University of Essex: Health, Safety and Wellbeing Plan August 2014 July 2015 (Updated August 2015)

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1 University of Essex: Health, Safety and Wellbeing Plan August 2014 (Updated August 2015) Aim: The University s Health, Safety and Wellbeing Policy will contribute to providing excellence in education and excellence in research and support University s Strategic Plan for to by: Providing a safe and healthy university, in which staff and students are able to take a proactive approach to health, safety and wellbeing. Objectives: By we will have: 1. Maintained the Health, Safety and Wellbeing Policy to take account of changes in legislation and any organisational and/or senior management changes within the University and continue to provide training and professional support to enable its effective implementation 2. Implemented new and creative ways of promoting, communicating and educating staff and students on health, safety and wellbeing 3. Working collaboratively, developed health and safety arrangements that support the University's Strategic Plan and ensures existing arrangements for key health, safety and fire risks at the University are suitable and sufficient. 4. Developed and implemented a programme of topic based health and safety audits to provide assurance on the management of significant risks to health, safety and wellbeing of staff, students and other affected by the University s activities. 5. Reviewed and developed permit to work and contractor management processes, and developed closer working relationships with contractors, to ensure safety during construction and maintenance work. 6. Planned and began implementing a refurbishment programme that will improve the working environment. 7. Developed a profile of operational health and safety risks across the University as part of the development of local risk registers. 8. Implemented the action plan for staff survey 2012/13 and seen improvements in subsequent survey 9. Developed an added value OH service which provides all staff with access to advice regarding health and work and appropriate support to aid their rehabilitation and/or management of health conditions at work 10. A network of health champions across the University whose activities will empower and motivate staff to improve their health and wellbeing 11. Improved health and safety and occupational health record keeping, in order to provide effective services and robust data to aid compliance. Some key actions have Health and Safety Key Performance Indicators (KPIS). These are specific performance targets set by Health and Safety Group (HSG) and approved by University Steering Group (USG). Progresses on these are reported to HSG, USG and Council. 1 Plan Approved by USG: 2 June 2014 Plan Approved by Council: 14 July 2014 Updates approved by HSG 01 June 2015

2 1. Maintain the Health, Safety and Wellbeing Policy to take account of changes in legislation and any organisational and/or senior management changes within the University and continue to provide training and professional support to enable its effective implementation s (Objective 1) (end of) Revise HS&W Policy and communicate to all employees Produce annual health, safety and Wellbeing Plan Review HS&W Policy objectives and if necessary make recommendations for updates to USG. Agree Health, Safety and Wellbeing Plan for August 2015 July 2016 Revised Plan approved by USG USG June 2015 Revised Plan approved by Council Council H&S Group April 2015 Amendments necessary to align with People Strategy H&S Group April 2015 A Health and Safety Plan for August was approved by Council in July. 2

3 2. New and creative ways of promoting, communicating and educating staff and students on health, safety and wellbeing (Objective 2) (End of) Ensure that health, safety and wellbeing information is being communicated effectively Review and redesign OHSAS website to provide a user friendly source of information on health, safety and wellbeing. Develop web-based guidance on health and safety and fire safety by job role. HSAS 1 /Head of WEDM has started work on this. OH OH 2 / WDT 3 side is now live. Work is progressing on the health and safety site. HSAS/ FSOs 4, New links to information based on job role and fire safety responsibilities are being developed as part of the web review. New fire safety responsibilities were approved by USG IOSH working safely course What s Your Story project/ event to mark 40 th Anniversary of the Health and safety at Work Act. Hold 2015 Health and safety Forum HSAS Team 4 th March 2015 Held 25 th March 2015 Provide improved H&S information for student residents as part of Accommodation Essex revision of induction course for residents Obtain licence for IOSH working safely and promote course for workers and supervisors Review feasibility of offering IOSH working safely for student placements. If support, trial in a Dept. Develop project plan,and communication plan for What s Your Story HSAS Team / Accom Essex Sept 2015 Revised induction course delivered. HSAS Implemented. 2 courses delivered and more planned for 2015/16 Head HSAS / Director Emp. relevant depts HSAS April 2014 Done Current plans are to provide an online training materials as part of a Moodle based placement workbook. This may be revisited at a later date. Launch What s Your Story? HSAS Sept 2014 Launch event 2/9/14, Essex Weekly /& bulletin Improve online training Promote What s Your Story project to encourage entries Event to promote results to be run concurrently with 2015 H&S Forum Review and improve content of online Moodle H&S and fire safety courses. HSAS Team / Unions / HSG Feb 2015 HSAS Team 25 th March 2015 Event took place. Well received. HSAS Oct 2015 Unable to progress during this year. To be carried over to next year s Plan 1 HSAS = Health and Safety Advisory Service 2 OH = Occupational Health 3 WDT = Web Development Team 4 FSOs = Fire Safety Officers 3

4 3. Working collaboratively, develop health and safety arrangements that support the University s Strategic Plan, and ensured existing arrangements for key health, safety and fire risks at the University are suitable and sufficient (Objective 3) Develop and implement health and safety standard for managing risks associated with UK and overseas work placements Following approval, agree strategy for communication and training those involved in work placements on new standard. Head HSAS / Director Employability Following a report to Education Committee in June 2015, steps are now being taken to develop resource models, devise toolkits to support the delivery of work-based learning and to develop IT support for the management of placements. Health and safety will be embedded into these. To be carried over into net year s plan. Develop ways in which we can prepare students for work placements, by incorporating H&S information and training into their studies. Head HSAS / Director Employability Current plans are to provide an online training materials as part of a Moodle based placement workbook. Work has started on this. To be carried forward to next year s plan. Review feasibility of offering IOSH working safely for student placements. If support, trial in a Dept. Head HSAS / Director Employability / relevant depts This may be revisited at a later date, as priority is currently the Moodle resources. If annual report shows improvement in compliance needed, continue to monitor implementation of overseas travel standard. KEY Performance indicator: All travellers to high and extreme risk destinations between August 2014 and end of to have completed the online Travel Angel course (or similar). Continue to monitor completion of online Travel courses as KPI. Provide reports on implementation to H&S Group. Where monitoring shows improvement in compliance still needed, make recommendations. Insurance and risk manager / H&S Group Insurance and risk manager Nov 2014, April 2015 H&S Group Nov 2014, April 2015 A progress report presented to Health and Safety Group in April 2015 identified no improvement in the proportion of travellers completing the online course. Following discussion at HSG It was agreed to review the provision of health and safety training and information to support overseas travel and provide a paper to Health and Safety Group and USG with recommendations for a way forward. If annual report shows improvement in compliance Ensure that PAT is a carried out in accordance with PAT standard in their area of responsibility HoDS 5 Monitoring shows most areas compliant. 5 HODS = Heads of department / section / school / centre 4

5 (Objective 3) needed continue to monitor PAT standard. Key performance indicator: Each Department / Section has a suitable inventory which demonstrates that Portable Appliance Testing (PAT) is being carried out at appropriate intervals. Monitor whether in house PAT testers in other Depts/ Sections, have has suitable training. Key performance indicator: All in house PAT testers are able to demonstrate competency as required by Portable Appliance Testing (PAT) Standard: Higher risk environments or activities EMS 6 (DD Maintenance) / relevant HoDs Two areas were outstanding. The technician at the Lakeside Theatre has now received training. PAT training for the Department of Biological Sciences is planned for September. Develop and Implement revised HS standard on non-ionising radiation (AOR and EMF) Review Policy on manual handling and replace with web based H&S standard Review guidance on H&S event planning Implement HS standard on artificial optical radiation, where necessary seeking support from UNIRPA Develop H&S standard on EMF (Electromagnetic Fields) radiation Monitor what action has been taken to implement the non- Ionising Radiation standard and provide report for inclusion in Annual Report on H&S performance Recommend approval of H&S standard on manual handling. Revise HSAS guidance to assist with organising large events DNIRPAs The implementation review identified a lack of engagement until prompted by the implementation review. Action is now being taken. UNIRPA 7 July 2016 Latest information is that new EMF regulations will not be published until July 2016, so it will be necessary to amend the target date. UNIRPA Implementation review was carried out in July 15. A report on the findings of the implementation review will be submitted to Health and Safety Group in October H&S Group Approved by USG. Published on web. l_handling HSAS Events Safely Website revised, resources updated or added and bulletin circulated notifying the University of changes in. Develop H&S standard on Develop draft, consult with relevant managers and Head H&S / Insurance August 2015 Amber rating as reprioritisation of 6 EMS = Estate Management Section (DD = Deputy Director) 7 U/DNIRPA = University /Departmental Non-Ionising Radiation Protection Adviser (s) 5

6 (Objective 3) Violence at work Unions. and risk manager Dec 2016 work was needed to align H&S and people strategy, which means target will not be achieved. HSG has agreed postponement until Dec 2016 to enable higher priority work to be progressed. Recommend approval of H&S standard on Violence and Work Review current lone working policy as part of development of standard on violence at work. H&S Group Oct Head H&S August 2015 Oct 2017 HSG agreed postponement until Oct 2017 HSG agreed postponement until Oct 2017 Take action to reduce incidents of kitchen fires in residential accommodation. Continue to evaluate the success of door screamers and continue to implement a rolling programme of installation. Continue to monitor alarms activations caused by shower steam and take further action to reduce. FSOs / DD Operations UECS FSOs / DD Operations UECS Ongoing On-going Major work on evaluating and identifying needs complete and programme of installation of screamers continues. Take action to reduce incidents of kitchen fires in residential accommodation (continued) Monitor the success of the enhanced induction training via scheduled evacuation drills FSOs / DD Operations UECS On-going Ongoing monitoring will identify whether further work is needed. Review local rules on Genetically Modified Organisms Revise risk assessments in line with New GMO (Contained Use) Regulations 2014 Review local rules on Genetically Modified Organisms in the light of changes to the GM (CU) Regulations coming in place in October 2014 UBSA 8 Feb UBSA Biological Safety Officer has been unable to progress due to other workload commitments, however has confirmed that none of the current schemes need reclassifying under the new Regulations. This has been graded red as timescales have not been met, however the BSO has advised that compliance risk is low. A draft risk assessment template has been produced. HSG agreed: Target date amended from Feb to. There have been difficulties progressing work in this area for some time. To address this there are 8 UBSA = University Biological Safety Officer 6

7 (Objective 3) plans to submit a request for extra H&S resources for Science and Health during the next planning round. Ensure fire risk assessment records are kept up to date. Ensure fire safety provision in relation to Student Centre, Library Extension, Library Refurbishment and Essex Business School Support the University in making best of existing space, without exceeding fire and health and safety requirements* Review existing fire risk assessments across the University and update existing records. Prepare business case for an improved database for fire risk assessment and fire safety related record keeping and present proposals for how this could be achieved. Develop fire risk assessment, fire management procedures, fire safety manuals, provide training, advise on specific fire issues relating to the new builds Carry out fire occupancy survey of the Colchester Campus. Analyse results of the survey and prepare a report and recommendations FSOs Fire risk assessment reviews have now been completed for most areas of the University. It is due for completion by November Head HS / FSOs This work to be put on hold until after incident reporting database project complete. FSOs Fire risk assessments of new buildings carried out prior to occupation. Fire safety and evacuation procedures have been developed. University is awaiting Fire Safety Manuals from Principal Contractors. FSO s The fire occupancy survey has been completed. The results will be FSOs Dec 2015 analysed and a report produced. 7

8 4 Developed and implemented a programme of topic based health and safety audits to provide assurance on the management of significant risks to health, safety and wellbeing of staff, students and other affected by the University s activities. (Objective 4) Carry out an audit on risk assessment Continue annual programme of health and safety inspections Audit to take place during 2014/15, reporting on findings to H&S Group in April 2015 Review training and guidance on risk assessment in the light of the audit Review H&S standards covering COSHH and Working at Height in the light of the risk assessment review. Arrange annual inspection and forward copy of action plan to HSAS. Key performance indicator: Each Department / Section has an action plan as evidence health and safety inspections have been carried out between August 2014 and end. HSAS HSAS April 2015 An Audit report and action plan has been issued in August 2015 Target dates for remedial action will be reviewed in the light of the audit report and will be built into next year s plan. HSAS Dec 2015 HoDs All inspections completed. Some action plans outstanding August Full report in annual report Carry out topic based health and safety audit during calendar year Provide proposed subject and scope for Health and safety audit for Head H&S April 2015 October 2016 HSG had agreed to delay next audit to allow time for actions arising from risk audit to be progressed. Date amended from April to October

9 5. Reviewed and developed permit to work and contractor management processes, and developed closer working relationships with contractors, to ensure safety during construction and maintenance work. (Objective 5) Review the overall process for vetting of contractors used by the Estate Section in accordance with CDM 14 Review the permit to work system and training of authorised persons and make any adjustments as appropriate Review Health and Safety Information and Code of Practice provided to contractors appointed by Estates Section so that relevant key information is communicated and takes account of the task or scale of work. Purchase, integrate and implement SOTER software 9 for use by Estates personnel Revise, document and implement an assessment process for contractors to achieve approval status which is in accordance with CDM and in line with CPU15 requirements Review and re-write permit system. Retrain authorised issuers of permits on revised system. Ensure facilities management provider covering Southend and Loughton campuses follows Estates revised permit system. Review information provided to contractors in relation to revised CDM due in April 2014, giving consideration to a format that gives better targeted key information and which links and concurs with permit arrangements at the Colchester campus Seek approval from the Project Co-ordination Group to proceed with this project. If and when approved, the following apply: Deputy Director Estates (Maintenance) Director of Estate Management Deputy Director Estates (Maintenance) Director of Estate Management Sept 2015 Sept 2015 Sept 2015 March 2014 New contractor assessment process utilising Delta software package in place and satisfies the CDM requirements. 1 st 2 tranches of contractors assessed and3 rd tranche currently being identified. Process will eventually apply to all contractors wishing to be on the UoE approved list. EMS Health and Safety Group approved draft document in principle pending all final comments being incorporated. Document to be distributed in early September. A briefing meeting has been organised to highlight the changes in the document. A review meeting is programed for November A review of training requirements will also be undertaken. EMS Health and Safety Group approved draft. A few amendments were made in relation to harmonising terminology. The document will be published in August. A shorter A5 booklet has also been drafted and is currently with Print Essex. Will also be available August 15. Customise SOTER to meet University branding Deputy Director Sept 2015 SOTER was originally purchased to 9 SOTER is a bespoke HE, web based contractor management system developed by the University of Leeds in conjunction with a software development company which incorporates real time checks on contractor approval, authorised works, permit to work status and access control. 9

10 (Objective 5) Review learning points from implementation contractor assessment and approval process, and contractor management process using SOTER and recommend whether these are suitable to become a Standard for the University. requirements. Integrate SOTER with Estates processes (contractor assessment, permit to work and Health and Safety Information and Code of Practice) Link SOTER to Planet FM Enterprise (approved contractor list) and Agresso for real time management of contractors Train key users and implement SOTER within Estate Section and with Estates approved contractors To meet with senior managers involved with appointing and managing contractors Estates (Maintenance) Deputy Director Estates (Maintenance) and ISS Deputy Director Estates (Maintenance) Deputy Director Estates (Maintenance) / HSAS 2016 address findings of an accident investigation which identified a number of areas for improvement in relation to contractor management. Sept 2015 This software will make processes 2016 more robust and make it easier to monitor work being undertaken by contractors. Sept 2015 A number of significant improvements 2016 in their contactor management processes have been made by EMS since the accident. However this work (on SOTER) has been put on hold as H&S Project Officer left in November 2014 and resources are not currently available to progress. This action has been given a red rating as it is now 3 years since the accident and the SOTER project work has been delayed by a further year. Dec This work will be taken on by the EMS Business Support Manager, supported by the new Health and Safety Advisor as part of the EMS restructure. Subject to completion of reorganisation and appointment of new H&S advisor. HSG approved date revisions. To be revised to Sept 2016 Date revised to Dec

11 6. Planned and began implementing a refurbishment programme that will improve the working environment. (Objective 6) Implement programme of refurbishment in accordance with the Estates Strategy and new Capital Investment Plan. Provide report to on progress on refurbishment programme the as part of Annual HS&W Performance Report. Director of Estate Management 7 Developed a profile of operational health and safety risks across the University as part of the development of local risk registers. (Objective 7) Work with risk owners to review and develop improved local risk registers covering operational areas of risk (Faculties, academic departments and Professional Services Sections). Provide report to on progress with local risk registers as part of Annual HS&W Performance Report. Insurance and Risk Manager (IRM) 2016 A suggested profile for H&S risks has been prepared by HSAS to assist IRM when engaging with risk owners on local risk registers. This has been given a red rating because the work was originally planned for July 2014, but has been further delayed. Progress has been slow due to difficulties with getting people that need training to attend. However there has been better engagement recently and this work is now progressing. A USG awayday is planned to look specifically at risk registers. Date amended to July

12 8 Implemented the action plan for staff survey 2012/13 and seen improvements in subsequent survey (Objective 8) Review Stress Management Policy Review to be undertaken following the results from the staff survey. Ensuring that the policy and the implementation is meeting the needs of all staff. Head of OH August 2014 Revised Policy has been approved by USG. Now published on website. Implement Staff Opinion Survey Action Plan Provide report to on progress with implementing the Staff Opinion Survey as part of Annual HS&W Performance Report. Director of Human Resources Survey carried out for 2014/15. 9 To continue to develop the OH service which provides all staff with access to advice regarding health and work and appropriate support to aid their rehabilitation and/or management of health conditions at work (Objective 9) Investigate options for in-house physiotherapy service To continue to work towards achievement of SEQOHS accreditation. Provide psychological support for staff across all campuses Investigate whether any opportunities for provision from HHS or whether could be provided through external supplier. OHA to form a working group to review OH practices against SEQOHS requirements. To review the psychological support services available to staff taking into account the outcomes of the staff survey. Head of OH April 2015 August 2015 A business case for a workplace physiotherapy service delivered by an external company will be incorporated into the Workplace Wellbeing Strategy to be presented at USG in September Head of OH On-going This is on hold as the Higher Education Occupational Health Network is looking into developing an audit for HE institutions rather than individual universities going down SEQOHS accreditation which is proving to be very costly and time consuming. Head of OH Sept 2014 In-house CBT consultant appointed Review the counselling provisions at all campuses. Head of OH Sept 2014 EAP service launched First Aid Review first aid needs assessment for the Colchester Campus, following the audit carried out by the Internal Audit Team. OHA April 2015 August 2015 This review is not completed due to shortage of staff, a new member of staff will be starting in OH in the Autumn they will address this work as a priority, with 12

13 the aim to complete by April 16. This has been give a red rating because the original deadline provided by Internal Audit has not been met. However there was no indication in the audit report that first aid provision was not meeting the University s needs. 10. A network of health champions across the University whose activities will empower and motivate staff to improve their health and wellbeing (Objective10) A network of health champions across the University who promote wellbeing in the workplace. Promote Health Champions scheme and continue to recruit new Health Champions Identifying workplace health and wellbeing needs and organise workplace interventions Head of OH On-going Use of health champions will be reviewed as part of University Health and Wellbeing Strategy. Health Champions On-going This will be progressed through the Health and Wellbeing Strategy 11. Improved health and safety and occupational health record keeping, in order to provide effective services and robust data to aid compliance. (Objective 11) Improve Occupational Health record keeping Scope out requirements for a bespoke electronic database for OH, which will enable OH to become a paperless service with the added value of providing accurate statistical data of OH activity Head of OH Cohort software has now been purchased and work has started on implementation. Improve record keeping for health and safety Scope requirements and review whether IHR or SOTER would be able to deliver requirement. Develop system for reporting H&S incidents electronically as part of IHR, SOTER or alternative system Head HS / IHR Project lead / DD (maintenance) EMS Dec 2014 A specification has been developed. A project mandate for SOTER developing a bespoke system is currently being prepared. Resources to take project forward and for software still to be determined. Develop health and safety training record keeping and training booking system as part of IHR Head HS / IHR Project lead L&D module due to be launched in Summer Existing records will be transferred over the Summer 2015 Develop improved record keeping for DSE workstation assessment as part of IHR Head HS / IHR Project lead Specification being developed. A lean review of DSE will also to be carried out in 13

14 2015/16 Improve departmental health and safety record keeping Continue to develop website, templates and resources to assist HSLOs in keeping suitable departmental health and safety records. Develop website, templates and resources to assist DSE Facilitators in keeping suitable health and safety records. H&S assistant 2016 H&S Assistant 2016 Web pages being developed as part of web refresh and will be available by July 15 Other templates and resources still to be developed. Amber rating as original targets will not be met. HSG approved reprioritisation and revised date to July