Health and Safety Policy and Managerial Responsibilities 1.0 Purpose This document outlines the policies, procedures and practices governing the manner in which the Royal Conservatoire of Scotland manages health and safety issues. 2.0 Scope This procedure is applicable to the Renfrew Street Campus and Wallace Studios and includes any off site work under the control of the Royal Conservatoire of Scotland. Alterations to this document are not permitted without the prior approval of the Health and Safety Advisor. 3.0 References Risk Assessments Work Instructions/ Safe systems of work Risk Management Documents 4.0 Policy Purpose This policy was developed to reflect the Royal Conservatoire of Scotland s commitment to the principles set out below. 1. Conduct all operations in a responsible manner free from recognised hazards. 2. Respect the health and safety of the Conservatoire s staff, customers, suppliers and community neighbours. 3. Comply with all applicable health and safety legislation. 4.1 Health and Safety Policy Statement Rev B 1/14
Rev B 2/14
5.0 Organisation and Responsibilities The ultimate responsibility for health and safety lies with the Principal and the Board of Governors. They will ensure that the required human resources, specialised skills, necessary technology and financial resources are provided to ensure compliance with Health and Safety legislation. Certain roles have specific health and safety responsibilities for all matters pertaining to the health and safety within the Royal Conservatoire of Scotland as follows. 5.1 The Principal The Principal has ultimate responsibility for all matters of health, safety and welfare within the Royal Conservatoire of Scotland. This includes: 1. Giving leadership and ensuring participation in the Health and Safety system and generating awareness that health and safety issues are an important and integral part of role responsibilities. 2. Making arrangements to ensure that the necessary resources are made available to allow effective implementation of the Health and Safety policy. 3. Setting health and safety objectives with the each member of the Senior Management Team. 4. Monitoring health and safety targets and programmes. 5. Approving the Health and Safety policy and ensuring that the aims and objectives of the Policy are fully understood by all Board of Governors and senior managers. 5.2 The Board of Governors are responsible for ensuring that the health and safety policy of the health and safety management system is effectively implemented, reviewed and enhanced across all disciplines. 5.3 Senior Management Team All members of the Senior Management Team are responsible for the effective implementation of Health and Safety Policy within their area of control. The responsibility includes: 1. Giving personal leadership and generating the involvement of line managers and staff in health and safety issues. 2. Incorporating health and safety as an integral part of management objectives and departmental review meetings ensuring that health and safety standards are maintained and where possible improved upon. 3. Setting, monitoring and driving health and safety objectives and targets 4. Delivering, in conjunction with Health and Safety, a safe working environment with safe systems of work. 5. Ensuring all managers are aware of and fulfil their health and safety responsibilities. Rev B 3/14
6. Establishing and communicating strategic objectives and plans for health and safety. 7. Monitoring and reporting on strategic items to senior management as required. 8. Assisting in accident and dangerous occurrence investigations. 9. Ensuring the provision of adequate resources and the effective implementation of Health and Safety systems. 5.3 Director of Human Resources The Director of Human Resources has functional accountability for health and safety. The provision of support on risk control is delegated to the Health and Safety Advisor. The major areas of responsibility include: 1. Participating in the health and safety systems as required, ensuring the co-operation and involvement of all staff in health and safety. 2. Raising health and safety concerns with the Health and Safety Advisor, department management and to the Board as required. 3. Providing adequate resources to support the provision of health and safety services. 5.4 Head of Estates The Head of Estates major areas of responsibility include: 1. Providing advice on engineering, technical and risk control issues. 2. Ensuring the maintenance of installations, plant and equipment across the Conservatoire. 3. Monitoring contractors on site with the permit to work system in conjunction with department management. 4. Ensuring all work has the appropriate documentation and control measures implemented before work commences. 5. Maintaining plant and equipment to safe level, complying with relevant regulations. 6. Supporting health and safety goals in providing safe working environment. 7. Maintaining records of plant maintenance. 8. Ensuring only plant and equipment that meets current standards is purchased. 9. Ensuring contractors are competent to do the work before work commences. 10. Consulting with the Health and Safety Advisor on any significant changes to the Estate prior to commencement. 11. Raising health and safety concerns with the Health and Safety Advisor and department management. 5.5 Health and Safety Advisor Rev B 4/14
The Health & Safety Advisor is responsible for assisting in the implementation of the policy within the Conservatoire. The Advisor is the competent person who will assist with and advise on Health and Safety matters. The major areas of responsibility include: 1. Policy development, including aims, objectives and plans. 2. Monitoring performance and feedback as required for improvement opportunities. 3. Providing advice on health and safety matters to the Conservatoire. 4. Updating / training relevant staff on new Health and Safety legislation, standards and practices. 5. Providing support on risk control and risk management. 6. Developing and maintaining health and safety procedures and policies. 7. Maintaining health and safety contact with appropriate external bodies, agencies and other parties. 8. Co-ordinating and supporting activities to ensure good health and safety communication and practice. 9. Supporting business functions in the implementation of procedures and policies. 10. Undertaking inspections, audits and investigations as required to support the management system. 5.6 Heads of Department and Line Managers Heads of Department and Managers are responsible for ensuring the health, safety and welfare of staff and students (and others) under their control by effective leadership and the implementation of all the relevant requirements of the health and safety management system. This extends to: 1. Implementing the Health and Safety policy throughout the Royal Conservatoire of Scotland by ensuring that staff and students comply with the Policy. 2. Ensuring compliance with Health and Safety legislation and the Conservatoire s policies. 3. Implementing, monitoring and driving health and safety objectives and targets. 4. Timeously assisting in accident /incident/ dangerous occurrence investigations and ensuring that the required personnel are made available as requested. 5. Communicating the Royal Conservatoire of Scotland s policy and providing leadership on best health and safety practice. 6. Ensuring that the staff under their control are discharging their safety responsibilities properly 7. Ensuring staff and students are aware of the emergency evacuation procedures and major incident procedures applicable to the area of work. 8. Ensuring adequate first aid provisions are available 9. Ensuring that staff and students are given adequate instruction, information, training and supervision to perform their tasks safely 10. Providing sufficient resources, supervision and organisation to meet requirements. 11. Ensuring a safe work environment by implementing and maintaining appropriate control measures e.g. procedures, work instructions and safe work equipment. 12. Assisting in the audit program as required and resolving health and safety non-conformance issues promptly. 13. Ensuring that health and safety matters are monitored, documented and adequate records maintained. Rev B 5/14
14. Ensuring that risk assessments are satisfactory, completed and communicated to relevant staff as required. 15. Consulting with Health and Safety Advisor prior to making any significant changes 16. Providing information timeously to the Health and Safety Advisor e.g. notification of accidents/ incidents, ill health, dangerous occurrences non-conformances, statistics etc. 17. Ensuring adequate competency levels of staff, including visiting staff, through appropriate induction, coaching and training. 18. Ensuring all work has the appropriate documentation and control measures implemented before work commences. Ensuring that contractors are monitored when on site 19. Ensuring only plant and equipment that meets current standards is purchased. 20. Ensuring contractors are competent to do the work before work commences 21. Ensuring that all new staff and student entrants are properly inducted on entry into the organisation, which must include awareness of all precautions and procedures applicable to the job. 22. Ensuring that all staff and students are aware of emergency procedures including the location of all fire exits, fire-fighting equipment and alarm call points in the department and are conversant with their effective use. 5.7 Health & Safety Action group representatives/ Health and Safety committee. Health and safety action group representatives are a medium of communication between the staff, students and the Royal Conservatoire of Scotland in matters of health and safety. Their main responsibilities are: 1. Inspecting of plant, equipment and working environment. 2. Participating in accident investigations where relevant. 3. Communicating health and safety matters to staff they represent. 4. Consulting with the Conservatoire on health and safety matters. 5. Championing health and safety within the Conservatoire. 6. Developing and implementing measures to ensure the health and safety of staff and all others who may be affected by the Conservatoire s undertakings. 7. Forging co-operation between management, staff and students in the Royal Conservatoire of Scotland. The Safety Committee will initiate activity however the responsibility for implementation remains that of the relevant manager(s) 8. Monitoring the Conservatoire s safety performance and recommend new measures and standards 9. Recommending proposals for improvements, alterations or additions to matter of health, safety and welfare to management Health and Safety committee meetings and Health and Safety Action Groups meetings take place on a regular basis and members are composed of representatives of staff and students. 5.8 Staff Rev B 6/14
All persons have a responsibility to co-operate with managers, supervisors, tutors, lecturers and support staff to implement the Royal Conservatoire of Scotland s Health and Safety policy. Staff are responsible for the following: 1. Co-operating with the Conservatoire in health and safety matters. 2. Having regard for their own safety and that of others, considering the aspects of each operation they undertake and how their acts or omissions may affect themselves, the environment or others. 3. Reporting to their manager/supervisor any accidents and all defects, damage or hazards in plant, materials or work systems/ environments. 4. Notifying their manager of any assistance they require in discharging their health and safety obligations. 5. Complying with the Conservatoire s policies and procedures and, where necessary, use devices and equipment provided for the safe completion of the task. All are reminded that it is a criminal offence to intentionally interfere with or misuse anything provided in the interest of health and safety. It is also illegal to fail to co-operate with the Royal Conservatoire of Scotland to the extent necessary for it to comply with its legal obligations. 5.9 Students All persons have a responsibility to co-operate with managers, supervisors, tutors, lecturers and support staff to implement the Royal Conservatoire of Scotland s Health and Safety policy. Students are responsible for the following: 1. Co-operating with the Conservatoire in health and safety matters. 2. Having regard for their own safety and that of others, considering the aspects of each operation they undertake and how their acts or omissions may affect themselves, the environment or others. 3. Reporting to their manager/supervisor any accidents and all defects, damage or hazards in plant, materials or work systems/ environments. 4. Notifying their Tutor of any assistance they require in discharging their health and safety obligations. 5. Complying with the Conservatoire s policies and procedures and, where necessary, use devices and equipment provided for the safe completion of the task. All are reminded that it is a criminal offence to intentionally interfere with or misuse anything provided in the interest of health and safety. It is also illegal to fail to co-operate with the Royal Conservatoire of Scotland to the extent necessary for it to comply with its legal obligations. 6.0 Visitors/Contractors Rev B 7/14
1. Visitors/ contractors must comply with the Royal Conservatoire of Scotland s procedures and policies. 2. Failure to do so may result in the person being removed from the site. 3. Contractors must remove all waste from the site at the end of work. 4. Contractors are required to minimise the potential negative environmental, health and safety impact of any work. 5. Comply with site emergency procedures as required. 6. Comply with relevant legislation. 7.0 Skills The Royal Conservatoire of Scotland identifies the skills required by staff throughout the organisation and develops staffs competence through information, instruction and training. This allows staff to undertake their duties in a safe and effective manner. Staff and students will be informed by their manager/ supervisor/ tutor/ lecturers of the risks associated with a task and the correct methods to minimise the risks. Staff will receive training appropriate to their level of responsibility. Health and Safety awareness is provided via a number of different mechanisms, these include presentations, departmental debriefs, intranet, and safety meeting minutes. Managers/ supervisors will highlight local hazards and the required control measures to all staff and students. Regular assessment of training requirements will be undertaken by staff and the Conservatoire welcomes the involvement of staff in identifying requirements. Training will be provided as required before commencing any new task or when new hazards are recognised. The Health and Safety Advisor, as the competent person, will be required to participate in training to update her skills and knowledge on regulatory requirements and professional practice. 8.0 Health and Safety Systems Planning The Royal Conservatoire of Scotland will conduct health and safety risk assessments in addition to various other inspections etc. to identify health and safety threats which may affect operations and highlight opportunities for improvement. 8.1 Risk Assessment The Conservatoire s department staff will identify and record,via risk assessments, the health and safety hazards and risk levels associated with its activities and detail any required control measures.the hazards and risk levels are detailed in the health and safety risk assessments. These assessments will be periodically reviewed (annually as a minimum) by the respective departments to capture any new activities and changes in circumstances or knowledge. Risk assessments will be recorded on the standard formats as approved by the Health and Safety Advisor. Rev B 8/14
Information will be provided to all staff and students by their manager/ supervisor on risks to health and safety, preventative and protective measures and emergency procedures. The preventative and protective measures that have to be taken following a risk assessment will be dependent on the relevant legislation and the assessment of the risk. In deciding upon the required measures the following principles should be applied: 1. Always try to avoid the risk altogether e.g. by not using/ stocking the article. 2. Combat risks at source. 3. Adapt the work to the individual e.g consider the design layout, type of equipment, production methods. 4. Take advantage of technological and technical progress. 5. Give priority to those methods which protect the whole workforce rather than individuals 8.2 Legal and Other Requirements Health and Safety information will be updated via consultation with regulatory authorities, trade associations and professional groups. This will allow the Conservatoire to:- 1. Record and evaluate current and proposed Health and Safety legislative requirements. 2. Advise senior managers and support staff of changing Health and Safety legislation and best practice requirements. 3. Highlight investment requirements resulting from legislative changes. 4. Assist the health and safety risk assessment process. 8.3 Objectives and Targets Objectives will be determined by the Senior Management Team in conjunction with the Health and Safety Advisor or other staff as required. Targets and objectives will be consistent with our Health and Safety policy and will be communicated to the relevant staff. The following factors may be considered a. Health and Safety Policy b. Economic constraints, legal and industry requirements c. Process and equipment constraints, technological considerations d. Availability of staff and resources e. Risk level f. Cost saving opportunities g. Views of interested parties, environmental, community, staff Records of health and safety objectives and targets will be held by each department and will define the responsibilities, means and time frames involved. Managers regularly monitor progress and performance against these targets and objectives and report to senior management as required. Rev B 9/14
Objectives: Broad goals, quantified where possible, aimed at achieving improvement in health and safety performance. Targets: Detailed performance requirements, quantified where possible, which require to be met in order to contribute to the achievement of the objective. Procedures/work instructions have been put in place for certain tasks and are managed by local management. 8.4 Engineering and Safety Plant and systems of work are designed and maintained to the highest possible standards in order to minimise accidents. The Royal Conservatoire of Scotland will work with the relevant statutory bodies, where applicable, to meet all relevant legislation. Where safety control measures have been implemented all staff and students are required to comply with such measures. Failure to follow these requirements/ measures may result in disciplinary action. 8.5 Design / Process Change New equipment / processes are required to be assessed for possible changes to the health and safety profile of the associated department before introduction. Department management are required to inform the Health and Safety Advisor /Deputy Director of Human Resources of any proposed significant changes at the earliest opportunity. This will ensure full consultation, investigation and assessment is carried out as required. Appropriate training, information and instruction is provided to all staff who are affected by the introduction of new plant / systems or modifications to existing ones. Safety Representatives have the opportunity to investigate any effect on health and safety created by new plant or changes to methods of operation. 8.6 Safe Systems of Work The Royal Conservatoire of Scotland ensures that there are safe systems of work in place for all appropriate operations within its control. A permit to work system operates for more hazardous tasks and for certain works undertaken by contractors. The Conservatoire s safe system of work may include the safe method of performing the task, training and competency required, level of supervision required, preventative and proactive measures to be implemented, information and equipment required. Prior to the development of a safe system a risk assessment will be required to identify the hazards / risks associated with the task. Rev B 10/14
Staff have the right to stop operations if they feel the health and safety integrity is threatened. All staff/ visiting staff/ students will use equipment or materials in accordance with the training and instruction they have received. Staff will inform management of any serious and immediate danger to health and safety or any shortcoming in protection arrangements. Tutors / supervisors and the Health and Safety Advisor must be notified of such circumstances immediately. 8.7 Procurement The Conservatoire will use responsible suppliers of materials, chemicals and services at all times whom meet the requirement of the appropriate British and European regulatory standards. Chemicals arriving on site are required to have a safety data sheet and are assessed through the COSHH programme and appropriate controls applied. 8.8 Ergonomics The Conservatoire will provide a safe place of work. Ergonomic principles will be incorporated into the design of new plant, work stations and tasks where possible. Work areas/stations will be assessed to identify ergonomic defects as required. Wherever practicable, the need for manual handling is avoided. If not practicable, the risk will be evaluated and reduced where possible. The Conservatoire uses a self assessment tool for the assessment of Display Screen Equipment. 8.9 Work Environment The Conservatoire provides a safe and healthy work environment with adequate welfare and rest facilities for all staff, visitors and contractors. 8.10 Fire The Royal Conservatoire of Scotland is committed to protecting the health, safety and welfare of its staff and third parties, as well as the local environment, from the risk of fire and explosion through safe practices and close co-operation with external agencies. Each site has been Fire Risk Assessed and significant risks have been identified. Department Managers are required to drive identified actions through to completion. Evacuation procedures will be recorded, communicated and tested at each site. A smoking policy is in place at both sites. All equipment provided to aid evacuation will be inspected and tested regularly. 8.11 Continuous Improvement Rev B 11/14
In order to continuously improve our health and safety performance objectives and targets will be set and progress will be monitored at the Health and Safety Committee meetings. Our performance will also be benchmarked with similar organizations where possible. 8.12 Management Involvement and Responsibility Managers and supervisors at all levels throughout the site are responsible for ensuring that health and safety issues are considered carefully when making decisions, planning or controlling work and advice is sought where required. Managers and supervisors will communicate this policy at all levels. 8.13 Third Parties / Contractors The Royal Conservatoire of Scotland has a duty to protect its staff and third parties from any work activities carried out on its sites under the control of third parties. Management will ensure that contractors on site adopt the same standards for health and safety as expected from our own staff. Appropriate measures will be put in place to ensure cooperation and coordination with regard to health and safety. Such measures include exchanging information on risks and coordinating results of risk assessments in particular emergency procedures. Where the Conservatoire s staff and or students are to work on another employer s premises they will inform that employer of any risk that they may introduce (e.g. from equipment or substances they may take with them). 8.14 Resources / Reviewing Management will make available appropriate resources to implement this policy and will take the necessary steps to ensure the policy is understood, implemented and maintained. This policy will be periodically reviewed and updated as required to ensure high standards of health and safety are continuously achieved. 8.15 Emergency procedures The Royal Conservatoire of Scotland will protect its staff and others from harm due to any foreseeable crisis and emergency situation that may arise out of its operations. Included in this would be major fire, explosion, and bomb threat etc. Emergency procedures are held in the emergency procedures folder at Client Services. 8.16 Accident / Incident Rev B 12/14
The Royal Conservatoire of Scotland have an accident / incident reporting structure which allows the company to record, collate and analyse information on accidents and incidents. Report analysis allows the identification of trends and the preparation of action plans to target specific hazard areas. The Royal Conservatoire of Scotland provides appropriate resources to deal with incidents that may arise from their operations. Injuries sustained at work should be recorded, investigated and reported timeously. All accidents and dangerous occurrences must be recorded on the Report of Injury and Dangerous occurrence form (on the Health and Safety Intranet and Mahara) and copies sent to the Health and Safety Advisor in accordance with the Royal Conservatoire of Scotland s accident recording procedures. Cases of ill health which are possibly related to our work environment will be monitored by our Occupational Health Service in conjunction with the Human Resources department. If a serious incident occurs, i.e. major injury / serious dangerous occurrence the Health and Safety Advisor and the Director of Human Resources must be informed immediately. 8.17 Occupational Health / First Aid The Conservatoire provides appropriate first aid resources to deal with incidents that may occur. First Aiders are nominated and trained on a regular basis. Occupational health risks will be identified and eliminated if possible or reduced to an acceptable minimum. Staff exposed to significant health risks will be informed and provided with appropriate occupational health surveillance, preventative and protective measures, information, instruction and supervision. 8.18 Health and Safety Audits/ inspections Quarterly audits will be performed by the departments representatives to ensure compliance with the relevant standards and the Conservatoire s practices. The audit programme will receive the full support of senior management ensuring adequate time and resources are allocated. Health and safety inspections / audits are also undertaken by local management, insurers, and external third parties throughout the year. 8.19 Consultation Health and Safety Action Group and Health and Safety committee representatives will be consulted on: 1. the introduction of any measure which may substantially affect the health and safety of staff 2. arrangements for appointing the competent persons 3. health and safety information to be provided to staff 4. health and safety training 5. the health and safety consequences of the introduction of new technologies in the workplace. Rev B 13/14
8.20 Communication Information from external sources will be collected and collated by the Health and Safety Advisor and used as a basis for appropriate dissemination to staff All accidents and incidents are investigated by a competent person and recommendations as to appropriate preventive measures are be made to managers. All serious accidents, as defined in RIDDOR and advised by the Health and safety Advisor, will be the subject of a report to the Principal by the responsible manager. Health and safety will be a standing item on Board agendas and the Conservatoire s Governor who is the Convenor of the Health and Safety Committee will submit an annual written report, including accident statistics, to the Board meeting. Items requiring major policy decisions will be the subject of separate reports as appropriate. The Conservatoire s intranet and Mahara will contain an Health and Safety section detailing policies, procedures etc. and all staff and students will have access to it. Information on accident rates and types will also be provided. Directors will brief their staff on safety information as required. Rev B 14/14