Kilmarnock College Kilmarnock College Annual Health, Safety & Wellbeing Report 2011-2012
CONTENTS Introduction 2 Executive Summary 3 Health and Safety Planning 4 Health and Safety Management System 4 Risk Register Advice and Support 5 5 The Role of the Health and Safety Facilitator 6 Health and Safety Training 6 Student Placements 7 Health, Safety and Wellbeing Committee 7 Consultation/Task groups 8 Policies and Guidance 8 Accident and Incidents 9 Health and Wellbeing 10 Enforcement Agencies 12 Future Direction 12 1
Health, Safety & Wellbeing Annual Report: 2011-2012 Introduction The annual Health, Safety and Wellbeing report provides a summary of the College s health and safety performance for the 2011/12 academic year. This report provides an overview of the work carried out by and on behalf of Kilmarnock College. It highlights key projects undertaken, issues considered over the past year, and reflects on Human Resource Service s performance against the Kilmarnock College and Human Resources Operating Plans. The report also provides a summary of incident statistics for the period 2011-2012, based on the number of incident reports submitted to the Health, Safety and Wellbeing Advisor. The College has continued to raise awareness of a range of Health, Safety and Wellbeing issues during the year through updates, publications and identification of significant seminars. Wherever possible, the College has sought to collaborate with other agencies working in the area of Health & Safety, and to engage in joint projects that would benefit the FE sector. This report also provides a summary of work that is currently on-going or planned for the future. The College will continue to align its future Health & Safety activities to changes taking place within the sector and nationally. In March 2011, the Government established an Independent Review of Health and Safety legislation to make proposals for simplifying the existing raft of health and safety legislation. Since the report, several legislative changes have been implemented, these include, the change to the reporting of accidents, otherwise known as RIDDOR. The timeframe for reporting is now extended from 3 to 7 days. The changes remove the duty to report in cases where the information is of little use or better collected through other means, while still ensuring that sufficient, quality data is available. The proposals include self-employed people no longer having to report injuries or illness to themselves, and the removal of both the duty on employers to report dangerous occurrences outside of high-risk sectors/activities and requirements to report most occupational diseases. Health, work and well-being is a crucial part of delivering on the Government s commitment to improving the health and well-being of the working age population and is a central element of the wider welfare reform agenda. 2
'Health Work Wellbeing is a cross departmental partnership between the Department for Work and Pensions, the Department of Health, the Health and Safety Executive and the Scottish Executive. The programme aims to help reduce health inequalities and social exclusion by demonstrating clearly that work helps people maintain and possibly improve their overall personal health and well-being. The aim is to prevent people becoming injured or ill; keep them healthy in work and provide accessible support to enable them to remain in or return to work more quickly. The College continues to promote Wellbeing themes in partnership with NHS Ayrshire and Arran departments. Regulator Action and Visits Since the 1 st October 2012, the HSE will now implement a charging system when visiting a company as the result of an incident. The tariff charged by the HSE for a visiting inspector is costed at 124.00 per hour, and this will multiply by the number of inspectors present. Due to a serious incident which occurred in October, the College received a visit from HSE inspectors. An external contractor was electrocuted whilst maintaining a coffee machine in the Fairtrade Café, he touched a live element and became attached to the power source. The HSE are still investigating the incident and have reassured the College that they do not intend to take any action against the College. Their focus is centred on the contractor s employer Tchibo Coffee Company, and their methods of work. The College insurance broker is aware of the incident. Executive Summary Kilmarnock College Strategic Plan and an annual Human Resource Services Operational Plan, setting KPIs have set the direction and focus for the period 2011-2012. Both provide a yearly focus on health and safety priorities; and reviewed where it is felt that immediate matters require action. All Safety Policies and Procedures were reviewed during August 2012 and are available through the staff extranet site. During this period, there were a number of familiarisation visits by Fire Precautions enforcement officers to both Holehouse Road and COSE campuses. An external audit of Health and Safety Management was undertaken by BDO in May 2012 and covered: 3
The College Health, Safety and Wellbeing Policy, Strategy and Framework; The Terms of Reference and Responsibilities of Board members; The College Risk and Operational Risk Register for Organisational Development; The Health, Safety and Wellbeing Report 2010-2011. The College received an excellent report from BDO on all areas assessed. Health and Safety Planning Planning is a crucial part of any organisation s strategy for progress and forward thinking. Health and Safety is a subject that requires planning to enable priorities to be identified and progress monitored. The use of an annual HR Services Operating Plan has been extremely useful to the College in providing direction and focus over a shorter period, impact is measured through KPIs. The annual plan is constructed with Health, Safety and Wellbeing priorities identified on a risk assessment basis and linked to national targets for the further education sector. Monitoring the progress of the plan is undertaken via several sources, the Senior Management Team (SMT) the Organisational Development Committee (OD) and the Health, Safety and Wellbeing Committee with regular update reports from the Estates Management Group. It is crucial for the success of the plan that identified priorities are realistic, achievable and can be discharged within the allocated time and resources. Health and Safety Management System The Safety Management Template, has been tailored to include a defined set of standards for safety management. HASMAP is similar to the HSE model for Successful Health and Safety Management which sets out a comprehensive management system for effective risk control. The HASMAP indicators address the 4 indicators that are essential to a well founded health and safety management system. The indicators are: Commitment: Commitment of the senior people in any organisation is recognized as an essential element of good health and safety practice. Organising: Organising is regarded as consisting of four inter related and interdependent set of arrangements i.e. control, co-operation, communication and competence. 4
Planning and risk control: There should be an effective procedure for hazard identification, risk assessment and risk control. Measuring and reviewing performance: There should be arrangements for monitoring the management of health and safety in the organisation against predetermined plans and meaningful performance standards. HR Services - Health and Safety Risk Register HR Services maintain a risk register for each service, including a health and safety risk register. The register mirrors the format of the College s overall Risk Register. The register summarises the main areas of health and safety risk and the risk control arrangements which are in place. During the course of each year the Health, Safety and Wellbeing Committee will satisfy themselves that the scoring for each risk is an accurate reflection of the assessment of the risk controls which are in place. To this end, the Health, Safety and Wellbeing Committee will discuss the register on a semi-annual basis. The Health, Safety and Wellbeing Committee will also consider the adequacy of the risk controls and where improvements should be made. Advice and Support The primary health and safety advice resource for the College is provided through the Health, Safety and Wellbeing Advisor (HSWA) who advises on all aspects of health, safety and wellbeing for both staff and students. The HSWA s core work involves: The provision of advice and support Health and safety management audits Safety inspections Accident investigations Assessing new and proposed health and safety legislation and its impact on the College Consulting on health and safety policies and procedures Attending relevant meetings and committees Development and circulation of guidance on a variety of health and safety related subjects 5
Provision of statistics and appropriate reports for committees, local site health and task groups Liaising on first aid matters including First Aider training Administration of the Display Screen Eye Training and support Health and Safety training Fire, Stress, Risk Assessment and Wellbeing topics Supporting Departmental Health and Safety Facilitators /Champions Liaising with Occupational Health Provider(s) The Role of the Health and Safety Facilitator/Champion Although the Health, Safety and Wellbeing Advisor strive to meet customer demands, there is no substitute for day to day advice and support from within a department. This important role provides extra support at departmental level for the advisory element of the health and safety management system. The departmental Health and Safety Facilitator/Champion will provide support and advise staff and managers and aid them to discharge their health and safety responsibilities. The champions will report to the Health, Safety and Wellbeing Committee on departmental issues and ensure that regular inspections of workplaces are undertaken. Health and Safety Training A range of Health and Safety courses are regarded as mandatory and are now delivered as part of the e-learning programme. Mandatory e-learning courses: Course Name Staff undertaking the courses 2011-2012 Pass Resits Assessing Risk 289 149 140 DSE/Workstation Safety - NEW 49 44 5 Fire Safety and Evacuation 257 154 103 Health and Safety at Work 269 149 120 6
Mandatory e-learning courses continued/.. Course Name Staff undertaking the courses 2011-2012 Pass Resits Personal Safety - NEW 57 51 6 Slips, Trips and Falls 257 149 108 Stress At Work 264 118 146 Additional courses and non e-learning courses delivered during this period include: Induction Health and Safety Awareness Stress Management Awareness First Aid Courses Fire Safety Awareness IOSH Managing Safely Delivered within one week of new staff member starting employment. February and June staff development days June staff development days External provider (as required) On-going as required Service Leaders via British Safety Council Student Placements A procedural document and Health and Safety checklists were prepared to assist staff, students and placement providers together with a range of risk assessments which cover most work placement types, are available on the staff intranet site. Scotland s Colleges are currently working on a project to simplify the evaluation and vetting of host organisations. Health, Safety and Wellbeing Committee The College Health, Safety and Wellbeing Committee is formed under statute and is the principal consultation forum on health and safety within the College. The committee meets at regular intervals and is chaired by the Assistant Principal for Human Resources and Organisational Development. 7
Membership represents all work groups and trade union and student representation. The following provides an illustration of the primary issues dealt with by the committee during the 2011-12 periods: Discussion on annual and termly accident reports Received overview of the Health & Safety management audit Discuss impact of legislative changes Advise on the College Health, Safety and Wellbeing Policy Advise on amendments to existing forms and documents Discussion on asbestos identification and management action plan Monitored progress on the College s Annual Operating Plan Consideration of all College Campuses in respect of Wellbeing and Safety initiatives including staff s personal safety Consultation/Task Groups The College has an extensive consultation framework in respect of Health, Safety and Wellbeing. In addition to the Health, Safety and Wellbeing Committee, other key work groups include the HR and Facilities Management Working Group and the RESPECT Working Group. Periodically, task groups are formed to deal with specific subjects that require more additional thought and consideration; examples include The Wellbeing Day Working Group and The Graduation Day Working Party, whose members meet at specific times of the year to provide good quality and practical advice for the specific activity or event. The RESPECT and the Facilities Management Group provide operational reports which will form part of the agenda of the College Health, Safety and Wellbeing Committee. Policies and Guidance The College Health, Safety and Wellbeing Policy and associated Procedures were reviewed in August 2012, and all Health, Safety and Wellbeing documents can be found on the staff extranet site, under the HR Services page, transferring the reader to the Health and Safety or Wellbeing as shown in the extracts below. During this reporting period, the pages have been updated to include a dedicated section on Wellbeing which is proving very popular. The section provided booking details for this year s Staff Wellbeing Day in June 2012, and more recently International Stress Awareness Day in November 2012. 8
Staff and Students are accessing self-help booklets and leaflets as part of their curriculum training materials. Front Page-HR Staff Site Extract from Wellbeing Page Accident and Incidents The College is required by statute to record and maintain records of accidents that occur in connection with its work, learning and teaching. Quarterly accident reports are compiled for submission and scrutiny by the Senior Management Team, Organisational Development Committee, Health, Safety and Wellbeing Committee and the Estates Management Group. To date, comparing statistics has been difficult largely due to the varying nature of recording; some Colleges use the HSE method of incident recording, whilst others favour different methodology. The College system mirrors that of the HSE accident reporting system. During this reporting period, there were 64 incidents reported to the Health, Safety and Wellbeing Advisor. Eight of the incidents were medical related illness, which are not normally recognised in a typical workplace reporting system; however because of the nature of the College environment, medical ratios have been included for trend analysis purposes. Figure 1 provides details of the incidents reported within this period. Other covers Near Misses and Dangerous Occurrences. Three incidents involved members of the public. Two potentially dangerous situations arose when fires occurred in the Gallery. Another dangerous occurrence involved a delivery vehicle, which ran into a power supply. There were no incidents were reported to the HSE, however due to the serious nature of the incident in October 2012, this has been included in the annual report. 9
Figure 1: Incident Figures Sept 2011 Sept 2012 Month Total Number of incidents Staff Student Contractor MOP HSE RIDDOR Medical Related Incident Sept 2011 13 13 0 2 2 Oct 2011 4 4 0 2 Nov 2011 12 2 10 0 2 2 Dec 2011 5 1 4 0 Jan 2012 1 1 0 Feb 2012 3 1 2 0 1 Mar 2012 11 10 1 0 2 2 Apr 2012 2 2 0 2 May 2012 4 3 1 0 1 1 June 2012 1 0 1 0 1 July 2012 1 1 0 Aug 2012 2 1 1 0 1 Sept 2012 5 5 0 2 Total for 3 64 4 56 1 Period 0 13 7 3 V&A Other Health and Wellbeing SALUS Occupational Health Provider s Report Appointments Attended DNA Late cancel Cancelled Total Doctor - New Management Referral as follows Infections 1 Musculo skeletal 3 Neurological 2 Psychological/Psychiatric 1 7 1 1 3 12 Doctor - Medical Review 4 4 Doctor - New Management Referral Tele Consult 1 1 Nurse - New Management Referral Tele Consult 2 2 Nurse - Medical Review Tele Consult 1 1 2 Pre-employment Paper Screen 93 93 Pre-employment Telephone Screen 5 5 Case Conference 1 1 2 Total 112 2 1 6 121 10
ECS Employee Counselling Service s Report Service Analysis Clerical/ Admin Manual/ Operational Teacher/ Lecturer Undisclosed Totals Referrals - Personal Problems 1 0 2 3 Referrals - Work Related 0 1 0 1 Total First Appointments Kept 1 1 2 4 Failed To Attend First Appointment 1 0 0 1 Phoned To Cancel Appointment 0 0 0 0 Helpline contacts A Personal Problems 5 5 B Work related Problems. 1 1 C Enquiry For Structured Counselling 0 D General Support / Information 2 2 Total Helpline Contacts 0 0 0 8 8 Total New Contacts 2 1 2 8 13 Wellbeing Day Following a previous successful Staff Health and Wellbeing Day in 2010, the Wellbeing Team scheduled another event for June 2012. Despite inclement weather conditions, College staff demonstrated their incredible endurance, exuberance and determination. Events commenced with an inspirational talk by Chris Moon MBE, followed by activities and fun events which included: Fishing, Golf, Football, Samba Drumming, Relaxation Therapies which culminated with a delicious barbeque prepared by Mark Hunter and the Catering team. During the barbeque celebrations, trophies were presented to the winners of the Fishing, Golf and Football events by the Principal, which concluded a joyous event. Stress Management All staff received the HSE Stress Management Questionnaire during August 2012, with 46% of staff returning a completed form. HSE s guidelines suggest that a return of less than 50% should be treated with caution. Curriculum Returns Service Returns Overall Returns 68 60 128 Follow up focus group meetings will support the overall analysis and conclusions and a finalised Stress Management Report will follow as a separate paper. 11
Enforcement Agencies The College is still one of the largest local community employers and is subject to a substantial number of statutory regulations. Therefore, it is not uncommon for the College to be the subject of visits and inspections by a number of enforcement agencies. Ensuring a positive relation with enforcement agencies has reduced the potential for enforcement action. The following summarises the visits to the College by relevant enforcement bodies during the period under review. Fire Authorities (Strathclyde Fire and Rescue) undertook routine familiarisation visits. Fire evacuations in Holehouse Road and COSE campuses were planned, and included evening evacuations. Environmental Health Services (East Ayrshire Council) were invited by Mark Hunter, Catering Services Leader to audit the Kaleidoscope Café, and were satisfied with the premises safety and services provided. The Health and Safety Executive visited the College in October 2012 following a serious incident involving a catering contractor. The damaged apparatus has now been returned to the Catering Supplier. The College has since been cleared of any wrong doing in relation to the incident. Future Direction Operating Plans The College and Human Resources Operating Plans have identified the key areas for future direction. Key performance indicators are used to track how the College is doing in terms of achieving Health and Safety goals. These indicators are used as a way of collecting data and communicating trends relating to safety. Leading indicators serve as a predictive indicator of future performance. 12
A review of the Manager s Self Audit Process The current Self Audit template was based on HSE guidelines HSG65, Successful Health and Safety Management, with department managers being asked to complete the template in January of each year. This information gathered is matched against the HR and Health and Safety Action Plans and KPI s to ensure the department offers suitable and sufficient training and support. Generic findings from the 2011 2012 Self Audits: More work is required to support those work groups with less experience in undertaking risk assessments. Staff agree they have an increased awareness of Health and Safety, however, many staff require to undertake mandatory training. Off Campus Trips are not always advised in advance of the trip and as per the timescale required. Accident and Incident reporting is sporadic. All areas are under review with appropriate training provided. The Health and Safety Management Profile Audit, as a replacement to the HSG65 model. The Health and Safety Management Profile Audit, has been accepted by the Health and Safety Executive as a valid audit method for Higher and Further Education. The overall purpose of the system is to reassure the relevant management of how well they are complying, and to identify potential areas of concern and also provide indications of how improvements can be made. The Audit is broken down into a number of key indicators, covering such aspects as leadership, risk analysis, organising controls, and monitoring. The outcome of the audit gives a clear indication on areas of good performance or areas where improvements can be made. The new Audit template will be available for completion during February 2013. Regionalisation Meetings An initial introduction meeting took place in Kilmarnock College between Health and Safety representatives from James Watt, Ayr and Kilmarnock College and provided an opportunity to align many of the common processes in place. 13
The programme of meetings are scheduled to commence late November 2012; with a view to providing a benchmarking platform. During the remainder of 2012 and through 2013, the Health and Safety Work stream will endeavour to align all three Ayrshire Colleges Policies, Processes and Practices. Liz Burley Health, Safety and Wellbeing Advisor November 2012 14