SAFETY, HEALTH AND WELLBEING COMMITTEE

Transcription

1 LEEDS BECKETT UNIVERSITY SAFETY, HEALTH AND WELLBEING COMMITTEE Local Faculty / Service reporting B2 Minutes of Faculty of Arts, Environment and Technology S Richardson B3 Minutes of Faculty of Business and Law S Murphy B4 Minutes of Carnegie Faculty C McIntyre B5 Minutes of Faculty of Health and Social Sciences A Caswell B6 Minutes of Estates Services D Hemming B9 Minutes of Libraries and Learning Innovation W Luker B10 Minutes of IT Services N Buckland Governance and Legal Affairs Leeds Beckett University, Old Broadcasting House, City Campus, Leeds LS2 9EN T: F: E: Governance@leedsbeckett.ac.uk

2 AET MINUTES of the 9 March 2017 Safety Health & Wellbeing Advisory Group Comprising: School of Art, Architecture & Design School of Built Environment & Engineering School of Computing, Creative Technologies & Engineering School of Cultural Studies & Humanities School of Film, Music & Performing Arts Present: Suzanne Richardson(Chair) Chris Clarkson Duncan Mullier David Procter Ian Truelove Apologies: Lynda Bates Vikki Johnston Adrian Appleyard Steve Collins Colin Pattinson Frazer Shelton Francesca Wynn Andrew Brannan Hamera Bashir Chris Domeracki Mike Powell Chris Staynes Andrew Fryer Non attendance: John Heathcote Tom Herron Neil Masterman In attendance: Anne C Stephenson (Secretary) The meeting was quorate Part A: Preliminary Items A2 Terms of reference and membership SHW The Committee received a report from the Chair presenting the current terms of reference and membership (paper reference FHW ). The Chair said the membership had been amended in accordance with the action from the previous meeting (resignations from Tim Briggs, Ivan Crouch and Neil Washbourne.) The Chair welcomed the Principal Lecturer (Art & Design) to the meeting who, it was reported, would be representing the Dean of School for Art, Architecture during the Dean s maternity leave. Schedule of Business SHW The Committee noted the Schedule of Business as the Agenda. The Chair informed the members that, as agreed, the Training Matrix would now be a standing item on the Agenda. It was also noted that for this meeting only, the Stress Risk Assessment and Quarterly Sickness /Absence Report had been removed from the Agenda. CHAIR APPROVED

3 A3 Declarations of Interest SHW There were no declarations of interest. Minutes SHW The Minutes of the previous meeting, 27 October 2016 were approved as a true and accurate record of proceedings. Matters Arising SHW SHW SHW SHW SHW SHW SHW SHW SHW SHW The Chair took the members through the Matters Arising. Minute SHW: Head of Faculty Learning Support to purchase eight tablet devices for use at SHWAG meetings. Tablets ordered and in use. ACTION CLOSED. Minute SHW: Update Membership following resignation of Tim Briggs, Ivan Crouch and Neil Washbourne. Membership List updated and presented to members on 9 March ACTION CLOSED. Minute SHW: Written Out of Hours protocol to be agreed for Beckett Studio. Head of Faculty Learning Support said this had now been agreed with the Dean of Film, Music and Performing Arts. ACTION CLOSED. Minute SHW: Gallery House to be added to the Inspection Schedule for Schedule amended and presented to the members on 9 March ACTION CLOSED. Minute SHW. Members to review Inspection Schedule and discuss any amendments required with Head of Faculty Learning and Support. ACTION ON GOING. Minute SHW. Chair to confirm if a refurbishment of the Coach House is imminent and if would include the inclusion of a lift to ease access for disabled students. The Chair said this was not an issue colleagues in Estates would be pursuing. ACTION CLOSED. Minute SHW. Chair to liaise with colleagues in Maintenance re defective door issues in: Electric Press/Broadcasting Place/Cademon Hall. The Chair confirmed all this issues had been resolved. ACTION CLOSED SHW. First Aid and Fire Warden Lists to be updated. The Head of Faculty Learning Support confirmed these lists were held by the University and they would be amended accordingly. ACTION CLOSED SHW. Chair to contact Carnegie Coaching re late notification of cancelled First Aid training sessions. The Chair said these late cancellations has 2

4 been due to staff sickness /low numbers and colleagues had been offered alternative training sessions. ACTION CLOSED SHW SHE SHW SHW. Deans/ Subject Heads to confirm to Head of Faculty Learning Support specific training needs to avoid blanket enrolment on training courses. The Head of Faculty Learning Support said these issues had been discussed at School s Senior Leadership Team meetings. ACTION CLOSED SHW. Schedule of Business to be amended to include the Training Matrix as a standing item. The Members were presented with the amended Schedule of Business on 9 March ACTION COMPLETE SHW. Stress Risk Assessment Forms to be updated in view of the forthcoming review of Professional Services. The Chair said these would continue to be completed as and when it was necessary. ACTION ON GOING. Part B: Major Topics B1 Safety Health and Wellbeing Audit SHW SHW SHW SHW The Head of Faculty Learning Support provided the members with a report outlining the actions and improvements made to ensure training compliance across the five Schools following the results of the summer 2016 Health and Safety Audit. The Head of Faculty Learning Support said that at the time of the audit, according to the on line system, the Faculty was 73% compliant for training. However, this figure did not include the data for the new Health & Safety Essentials which at the time of the audit was shown to be 35% compliant. The Head of Faculty Learning Support was pleased to report that following recent improvements this has now increased to 67%. The Head of Faculty Learning Support said he was in the process of attending School Leadership Team meetings to reiterate the importance of completing Health & Safety training and particularly the Health and Safety Essentials module. The Head of Faculty Learning Support confirmed that the Faculty dashboard was now fully operational. He said the dashboard identified areas that needed further work as well as areas of concern. The Head of Faculty Learning Support said that going forward there appeared to be a discrepancy between the online compliance report and the Faculty Dashboard and further analysis was required to establish why the two data sources were not providing the same data. He said it looked like the data dashboard was only looking at enrolled staff and this suggested that the compliant report was ignoring some staff who were enrolled. He confirmed this needed further investigation. 3

5 SHW SHW SHW SHW SHW The Head of Faculty Learning Support said that changes to the algorithm used by the Faculty Dashboard would enable colleagues to identify colleagues who had enrolled on courses and this would be helpful. The Chair said that from September 2017 this area would come within the remit of Deans following the move from a Faculty to School structure. She confirmed that all Health and Safety issues would be the responsibility of Deans and the newly appointed Head of Human Resources, Strategy and Policy would be contacting Deans to see how they this would be organised within their respective Schools. The Chair reiterated the fact that it was everyone s responsibility to ensure they kept up to date with essential training, as Health and Safety was an issue for all colleagues and not just one individual. The Head of Faculty Learning Support said that support staff were currently 89% compliant with the Health and Safety Essentials training, Managers were currently 85% compliant and academic staff 57%. The representative from Learning Support said it was difficult to identify which academics had completed the training and he wondered if Managers could have access to this information. The Head of Faculty Learning Support said this was a sensitive area and currently the system was set up to allow only himself and the Resource Coordinator to access this information. The Chair said that from September Schools would have appointed a Health and Safety Co ordinator who would have access to this information. It was hoped this would enable Schools to ensure all colleagues had completed the relevant training modules. Part C: Matters for Discussion C1 Accidents, Near Misses and Dangerous Occurrences Update SHW SHW SHW The Head of Faculty Learning Support reported a total of 17 accidents, near misses and/or dangerous occurrences during the period 1 November February The Head of Faculty Learning Support said that one incident has been classified as serious, ten incidents had been classified as slight and six had been classified as an occurrence. It was noted that the serious injury had been classified as RIDDOR reportable. The Head of Faculty Learning Support said he also been made aware of another accident involving a student that had not been reported via the established protocol. He said he was aware the incident had required a visit to Accident and Emergency but as the correct reporting procedure had not been followed, he had been unable to complete a full investigation. The Head of Faculty Learning Support said he would include the data in his report to the members at the next meeting. 4

6 SHW SHW SHW SHW SHW SHW The Chair said that one of the significant issues arising from this accident was the fact that the student had confirmed they were fine on several occasions and so colleagues did not think it was necessary to complete the accident forms. It was stated that if academics had completed the Health and Safety Essentials training module they would have known that all accidents, incidents and/or near occurrences had to be recorded and an investigation completed. The representative from Learning Support said he wondered if near misses were captured by the Faculty. The Head of Learning Support said colleagues were engaged with the process and he had paperwork to confirm the protocol was being followed. He said a reminder had been sent to colleagues on the need to complete all the relevant paperwork following incidents. The Head of Faculty Learning Support said the majority of the accidents reported had happened when the injured party, although properly trained, had not been concentrating fully. Both the Head of Faculty Learning and the Chair reiterated the need for members to remind colleagues and students of the need to take their time and be mindful of what they were doing and the associated hazards. The Head of Faculty Learning Support said the serious accident would serve as a helpful case study for induction training of what not to do and it would also be a reminder on the need to follow correct procedures. The Senior Health and Safety Adviser said the case study should be introduced with a warning about its squeamish content. The Chair stressed the need to report incidents immediately and through the established process so that issues surrounding accidents could be investigated: she said the Faculty/Schools could not address potential issues if they were not aware of them. It was agreed such issues could impact on all staff and the student experience and Schools needed to remain vigilant and report all incidents however small they may seem at the time. The Chair said the Faculty/Schools should be looking to enhance current practice to ensure Health and Safety issues became good behavioural responses. It was also stated that colleagues have up to three years following an accident to make a claim against the University and if accidents were reported immediately, the University could ensure proper process was followed. C2 Health and Safety Inspections (to include COSHH) SHW SHW The Head of Faculty Learning Support said the inspections were progressing as per the Schedules. The Head of Faculty Learning Support confirmed there would be some flexibility around the dates for inspections and colleagues were urged to bring forward inspection dates rather than building up a backlog at the end of the year that colleagues would find difficult to support. 5

7 SHW SHW SHW The members noted that Gallery House had been added to the Inspection Schedule for The representative from the School of Art, Architecture and Design said some of the data on the spreadsheets relating to his School needed to be amended and he agreed to update the list and forward the amended copy to the Faculty Head of Learning Support. The Chair reminded the members that next year these inspections would be the responsibly of each of their School s Health and Safety Co ordinator. C3 Update from each School SHW School of Film, Music & Performing Arts (FMFA) The Dean of School had sent his apologies to the meeting but he had informed the Chair that he was experiencing an issue with litter and a lack of cleaning in the teaching spaces at Prime Studios SHW SHW SHW SHW SHW SHW The Chair said that the Dean of School was in discussion with colleagues in Estates over the issue. The Members were informed that the contract with Prime Studios related to teaching time only and it did not include either time or money for cleaning. The Chair said that our students were the sole users of the premises and the Dean s position was that this was an issue for Estates to resolve and such costs should not fall within the scope of his School s budget. The cleaning costs were believed to be per week for approximately 30 weeks. The members were informed that students had complained about the general maintenance and the Chair agreed it was not the image the School wished to portray to potential students. It was noted that a similar contract with Gallery House had been re negotiated by colleagues in Estates and this now included clearing duties. It was confirmed that this issue had not arisen at Blueberry Hill or Northern Dance Studios as these areas used by other professionals as well as University staff and students. The Chair confirmed the Dean was in discussions with the Head of Estates. School of Art, Architecture & Design (AAD) The School representative said there were no Health and Safety issues in the School SHW The Chair asked the representative from Learning Services if they would consider using the classroom space available at the Landscape Resource Centre. She explained that the progress for demolition of the Centre was moving slowly and it might be a useful teaching space to have for another year. The 6

8 representative from Learning Services said he would follow this up with colleagues across the School SHW SHW The Senior Health and Safety Adviser reminded the School that all provision must be fit for purpose and that included toilets, kettles etc. School of Computing, Creative Technologies & Engineering (CCTE) The Dean of School said there were no Health and Safety issues in the School SHW School of Cultural Studies & Humanities (CSH) The Chair said the School was not represented at the meeting and neither the Dean nor the School s representatives had not notified the Chair or Secretary of any Health and Safety issues they wished to bring to the member s attention SHW School of Build Environment & Engineering (BEE) The Chair said the School was not represented at the meeting and neither the Dean nor the School s representatives had not notified the Chair or Secretary of any Health and Safety issues they wished to bring to the member s attention. C4 Health and Safety Training Matrix SHW SHW SHW The Head of Faculty Learning Support said that, having taken the decision at the last meeting to move away from the Faculty Training matrix, the five Schools were now using the University s Training Matrix and it was the responsibility of the local Manager to determine whether any other training was required for their staff. The Head of Faculty Learning Support said the Matrix should be used in PDR discussions; it was felt that the core training could be easily identified and would enable colleagues to focus on the relevant training issues. The Head of Faculty Learning Support said colleagues requiring any Health & Safety training that was not identified on the Matrix, should contact the Health & Safety Co ordinators who would advise accordingly. The Head of Faculty Learning Support agreed to send the web link to the representative from the School of Art, Architecture and Design. Part D: Reports from Other Committees / Groups D1 Report from Safety, Health & Wellbeing Committee: 21 February SHW The Senior Health and Safety Adviser said that the Executive Summary reports from the Faculties and Service Area were submitted as starred items and were taken without discussion. The Senior Health and Safety Advisor said the key theme emerging from the reports were planning for safety, health and 7

9 wellbeing, stress management, training and development and accident reporting SHW SHW SHW SHW SHW SHW SHW SHW SHW The Senior Health and Safety Adviser informed the members that the University Committee had received two Incident and Accident Reports: one for the third quarter (01 July 16 to 30 Sept 16) and one for the fourth quarter (01 Oct 16 to 31 Dec 16). The members received the following information in relation to the third quarter: It was noted that 48 incidents had been recorded compared to 35 in the same quarter of The Senior Health and Safety Adviser said that the higher number was in part due to the number of incidents relating to fire alarm activities triggered by building contractors. The Senior Health and Safety Adviser was pleased to note the number of incidents involving skateboards had reduced significantly from 10 to 1 during this quarter. The Senior Health & Safety Adviser said there were 3 injured persons and there were no RIDDOR accidents reported in this period of For the fourth quarter (1 October December 2016) the Senior Health and Safety Adviser said 47 incidents had been reported and this was the same number as the previous quarter in 2015: he said this involved three skateboarders. It was noted the injured persons section of the report (5) had seen an increase as compared to the same quarter of 2015 (1). The Senior Health and Safety Adviser said there was one RIDDOR accident reported for the fourth quarter of 2016 which was one more when compared with the same period of The Senior Health and Safety Adviser said 49 fire drills has been held over several weeks in October He said that of the 43 buildings that were occupied, a very positive performance has been recorded with 40 buildings achieving evacuation in under or equal optimum times. It was noted that Cloth Hall Court was empty at the time of the drills. The Senior Health and Safety Adviser said there had been a prompt evacuation from all of the buildings and the Faculty and completed a very good performance. The Senior Health and Safety Adviser said the Wellbeing Report informed members that analysis of the Steps Challenge by colleagues and students in Carnegie was continuing and members would be updated on the findings in due course. The Senior Health and Safety Adviser informed the members that students from various academic disciplines were currently working with the Wellbeing Team to provide a range of educational and practical initiatives for staff and it was hoped this would form a Healthy Lifestyles programme. 8

10 SHW SHW SHW SHW SHW SHW SHW SHW The Senior Health and Safety Adviser said that although the lunchtime walks had stopped over the winter months, he urged colleagues to organise their own walks and take that break. The Senior Health and Safety Adviser said that the Counselling and Legal Advice Service Usage Report confirmed that calls relating to Mental Health issues were high and were above the benchmark. The Senior Health and Adviser said that whilst the University Committee recognised the need for and they would continue to provide support, mental health issues placed real pressures on Managers and their respective teams. The Occupational Health Report said the gap analysis conducted in November 2014 had been reviewed in October The Senior Health and Safety Adviser reminded colleagues the analysis had been conducted with the aim of maintaining and improving standards to ensure they were in line with the professional guidance from the Safe, Effective, Quality Occupational Health Services (SEQOHS) services. The Senior Health and Safety Adviser said the cost of Physiotherapy assessments and any subsequent treatments currently funded through Occupational Health had been reviewed following the number of reports from the Service Provider of non attendance without prior notice. It was confirmed that going forward, staff who did not attend a pre booked appointment without giving 24 hours notice or an acceptable reason to the Service Provider, would receive a charge back to the work area. The Senior Health and Safety Adviser informed the members that given the effectiveness of the current Safety, Health and Wellbeing Policy, no substantial changes were proposed to its structure or content. He said it was felt the key updates reflected the recent changes to the University s structure and strategic direction. He said changes identified at the meeting would be circulated to the University Committee in advance of submission to the Finance, Staffing and Resources Committee for approval. The Senior Health and Safety Adviser said that the Committee felt in respect of the Faculty Advisory Groups, there was a duplication of effort in some areas and that some standard risks could be grouped more appropriately. He said it was hoped that Advisory Groups would be configured to support the needs of each area and they would take other issues into account. Going forward in relation to support for Schools, it was confirmed that the Head of HR Strategy & Policy would prioritise her meetings with Deans and School Health and Safety Co ordinators in order to explain how the Policy was to be enacted. The Senior Health and Safety Adviser said the update on Safety, Health and Wellbeing looked at the progress made on the implementation of the University s People Development Online system. It was recorded that the system continues to provide a useful and accessible training resources. 9

11 SHW SHW SHW SHW SHW The Senior Health and Safety Adviser said Leeds City Council Taxi Vehicle and Licensing Officers attended Headingley Campus for three days in November 2016 for a Kill Your Speed event. He said of the 29 taxi/private hire vehicles stopped, 25 were satisfactory, 2 vehicles were suspended, 1 vehicle received a pass and advise notice and 1 vehicle received a rectification notice. The Senior Health and Safety Adviser said that an additional 13 private vehicles were stopped, 5 of which had faulty or badly adjusted headlights and 8 for speeding. The Senior Health and Safety Adviser said the Stress Management Policy would be reviewed as part of a wider consultation and the Head of HR Strategy and Policy would meet with Trade Unions and colleagues across the University to progress this further. The Senior Health and Safety Adviser finished his report by saying the Committee meeting had concluded with an excellent thematic presentation from PC Mark Fox, on the role of the West Yorkshire Police Liaison Officer. He said PC Fox was a resource available to the University and the members might like to consider inviting him to a future meetings. The Senior Health and Safety Adviser confirmed the next meeting of the University s Safety Health and Wellbeing Committee as Monday 12 June Part E: Other Business Any Other Business SHW SHW SHW SHW The Chair asked the members if there was any other business they wished to discuss. The Administrative Representative said the heating in Broadcasting Place A block was not working effectively. She said temperatures were variable so some rooms were freezing whilst others were too hot. She said it did not look very professional when colleagues on reception were greeting visitors wearing thick coats. It was noted that this was not the first time this issue has been raised; the Chair said the University had been in discussions with the Landlords for a number of years. She suggested colleagues should contact the new Head of Maintenance, Graeme Bell, Graeme.A.Bell@Leedsbeckett.ac.uk x The Administrative Representative said both her previous Line Managers had reported the issue on numerous occasions. The Chair asked the Resources Coordinator to e mail the Head of Maintenance, copying in the Senior Health and Safety Adviser, and the Head of Faculty Learning Support. 10

12 SHW SHW SHW SHW SHW The Chair confirmed to the members that from September 2017, all Health and Safety issues would come within the remit of each School and Deans would be responsible for issues relating to the Health, Safety and Wellbeing of staff within their respective Schools. She said the Head of HR Strategy and Policy would be arranging meetings with Deans to seek assurances that Health, Safety and Wellbeing issues had been successfully devolved to Schools and that a Health and Safety Coordinator had been identified. The Chair said some Schools would have more high risk areas than others but the Head of HR Strategy and Policy would be asking Deans to confirm that their School was cognisant of and had made appropriate provision to ensure the University s Safety Health and Wellbeing Policy was being delivered effectively within their respective Schools. The Senior Health and Safety Officer said had offered training to Gallery House staff but to date there had been no take up. He was reminded that this training, although desirable, was not mandatory. He was assured that students were not left in the building as lone workers without academic support. The Resources Coordinator said they had successfully completed 5,222 PAT tests. She said some units had failed but all appliances were now compliant. The Chair reminded colleagues that from September 2017, this event would have to be organised and completed by Schools. The Head of Faculty Learning Support informed the members that the Resources Coordinator would be taking maternity leave and this would be her last Faculty meeting. The Resources Coordinator was thanked for all her hard work and she was presented with card and gift from the members. The Head of Faculty Learning Support said Kate Mason would cover for the Resources Coordinator during her period of absence. Date of next meeting SHW The next meeting would be Tuesday 13 June, 2017, 2.00pm 4.00pm: Headingley Campus. Confirmed by the Safety Health and Wellbeing Advisory Group as a correct record and signed by the Chair: Suzanne Richardson, Associate Registrar School Operations. Signed: Date: 11

13 Minute Action Action for SHW SHW Members to review Inspection Schedule and discuss any amendments required with Head of Faculty Learning Support. ACTION ON GOING. Members / Steve Collins Minute Action Action for SHW Stress Risk Assessment Forms to be All Managers SHW updated in light of the forthcoming review of Professional Services. ACTION ON GOING SHW School Representative from AAD to Ian Truelove update the data on the Inspection Schedule and forward amended lists to Head of Faculty Learning Support SHW Representative from Learning Resources Adrian Appleyard to enquire as to whether or not the School could use the Landscape Resource Centre as an additional teaching space SHW Head of Faculty Learning Support to Steve Collins forward link to the University Training Matrix SHW Resources Coordinator to e mail Head of Maintenance re heating issues in Broadcasting Place, A Block Hamera Bashir 12

14 SAFETY, HEALTH & WELLBEING COMMITTEE Minutes of Leeds Business School/Leeds Law School Executive Summary This is the full minutes of the Leeds Business School/Leeds Law School Safety, Health and Wellbeing Advisory Group meeting of 22 March 2017 Action Requested This report is for information and the Committee is invited to note the report Appendices None Author Name: Job title: Date: Stephen Murphy Associate Registrar School Operations 24 March 2017 Approval Route 24 March 2017 Stephen Murphy, Associate Registrar School Operations. <PAPER NUMBER> HEA-2016-XXX OPEN

15 Minutes of the Leeds Business School/Leeds Law School Safety, Health and Wellbeing Advisory Group. Introduction 1. These are the full, Chairs approved minutes of the LBS/LLS Safety, Health and Wellbeing Advisory Group meeting of 22 March Recent copies of the full minutes are available at or thereafter from the Chair. Recommendations and referrals 2. The Group has made no recommendations nor referred any matters for consideration to the Safety, Health and Wellbeing Committee. Matters Arising (from 30 January 2017) 3. Managing SHW matters across LBS/LLS from 2017/18. The Chair had alerted Deans to the need to put in place arrangements for next academic year; moreover, each would meet with the Head of HR Strategy and Policy to discuss the revised SHW policy within which responsibilities of Deans will be clearly outlined. 4. Stress risk assessments; both Deans had been advised of the need to ensure that subject areas and relevant professional services submitted completed risk assessments by 31 May Marking deadlines/calendar. Concerns raised about the pressure placed upon academic colleagues in order to make marking deadlines was relayed back to the Deans; the Group noted that the matter had also been raised as part of the Local Consultative Committee (LCC) Meeting (20 March). 6. Professional Services Review It was confirmed that an Organisational Change Risk Assessment was available via the HR web pages. 7. Parking motorcycles. James Clark advised that he would discuss with Estates (Transport/Travel team) and bring back to the Group if required. Other major discussions Institutional Update (including feedback from Safety, Health and Wellbeing Committee) 8. Lawrie Wilson (LW) Health and Safety Advisor) gave the Group an oversight of matters discussed at the Committee meeting held on 21 February. This included the most recent Accident and Incident and Fire Drill reports; together with an update on progress with regards the review and of the University s Safety, Health and Wellbeing Policy (see also para 3). It is anticipated that any revised policy will be approved before the end of the academic year: Papers from the meeting can be found at /media/files/partners/governanceand legal affairs/corporate governance/safety health and wellbeingcommittee/187/txhea187papers21feb17.pdf

16 Health and Safety Audit 9. The Chair reminded the group that this item remained a standing item albeit there were no specific updates on this occasion. Overseas Visit Proposals 10. The Chair confirmed that the Deans are now taking responsibility for approving OVP s and ensuring travel risk assessments are in place. This was previously a responsibility of the Chief Operating Officer. UCU/Unison Update 11. UCU representatives raised the following matters response to the last staff survey and how this was being taken forward by the Deans the matter had similarly been raised at the recent LCC meeting. Also highlighted was increasing concern over student behaviour both in the classroom and in general around campus buildings. 12. There were no matters raised via Unison. Admin update 13. Two matters were highlighted: Firstly, continued problems with a leaking roof within RB room 421 and secondly a broken water fountain on the fourth floor. LW indicated that he would take forward both matters via Estates. Other matters 14. There were no further matters for discussion. Attendance Present: Stephen Murphy (Chair/Secretary) James Clark, Brian Jones Hugh Meyer Ben Mitchell Carl Morgan Darren Shaw Laurie Wilson Apologies: Nick Beech Alex Dickenson Chris Domeracki Paula Wainwright Mandy Jane Wigglesworth

17 SAFETY, HEALTH & WELLBEING COMMITTEE Minutes of Carnegie Executive Summary This is the full minutes of the Carnegie Safety, Health and Wellbeing Advisory Group meeting of 23 rd February Action Requested This report is for information. Appendices None. Author Catherine Harper Planning and MI Officer 17 th May 2017 Approval Route May 2017 Catriona Mcintyre / Associate Registrar OPEN

18 Carnegie Safety, Health and Wellbeing Advisory Group Thursday 23 rd February 2017 MINUTES Present: Catriona Mcintyre Pete Mackreth Rhodri Thomas Adrian Richardson Dot Moss Mike Jennings Nicola Queenan Chris Domeracki Seb Kulikovsky Mike Gray Associate Registrar (Chair) Dean Carnegie School of Sport Dean School of Events, Tourism, Hospitality and Languages Principal Lecturer Principal Lecturer Health and Safety Coordinator Student Administration Manager Senior Health and Safety Advisor Operations Manager Carnegie Great Outdoors Head of Subject Carnegie School of Sport In Attendance Catherine Harper Planning and MI Officer (Secretary) Apologies: Damien Page Matthew Wilson Kevin Williams Mark Robinson Carole Brown Sue Birch Dean Carnegie School of Education Senior Lecturer School of Events, Tourism, Hospitality and Languages Principal Learning Support Officer Director Carnegie Great Outdoors UNISON Safety Representative / Quality Assurance and Governance Administrator Principal Lecturer School of Events, Tourism. Hospitality and Languages Part A: Preliminary Items A1 Apologies SHWAG The group received apologies from Damien Page, Matthew Wilson, Kevin Williams, Mark Robinson, Carole Brown and Sue Birch. The Chair welcomed Seb Kulikovsky to the meeting who was representing Carnegie Great Outdoors in Mark Robinson s absence. A2 Terms of reference and membership Received:

19 SHWAG SHWAG Paper SHWAG The current terms of reference and membership list. The Chair expressed her thanks to Neil Kenna who retired in January following 30 years service at the university. A4 Minutes of SHWAG meeting on 27 th October 2016 Received: SHWAG Paper SHWAG Minutes of SHWAG meeting on 27 th October Reported: SHWAG Minutes were approved as an accurate record of the meeting. A5 Matters Arising SHWAG None A5 Actions SHWAG Received Paper SHWAG Matters Arising/Action Points 27 th October Noted: SHWAG SHWAG SHWAG regarding Carnegie Great Outdoors Report to be submitted to future meetings was reported as being completed SHWAG regarding Impact Risk Assessment for the Review of Support Structures to be requested from HR. It was advised that UNISON were consulting with HR with a view to making the risk assessment available online via the review webpages. There was concern that the risk assessment had not been carried out before the review. Action: SHWAG Risk assessment for the Professional Services Review to be tabled at the next meeting of the university Safety, Health and Wellbeing committee SHWAG / SHWAG regarding online training is being taken forward by Deans.

20 SHWAG SHWAG SHWAG SHWAG regarding circulating information about off campus driving is on the agenda for this meeting SHWAG regarding members to feedback on the draft Faulty Standard Operating Procedures has been completed. Part B: Reports from Officers and Committees B1 Minutes from University Safety, Health and Wellbeing Committee Reported: SHWAG SHWAG SHWAG SHWAG The Chair reported to the group that the committee had received a presentation from Mark Fox the West Yorkshire Police Higher Education Liaison Officer. The role is funded by West Yorkshire police but has specific liaison duties with the University. He is based within CARES and supports security and the Student Union. He is on university and staff are free to contact him directly. The Chair further advised that HSS had raised concerns re the strength of the wording relating to the need for research proposals to consider health and safety issues and assess risk. The committee had agreed to invite the Chair of the Research and Ethics subcommittee to attend the next committee to discuss this matter. C Domeracki provided the group with a report on the recent Fire Drills which had taken place on Campus. 49 tests were carried out. 43 of these were in occupied buildings, 41 of which achieved a decant time equal or lower than the optimum. Leslie Silver Building and Fairfax failed to meet the optimum time due to the behaviour of individual students. The students concerned had been reminded of the importance of evacuating buildings promptly once a fire alarm had been activated. C Domeracki further advised that the accident reports for quarters 3 and provided no significant issues. There was just one reported incident in quarter 4 which related to AET. Part C: Safety

21 C1 Carnegie Faculty Accident Report Received: SHWAG Paper SHWAG Carnegie Faculty Accident Report. Reported: SHWAG Paper was taken as read. C2 Carnegie Great Outdoors Accident Report SHWAG Paper SHWAG Carnegie Great Outdoors Accident Report. Reported SHWAGs S Kulikovsky advised the group that in 2016 Carnegie Great Outdoors delivered 17,000 ½ day sessions for licenced courses and 8,500 ½ days sessions for non licenced courses. There was a total of 51 incidents on these courses which was a reduction of 15 from Non disclosure of pre existing medical conditions was also down due to a push by course directors for this information. Part D: Health Part E: Wellbeing Part F: Major Topics F1 Action Plan Update SHWAG SHWAG M Jennings advised that an update on progress had been provided for the University committee. Areas which had been identified as high risk in the Audit report had been addressed immediately. For example, staff had now received guidance and training on the use of the Dexa scanner. It was also noted that work had been carried out with Carnegie Great Outdoors to improve their paperwork for recording accidents. F2 Driving Regulations and Procedures

22 Received: SHWAG SHWAG SHWAG SHWAG SHWAG Paper SHWAG Diving Regulations and Procedures M Jennings informed the group that when staff drive on university business and claim mileage they need to complete the online training and generic risk assessment. It was further noted that it was a HSE requirement for drivers who drove for business purposes to have business insurance. This generally does not cost the driver any extra, but without it they are unable to claim for mileage. The group felt it was difficult to get staff to engage with the training as they do not fully understand the reasons for doing so. It was agreed that the University Health and Safety Adviser should provide more information as to why the training was required. A question was raised about Carnegie Great Outdoors who have circa 150 associate staff / freelancers who drive regularly but do not have university logins and hence are unable to access the training. It was advised that this needs to be looked at separately outside the meeting. Action: SHWAG Deans to provide a list of staff to M Jennings who drive on university business so they can be enrolled on, and advised of, the training. F3 Building Inspections Received: SHWAG SHWAG SHWAG Paper SHWAG Building Inspections M Jennings advised the group that building inspections had been conducted and a number of issues had been identified. As an example the smoke door seals in Cavendish needed replacing. This had been reported to Estates who, as a result, were checking the door seals across campus. The issues found during the inspections have been reported to maintenance with the urgent items taking priority. Estates have advised that an external consultant has been employed to review the condition of the buildings across the campus and the report will inform the maintenance plan going forward.

23 Action: SHWAG SHWAG SHWAG SHWAG M Jennings to provide Deans with a detailed list of the items referred to Estates for maintenance so these can be followed up locally. The group noted that several of the items discovered had been discussed by the group previously for example bikes in offices, housekeeping and the damp in Macaulay. The group noted that the classroom refurbishment had made a positive difference but that the historic problems with door and windows still needed addressing. The Chair reported that Estates had recently appointed a new Head of Maintenance, Graham Bell and that positive changes regarding maintenance have already been noticed. F4 Mandatory Training SHWAG M Jennings advised that Deans have been forwarded a list of staff in their areas who have not completed the required training. Progress is being made to ensure compliance. Further, a new suite of compliance reports are now available for coordinators to enable better tracking of completions. F5 Management of Health and Safety SHWAG The Chair advised that John Hamilton had now left the university and Pam Flynn was now in charge of Health and Safety for the university. The group expressed their thanks to John for his role in developing health and safety across the institution. F6 Draft University Health and Safety Policy SHWAG SHWAG The University s draft health and safety policy had been considered at the recent committee meeting. It included proposals as to how health and safety should be managed following the change to academic structures. The Chair advised that clarification was being sought as to whether the University s expectation was that each school should have its own health and safety group. There was a concern that if there was not a designated local forum for health and safety issues to be discussed then issues could be overlooked. It was acknowledged that health and safety should be embedded in everything that schools do.

24 Action SHWAG Circulate the draft health and safety policy to members. F7 Local Operating Procedures Action: SHWAG Chair to circulate the updated Local Operating Procedures. Part G: Other Business G1 Any Other Business SHWAG A question was raised about the health and safety implications of a colleague being provide with an IPAD for online marking. P Mackreth advised that this was not all it had been provided for and that it was to generally utilise their work. Meeting ended at

25 SAFETY, HEALTH & WELLBEING COMMITTEE Minutes of the Faculty of Health and Social Sciences Safety, Health and Wellbeing Advisory Group Meeting 3 rd April 2017 Executive Summary This is the full minutes of the Faculty of Health and Social Sciences Safety, Health and Wellbeing Advisory Group meeting of 3 rd April 2017 Action Requested This report is for information. Appendices Appendix 1: Full Minutes of the meeting of 3 rd April 2017 Appendix 2: Updated Action Plan for Meeting of 3 rd April 2017 Author Name: Job title: Date: Dr Alison Caswell Head of Subject Safety and Environmental Health/Chair Safety Health and Wellbeing Advisory Group 22 nd May 2017 Approval Route 22 nd May 2017 Confirmed by the Chair 19 th June 2017 To be confirmed by the Advisory Group OPEN

26 SAFETY, HEALTH & WELLBEING COMMITTEE Appendix 1 FACULTY OF HEALTH & SOCIAL SCIENCES SAFETY, HEALTH & WELLBEING ADVISORY GROUP Monday 03 April 2017 MINUTES Present: Alison Caswell (Chair) Julie Blythe Tim Briggs (UCU) Clare Edwards Stephen Mole Laurie Wilson Liz Phiz (Secretary) Apologies: Chris Domeracki Pauline Fitzgerald Kate Grafton Vikki Roberts Richard Whitehead It was noted that Laurie Wilson was representing the Safety Health and Wellbeing Team as Chris Domeracki was on Annual Leave, and that Liz Phiz was acting as Secretary because Richard Whitehead was on Annual Leave. It was also noted that Laboratory Staff and Members of the BIOMs Team were running a large practical examination. Part A: Preliminary Items Terms of reference and membership HEA Received: The current terms of reference and membership were received. (a) (b) The Chair reported that Mr John Hamilton had now left the University and that the SHW and Occupational Health team would now be led by Ms Pam Flynn from HR. Paul Smith, Deputy VC and Co Chair of the Health and Safety Committee had been appointed as Insitution Health and Safety Champion by the Vice Chancellor. (c) The Chair noted that Mr Tim Briggs was now the TU Joint Chair. OPEN

27 (d) (e) (f) It was noted that Miss Clare Edwards was now in attendance to represent the Placement Unit. The Chair proposed that she should contact Ms Covey and thank her for her attendance and contributions. It was reported that Ms L Johnston Hunt was now working in the Estates team and therefore would no longer be attending meetings. The Chair proposed she should contact Ms Johnston Hunt and thank her for her attendance and contributions to the group. The Chair noted that Ms J Lee had been identified as the co ordinator designate for the School of Health and Community Studies. The Chair intended to invite Ms Lee to join the group and attend the meeting HEA Agreed: AC to send notes of thanks to both Louise Johnston Hunt and Jen Covey, and to formally invite Janine Lee to join the Meeting. Declaration of interest HEA Noted: No declarations of interest were made. Minutes HEA Confirmed: The minutes of the meeting held on 12 December The Chair noted that since the minutes were written, the date of the next meeting had been rescheduled to 3 April Matters arising HEA Received: The Actions table following the meeting held on 12 December HEA Reported: The following items which were all new actions from the meeting of 12 th December had now been completed: Item 1, Minute A4. To provide AC with the current list of Research Students so that the User List on the MyBeckett module can be updated Complete Noted:

28 AC had received the most recent list from LJH and had updated the User List on the MyBeckett module. Item 2, Minute C5. To review the draft report to the University Committee and suggest amendments/updates Complete Item 3, Minute C5. To contact all Line Managers with responsibility for Stress Risk Assessments and encourage them to update them Complete Noted: AC would report further on this in the meeting. Item 5, Minute C6. To review the Action Plan and suggested updates and feedback to AC Complete Item 7, Minute C8. To refer Health and Safety concerns regarding students with Reasonable Adjustment Contracts to the next meeting of the University Safety Health and Wellbeing Committee Complete The following items which were all new actions from the meeting of 12 th December were ongoing: Item 4, Minute C5. To provide evidence for the Audit either directly into the Folders on the H: Drive or via AC Ongoing Noted: The Chair requested that colleagues continue to submit evidence as received via the methods already noted Item 6, Minute C7. To respond to the request from LW for confirmation of how compliance with the EMF Regulations is being addressed with a request for a more coordinated approach Ongoing Noted: LW advised that he was still waiting for an update from colleagues regarding the EMF Regulations.

29 Part B: Reports from the Safety, Health and Wellbeing Committee Update on Matters previously escalated by HSS HEA Received: An oral update from the Chair on matters previously escalated by HSS HEA Reported: (a) A review of the Postgraduate Student Regulations had been carried out as a result of the SHWAG referral. A proposal to strengthen formal requirements for students to complete suitable and sufficient risk assessments was put forward to the Research Degrees Subcommittee, but had been rejected on the grounds that it was felt to be unnecessary and over bureaucratic. Accident and Incident Report This was reported to the meeting of the Health and Safety Committee on Tuesday 21 st February They expressed concern, especially in the light of a recent prosecution of Northumbria University where it it appeared that it had been assumed that an ethics risk assessment was also suitable sufficient for Health and Safety purposes. The Health and Safety Committee proposed to ask the Chair of the Research Degrees Sub Committee to attend their next meeting for further discussion. (b) A referral from the Faculty regarding concerns about management of students with Reasonable Adjustment Plans was made to the meeting of the Health and Safety Committee on Tuesday 21 st February The committee expressed its support for the Faculty and noted that the Faculty had also been engaged directly with Student Services about these concerns. The ongoing work at University level on a Fitness to Study Policy, and to produce published guidance on what constitutes Reasonable Adjustment was also acknowledged, and it was agreed that the Committee would keep the matter under review HEA Received: A report on accidents and incidents within the University for the 3 rd and 4 th Quarters of 2016 (1 st July to 30 th September and 1 st October to 31 st December) HEA Reported: (a) Accident Report 3rd Quarter 2016 The total number of accidents and incidents (48) reported in the 3rd quarter was higher than in the same quarter of 2015 (35). This was due in part to the number of incidents reported in relation to fire alarm

30 activations where 21 (14) reports were received. Several of these were caused as a result of contractors activities, and were duly followed up. The number of incidents involving skateboarders (1) within this quarter had decreased significantly when compared to the previous quarter (10). In the injured persons section of the report (3), the number had increased as compared with the same quarter of 2015 (0). There were no RIDDOR accidents reported in the 3rd quarter of 2016, the same in number as compared with the same period of The comparison is specifically in relation to the current reporting criteria. (b) Accident Report 4th Quarter 2016 The total number of accidents and incidents (47) reported in the 4th quarter was the same in number as for corresponding quarter of 2015 (47). The number of incidents involving skateboarders (3) again remained comparably low. In the injured persons section of the report (5), the number had again increased as compared with the same quarter of 2015 (1). There was one RIDDOR accident reported in the 4th quarter of 2016, one more in number as compared with the same period of The comparison is specifically in relation to the current reporting criteria. Fire Drill Report HEA Received: A report on the Autumn Fire Drills 2016*. * The figures in brackets are from the previous fire drills held in the spring, for comparative purposes HEA Reported: LW reported that a very positive performance had been recorded, with 41(41) out of the 43(46) buildings that were occupied 95% (89%) achieving evacuation under or equal to, the optimum times. 1(3) was just outside and 1(2) evacuation time was more than 30 seconds over the optimum time. The 2 buildings that were 30s over the optimum times were the Leslie Silver Building (6m 05s) and Fairfax Hall (3m 25s). In the case of both buildings the majority of evacuees were out (3m 25s for LSB, and 2m 30s for Fairfax) in well under the optimum time. The recorded times for the drills was due to a

31 single individual and the individuals were spoken to on the day & reminded of the need for prompt action in relation to the fire alarm. In some evacuations, people tended to leave the building by their normal route even if it wasn t the quickest, and most direct. Staff are encouraged to use the nearest safe exit when evacuating the building, and to make sure they, and other individuals, use the appropriate assembly areas, reminders were provided where appropriate. The safe haven system worked well. In buildings where mobility impaired staff or students used safe havens, their locations were reported to security staff and fire drill monitors. There were no significant issues in areas occupied by the Faculty. AC noted that should there be a significant delay in being able to re enter a building following a Fire Alarm activation, a designated meeting point/rendezvous might be required. Agreed: Wellbeing Programme Update AC to contact the Deans to suggest that teams identify designating meetings points in the event of an ongoing delay in returning to normal place of work HEA Received: A report on the programme of wellbeing events, activities and interventions offered by the University and the usage of counselling and legal advice services HEA Reported: (a) (b) (c) To encourage wider participation in the Beckett Steps Challenge different activities such as cycling and swimming had been introduced. The option of entering as a Team had also been introduced. An analysis of the data and changes from the challenge would be undertaken and presented when complete to the Safety, Health and Wellbeing Committee. The Supporting Healthy Lifestyles programme for 2017 was being developed and would include a range of educational and practical initiatives to form a programme for staff. The Lunchtime walks programme had trained additional volunteers for leading walks from within the Safety, Health and Wellbeing team. There had been a small number of cancellations due to a lack of a

32 leader, but overall 27 walks had been held in the period from September to December (d) A summary was provided of the usage of the counselling and legal advice service, including a breakdown of the areas accessed and the different call categories identified. Occupational Health Update HEA Received: An update on the University s Occupational Health Activities HEA Reported: (a) (b) Safe Effective Quality Occupational Health Service Standards A gap analysis was conducted in November 2014 to review the Occupational Health Standards of the department. This was reviewed in October 2016 with the aim of maintaining and improving Standards in line with the professional guidance from the Safe, Effective, Quality, Occupational Health Services (SEQOHS) standards. Physiotherapy Service Provision The contract with the Physiotherapy Service provider was reviewed in January 2017 and has been renewed for a further 12 months. Safety, Health and Wellbeing Policy Review The cost of the Physiotherapy Assessment and any subsequent treatment is funded through Occupational Health (maximum of 6 sessions, a further 2 only on the professional opinion of the Physiotherapist). However, following several reports from the Service Provider of nonattendance without notice; staff who do not attend a pre booked appointment without giving 24 hours notice or good reason to the Service Provider (at the discretion of the physiotherapist) then their missed appointment will be charged to the work area and not Occupational Health HEA Received: A report containing the draft of a new Safety, Health and Wellbeing Policy HEA Reported: The report detailed the background, organisational and legal context and proposed policy changes for the new Safety, Health and Wellbeing Policy. Individual responsibilities were also defined for certain positions in the University such as the Vice Chancellor, Deputy Vice Chancellor (Resources) Director of HR and Head of HR Strategy and Policy.

33 Leadership and management responsibilities for Deans, Directors and Heads of Service focussing on implementation, resourcing, training, communication and consultation were also detailed in the report. The basic policy content had not changed but some of the wording had been revised. The aspiration to create a safe and healthy environment to work in remained and was evolving to align with the new corporate plan. Group members were invited to review the policy and provide feedback to AC at the next meeting. Agreed: AC to co ordinate Group member comments/reviews of the new Safety, Health and Wellbeing Policy. Stress Management Policy Update HEA Received: An update on the Stress Management Policy HEA Reported: Some proposals to change the forms for the team stress risk assessment had been suggested. The new head of Safety, Health and Wellbeing intended to hold a further review and considering the proposals. Line managers were encouraged not to delay any team stress risk assessments until this was resolved as the existing assessment forms were still fit for purpose. Safety, Health and Wellbeing Training HEA Received: A report on Safety, Health and Wellbeing Training HEA Reported: Road Safety Report LW noted that the report contained summary headlines for each area with a compliance dashboard. This provided a snapshot of activity up to the point at which it was reported HEA Received: A report summarising the road safety event activity taking place on Headingley campus in November 2016.

34 HEA Reported: LW advised that only one Speed Indicator Device had been available and therefore the Kill your Speed (KYS) Initiative had only been held on one day rather than two. Leeds City Council Taxi & Vehicle Licensing Officers were also in attendance on the day of the KYS event (and also on the 24th November), with a CCTV vehicle with ANPR (automatic number plate recognition) and two officers on Churchwood Avenue, undertaking taxi vehicle compliance checks. 3 officers were in attendance on South Drive also undertaking taxi vehicle compliance checks. CARES security staff assisted with the monitoring by CCTV of the events. 29 vehicles were stopped and were from a variety of Private Hire Operators. A number of private vehicles were stopped for either faulty or badly adjusted headlights or for exceeding the speed limit. All vehicle users stopped were spoke to and provided with a KYS leaflet. Part C: Local Issues Co ordinator s Report (C1) HEA Received: An oral report from the chair on inspections and a review of accidents/incidents HEA Reported: C1.1 Accidents and Incidents C C th December 2016 PD803 A further incident involving one of the students with epilepsy who was reported on at the previous meeting. First Aiders attended and stayed with the student for approximately 1.5 hours. 12 th December 2016 PD806a. A large cardboard box weighing approximately 5 Kg fell off a high shelf onto a member of Learning Officer Staff who was removing a box of plastic ware from a lower shelf. The impact was close to the left clavicle and resulted in pain and discomfort in the shoulder and transferred pain down the left arm and hand. There was also a slight loss of mobility. The member of staff was unable to take a rest break due to pressure of work, but heat pads were applied.

35 The matter of storage was discussed extensively during the full inspection of the area which took place the following week on 16 th December, and a number of measures were proposed to provide temporary alleviation of the problem. The Dean of the School of Clinical and Applied Sciences is actively campaigning for an expansion of the facilities, but there is no possibility of any significant change within the near future so it will be important to make better use of the existing space. The next quarterly inspection was scheduled for Monday 24 th April and further follow up would take place then. C th December 2016 Undercroft Bin Storage Area, Leslie Sliver Building A member of Learning Officer Staff was depositing yellow Biohazard Bags when a scalpel blade pierced the bag causing a cut on the right hand little finger. First Aid was administered. The waste had originated from a Study Group class who had been dissecting onions and further investigation revealed a number of other hard and/or sharp items in the bag. Study Group have a Contract with the University plus a supplementary Contract for some of their classes to operate in PD806. These are serviced by the Learning Officer Staff but are overseen by Study Group Staff. Arrangements were discussed during the inspection on 16 th December, and Learning Officer staff expressed concern about the fact that there was insufficient time to brief those running the classes regarding Health and Safety arrangements. It was also felt that there might need to be further work done on the Student Induction programme which the Learning Officer Staff carry out to take into account the fact that these students are also undertaking English Language tuition and hence not necessarily yet at the minimum required for entrance to the University s degree courses. It was agreed that the Learning Officer Staff would review the Induction Material, and that AC would speak to Study Group Management about the need for Staff who were going to be looking after the practical sessions to attend for an Induction prior to looking after any classes. C Mid January 2017 PD Passenger Lifts Various reports of one of the lifts dropping and jarring individuals, and causing considerable anxiety. The lift was supposed to have been repaired, but at least one further incident then ensued. Despite prompting, no one filled in an incident report form, and it would appear that the lift has now been repaired.

36 C th January 2017 Wellness Centre Basement QS10 During the early hours of the morning, a fire broke out in the premeter electrical installation. The alarms sounded and the Fire Brigade attended and extinguished the blaze. The electricity supply company effected repairs which were completed by the end of the day. The building then had to remain closed for the following day to allow further safety checks to be carried out. The building also remained closed on the Friday, as there was still some residual smell of smoke. Concerns were expressed by both the Fire Brigade and Estates about the amount of material in the Basement including a large amount of patient records which had been stacked up close to the electrical installation. The Faculty was already aware of this, but as some of the documents are mouldy, it had been decided not to attempt to move them out of the basement until after the Clinic closes in May. However, it was agreed that they would need to be relocated within the basement so as to move them away from the electrical installation, and this was done the following Wednesday by two members of the Student Admin Team wearing PPE and working to an agreed protocol. A significant amount of other rubbish was then identified which did not belong to the Faculty, and Estates were asked to remove this. C C th February 2017 Sports Injury Treatment Centre A student who was treating a patient, felt lightheaded and went to fetch a drink. She sat down, but then collapsed sideways. She was supported by a member of Staff so did not fall or sustain any injuries. She came round after about 2 minutes, but was sent to A and E as a precaution. The student has been advised to seek further Medical advice. There was no evidence of any issues with the room etc. 13 th February 2017 PD806 Dry Storage Area A member of Learning Officer Staff carrying out a stock check, came up from a crouching position and banged his head on a low shelf. The Staff member reported feeling dizzy but did not feel sick. The Staff member attended A&E and was cleared to return home, where housemates were available for support. The Staff member returned to work next day having not experienced any further symptoms.

37 C th March 2017 Wellness Centre A Contractor who was repairing damage to the plasterwork caused by the water leaks in December 2015 uncovered some material that looked like asbestos. Estates immediately closed the building and called out a specialist Contractor to make some checks. This established that the material was not asbestos so the Clinic was able to open next day as planned. C1.2 Inspections It was felt that for both this and the fire incident, there was a need to acknowledge the very efficient way in which Estates dealt with the matters. What was once again somewhat less effective was communication with the Faculty, which may require further follow up. A full inspection of the PD8 Laboratories together with the Research Laboratory (PD922) was carried out on 16 th December when there were significant discussions around storage and the management of use of the Laboratory by Study Group. Quarterly Inspections were carried out of the other three High Risk Areas in late December and early January, but these have not yet been fully written up. The next Quarterly Inspections have been arranged for Clinical Skills, PD8 and PD9, but a date for the Wellness Centre has not yet been set. The need to undertake a quarterly inspection was questioned, as the Clinic was due to close in May and it would then be necessary to formally vacate the building and organise a final inspection. All the four main Office areas are due to be inspected. Deans of School had been somewhat reluctant to Diary until Course Director Interviews were concluded, but as most have now been done, the Co ordinator will try to ensure dates are put into the diary over the next two to three months. Training Update HEA Received: A verbal report by AC on recent training completions HEA Reported: Driver Risk Assessment 13 (6 new staff) Driver Safety Training 9 (6 new staff) DSE Assessment 18 DSE Training 15 Health and Safety Essentials 23 (Including some PTLs)

38 Managing Stress 2 (HOS) Fire Practical Awareness 8 (Feb 6 & 13) The Co ordinator had also commenced some follow up on non completion of training including a message to all Staff and specific requests to Line Managers in respect of non compliant PTLs and Staff in Substantive Posts who have either never completed and/or are now out of date in respect of all three standard requirements, i.e. DSE Assessment, DSE Training and Health and Safety Essentials. This has resulted in a small number now being at least partially compliant. HSS Operational Procedures / Restructuring Update HEA Received: An update on the draft Operational Procedures sent to FET HEA Reported: A paper outlining the current situation and proposals from the University regarding arrangements following completion of the restructure was sent to FET in late February There remained considerable uncertainty, particularly in relation to the status of the Laboratory Staff. There was a proposal to bring the entire Team under the School of Clinical and Applied Sciences but this had not yet been formally confirmed. The view of FET was that it would be necessary for the three Schools and the Laboratory Staff to continue to work together in respect of Health and Safety. The preferred model therefore would be to have a single Advisory Group covering all areas (as now), but to have individual Co ordinators within each School and possibly in the Laboratory Areas if the Team is not located within a School. As noted, the School of Health and Community Studies have already identified their propose Co ordinator, but the School of Social Sciences have yet to identify anyone. Once both are identified, it will be necessary for them to meet with AC to start discussing how responsibilities will be shared, but the FET envisaged that AC would initially act as Lead Co ordinator. Coverage of roles previously undertaken by Louise Johnston Hunt would also need to be considered such as the review of outcomes of online DSE assessments and the organisation of PAT Testing in the office areas. Update on Biological Safety Committee and Progress on Notifications HEA Received: A brief verbal update from the chair on the Biological Safety Committee and its progress.

39 HEA Noted: Health and Safety Audit As PF was not in attendance there was no formal report HEA Received: A verbal report from AC HEA Reported: The progress report was taken as a starred item at the Committee Meeting on 21 st February and there was no feedback outsider of the Meeting. Folders on the H: Drive were being populated, but more evidence was required. Review of Health and Safety Action Plan HEA Received: A verbal report from AC HEA Reported: The proposed Action Plan largely repeated its predecessor and represented ongoing actions in order to maintain oversight of Health and Safety amongst the Schools and associated Support Staff. The following updates were proposed: 1a. Complete to end of March. 1b. Complete to February but to be left on going for March as not yet identified people to fully replace Louise Johnston Hunt. 1c. Complete. 2. Keep as on going. 3a. Complete to end of March. 3b. Complete to end of March. 4. Change to on going. 5a. On going as currently not up to date. 5b. December complete. March on going. 5c. On going as have some reports to complete. 6. Keep as on going. Amend re training frequency to 3 years. 7a. Complete to end of March. 7b. Delete as process was completed in c. N/A. 8. Complete to end of March.

40 A COSHH Training Day had been held in late January for students on BSCH Environmental Health and BSCH Safety Health and Environmental Management. TB still had some assessments to check and pass on to the Laboratory Staff. 9. JB advised that this work had been started so it was agreed to change it to on going from the start of the year. 10. Suggest keep as on going. 11. Complete to end of March. 12. Complete to end of March. 13. Suggest on going. All newly appointed HOS have trained, and a number of groups have now completed/updated their Stress Risk Assessments. 14. Complete to end of March. 15. Complete to end of March. Agreed: AC to update in line with the discussions. Agreed: Part D: Other Business D1. Other Urgent Business AC to contact Andrew Ball regarding an allocation of a budget for The UCU Representative updated the Group on the IOSH No Time to Lose Campaign. IOSH s No Time to Lose campaign aimed to raise awareness of occupational cancer and potential sources of carcinogens in the workplace, in particular Asbestos, which was the most well known. DIY and agriculture were now considered to be the biggest industries where asbestos was still being found. The UCU representative noted the campaign aimed to raise awareness of significant health issues facing workers in the UK and to suggest some solutions to tackle the problem. However, on reviewing their advice regarding what to do in the event an unexpectedly large amount of previously unknown asbestos was found, he disagreed with the advice that moving them to hospital immediately was the most effective course of action. The UCU representative believed that this would encourage contamination in the areas personnel were moved through and to and considered that it would be better to decontaminate in the vicinity and keep movement to a minimum. The No Time to Lose campaign also aimed to raise awareness relating to exposure to diesel fumes in the workplace. The UCU representative noted that over 100 organisations had signed up to the campaign and that he would provide the dates of the delivery of the No Time to Lose presentations to Mr Wilson. This would need logging by Mr Wilson and noting as part of the University s pledge to support the campaign.

41 Date of next meeting Monday 19 th June to Elizabeth Phizackerley Sugden Quality Assurance & Governance Officer 07 April 2017

42 SAFETY, HEALTH & WELLBEING COMMITTEE Appendix 2: Updated Actions Table for Meeting on 3 rd April 2017 ITEM MINUTE ACTION RESP. DEADLINE/PROGRESS REPORT New Actions from Meeting on 12 th December A4 2 C5 3 C5 4 C5 5 C6 6 C7 7 C8 To provide AC with the current list of Research Students so that the User List on the MyBeckett module can be updated To review the draft report to the University Committee and suggest amendments/updates To contact all Line Managers with responsibility for Stress Risk Assessments and encourage them to update them To provide evidence for the Audit either directly into the Folders on the H: Drive or via AC To review the Action Plan and suggested updates and feedback to AC To respond to the request from LW for confirmation of how compliance with the EMF Regulations is being addressed with a request for a more co ordinated approach To refer Health and Safety concerns regarding students with Reasonable Adjustment Contracts to the next meeting of the University Safety Health and Wellbeing Committee LJH All Members AC All Members All Members AC AC Complete Complete Complete Ongoing Complete Ongoing Complete OPEN

43 SAFETY, HEALTH & WELLBEING COMMITTEE Minutes of the ESTATES Executive Summary This is the full minutes of the Estates Services, Safety, Health and Wellbeing Advisory Group meeting of 22th April Action Requested This report is for information. The Committee is invited to note the report. Appendices None Author Name: Job title: Date: Luke Smalley Health & Safety Coordinator 27 th April 2017 Approval Route 27 th April 2017 David Hemming Head of Estates OPEN

44 Minutes of the ESTATES SERVICES Introduction 1. This is the summary report of the Estates Services Safety, Health and Wellbeing Advisory Group meeting of 27 th April Recent copies of the full minutes are available at or thereafter from the Secretary. Recommendations and referrals 2. The Group has made no recommendations/referrals for Committee consideration. Other major discussions 3. The Advisory Group discussed the following matters: It was pleasing to note that the recent recruitment drive for members had resulted in six new members being welcomed to the group. This has resulted in a good spread of members across all aspects of estate services. One member was attending their last meeting, Peter Tate is due to retire before the next meeting will occur and the Chair offered thanks on behalf of the group for Peters input to the group over the years New members will continue to be welcomed to the group. The group were briefed on accidents and incidents reported this latest quarter via the Chair due to Laurie Wilson being unable to attend. This included the recent fire drill and the results of the evacuation times and the Kill Your Speed event undertaken on Headingly Campus. Health & Safety Inspections were discussed and it was noted that contractors were overall performing well and contractor adherence was good and only minor issues were resulting. Some issue with some contractors turning up to site unannounced was discussed. Procedures are being implemented to prevent/reduce this occurring in the future Internal work spaces were also reported as achieving good compliance, minor housekeeping issues reported. Accident reports discussed also indicated low level incidents in respect of major reportable injuries and any instances of bad working practise reported have been addressed and the contractor notified. Where required, follow up meetings have been held between estates services team and any offending contractors The annual audit was again discussed and members reminded that this year a light audit will still take place regarding the action points raised from the 2016 event. Members were asked to ensure their compliance in completing any People development online courses they are enrolled on within the initial enrolment period. Training amongst the estates team was found to be in a good position and members were informed of any/all training undergone by estates members since the last meeting. It had previously been agreed to electronically distribute to any/all updated policies and procedures for comment prior to seeking approved by the ESLT group to increase procedural

45 awareness and keep all colleagues up to speed with any changes, this meeting members had the opportunity to view the proposed Permit to Work procedure being introduced It was noted that all wellbeing intuitive can currently be found online A change in agenda was introduced at this meeting to include a section titled; Operation Updates Key Issues. This section allowed for representatives from the various teams that make up estates services, to inform the members of updates occurring in their particular area. The group reported back that this was a useful informative addition to the agenda. Training requirements were said to be in a good position and the team were updated on any training undertaken since the last meeting. During any other business, the forthcoming retirement of Peter Tate was again mentioned and the Chair again thanked Peter, on behalf of the group and members of the Safety Health & Wellbeing team, for his service within the group and wished him well in his endeavours for the future. 4. None Other matters 5. No information relating to other matters Attendance Present: Luke Smalley [Chair] Christine Simpson, Peter Griffiths Mark Robinson, Andrew Keeling, Mark Warner, Peter Tate Jenifer Bridger, Andrew Thrippleton, Victoria Hague, Anj Farrar, Ryan Hill, Derek Turner Apologies: Andrew Best Laurie Wilson Attendees: Fiona Sandford [Secretary]

46 SAFETY, HEALTH & WELLBEING COMMITTEE Minutes of the LLI Safety, Health and Wellbeing Advisory Group Executive Summary This is the full minutes of the LLI Safety, Health and Wellbeing Advisory Group meeting of 9 May Action Requested This report is for information. The Committee is invited to note the report. Appendices None Author Name: Job title: Date: Wendy Luker Associate Director, Libraries and Learning Innovation 11 May 2017 Approval Route 11 May 2017 Jo Norry, Director, Libraries and Learning Innovation OPEN

47 LIBRARIES & LEARNING INNOVATION SAFETY, HEALTH AND WELLBEING ADVISORY GROUP MINUTES of the 8 May 2017 meeting Present: Wendy Luker (Chair) Karl Darbyshire Chris Domeracki Stephen Grindrod James Hochstrasser Eric Jackson Kate Kluttz Hayley Whitefoot In attendance: Clare Marie Beaman (secretary) Apologies: Tom Guest Jo Jagger Ann Nash Part A: Preliminary Items A1. Apologies Apologies were received from Tom Guest, Jo Jagger and Ann Nash. A2. Terms of Reference and Membership There were no changes to the Terms of Reference and Membership. A3. Declarations of Interest There were no declarations of interest. A4. Minutes of the last meeting held on 31 January 2017 These were confirmed as an accurate record. A4. Action Points from the last meeting See updated grid below. In relation to the Manual Handling Training, SG reported that plans are being made to do a session for all relevant LLI staff over the summer. Laurie Wilson is going to be observing activities in the service on 16 May so that training can be tailored.

48 Part B: Report from the University Safety, Health and Wellbeing Committee B1. To receive an update on the Safety, Health and Wellbeing Committee of 21 February 2017 WL and CD noted the following issues which had been discussed at the last meeting of the Safety, Health and Wellbeing Committee on 21 February 2017: A number of areas reported back on outstanding actions from the last audit. These were largely training and team stress risk assessment completions. The report from HSS was discussed in more detail as it raised concerns about the significant increase in the number of students with severe illnesses and complex medical conditions in the intake, and the impact this is having on first aiders and other students participating in the same classes. It was confirmed that conversations around this are taking place with Services for Students. It was noted that an increase in calls to first aiders has not been seen within the Libraries at this point. There was also a discussion about the risk assessment wording in the terms of the Research Degree Sub Committee. The Chair of that Sub Committee has been invited to the next meeting of the University Safety, Health and Wellbeing Committee. A combined Accident and Incident report was received for the third and fourth quarters of The fire drill at Leslie Silver raised some concerns in terms of evacuated persons congregating outside the main doors to the building. At Headingley, the evacuation was completed inside the optimum time. An update was received on the Wellbeing programme, and that some work is currently being undertaken on the website. It was also noted that wellbeing activities will also be part of the HR Business Partner role. The Active Wellness initiative will be led in the future by Sports and Active Lifestyles. An update was received on the use of the Employee Assistance Programme. HR colleagues are meeting with the providers to discuss the increase in referrals and contact relating to mental health. An audit of Occupational Health reports is being undertaken shortly. The Committee noted that the Safety, Health and Wellbeing Strategy has been reviewed. It was noted that it was fit for purpose, but has been slimmed down and updated to reflect the new academic structure. The role of Advisory Groups and Health and Safety Coordinators is to be discussed with Dean and Directors of Service. It was noted that the People Development online system now allows the monitoring of training compliance. Finally, the Committee received a presentation from PC Mark Fox on the work the Police do to support our University. Part C: Local Issues C1. Accident Reporting SG reported that there had been one incident recorded since the last meeting of the Advisory Group, which involved the doors on the first floor corridor of the James Graham building. CD had reviewed the site and confirmed that no action was required as the current barrier installation

49 was standard, but the Group queried whether the door could be changed to open inwards, as this is a major crossroads on this floor, and the door opening inwards would reduce the risk of further accidents. ACTION: CD to discuss JG door with Estates Services. C2. Online training SG reported that the service currently has 98% compliance, and that conversations have taken place with those colleagues who have training to complete, and their managers. C3. DSE Assessment Update SG reported that DSE Assessments are currently up to date, and that there are no office moves taking place this year. This means that the regular DSE Assessments will continue as normal, for new starters etc. C4. Fire Drill Procedures WL queried the process for fire wardens in relation to people waiting in refuges during an evacuation. It was confirmed that a person who cannot evacuate a building should wait in the designated refuges. If it becomes necessary to move, the person should relocate into the stairwell. Any fire wardens who come into contact with a person with mobility issues should confirm that the person is aware of the location of refuges, and should then inform Security, or the Fire Service, or fire monitors of the person s location on exiting the building. It was confirmed that only Security or the Fire Service should assist a person in a refuge to evacuate the building. The Group also discussed the issues with traffic flow during emergency evacuations in the Sheila Silver Library, and the resultant bottlenecks outside the building. It was agreed that the Service would try to recruit more fire wardens, and that an LLI fire warden guidance session would be run before the beginning of the new academic year, to share information and advice. ACTION: Call for Fire Wardens to be published in the LLI Staff Bulletin. The Group also discussed how the service is notified of forthcoming drills and the development of a protocol for checking activities taking place on those dates. It was agreed that on receipt of the names of LLI colleagues on the mailing list for these notifications, LLI would discuss whether additional colleagues need to be added, and then develop a relevant protocol. ACTION: List of LLI colleagues on Fire Drill Evacuation notifications mailing list to be sent to WL. Part D: Closing Items D1. Schedule of Business for The Schedule of Business was considered and approved subject to the addition of an item regarding the refurbishments of the ground floors of both libraries. ACTION: Schedule of Business to be updated.

50 D2. Any Other Business CD reported that most of the outstanding actions on Level 1 of the Sheila Silver Library (notice holders) have been resolved, but the lighting above doors is still being discussed. D3. Date of next meeting The next meeting is scheduled to take place 09:30 11:00, Monday 17 July 2017, room 104, Leslie Silver Building, City. ACTION POINTS Action Points from the meeting held on 8 May 2017 Agenda Item Action Responsibility Progress C1. Accident Reporting C4. Fire Drill Procedures D1. Schedule of Business Discuss JG door with Estates Services. Call for Fire Wardens to be published in the LLI Staff Bulletin. List of LLI colleagues on Fire Drill Evacuation notifications mailing list to be sent to WL. Schedule of Business to be updated. CD CMB CD CMB Action Points from the meeting held on 31 January 2017 Agenda Item Action Responsibility Progress A4. Action points from the last meeting B1. Report from University SHW Committee Induction forms to be added to LLI Staff Development pages and Staff Bulletin. Induction for temporary workers to be highlighted at next LLI Management Team Meeting. Reminder of first day referrals for physiotherapy to be given at next meeting of the LLI Management Team. Team Stress Risk Assessment process to be discussed at the next meeting of the LLI Management Team. C4. PAT testing Contact Veriserve to confirm PAT testing arrangements. Item to be put in LLI Staff Bulletin regarding the removal of unwanted electrical items in advance of PAT testing. C8. Refurbishment Refurbishment Review to be removed as a Review standing item from future agendas. SG WL WL WL KK KK CMB Complete Complete Complete Complete Complete Complete Complete

51 D1. Schedule of Business Schedule of Business to be updated. CMB Complete Action Points from the meeting held on 7 th September 2016 Agenda Item Action Responsibility Progress C6. New approach to manual handling training Compile a list of 12 colleagues for Manual Handling Training. SG Ongoing Action Points from the meeting held on 21 st July 2015 Agenda Item Action Responsibility Progress C6. Induction Speak to Staff Development colleagues in LLI to ensure this is available with all other induction materials. SG Complete

52 LEEDS BECKETT UNIVERSITY IT Services Health, Health & Wellbeing Leadership Review 30 th January 2017 The Grange, Headingley Campus MINUTES Present: In Attendance: Apologies: Nigel Buckland Nick Cole Chris Evans Jen Cartwright Paramveer Singh Basem El Haddadeh Chris J Domeracki Associate Director (Client Services) SLT S, H & W Lead Associate Director (Business Systems and Programme Development Services) Head of Infrastructure Applications HR Business Partner Senior Secretary (IT Services) (Minutes) Director of IT Services Senior Health and Safety Adviser Human Resources Operations Part A: Preliminary Items A H&S A H&S Welcome & Apologies Noted: NB welcomed all the representatives to the Health and Safety Leadership Review meeting and briefly updated on the main purpose of this meeting. Outstanding actions from previous meetings There were no matters outstanding Part B: Reports from Officers and Committee B H&S Health and Safety Committee update Received: C Domeracki was not able to give a verbal update on the activities of the Health and Safety Committee from the start of this Academic year as he was unable to attend and could not send a deputy. It was pointed out by NB that the next University H, S & W Committee meeting was to be held on 21 Feb 17. Action : NB to circulate minutes of the Committee to the SLT once received. Part C: Matters for Discussion 1

53 LEEDS BECKETT UNIVERSITY C H&S Accident Reporting A review was undertaken of the IT Services Accident Log, the meeting agreed that correct process had been followed to date and that all HS1s and follow up action had been completed. There had been three incidents which ended in the staff member/contractor being referred to hospital, no incident required formal notification to HSE. It was noted that there had been one incident of unsafe practice during the last 3 months which involved a contractor from a main contractor Sudlow s. The incident took place on 15 Dec 16 in Queens Sq House and involved a contractor using an inappropriate set of ladders for the job in hand thus exposing himself to unnecessary risk. The matter was investigated by both Sudlow s and the University SHW team and appropriate actions were taken following the incident. The engineer was removed from the site and will not be used on our premises again. This was recorded as a near miss in the reporting log. Concern was raised that no solution had been raised for the issue of the low door openers in the top corridor of the Grange which was a hazard for all tall members of staff. It was noted that this had previously been raised with the University H, S & W team and Estates but no solution had been found. Action: NB to escalate to Chris Domeracki for action. It was noted that a recent accident which occurred to a contractor from Sudlow s on Thu 26 Jan 17 was still in the process of investigation and that this accident would be reviewed in the next quarterly review to ensure any lessons learned had been captured. Action: Review the 26/01/17 incident at next SLT H & S review C H&S Room Inspection It was reiterated that individuals responsible for room inspections need to ensure that, once these have been completed, the relevant documentations are scanned in and uploaded to the H&S area on the H:/drive to ensure full compliance Room Inspection Register It was agreed that a reminder would be sent to all Managers following the meeting to remind all Managers of their responsibility in this regard. Action: PS to include this in the Feb H & S Newsletter to all IT Staff C H&S Health and Safety Training Reminders have been sent to all staff who are listed as being overdue on completion of their mandatory H & S modules on People development. Action: PS to include this in the Feb H & S Newsletter to all IT Staff 2

54 LEEDS BECKETT UNIVERSITY C H&S C H&S COSHH There were no items raised. DSE Assessments Following a recent request by Laurie Wilson it was noted that all outstanding DSE actions had been completed and at the time of the review this was still the case. PS Confirmed that he had also chased all staff who were required to undertake the online DSE assessments and that these were being actioned. C H&S C H&S C H&S Electrical Safety Testing It was noted that Roland Cross was in the process of coordinating the booking of the PAT testers for IT Services. Action: NB to speak to RC to get an update and confirm dates before a communication was sent to all managers Manual Handling There were no items raised. Action: PS to include this in the Feb H & S Newsletter to all IT Staff Off campus work NB Updated the meeting that Carolanne had just initiated the annual review of driving licenses and checks to allow people to drive Departmental vehicles. It was discussed and accepted that risk assessment for longer higher risk journeys would be undertaken going forwards as per the university guidance issued in mid C H&S Vulnerable People There were no items raised. C H&S C11 Contractors Management It was agreed that a reminder would be sent to all Managers following the meeting to remind all Managers of their responsibility in this regard and that a full review of our core contractors (C>Ways, Sudlow s and Universal AV) would be initiated in Mar 17. Action: PS to include this in the Feb H & S Newsletter to all IT Staff Action: NB to initiate a full review of Contractor compliance before the next meeting. High Risk Areas 3

55 LEEDS BECKETT UNIVERSITY H&S C H&S There were no items raised. Fire Wardens and First Aid The meeting reviewed the current status of our first aiders: Name Room Comment? Spencer Bayles Portland 404 Expires 5/02/2019 Michael Hirst Portland 404 Expires 21/01/2018 Nigel Buckland Grange G03 Expires 11/06/2017 Simon Barber Grange G07 Expires 07/03/2017 Graeme Bromley Grange G07 Expires 07/02/2017 Paul Hartshorne Grange 104a Expires 07/07/2017 Thalita Vergilio Grange 108 Expires 9/03/2019 Unyime Akpan Grange 108 Expires 7/12/2018 Tanja Liechtensteiner Grange 109 Expires 18/02/2019 Roland Cross Grange 202 Expires 28/05/2019 It was noted that a number of staff members required retraining this year and that this was also a good opportunity to ask for expressions of interest for anyone else who wanted to be added to the lists. It was confirmed that any nominations would need to go through Dev panel and have the approval of their line manager. Action: PS to confirm that existing first aid staff wished to be re trained and to book the required courses after consultation with line managers. Also to ask for expressions of interest for any other staff who wished to undertake first aid training. C H&S Updates to Policy and Procedures It was noted that the annual review of the IT Services Policy and Procedures document needed to be undertaken before the next meeting. NB agreed to coordinate this activity. Action: NB to circulate the updated version of the document for comment prior to the next meeting so that this can be signed off at that meeting. Part D: Any other Business D1 No Items were received Part E: Date and Time of Next meeting E1 Date and Time for the next meeting to be confirmed. 4