Safety Representatives Maintenance of University facilities and estate Health and safety communications and consultation Objectives, targets and plans Emergency preparedness and response Risk assessment Training Records Tenants and University associated areas Contractors and visitors Risks to contractors arising from University activities Risks arising from the activities of contractors Competency of contractors Visitors Monitoring and review Audit Disciplinary procedures Further advice and information Moira Simpson Head of Health and Safety Services Tel Edition 2 Health and Safety Services ii

3 Summary This Safety Guide sets out the organisational and general arrangements for the management of health and safety within the University, in support of the University health and safety policy. This Guide is supplemented by the Safety Guides published by Health and Safety Services on specific health and safety topics. Figures 1 and 2 summarise the key organisational arrangements and responsibilities. Figure 1 Committee structure Council Strategy and Finance Committee Senior Management Board Health and Safety Committee Head of Health and Safety Services (reports to Chair of H&S Committee) Figure 2 Management responsibilities w.e.f. 1 August 2008 Vice Chancellor Director of Estates & Facilities Management Director of Governance Heads of Schools/Directorates/Units Heads of Maintenance, Projects & Estates Management Project Managers Duty Holders Direct Labour Teams Contractors Consultants Project teams Design, construction, installation and maintenance of the University estate, including grounds Head of Health & Safety Services Biological & Radiation Safety Officer Fire Safety Adviser Asbestos Co-ordinator H&S Advisers Human Resources Occupational Health Insurance (report to Director of Finance) Development of H&S management systems and guidance Co-ordination and planning Advice on standards Provision of H&S training Liaison with regulators Overall monitoring and review Audit Managers Area Health & Safety Co-ordinators Area H&S Committees Laser & Radiation Protection Supervisors Principal Investigators Local implementation of H&S procedures, rules, safe systems of work and emergency procedures Risk management Training and supervision of staff and students Communication with staff/students Maintenance of a safe working environment ( housekeeping ) Workplace inspections Accident /incident reporting and investigation Liaison with FMD on building maintenance/alterations etc. Health and Safety Services iii

4 1. Scope This Safety Guide sets out how the University of Reading manages health and safety across all of its activities, on and off campus. It describes the University safety management system; the organisational arrangements centrally and within Schools/Directorates/Departments/Units; and managers responsibilities. As such, it expands upon the basic principles set out in the University Health and Safety Policy, which is available on Health and Safety Services (H&SS) web site. The University s management system is based upon the requirements of the Management of Health and Safety at Work Regulations and the Universities and Colleges Employers Association (UCEA) Code of Best Practice University Health and Safety Management. Throughout this and other Safety Guides the word "manager(s)" and "management(s)" are used to refer to all those in a managerial or supervisory capacity who organise and control work activities, and as part of this function are therefore responsible for managing the associated risks and safety requirements. This will include Principal Investigators, lecturers, researchers, and technicians as well as senior members of School/ Directorate/Department/Unit management. The organisation and delegation of responsibilities within a School/Directorate/Department/Unit may vary to suit local circumstances. In particular, in Schools which have several Departments, it is the responsibility of the Head of the School to ensure that School/Departmental management responsibilities are clearly defined and understood. 2. Organisation and Responsibilities The following sections set out the levels of responsibility and accountability relating to health and safety, see also Figures 1 and 2 above University Council The University Council has overall responsibility for health, safety and risk management within the University. The role of Council is to set the strategic health and safety aims and objectives of the University; to ensure that adequate resources are allocated; and to monitor and review performance by means of periodic written reports from the Officers of the University Vice Chancellor The Vice-Chancellor has overall executive responsibility for health and safety at The University. In this the Vice-Chancellor is supported by the Pro-Vice-Chancellor who chairs the Health and Safety Committee, to whom day-to-day responsibility is delegated. The Vice-Chancellor is responsible for: Ensuring that the University has an effective health and safety policy; Ensuring that the University s health and safety policies are regularly reviewed and updated as necessary, to ensure compliance with all statutory obligations; Making available the necessary resources for the safe operation of all University activities; Ensuring that responsibility for health and safety is properly assigned and promoting active acceptance of this responsibility throughout the University; Working to secure a culture of active engagement with health and safety issues Senior management of the University Other Pro-Vice-Chancellors and Officers of the University, in their individual capacities and acting through the Senior Management Board, are responsible for ensuring that: Health and Safety Services 4

5 Adequate resources are allocated to Heads of School and Directorates to enable them to meet their health and safety responsibilities; All management decisions taken either individually or in Committee reflect the intentions of the health and safety policy; All actions and decisions of Council, the Senior Management Board, and relevant Committees are communicated and implemented in their areas of responsibility; Collectively and individually they provide health and safety leadership throughout the University University Health and Safety Committee The University Health and Safety Committee is an advisory and consultative body which reports to the Strategy and Finance Committee on all matters of health, safety and welfare Executive responsibility Within the limits of finance made available, the Chair (Pro-Vice-Chancellor) and management members of the University Health and Safety Committee have executive responsibility for health and safety at the University. The Chair is responsible for reporting to the Strategy and Finance Committee via the Senior Management Board on health and safety performance, including: information about any significant failures; outcomes of relevant investigations and audits; issues of concern or legislative compliance; and recommendations for improvement. The Chair has the authority to stop or suspend any University activity, or prohibit the use of any articles, substances, plant, machinery or equipment on the campus or during University activities elsewhere, e.g. fieldwork, if he/she should consider it necessary to prevent accidents or cases of illhealth. This authority is delegated to Health and Safety Services Terms of Reference The Health and Safety Committee terms of reference are to: (a) make recommendations to the University on policy and strategy relating to the management of health and safety, including: health and safety policy development; structures and systems for the effective management of health and safety; plans, objectives and priorities for continuous improvement; adequate resources for the achievement of plans and objectives. (b) monitor the implementation of the University's health and safety policy and procedures; (c) review health and safety performance and make recommendations for improvement. The committee meets once per term; the dates of meetings are published in The University of Reading Calendar". Anyone wishing to submit agenda items must send written details to the Secretary of the committee (see The University of Reading Calendar or Health and Safety Services web site for current membership) so that they are received at least 14 days before the meeting Membership The membership of the committee comprises approximately equal numbers of management members and employee representatives, and a representative of the Students Union. Health and Safety Services 5

6 Management Members The management members represent each of the Faculties of the University (one joint representative of the Faculty of Arts and Humanities and the Faculty of Economic and Social Sciences). In addition ex-officio members include senior managers responsible for facilities management and estate development; Halls of Residence; Human Resources; Health and Safety Services; Occupational Health; farms management; Halls of Residence Senior Resident Tutors; and a representative of Area Health and Safety Co-ordinators. The Committee must have sufficient expertise to advise on the range of health and safety issues likely to arise in the course of work or study at the University. Employee and Student Representatives The employees and student representatives are members of the following Trade Unions: UNITE-AEEU - 1 member; UNITE-AMICUS - 2 members; University and College Union (ACU) - 1 member; Union of Constructional Allied Trades and Technicians (UCATT) - 1 member; UNISON 1 member; Students Union (SU) - 1 member. Right of Attendance Key employees/services have a right of attendance, as set out in the University Calendar. These currently include the Chair of the Sub-Committee for Biological Safety; the Biological and Radiation Safety Officer; the Insurance Officer; the Head of Counselling Services; and the Head of Campus Services Reporting The Health and Safety Committee reports to the Strategy and Finance Committee. In addition, reports are presented by the Chair to the Senior Management Board Sub-Committees The University Health and Safety Committee may also establish sub-committees if necessary to consider and advise on specialist matters and/or to meet legal requirements. Currently there are two such Sub-Committees: Sub-Committee for Biological Safety This Sub-Committee advises on the safety of GM work and work involving biological agents and functions as a Genetic Modification Safety Committee as defined in the Genetically Modified Organisms (Contained Use) Regulations. Sub-Committee for Radiation Safety This Sub-Committee advises on all matters relating to the acquisition, safe transport, use, storage and disposal of materials producing ionising radiation and the use of all equipment which generates X-rays, ultra-violet, laser and microwave radiations. Both Sub-Committees oversee compliance with the relevant statutory provisions and Approved Codes of Practice, and recommend any action to ensure, so far as is reasonably practicable, the health and safety of employees, students and others on University premises. The Sub-Committees provide advice on risk assessment, approve applications for new projects, review local School rules, monitor their implementation and advise on the provision of appropriate facilities, equipment and training Schools/Directorates Schools/Directorates and other Units are primarily responsible for operational health and safety management of all work activities carried out by staff and students. Health and Safety Services 6

7 Heads of School/Directorate Heads of School/Directorate and equivalent Unit Managers (including Heads of Department) are responsible for ensuring that all activities under the control of their School/Directorate/ Department/Unit are carried out in accordance with the University Health and Safety policy and procedures and in compliance with legislation. As such they must ensure that: They set a clear leadership example and promote a high degree of health and safety awareness; Any gaps in existing provisions are identified and corrected; An annual health and safety plan is prepared and implemented; Responsibilities and organisation relevant to the management of health and safety risks within the School/Directorate/Department/Unit are clearly defined; Risk assessments are developed and maintained, and control measures identified in the assessments are implemented; There are effective emergency response procedures and staff are made aware of the actions required of them in the event of an emergency; Staff understand their individual responsibilities for health and safety; Staff are trained and competent to perform their duties safely (see section 7); Work areas are inspected on a regular basis and any deficiencies identified are remedied or reported to the responsible person; Contractors are selected who can meet University health and safety standards, and that the work of contractors is monitored to ensure these standards are met (see section 10); There are effective local arrangements for consulting and communicating with staff and students on health and safety matters, including involvement in the Area Health and Safety Committee or equivalent group where appropriate; All incidents involving, or having potential to cause, injury or impaired health to persons, or damage to property are investigated and reported in accordance with University procedures, and that appropriate corrective actions are taken; Appropriate records are maintained (see section 9); Effective communication with Health and Safety Services is maintained. Further information on management responsibilities is provided in each of the topic Safety Guides published by Health and Safety Services Area Health and Safety Code Area Health and Safety Codes must be prepared by Heads of Schools/Directorates/Departments/Units etc and made available to staff and/or students who work or study in the area. The Code is a short summary statement of the local health and safety arrangements; it is not intended to duplicate central documents such as the University health and safety policy or Safety Guides. Area Health and Safety Codes should include information on: Local health and safety policy and objectives; Health and safety responsibilities within the School/Directorate/Department/Unit (who is responsible for what, including staff and students, where appropriate); Interfaces with third parties (e.g. where accommodation is shared, or the building contains central facilities etc); Role and membership of the Area Health and Safety Committee; Methods of communication and consultation on health and safety; Mandatory and optional training for staff and students, including induction training and assessment of competency (where relevant) and record keeping; Health and Safety Services 7

8 Local rules, appropriate to the activities of the unit e.g. rules for working in laboratories; hearing or eye protection zones; limited access areas etc. Emergency arrangements (e.g. fire precautions, alarms, evacuation procedures and routes, dealing with significant incidents e.g. involving contamination or spillage of hazardous materials); Arrangements for testing the emergency procedures e.g. fire drills; First aid provision; Procedures for incident reporting; Arrangements for maintaining a safe and tidy working environment, including standards of housekeeping and area inspections; No smoking policy; Work outside normal hours; Risk assessments (significant risks identified within the Unit; where to get more information); Arrangements for supervising students (e.g. lab work; research; field work; work placements); Use of Display Screen Equipment; Electrical safety and portable appliance testing; Hazardous substances (e.g. chemicals; gas cylinders; flammable liquids; ionising radiation; biological agents etc.) arrangements for use and storage; Arrangements for visitors, including children; Use of University vehicles and driver safety; Other risks and controls, as appropriate to the Unit e.g. use of equipment; working with animals; work at height; use of lasers; social events; insurance; overseas work and travel etc; limitations on work that could affect the fabric of or services to the building; Disposal of waste; Sources of further information. A model Area H&S Code is available on the Health and Safety Services web site, which can be adapted by Schools/Directorates/ Units to suit their own local circumstances Area Health and Safety Co-ordinator The Head of School/Directorate/Department/Unit may choose to appoint one or more members of staff as Area Health and Safety Co-ordinator(s) (AHSC) to provide advice and co-ordinate day-to-day health and safety matters. AHSCs should be suitably senior members of staff who have the knowledge, competence and authority to act on behalf of the Head of School/Directorate/Department/Unit. The AHSC must be given sufficient time for health and safety duties. If no appointment is made, the Head of School/Directorate/Department/Unit is responsible for implementation of health and safety procedures. The duties of the AHSC will depend on local circumstances and arrangements. The AHSC does not have to personally carry out all health and safety tasks; duties may be delegated to others and the AHSC may act as a co-ordinator. The role and responsibilities should be adapted to suit the activities and size of the Unit. Some tasks may be included within line management responsibilities e.g. monitoring staff training, leaving the AHSC to co-ordinate only those tasks which fall across line management boundaries e.g. emergency arrangements. The duties of an AHSC may include: Provision of advice to members of the area on matters of workplace health, safety and welfare; Health and Safety Services 8

9 Provision of advise the Head of School/Directorate/Department/Unit on the formulation and review of its Area Health and Safety Code and local rules; Referral to the Head of School/Directorate/Department/Unit and/or Head of Safety Services any health and safety problems which they cannot resolve locally on a time scale commensurate with the risk; Liaison with Health and Safety Services; Contributing to meetings of the Area Health and Safety Committee; Conducting or co-ordinating health and safety inspections (with Safety Representatives of the recognised Trade Unions having employees working in the area); Monitoring to ensure that a high standard of housekeeping and fire safety standards are being maintained (Safety Guide 34 Part A); Ensuring that staff and students are suitably informed, instructed and trained; Ensuring that accidents and near misses are reported and investigated, and that preventative action is taken where appropriate (Safety Guide 9); Dissemination health and safety information to appropriate members of area staff and students; Identification of the need for occupational health medical surveillance for specific job roles/tasks, and ensuring that staff and students are placed under health surveillance if required; Monitoring to ensure that all risk assessments have been carried out/reviewed; Ensuring that safe working practices and procedures are complied with, and are reviewed periodically; Monitoring to ensure that adequate precautions are taken to plan for and manage changes that could affect health and safety e.g. the introduction of new equipment, substances, research procedures etc. Ensuring that plant, equipment and processes are maintained as required by any relevant statutory provisions; Ensuring that health and safety records are maintained (see section 9 below); Ensuring that sufficient and suitable Personal Protective Equipment (PPE) is available and used and that staff/students are trained in its use; Ensuring that systems are in place to check that health and safety facilities such as first-aid boxes, fire fighting equipment, etc are provided and maintained in a readily usable condition; Undertaking such other health and safety duties that may be assigned by the Head of School/Directorate/Department/Unit School Laser Supervisors Heads of Schools that possess lasers other than true Class 1 lasers (low output, inherently safe) or Class 1 devices (made safe by engineering means) must appoint a School Laser Supervisor (SLS), to be responsible on behalf of the Head of School for the supervision of laser operations within the School. The SLS must be fully familiar with the relevant statutory provisions, University Health and Safety Policy, local rules and safe working practices regarding lasers, so far as these are relevant to the activities of the School. The full duties of the SLS are set out in Safety Guide School Radiation Protection Supervisors Heads of Schools that use ionising radiation must appoint a School Radiation Protection Supervisor (SRPS), to be responsible on behalf of the Head of School for the local implementation of safety procedures to do with the acquisition, use, storage and disposal of sources of ionising radiation (Safety Guide 18) and, where appropriate, non-ionising radiation. The SRPS must be fully familiar with the relevant statutory provisions, University Health and Safety Policy, local rules and safe working practices regarding radiation protection so far as these are relevant to the activities of the School. The full duties of the SRPS are set out in Safety Guide 16. Health and Safety Services 9

10 First Aiders The management of each School/Directorate/Department/Unit must ensure that a first aid risk assessment is carried out to determine the nature of first aid provision required in the area. This will indicate the number of First Aiders and Appointed Persons who may be required. First Aiders and Appointed Persons are appointed by the Head of School/Directorate/Department/Unit or AHSC acting on their behalf. Further guidance is given in Safety Guide Responsibilities of all staff and students The responsibilities of staff are set out in the University Health and Safety Policy. Staff and students are encouraged to be proactive in the management of health and safety and to help managers in the continuous improvement of health and safety performance Supervision of postgraduate students and junior research staff Academic staff who supervise experimental work carried out by postgraduate students, research assistants and technicians must take steps to ensure the health and safety of all those working under their supervision. This includes activities undertaken on University premises and off-campus, including fieldwork. The degree of supervision must take into account the level of training and expertise of the staff or students being supervised Supervision of undergraduate students Undergraduates should be assumed to be initially untrained in all matters of health and safety. Academic and, where appropriate, non-academic staff have a duty to instruct, supervise and where necessary train students, so far as is reasonably practicable, in all matters necessary to ensure their health and safety while working in University premises, on supervised fieldwork exercises and during University work elsewhere. This is particularly important where students might be expected to work with potentially hazardous equipment or substances. Safety Guide 7 Outside Normal Working Hours Procedures and Safety Guide 32 Fieldwork have further information on supervisory requirements Health and Safety Services The Head of Health and Safety Services is responsible for: The development of University health and safety policies, procedures and management arrangements to ensure that the University meets its statutory obligations; Recommending and taking the lead in the implementation of health and safety objectives, priorities and performance indicators; Contributing to the development of a University health and safety plan; Monitoring health and safety performance; Auditing health and safety performance; Reporting on health and safety matters to the University Health and Safety Committee and other committees as required; Providing health and safety advice and support to members of the University, including specialist advice on radiation and biological safety, fire safety and statutory compliance relating to the built estate; The provision of general health and safety training for staff and students, where appropriate; Investigation of accidents and incidents, the provision of advice on remedial actions, and the analysis of incident statistics in order to advise on preventative intervention strategies; Health and Safety Services 10

11 Liaison with the Health and Safety Executive (HSE) and other enforcement agencies on all matters relating to health and safety at the University. The Head of Health and Safety Services is responsible to the Chair of the University Health and Safety Committee for health and safety matters. By delegation from the Chair of the Health and Safety Committee Health and Safety Services have authority to stop work or suspend any University activity, if they should consider it necessary to prevent accidents or cases of ill-health (see section 2.4.1). The Head of Health and Safety Services also has a direct over-riding reporting line to the Vice- Chancellor. The Health and Safety Services team provides support to the Head of Health and Safety Services to ensure that the above duties are discharged. Health and Safety Services is part of the Governance Directorate and as such the Head of Health and Safety Services reports to the Governance Director (w.e.f. 1 August 2008). The Governance Director has management responsibilities for health and safety in his/her capacity as a management member of the Senior Management Board Fire Safety Adviser In addition to the general duties listed in 2.6 above, the Fire Safety Adviser is responsible for developing fire safety management standards and procedures; ensuring that building fire risk assessments are undertaken; acceptance, on behalf of the University, of fire safety management strategies and those aspects of building design relevant to fire safety, for new build and refurbishment projects; and liaison with the Fire and Rescue Service on matters relating to the enforcement of fire safety legislation Biological Safety Officer In addition to the general duties listed in 2.6 above, the University Biological Safety Officer is responsible for: Developing policies, standards, systems of work and providing advice on local rules for intentional work with biological agents and genetically modified organisms; Advising on the referral of staff and students to the University Occupational Health Medical Adviser for medical surveillance when necessary; The acquisition of any required licences or authorisations for work with hazardous biological agents; Operation of the Sub-Committee for Biological Safety; Maintenance of (in consultation with the University Occupational Health Service, a database of workers involved in genetic modification projects; Liaison with the relevant regulatory authorities University Radiation Safety Officer The University Radiation Safety Officer is responsible for the development of guidance; provision of advice; monitoring and audit on matters of radiation protection and the acquisition, use, storage and disposal of sources of ionising and non-ionising radiations. In doing so he/she may call upon the services of the Radiation Protection Adviser (see section 2.6.4). The full duties of the University Radiation Safety Officer are set out in Safety Guide Radiation Protection Adviser The Radiation Protection Adviser (RPA) service is delivered under contract to the University. The contract is managed by the University Radiation Safety Officer. The RPA is responsible for the delivery of professional services in accordance with the requirements of the Ionising Radiations Regulations 1999, the Radioactive Substances Act 1993 and other relevant legislation. This includes: Health and Safety Services 11

12 The provision of advice on: o o o o o o o o o The designation of controlled and supervised areas; Design features, engineering controls and warning devices required to restrict exposure to ionising radiation; The requirements for periodic examination and testing of those controls; Calibration of monitoring equipment; Risk assessment; Contingency planning; Dose assessment and recording; Waste monitoring and disposal; Record keeping. Monitoring and audit of the acquisition, use, storage and disposal of radioactive materials Occupational Health The University Occupational Health service provider is responsible to the Director of Human Resources for the provision of professional advice on the medical aspects of occupational health, occupational hygiene and related topics. The service is delivered under contract to the University. Duties include: Providing a pre-employment health assessment for staff; Working pro-actively and in partnership with the University on the management of sickness absence, including the provision of occupational health advice on sickness absence cases; Acting as sole medical advisor to the University of Reading Employees' Pension Fund; Overseeing and reviewing procedures relating to occupational health and hygiene; Providing health surveillance and/or immunisation, where identified as necessary by legislation, University policies or risk assessment; Working with Unit managers and others to maintain occupational health surveillance records; Contribution to University health and safety training; Organisation of first aid training; Health promotion and awareness; Undertaking periodic inspections of University premises where an occupational health medical input is required; Audit of University and School/Directorate/Department/Unit occupational health and first aid arrangements; Liaison with the relevant regulators, such as the Employment Medical Advisory Service and specialist inspectors from the HSE; Compiling occupational ill-health data and providing information relating to the medical aspects of occupational health Trade Union Safety Representatives In accordance with legislation, Trade Union safety representatives are appointed by the Trade Unions recognised by the University. These representatives have clearly defined functions and rights in matters of health and safety at work, including: The right to undertake workplace inspections and accident investigations; The right to investigate complaints and to raise issues relating to health, safety and welfare of employees; The right to have paid time off for specified safety representatives training provided by the Union. Health and Safety Services 12

13 2.9. Maintenance of University facilities and estate Within the resources allocated by Strategy and Finance Committee, Facilities Management Directorate (FMD) is responsible for maintaining the built estate, including grounds, in a manner that provides a safe and secure environment for staff and students, which is fit for purpose and complies with current legislation. This includes the utilities infrastructure, including: Electrical, gas, water and fixed heating systems; Fire detection alarm and protection systems (see Safety Guide 34 Part B); Fixed pressure systems; Fixed Local Exhaust Ventilation (LEV) systems; Maintenance of the fabric of the building. In addition, FMD provides cleaning and waste disposal services. Maintenance encompasses routine maintenance of plant and equipment and statutory inspections and test as required by legislation e.g. the Electricity at Work Regulations, the Pressure Systems Safety Regulations and other relevant regulations. Schools/Directorates/Departments/Units are responsible for the maintenance, inspection and test as appropriate of Unit-owned equipment. This may include e.g. stand-alone pressure vessels such as compressors and autoclaves; lifting equipment such as slings or hydraulic lifting devices; all portable electrical appliances. FMD are responsible for the inspection, testing and repair of fixed extract systems such as fume cupboards, where these are linked to the building ventilation system. Schools are responsible for the inspection, testing and repair of stand-alone equipment such as microbiological safety cabinets Duty Holders Specific sets of regulations require Duty Holders to be appointed to ensure that management systems operate effectively. This includes electrical systems; lifting operations and lifting equipment; control of legionella; asbestos; fire safety; pressure systems; and gas safety. The Duty Holder is the University, but specific duties are delegated to named individuals within FMD. These named individuals must have the professional competence, experience and qualifications to enable them to develop, maintain and review the relevant management system, and ensure operation in accordance with legislative requirements. Duty Holders must be allocated sufficient resources to enable them to fulfil the statutory requirements. If they believe that the resources allocated are not sufficient, they have a duty to report this to their manager. 3. Health and safety communications and consultation The University Health and Safety Committee is the formally recognised body for communication and consultation on health and safety matters (see section 2.4.2). Local Area Health and Safety Committees may be formed, either on School/Directorate/Department/ Unit management lines, or across Units on a geographical basis e.g. where several Schools/ Directorates/Departments/Units share accommodation. Such committees should be chaired by a Head of School/Directorate/Department/Unit. Representatives from members of the recognised University Trade Unions must be invited to join. The committee should have members representing the management structure(s) of the area. Ideally the committee membership should have representation from the different areas/subsections of the area. The membership must be made Health and Safety Services 13

14 known to staff, and students where appropriate. It is recommended that Area Health and Safety Committees meet routinely once per term. The purpose of an Area Health and Safety Committee is to provide support to the Head(s) of School/Directorate/Department/Unit by: Co-ordinating management arrangements on health and safety; Promoting an exchange of information on health and safety risks and solutions; Consulting staff representatives; Monitoring health and safety standards in the area; Promoting best practice and continuous improvement. If a School/Directorate/Department/Unit decides not to form an area health and safety committee there must be alternative arrangements in place to ensure that the above objectives are met. This can be achieved in part by ensuring that health and safety is placed as a standing item on the agendas of School/ Directorate/Department/Unit management meetings, but separate arrangements may need to be made to ensure consultation with staff and others. 4. Objectives, targets and plans Objectives and targets for continuous improvement are considered in the context of the annual improvement plan for the University and may be included in School/Directorate/Department/Unit improvement plans. 5. Emergency preparedness and response Schools/Directorates/Department/Units are responsible for ensuring that local emergency plans are in place to manage foreseeable emergencies. Such emergencies might arise from project work e.g. major spillage or contamination in a laboratory, and should be identified in local risk assessments, supported by local emergency procedures. Safety Guide 6 sets out the generic emergency evacuation arrangements for University premises. Schools/Directorates/Department/Units are responsible for ensuring that the emergency plan is appropriate for the building and activities within it, and that staff are appointed and trained as necessary to implement the plan. As set out in section above, Schools/Directorates/Departments/Units must assess their area first aid requirements and put in place the necessary provisions to deal with foreseeable accidents and emergencies. Safety Guide 8 gives more detailed guidance. Security Services provide support during emergencies, including: attending fire alarm calls; manning the University emergency telephone number; being the first point of contact for summoning the emergency services; acting as Evacuation Officer; liaison with the Fire and Rescue Service during outof-hours fire alarm calls; and providing first aid back-up. The services provided by Security do not negate the responsibility of Schools/Directorates/Departments/Units to ensure adequate local emergency provisions for normal hours and out-of-hours working. For low risk activities out-of-hours it may be sufficient to rely on Security Services to provide first aid cover and to act as the Evacuation Officer in the event of an out-of-hours fire alarm in a mainly unoccupied building. This will not be sufficient if the building is to be occupied out-of-hours by substantial numbers of people or be used for higher risk activities. In these circumstances building occupants must ensure that the emergency plan is adequate and that adequate numbers of trained staff are available to implement it. Health and Safety Services 14

15 Each building must maintain an up-to-date a list of employees with contact details who can be called out if an emergency should arise. The list should be reviewed at least termly and must be copied to the Security Services Manager. The University has appointed individual senior managers to be members of the Major Incident Team (MIT). Members of this team are responsible for the management of major emergencies which might affect life safety or business continuity. The Major Incident Plan sets out a framework within which a major emergency and subsequent recovery will be managed. The Plan is maintained by the Business Continuity Manager. Further details are given on the University web site. 6. Risk assessment The Management of Health and Safety at Work Regulations require employers to make a suitable and sufficient assessment of the health and safety risks to employees and non-employees, arising from their work activities. In undertaking the assessment, the objective is to reduce risk by applying the following basic principles: If reasonably practicable, avoid the hazard altogether; Reduce the hazard at source; Control exposure to the hazard. Risk assessments must be suitable and sufficient. The level of detail should be proportionate to the risk. Trivial risks can usually be ignored. All aspects of the work should be assessed, including routine and non-routine activities, abnormal and emergency situations (e.g. maintenance activities, breakdowns, and emergencies). The risk assessment must take account of the persons who may be exposed to the risk, including other staff, students, contractors, visitors and persons with disabilities. The significant findings of risk assessments must be recorded and must be made known to all those who may be affected by the work activity. Where a workplace is shared by two or more employers e.g. tenants, there is a duty to inform the other employer(s) of risks to their employees arising out of the work (see sections 3 and 10). Risk assessments must be reviewed when there has been a significant change in the work e.g. less experienced staff, change in equipment or work process, or when more information is obtained about the risks e.g. in the light of experience, including any near misses, incidents and accidents. Safety Guide 4 provides information on University procedures and forms for undertaking risk assessments. 7. Training It is a legal requirement that all staff receive information and training as necessary to ensure their health, safety and welfare at work. H&SS provide a range of H&S training courses that are open to all staff and to students, where appropriate. Supervisors and managers must receive training in health and safety awareness and management, appropriate to their role. All staff must receive the following H&S training, as a minimum: Induction Emergency procedures Fire prevention and awareness Health and Safety Services 15

16 Task-specific training as required by legislation, risk assessment or University policy (e.g. working with Display Screen Equipment; manual handling; food hygiene; portable appliance testing); Task-specific on-the-job training as identified by risk assessment (e.g. safe use of work equipment). Where work is undertaken in laboratories, attendance at the following H&SS courses is mandatory: Laboratory safety Laser safety * Radiation Safety * Genetic Modification Legislation and Practice * Fire awareness and use of extinguishers (Chemistry postgraduate students and staff) * Note * : Only if relevant to the work being undertaken. It is good practice to use job descriptions to define the knowledge, skills and aptitudes required for posts. The SDR/job chat system should be used to identify training requirements for individuals. 8. Records Heads of Schools/Directorates/Departments/Units are responsible for ensuring that adequate health and safety records are maintained. These include: Risk assessments; Staff and student training records; Equipment maintenance and inspection records; Health and safety audit reports; Accident and incident and investigation reports; Records of hazardous substances within buildings e.g. asbestos; gas cylinders, biological agents and sources of radiation (this information is required in a form that will assist the emergency services and be included in the building emergency folder); Records of sources of radiation and biological materials, as required by legislation; Reports of group health surveillance; Names of persons at specific risk and/or placed under health surveillance, as identified by legislation e.g. COSHH; Permits-to-Work; Results of occupational hygiene monitoring e.g. noise assessments, air sampling; radiation dose records. The following training records are currently held centrally: Attendance on University-run health and safety courses (held by Centre for Staff Training and Development for general induction courses; H&SS for courses provided as part of the H&SS training programme; FMD Training and Development Office for courses provided by FMD Training); The University payroll system (Trent) has the facility to store training records. This is being used by CSTD, H&SS and FMD to hold training records for staff attending courses organised by these Units. In future this facility will be made available for managers and staff to enter data for external courses and on-the-job training. However it cannot be used for student records. Until such time that Trent is fully operational for staff records, it is good practice for Schools/Directorates/Departments/Units to hold training records in a format that allows individual and group Health and Safety Services 16

17 training needs to be identified, including the need for refresher training. This could take the form of an electronic spreadsheet. 9. Tenants and University associated areas Tenants have a legal duty to co-operate with the University to enable the University to meet its statutory obligations. This is particularly relevant to fire safety in University-owned premises and University premises shared by a number of different occupiers. They also have a duty to comply with the terms of the lease, which may impose specific health and safety requirements. Tenants have a legal duty to inform the University of risks arising out of their activities which might adversely affect the health, safety or welfare of University staff, students and visitors. They have a duty to co-operate and coordinate measures with the University to control those risks. The University has a legal duty to communicate information of health and safety risks arising from its activities that might adversely affect the health, safety and welfare of tenants. Several areas on the University premises (e.g. College of Estate Management, Employees Social Club, Lord Zuckerman Research Centre, organisations occupying the Science and Technology Centre (STC), Reading Scientific Services Laboratory, Reading University Students' Union (RUSU) Building, Senior Common Room, Southern Universities Management Services (SUMS), Student Village, tenants at London Road and Bulmershe campuses etc) are not controlled by the University and therefore manage their own affairs relating to health and safety, except in so far as their activities might impact on the University, and vice versa, as identified above. However, a goodwill relationship regarding exchange of information and advice is maintained. 10. Contractors and visitors The University has a duty to ensure the health and safety of contractors and visitors 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 Risks to contractors arising from University activities Those responsible for engaging contractors to undertake work on University premises must ensure that the contractors (the contracting company and their employees and any subcontractors) are provided with comprehensible information on any health and safety risks arising from the work of the University and to which the contractors may be exposed. This must include: Information on emergency procedures, including evacuation procedures (as identified on Fire Action notices in all buildings); Site and local Rules; Relevant information from local risk assessments; Information about the presence of asbestos and other potential hazards in the area (where the building fabric or services may be disturbed); For work managed by FMD, the responsibility for providing information is shared between the FMD Project Supervising Officer (PSO)/ Project Manager (PM) and the Unit Representative of the School/Directorate/ Department/Unit where the work is being undertaken. As a minimum contractors should be provided with a copy of FMD s guidance booklet Site Rules and Guidance for Contractors and Consultants (available on FMD s web site). The FMD Authorisation to Work procedure applies to all work that is not managed by FMD which might disturb the fabric of, or services to, a building. Following the Authorisation to Work procedure will ensure Health and Safety Services 17

18 that checks are carried out to determine the potential presence of asbestos and other hazards. Further information is available on the FMD web site. For work undertaken by contractors/service engineers on Unit-owned equipment, the Unit is responsible for ensuring that the equipment and the work environment is safe before any work starts e.g. in a laboratory, the laboratory supervisor would be responsible Risks arising from the activities of contractors Contractors have a legal duty to inform the University of risks arising out of their activities which might adversely affect the health, safety or welfare of University staff, students and visitors. They have a duty to co-operate and coordinate measures with the University to control those risks. This will normally be achieved by liaison with the PSO/PM and Unit Representative Competency of contractors The University has a legal duty to ensure that all contractors and consultants (including designers) working on its behalf are competent and comply with statutory requirements. All companies working for the University must have appropriate health and safety management systems in place. Current University policy is that all contractors and consultants engaged by the University must be accredited to the Contractors Health and Safety Assessment Scheme (CHAS) as evidence of competency. Further details are available on the FMD web site. Further details of how construction projects are managed, and the University s duties as a Client in the context of the Construction, Design and Management Regulations, are available from FMD Projects, Design and Feasibility Visitors Visitors include the staff of other employers such as suppliers and consultants, and members of the public. Visitors who enter University buildings must be provided with information on any hazards or risks to which they might be exposed, and any rules or emergency procedures which they must follow. Staff who invite visitors onto the premises are responsible for their health and safety while within a University building Children on campus 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 Schools/Directorates/Departments/Units may wish to hold events designed for children. Guidance is available on Health and Safety Services web site. In summary this requires that: The responsibility for supervision lies with the adult (parent, guardian etc.) who brings the child into work. Adequate control and supervision must be exercised over children at all times while they are on University premises; A risk assessment must be undertaken before a child is brought into a non-residential University building which does not have public access. The assessment must be approved by the Head of School/Directorate/Department/Unit; Young children must never be taken into, or allowed to enter, high hazard areas such as laboratories or workshops; Older children (over 12 years of age) may be allowed to enter laboratories or workshops for "educational" reasons, but only under direct supervision when no hazardous work is being undertaken, and only with the specific permission of the laboratory or workshop supervisor; Health and Safety Services 18