The University of Issue This provides an update on health and safety issues managed during 2009-10. Recommendation The Board of Governors is invited to note this report. Timing for decisions This paper is for information only and there are no decisions required. Public Presentation This paper is for information only; there are no issues for public presentation. Health and Safety Annual Report for 2009-10 Further information: Ian Child, Chief Operating Officer, 01243 816110, I.Child@chi.ac.uk Elisabeth Whitaker, Director of Human Resources, 01243 816119, E.Whitaker@chi.ac.uk Anne Canning, Health and Safety Officer, 01243 816488, A.Canning@chi.ac.uk Auditing and monitoring The Universities Safety and Health Association (USHA) is an organisation for the promotion of safety and health in higher education. USHA s main objective is to provide an organisation for the exchange of information on all aspects of health and safety, supporting the work of safety practitioners across a wide range of specialist areas, which has been helpful in providing a health and safety management framework for the University of. Based on the Health and Safety Executive s guidance document HSG65 - Successful Health and Safety Management the University has introduced a health and safety management standard (HASMAP) which forms the basis of health and safety auditing across the University. HASMAP sets out a comprehensive management system for effective risk control. To ensure that the University s Health and Safety Policy is effective, the appointment of Health and Safety Co-ordinators is essential. The Health and Safety Officer and the Health and Safety Adviser have worked hard to support and train 38 co-ordinators during 2009-10 covering a wide range of departments across the University. Training workshops continue each semester. The role of the Health and Safety Co-ordinator is to: 1. Carry out workplace inspections. 2. Maintain departmental health and safety records. 3. Work closely together with the Health and Safety Officer and the Health and Safety Adviser to maintain a healthy and safe environment. 4. Assist the Health and Safety team with the annual audit. 5. Focus on key health and safety risks such as fire, field trips and completion of risk assessments. 6. Assist with health and safety communication across the University. Internal audit framework Using the framework of HASMAP, internal health and safety audits were carried out during the period 7 June to 2 September in 22 academic and professional support departments covering the key areas of planning and risk control, organisation, measuring and reviewing performance, and commitment. A further four academic areas will be audited before December 2010. The audit provided scoring against performance indicators which were divided into sub-sections in order to cover a range of health and safety management issues. A score of 0 to 4 was given for each sub-section, providing a final score indicated as:
Performance on each indicator is graded in attainment level from NIL performance (level 0) to Best practice (level 4). The levels of performance are progressive. LEVEL 4 is a description of best practice that at least equals the requirements of legislation and frequently exceeds them. LEVEL 3 - is good practice in healthy and safety management, giving a high degree of reliability and assurance that the department is meeting the requirements of legislation as they apply to the department. LEVEL 2 - reflects positive action, which demonstrates that the department is taking steps to improve its systems for health and safety management, though these systems are not sufficiently robust to assure compliance with all aspects of legislation and national guidance or University policy. LEVEL 1 - indicates a basic level of performance: for instance the department may passively accept the systems devised by the University without taking positive steps to integrate these into its management systems. Below this, it is possible to grade performance at LEVEL 0 if there is no performance against the indicator. Audit outcomes Heads of Department have received an audit report detailing where improvements to their health and safety management systems can be achieved in order to attain the levels of best practice and legal compliance. An action plan for each department has been raised to ensure: a) compliance with statutory regulations where standards are failing to comply with legislation. b) requirements where best practice and/or University policy is not being fully followed. c) recommendations which although are not required by legislation, would enhance the overall health and safety management system. The main recurring findings in most departments are to: ensure all risk assessments are completed and reviewed as required ensure statutory inspection and testing is carried out ensure that staff are given details and opportunities to attend health and safety training ensure sufficient fire wardens and first aid cover is available ensure that procedures and safe systems of work are written and distributed to those at risk ensure health and safety is planned into future business developments raise the profile of health and safety through minuted meetings with health and safety as an agenda item. Scores for each department are indicated below. A total score of 47 points is the maximum possible score. To ensure legal compliance a minimum score of 36 is required. It should be noted that some departments such as Estates Management have a disproportionate number of risks compared to others as they cover a much wider area of the University. Department Score total (47 maximum) Estates Management 33 Business Services 45 Student Services 41 IT 43 Human Resources 42 Finance 42 Library 40 Marketing and Communications 40 AQSU 39 REEO 40 Admissions 40 Registry 43 Students Union 43 Health & Safety Annual Report 2009-10 2
Dance 36 Fine Art 38 SEMAL 43 Theology 40 Childhood & Youth 38 Music 39 Media 41 Education 41 Sport & Exercise Science 41 Health and Safety objectives for 2010-2011 Based upon the Health and Safety Audit of 2010 and the University Accident Statistics, the following health and safety objectives have been set: All departments are to complete outstanding risk assessments to ensure controls are in place All employees are to have some level of health and safety training and managers and supervisors to have a certified level of health and safety training (health and safety training matrix agreed; also available in the staff development programme 2010-11) A reduction in manual handling and slip/trip/fall injuries (further training and guidance will be provided). A University Health and safety development day/conference to be arranged (this will take place on 15 December 2010). Ensure the health and safety of the Dome and LRC building projects. Engagement with our employees and students to raise awareness of health, safety and wellbeing and to increase near miss reporting culture. Statistics All accidents and incidents, no matter how minor, need to be investigated to some degree to ensure that they are less likely to reoccur in the future and to assist in the monitoring of the health and safety management system. Certain types of more serious incidents need to be reported to the Health and Safety Executive under the Reporting of Injuries, Diseases and Dangerous Occurrences Regulations (1995). The University reported three incidents during 2009-10: One dangerous occurrence due to one case of exposure to asbestos by a Contractor. Over 3 days lost time incidents due to one manual handling incident lifting a chair; and one incident of hitting a branch whilst driving a tractor (and falling off the tractor). Accident types Health and safety data has been collated over three years indicating that the University has had no fatalities, major injuries or reportable ill health issues. Incidents resulting in over three days lost time have remained constant at two incidents per year and minor injuries have reduced over the past two years. A 'near miss' is an incident that could have resulted in an accident, e.g. tripping over a loose paving stone. Knowledge of 'near misses' is very important as research has shown that for every 10 'near misses' at a particular location, a minor accident will occur. The data collected in 2009-10 Health & Safety Annual Report 2009-10 3
confirms that near misses have increased indicating a positive health and safety reporting culture. Severity Chart Near Miss Minor Injury Non-Reportable Over 3 day lost time Dangerous Occurrence Reportable Reportable Ill Health Major Injury Fatality 2007-2008 2008-2009 2009-2010 0 10 20 30 40 50 Accidents by Cause at the University of Occurrences Benchmarking The Universities Safety and Health Association have collated health and safety data for 120 Universities in the UK. The information has enabled the University of to benchmark its health and safety statistics (outlined below). The figures show that for the University of, total injuries for 2009-10 was 16.93 per 1000 at risk compared to an average 30.70 per 1000 at risk in other Universities. Health & Safety Annual Report 2009-10 4
Accidents Involving Injury University Staff University of Staff University students UG +PG University of Students UG & PG Others University of Others Totals Fatalities 0 0 0 0 0 0 0 0 Specified Major 125 0 33 0 14 0 172 0 Injuries Non-employee reportable hospital treatment 238 0 83 0 321 0 Other injuries involving more than 3 days lost time Total reportable injuries (1+2+3+4) Other accidents involving injuries Total accidents involving injuries (5+6) Numbers of persons at risk Reportable injuries per 1000 at risk (5/8) x 1000 Total Injuries per 1000 at risk (7/8) x 1000 Source: USHA 2010 609 2 609 2 734 2 271 0 97 0 1102 2 10009 14 4253 8 1679 3 1594 1 10743 16 4524 8 1776 3 1704 3 University of Total 338888 945 1969627 4977 2308 515 5922 2.17 2.12 0.14 0 0 0.33 30.70 16.93 2.30 1.60 3 4.55 25 27 Fire Risk Assessment The annual fire risk assessment and audit is undertaken to identify any potential fire hazards in University premises. In January 2010, a thorough external inspection was undertaken by Lawes Marsh Ltd. Any potential fire hazards which required attention were given a priority rating for action and completion within a specific timeframe: (1) complete within one month; (2) complete within three months; (3) complete within six months and (4) complete within 12 months. A risk rating addresses risk to life and risk to property within a score of 1 to 25: low risk (1 5); medium risk (6-9); high risk (10-25). There were no risks identified in 2010 which had a high or medium risk rating. The Health and Safety team have been working closely with Estate Management in relation to reducing the number of false fire alarms and to improve response rates. Fire alarm activations have been reduced from 94 to 54 at Bishop Otter Campus and 32 to 22 at Bognor Regis Campus. A revised Fire Safety Policy for 2010-2013 has been agreed by the Health and Safety Committee during 2010 and has been provided to the Governors Strategy & Resources Committee. Safety on Field Trips The University has a legal duty of care for the health and safety of students while on University field trips. The health and safety team have been able to reinforce the importance of managing field trips safety, by offering staff both group and one to one training. This reinforcement of the current guidelines has seen an improvement in the number of departments submitting field trip risk assessments. All 25 field trips taking place since February 2010 have been risk-assessed, using a generic risk assessment which is then fine tuned to suit the requirements of the trip. The final risk assessment document is sent to Health and Safety to ensure all areas of guidance are complied with and all foreseeable risks have controls to reduce risk to as low as reasonably practicable. Certain fieldtrips by their nature require a dynamic risk assessment during the tip, due perhaps to a change of weather conditions and are the responsibility of the supervising staff on the trip. H&S offers one-toone sessions for all departments as well as month sessions. Spot checks are also carried out. Health & Safety Annual Report 2009-10 5
Training and Partnerships The professional development teams at the University and College are working together to broaden the range of health and safety training opportunities for staff at the College and the University. The Health and Safety teams will work together to provide training on manual handling, working at height, risk assessment awareness, fire warden training and safety on field trips. The University will continue to work with external training providers to support First Aid at Work training, automated external defibrillator training and minibus driving training, ensuring that staff at the University or at the College can access these tailored training opportunities. A University of Health and Safety Training Matrix has been provided for all departments as part of the Health and Safety Audit. The matrix recommends which training is required for all staff. National Examination Board of Occupational Safety and Health (NEBOSH) Led by the Health and Safety Officer, the University of in partnership with The University of Portsmouth has been accredited to operate NEBOSH Health and Safety courses. The NEBOSH National General Certificate is a qualification designed to help those with health and safety responsibilities (e.g. managers, supervisors and employee representatives) to discharge more effectively their organisational duties and functions. The duration of study for the National General Certificate is normally 80-100 hours plus private study and background reading. Successful completion of three externally verified formal examinations is required in order to be awarded this qualification. This course will be offered to external candidates from March 2011. Both the Health and Safety Officer and the Health and Safety Advisor were awarded their Master of Science in Occupational Health and Safety and their Chartered Membership into The Institute of Occupational Safety and Health (IOSH) during 2010. Display Screen Equipment (DSE) assessment roll-out The Health and Safety (Display Screen Equipment) Regulations seek to protect the health of employees by reducing risks from visual display unit work. Briefly, the regulations require employers to analyse workstations to assess and reduce risks; ensure workstations meet specified minimum requirements; plan work activities so that they include breaks or changes of activity; provide eye and eyesight tests on requirement, and special spectacles if needed; and to provide information and training. Staff who have not completed their Display Screen Equipment Risk Assessments have been identified to management as part of the Health and Safety Audit. Building Inspections A building inspection schedule is being maintained by the health and safety team. During May 2010 to September 2010, 57 planned premises inspections have been completed. The inspection regime is supported by nominated Health and Safety Co-ordinators. These inspections have raised 133 work orders (IJO s) to Estate Management who have supported and actioned 107 remedial actions to date. Portable Appliance Testing Portable applicance testing is an important part of the University s health and safety policy. The Electricity at Work Regulations places a legal responsibility on employers and employees to comply with the provisions of the regulations and to take reasonable practicable steps to ensure that no danger results from the use of equipment. This requires the implementation of a systematic and regular programme of maintenance, inspection and testing. The level of inspection and testing required is dependent upon the risk of the appliance becoming faulty, which is in turn dependent upon the type of appliance, the nature of its use and the environment in which it is used. An external contractor has conducted all PAT testing during July 2010. The Health and Safety Advisor is to establish how faculties and departments are to continue this regime in house next year. Fixed five year testing is being completed by Estate Management. Driving at Work The University has a duty under the Health and Safety at Work Act to take steps as far as is reasonably practicable, to ensure the health, safety and welfare of those who need to drive as part of their job. In order to comply with these duties the University is introducing a set of procedures which are to be followed by employees if they are to drive as part of their work (not for journeys that are made to and from work). The Health and Safety Committee will finalise the guidelines for review by the Governors Strategy and Resources Committee, in 2011. Health & Safety Annual Report 2009-10 6