Risk Assessment. University Health and Safety Policy. Version 5: June 2016 Author: Health & Safety Services 1

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1 Risk Assessment University Health and Safety Policy Author: Health & Safety 1

2 Risk Assessment Procedure to support University Health and Safety Policy CONTENT Section Page 1 Introduction 3 2 Legal Framework 3 3 Lines of Responsibility 4 4 Procedure 5 5 Further Support and Advice 6 6 Procedure Version and History 6 Appendices Appendix 1 Appendix 2 Risk Assessment Form (UK Campuses) Risk Assessment Form (Dubai Campus) Author: Health & Safety 2

3 1. INTRODUCTION This procedure describes Heriot-Watt University's processes relating to risk assessment, and how we put them into practice. The University's health and safety management framework incorporates an electronic system; Shield HSMS which manages our risk assessment processes. 2. LEGAL FRAMEWORK The Health and Safety at Work etc. Act 1974 The Act requires us to show that we have taken reasonably practicable steps to protect the health and safety of anyone at risk from our work-related activities. We can do this by assessing our work activities and evaluating the risks presented by any hazards identified thereby. The Management of Health and Safety at Work Regulations 1999 These Regulations require the University to prepare suitable and sufficient risk assessments to control any foreseeable risks presented by our work activities. Regulations with Specific Requirements There are other regulations which impose a specific requirement for a particular method of assessing risk, for example Control of Substances Hazardous to Health, Manual Handling Operations and Display Screen Equipment Regulations. Where specific hazards are identified within a general risk assessment and a specific regulation applies to that hazard classification, this supersedes the general requirement. Under these circumstances the relevant and specific risk assessment should be completed. International Health and Safety Legislation At our Dubai Campus the Occupational Safety Regulations 2010 (5th edition - Regulation IO 001) impose similar requirements to the UK Health and Safety at Work Act and the Management of Health and Safety at Work Regulations. At our Malaysia Campus the Occupational Safety and Health Act 1994 (Laws of Malaysia - Act 514) applies. Under this Act, the Hazard Identification, Risk Assessment and Risk Control Guidelines specifically deal with the methodology to achieve compliance with the requirements of the Act. Health & Safety have developed a specific procedure under the Malaysia Campus Safety and Health Framework to address these requirements. 3. LINES OF RESPONSIBILITY Health & Safety has overall responsibility for the development and implementation of this procedure, and review in consultation with the University Health and Safety Committee. Health & Safety are also responsible for: configuration of the risk assessment module within Shield HSMS development and delivery of appropriate risk assessment training development of risk assessment format and methodology providing the University with relevant management information reports leading on risk assessment audit processes Directors of Administration, Heads of Department and Heads of Service are accountable respectively to the Secretary of the University / relevant Heads of Directorate for taking action to address immediate health and safety risks, reporting these risks and any action taken subsequently. Their responsibilities include: ensuring that activities taking place in their area of responsibility are subjected to the University s risk assessment processes Author: Health & Safety 3

4 taking appropriate action to protect staff and students against a hazard identified via a risk assessment process ensuring that appropriate staff are appointed to manage the risk assessment process ensuring suitable measures are in place to eliminate or control risks, so far as is reasonably practicable ensuring that risk assessment outcomes are communicated to all people identified as at risk from an activity risk assessments are reviewed at regular intervals, at least annually, or whenever working practices and conditions change, or if the assessments are no longer valid Academic Staff with Management Responsibility are accountable to their Head of School for taking action to address immediate health and safety risks, reporting these risks and any action taken subsequently. Their responsibilities include: ensuring that activities taking place in their area of responsibility are subjected to the University s risk assessment processes taking appropriate action to protect staff and students against a hazard identified via a risk assessment process ensuring that appropriate staff are appointed to manage the risk assessment process ensuring suitable measures are in place to eliminate or control risks, so far as is reasonably practicable ensuring that risk assessment outcomes are communicated to all people identified as at risk from an activity ensuring that risk assessments are reviewed at regular intervals, at least annually, or whenever working practices and conditions change, or if the assessments are no longer valid Academic Staff Supervising Research or other Projects are accountable to their Head of School for: ensuring that all projects taking place in their area of responsibility are subjected to the University s risk assessment processes taking appropriate action to protect staff and students against a hazard identified via a risk assessment process ensuring that appropriate people are appointed to manage the risk assessment process ensuring suitable measures are in place to eliminate or control risks, so far as is reasonably practicable ensuring that risk assessment outcomes are communicated to all people identified as at risk from an activity ensuring that risk assessments are reviewed at regular intervals, at least annually, or whenever working practices and conditions change, or if the assessments are no longer valid School or Service Health & Safety Officers These Health & Safety Officers are accountable to their Head of School or Service for coordinating health and safety activities within their respective areas to ensure compliance with the University Health and Safety Policy and associated management framework. Their responsibilities include: coordinating all risk assessment programmes throughout the School or Service, ensuring they are entered into Shield HSMS supporting persons conducting risk assessment processes ensuring that risk assessments are reviewed at regular intervals, at least annually, or whenever working practices and conditions change, or if the assessments are no longer valid All Staff and Students are responsible for: cooperating with the University's risk assessment process making themselves familiar with all risk assessments applicable to the activities which they are involved in follow any direction or instructions deemed necessary by risk assessment outcomes Author: Health & Safety 4

5 4. PROCEDURE Anyone involved in risk assessment processes must be trained to a suitable and sufficient standard and have knowledge and understanding of the assessment process and activities being undertaken. Assessors will only be considered competent to carry out risk assessments if they have completed the University s risk assessment training course. Health & Safety will provide this training along with any refresher training where required. Risk assessments must be carried out to ensure that all work activities are assessed and those at risk identified, significant hazards are recorded and that the risks are eliminated or controlled so far as is reasonably practicable. The main elements of risk assessment are: Identify the hazard - Walk around the workplace and think about what activity or process is being undertaken that could cause injury or harm to health. Identify who is at risk - Consider staff, students, visitors and contractors. This includes anyone that may have a language barrier, medical impairments or disabilities, new or expectant mothers or young persons. Assessment of the risk - Whenever possible adopt a team approach to risk assessment and involve employees who have practical experience of the activity being assessed, as they often have the best awareness and understanding of the hazards involved with the activity and know how the activity is actually carried out. Risk reduction - Determine control or preventative measures to reduce the risk as low as is reasonably practicable. You must ensure that the most appropriate and effective method of risk control is utilised in eliminating or managing risks. Where appropriate, the hierarchy of risk control measures listed below should each be considered and applied in the order listed. In many cases a suitable combination of control methods may be necessary. 1. avoiding risks 2. evaluating the risks which cannot be avoided 3. combating the risks at source 4. adapting the work to the individual, especially as regards the design of workplaces, the choice of work equipment and the choice of working and production methods, with a view, in particular, to alleviating monotonous work and work at a predetermined work-rate and to reducing their effect on health 5. adapting to technical progress 6. replacing the dangerous by the non-dangerous or the less dangerous 7. developing a coherent overall prevention policy which covers technology, organisation of work, working conditions, social relationships and the influence of factors relating to the working environment 8. giving collective protective measures priority over individual protective measures; and 9. giving appropriate instructions to employees Assessment of risk The risk assessment is the overall judgement of the level of risk arising from the hazard, based upon the likelihood of the hazard causing an incident and the severity of the potential consequence. Using the risk analysis matrix below the factors for likelihood and severity are multiplied together to give the risk rating. The risk should be reduced to as low as is reasonably practicable through the use of further control measures. Author: Health & Safety 5

6 Risk assessments are completed using the Risk Assessment Form (see Appendix 1 and 2). Communication of the assessment The information contained within the assessment must be communicated with those staff, students and others who may be affected by the work activity. Recording the assessment The University uses Shield HSMS to collate and manage the risk assessment review, see the Risk Assessment User Guide located in the Shield HSMS library for instruction on how to upload. Where a risk assessment identifies that a Standard Operating Procedure is a control measure for a particular hazard, then a copy of the Standard Operating Procedure must be uploaded with the risk assessment. Reviewing the assessment Risk assessment is a continual process. They must be reviewed and updated on a regular basis, as well as after relevant changes occur, such as processes, work methods, new staff or new hazards identified. 5. FURTHER HELP AND ADVICE Health & Safety on healthandsafety@hw.ac.uk 6. POLICY VERSION AND HISTORY Version No Date of Approving Brief Description of Amendment Approval Authority Secretary's Board 1 st version of document in this format/content replaces: HSMP Health & Safety Health & Safety Health & Safety Health & Safety Annual Review, removal of Institute wording and change in job titles Replace Safeguard with Shield HSMS Clarify procedures and documentation to be uploaded into Shield HSMS Annual Review and additional procedural arrangements for conducting risk assessments Author: Health & Safety 6