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Health & Safety Policy Part 1: Health & Safety Responsibilities
Board of Governors
As the University’s governing body, the Board carries ultimate responsibility for the health and safety of employees, students and other individuals whilst on university premises and in other places where they might be affected by the University’s operations.
The Board itself is required:
To satisfy itself that the University has an appropriate written statement of policy on health and safety and effective arrangements for the implementation of that policy;
To ensure that adequate resources for health and safety are provided.
In discharging these responsibilities, the Board is advised by the Vice Chancellor, as the principal academic and administrative officer of the University. In any event the Board will:
Receive regular reports on health and safety from the Health and Safety Committee which includes a summary of departmental annual health and safety performance reports.
Be notified of any untoward incidents carrying a major risk to health and safety.
Be notified of any enforcement action taken against the University by the enforcing authorities.
Whilst statutory compliance will be accepted as a baseline standard, the Board will ensure that the University is compliantly moving towards best possible health and safety practice.
Vice Chancellor
As the principal academic and administrative officer of the University, the Vice Chancellor has a legal responsibility, alongside the Board for ensuring that the University complies with relevant health and safety legislation. These responsibilities are assumed by the Deputy Vice Chancellor in the absence of the Vice Chancellor. In this regard the Vice Chancellor has overall responsibility for health and safety at the University and will:
Provide clear and visible leadership on health, safety and welfare.
Ensure that the University has a general policy on the management of health and safety and that this policy is communicated to all employees.
Ensure that health and safety is taken into account in University planning activities.
Advise the University Board of Governors on health and safety matters as appropriate.
Ensure that adequate communication channels are present so that relevant health and safety issues are brought to the attention of senior management.
Ensure that the same management standard is applied to health and safety as to other management functions.
Ensure that senior managers in the University are given sufficient training in health and safety matters to discharge their health and safety responsibilities in a competent manner.
Hold accountable Deans/Directors and other line managers who have been delegated health and safety responsibilities, through appraisal and review processes.
The Vice Chancellor also has the authority to take whatever executive action is considered necessary to prevent serious harm to individuals or to the University; in exceptional circumstances, this may include summarily closing down (in whole or in part) particular University buildings, sites, operations or activities.
The Vice Chancellor has appointed the Director of Human Resources to be the senior manager with responsibility for overseeing health and safety, to champion implementation of this policy and to chair the Health & Safety Committee. On behalf of the Vice Chancellor, the Director of Human Resources also ensures resources are allocated to establish and maintain competent health and safety support and advice.
Executive
The individual members of the Executive are accountable to the Vice Chancellor for the implementation of the University’s Health and Safety Policy in the areas under their control and for ensuring that adequate resources are made available for this purpose.
Collectively and individually they provide health and safety leadership throughout the University and are responsible for ensuring that:
Adequate resources are allocated to Deans of Faculties/Schools and Directors of Support Services to enable them to meet their health and safety responsibilities.
All management decisions taken either individually or in Committee reflect the intentions of the Health and Safety Policy.
Where appropriate, they include health and safety as an agenda item in Executive meetings.
Executive are responsible for ensuring that in support of this policy, a long term strategic plan will be developed by the University as part of the overall strategic planning of the University with specific goals targeted at:
Compliance with all relevant health and safety legislation.
Reduced frequency of accidents and instances of work-related ill health.
The development of a positive health and safety culture throughout the University.
Improved health of the workforce.
Director with Health & Safety Responsibility
The Director with health and safety responsibilities is ultimately responsible for the effective implementation of the University’s Health & Safety Policy.
The Vice Chancellor has nominated the Director of Human Resources as the Director with health and safety responsibility for Staffordshire University, a position with responsibility for planning and implementing the health and safety policy and chairing the University’s Health & Safety Committee. The Director of Human Resources will, in so far as is reasonably practicable:
Ensure that adequate resources are devoted to health and safety and that it enjoys equal importance with other management objectives.
Champion safety issues at the Executive level in the University.
Ensure that the Vice Chancellor is advised of any safety matters which cannot be dealt with satisfactorily at a lower level.
Hold the final authority for the enforcement of safety issues where there is a need to compel Faculties/Schools/Services to act.
Make recommendations to the Vice Chancellor and the Board of Governors on health and safety policy and practice and oversee the work of the University Health & Safety Committee.
Chair the University’s Health & Safety Committee and to ensure appropriate consultative arrangements are in place with employees and their representatives.
Ensure that appropriate training is available to members of the University who have significant responsibilities in the management of health and safety.
The Director of Human Resources is the representative of the corporate body and the nominated contact for enforcing agencies with regard to the serving of formal notices and summons, except where direct negligence by an individual has not led to an action being taken against the University.
In the absence of the Vice Chancellor, the Director of Human Resources is authorised, in consultation with the Head of Health, Safety & Environmental Services as appropriate, to take appropriate executive action to prevent serious harm to individuals or to the University.
Deans of Faculties and Directors of Service Groups
Deans and Directors are ultimately responsible to the Vice Chancellor for the management of health and safety within their areas of control and for ensuring effective implementation of the University’s health and safety policy and codes of safe working practice.
To achieve this they will:
Foster a health and safety culture in which health, safety and related welfare issues are seen as essential and integral parts of the Faculty/School/Service’s activity to ensure effective governance on health and safety issues.
Ensure a local health and safety policy and associated codes of practice, safe working procedures etc are in place and adhered to.
Ensure that annual health and safety action plans have been prepared and submitted to the Health & Safety Committee upon request.
Ensure that the annual health and safety return has been prepared and submitted to the Health & Safety Committee upon request.
Appoint risk assessors and ensure they receive appropriate training.
Ensure that a risk assessment of all activities/processes and substances has been undertaken, is regularly reviewed and the results formally recorded where appropriate.
Allow sufficient time for Health & Safety Advisors to carry out their duties, including University audits and duties of the Health and Safety Committee.
Resource (from Faculty/School/Service revenues) items of health and safety related to the Faculty/School/Service activity.
Ensure that drivers of passenger carrying vehicles (except cars) engaged on University business undertake a basic competency course.
Seek advice from the Head of Health, Safety & Environmental Services on health and safety issues for which clarification or assistance is required.
Ensure that health and safety policies and procedures are effectively implemented in areas under their control.
Take prompt/appropriate action on any matters brought to their attention by Faculty/School/Service Health and Safety Advisors, Trades Union Safety Representatives or the Head of Health, Safety & Environmental Services.
Ensure that planned and systematic workplace inspections are carried out on at least an annual basis, for some high risk activities it is suggested that these be inspected biannually.
Ensure that all portable electrical equipment within their areas of control is electrically tested on an annual basis. (every 4 years for IT equipment)
Ensure that sufficient information, instruction, training and supervision is given to staff to enable them to carry out their duties in a safe and competent manner.
That new members of staff receive induction, members of staff changing roles receive appropriate training, and staff receive appropriate training when new equipment is installed.
Co-operate with the Head of Health, Safety & Environmental Services in the execution of health and safety audits.
Arrangements are in place for regular monitoring, auditing and review of health and safety performance;
Ensure that external contractors employed directly by the ‘Faculty/School/Service’ ie (not through the Estates Department), comply with the standards outlined in the ‘Code of Safe Working Practices for Contractors employed by Staffordshire University’.
Appoint a Faculty/School/Service Health and Safety Advisor.
Foster and promote the development of safe working practices.
Ensure adequate consultation with those whose health and safety may be affected by changes in Faculty/School/Service rules, routines and procedures or environmental conditions.
Ensure that University emergency procedures are known and complied with.
Ensure that health and safety training needs have been identified and that staff receive such training as appropriate.
Appoint accident investigators and ensure that they receive appropriate training.
Ensure that accident investigations relevant to the Faculty/School/Service activities and areas of responsibility have been conducted and that the University's accident investigation report form has been completed.
The structure of a ‘Faculty/School/Service’ will also include sub division into smaller operational units administered by Senior Managers. These Managers will have principal line management responsibility for implementation of the University’s Health & Safety Policy in their areas of control. In practice Deans/Directors may delegate the performance of health and safety duties as described above to Senior Managers as appropriate but will, nevertheless provide a clear and decisive lead to ensure that adequate arrangements are in place to discharge their responsibilities. These activities will essentially, be coordinated through the Faculty/School/Service Health & Safety Advisor with duties as detailed below.
To enable Deans/Directors to effectively carry out these responsibilities, and hence, ensure compliance with statutory requirements; the University will provide essential training and development which Deans are expected to attend. This will be supported by the production of appropriate standards and guidance.
Director of Estates
The Director of Estates holds the following responsibilities in addition to those general health and safety responsibilities as a Director:
Have a sound knowledge of health and safety legislation and codes of practice relevant to the areas of Estates responsibility.
University buildings and services do not endanger the health and safety of persons using them.
The provision of lighting, heating, ventilation and supply of drinking water is adequately maintained.
Means of access to and egress from University buildings are adequately maintained.
Testing and maintenance of systems in respect to fire alarms, smoke alarms and emergency lighting systems are carried out in accordance with a planned programme (includes student accommodation units) and correct records kept.
Up to date fire risk assessments are in place for all University buildings.
A risk assessment of all activities/processes and substances has been undertaken, is regularly reviewed and the results formally recorded where appropriate.
Maintenance staff are made aware of any hazards which may affect their safety and health whilst working on University premises (includes student accommodation units).
A Health & Safety Advisor is appointed with duties as detailed below.
Effectiveness of the maintenance programme is monitored by periodic inspection of University campus buildings and initiating remedial action where necessary.
Appropriate priority is given to maintenance requests received from Faculties/Services which contain health and safety implications.
The fire drills are held at least twice per year in all University buildings.
Grounds equipment, machinery and chemicals are maintained and used safely in accordance with current legislation.
Accident investigators have been appointed and trained as appropriate.
Accident investigations relevant to Estates activities and spheres of responsibility have been conducted and that the University’s Accident Investigation Report Form has been completed.
An annual health and safety ‘Action Plan’ is developed and submitted to the University Health & Safety Committee upon request.
Classrooms, lecture theatres, offices, corridors, toilets and general work areas are included within a planned cleaning programme.
Estates vehicles are maintained and regularly serviced.
Adequate training and health and safety information is given to all Estates personnel so that their duties can be carried out in a safe and competent manner.
Building/maintenance work carried out by external contractors commissioned by Estates complies with relevant statutory provisions and is in accordance with the standards outlined in the ‘Code of Safe Working Practices for Contractors Employed by Staffordshire University’.
All portable electrical appliances/tools in use within the Estates spheres of responsibility are electrically tested on an annual basis and the results formally recorded.
The fixed wiring of every University building is inspected, tested and maintained on a regular basis by competent persons in accordance with the Electricity at Work Regulations and the IEE Code of Practice for In-Service Inspection & Testing of Electrical Equipment. Appropriate records are to be kept.
Head of Health, Safety & Environmental Services
The role of the Head of Health, Safety & Environmental Services involves a combination of advisory and executive functions. This Officer is the ‘competent person’ appointed under the Management of Health and Safety at Work Regulations 1999 and reports to the Director of Estates on a day to day basis for the execution of his/her duties, but will have direct access to the University Executive on matters considered appropriate. In practice, this Officer will work closely with Dean’s/Directors and other colleagues in maximising the effectiveness of his/her role. The main duties of the Head of Health, Safety & Environmental Services will be to:
Advise the Vice Chancellor through the Director pf Human Resources on all matters relating to health, safety and environmental issues concerning the University.
Develop, implement, monitor, review and revise University health, safety and environmental policies, codes of safe working practice, rules and routines.
Advise on statutory provisions.
Promote health, safety and welfare within the University.
Review the effectiveness of health and safety training and provide suitable training and development.
Monitor formally reported health and safety incidents, carry out independent investigations where it is deemed necessary and provide the appropriate advice and assistance in implementing remedial actions identified through these investigations.
Administer all aspects of the work of the Health & Safety Committee.
Periodically audit the health and safety management systems of Faculties/Schools/Services to ensure effectiveness, and provide advice and assistance in addressing areas for action identified by these audits.
Provide an effective information service.
Follow a programme of continued professional development.
Prepare an annual health and safety report for submission to the Board of Governors.
Compile accident data.
Represent the interests of the University at meetings of bodies whose activities may influence health, safety and environmental issues at the University.
Appraise effectiveness of the University’s Health & Safety Policy.
Provide effective liaison with Trades’ Union Safety Representatives and external safety services and specialists.
Liaise with relevant enforcement agencies and co-ordinate their visits and inspections.
Support and advise Faculty/School/Service Safety Advisers in the execution of their duties.
Maintain a database of safety information and guidance.
Carry out other such health, safety and environmental duties that may be assigned by the University.
Faculty/School/Service Health & Safety Advisors
Deans/Directors will appoint Departmental Health and Safety Advisers, to advise on how to implement the University’s health and safety policies and the departmental health and safety rules. Deans/Directors are to ensure Departmental Health and Safety Representatives are competent and receive adequate training to fulfil their duties.
The Representative should have an overall appreciation of the requirements of the Health and Safety at Work etc. Act 1974 and any other statutory or local requirements specific to the work carried out in the Department. If no appointment is made, the Dean/Director is responsible for implementation of health and safety procedures.
The role of the Departmental Health and Safety Representatives is advisory and does not carry executive responsibility for health and safety within the Department. Departmental Health and Safety Representatives are to advise Deans/Directors on Safety Policy Arrangements, including Risk Assessments and the measures they must implement to comply with them, the training requirements, and the monitoring arrangements
The duties will be to:
Monitor to ensure that accidents have been investigated and that the University's accident investigation report form has been completed.
Be fully familiar with the University’s health and safety policy and the Faculty/School/Service codes of practice/operating procedures.
Identify unhealthy or unsafe work conditions/practices and advise on remedial action as necessary.
Advise the Dean/Director and other colleagues (as appropriate) on health and safety matters.
Represent the Faculty/School/Service on the University's Health & Safety Committee.
Liaise with the Head of Health, Safety & Environmental Services.
Monitor the effectiveness of health and safety induction and training programmes to ensure that they meet the needs of the Faculty/School/Service.
Receive and advise, as appropriate, on health and safety information circulated from time to time.
Foster and promote the development of safe working practices within the Faculty/School/Service.
Monitor to ensure that high standards of housekeeping and fire safety standards are maintained.
Co-ordinate health and safety inspections and monitoring activities and advise the Dean/Director and other colleagues of any remedial actions required as necessary.
Monitor that sufficient PPE (Personal Protective Equipment) is available and used.
Liaise with the Dean/Director and other appropriate managers through the Faculty/School/Service Health & Safety Group to formulate an annual health and safety 'Action Plan' for submission to the University Health & Safety Committee upon request.
Assist the Head of Health, Safety & Environmental Services in the execution of health and safety audits.
Review and revise the Faculty/School/Service codes of practice, rules and routines biennially.
Coordinate risk assessment activities.
Ensure that formal records of health and safety activities are maintained as appropriate or required under any relevant statutory provision eg risk assessments.
Monitor that plant, equipment or processes are being maintained as required by relevant statutory provision and report any unsatisfactory conditions to the Dean/Director.
Arrange planned and systematic workplace inspections to be carried out on an annual basis and keep records.
Carry out other such duties as may be assigned by the Dean/Director.
The Dean/Director cannot relinquish any of their health and safety responsibilities with the appointment of a Departmental Health and Safety Representative.
Specialist Health & Safety Advisors
Faculties will be responsible for appointing/nominating specialist Health & Safety Advisors to coordinate and oversee standards of protection when undertaking work in connection with the following:
Microbiological Agents
Ionising radiation materials/sources within the provisions of the Ionising Radiations Regulations 1999.
Lasers
Microbiological Safety Advisor (currently based in Faculty of Health & Sciences)
The duties will be to:
Provide professional advice to the University on matters of biological health and safety.
Follow a programme of continued professional development so that professional expertise is maintained.
Liaise with appropriate staff in connection with the implementation of policy/codes of practice in relation to biological health and safety.
Co-operate with the University’s Occupational Health Service in relation to health surveillance and monitoring where necessary.
Liaise with the Head of Health, Safety & Environmental Advisor as appropriate.
Advise on:
Waste Disposal
Design of biological work areas
Preparation of schemes of work, codes of practice and specific local rules
COSHH assessments
Management of any legionella risk
Acquisition of any required licenses or authorisations
Establishment of a health and safety committee for genetic modification where required.
Maintenance of appropriate records as required by the ‘Genetically Modified Organisms’ (contained use) Regulations 2000 or any other statutory provision (if applicable).
Oversee and co-ordinate the provision of biological health and safety training and maintaining an ongoing awareness of health and safety responsibilities.
Undertake or assist with periodic inspections of University premises where a biological health and safety input is required.
Audit and monitor the Faculty/School’s biological health and safety arrangements.
Investigate any microbiological emergency or accident and instigate remedial action as appropriate.
Carry out other such health and safety duties that may be assigned by the University.
Radiation Protection Advisor (If conducting work within the scope of the Ionising Radiations Regulations 1999)
The duties will be to:
Be fully familiar with the University’s health and safety policy and with relevant statutory provisions relating to radiation protection.
Provide advice to members of the Faculty/School on matters of radiation protection.
Follow a programme of continued professional development so that professional expertise is maintained.
Provide advice to the Dean on the formulation and revision of policy and procedures in relation to radiation protection.
Liaise with the Head of Health, Safety & Environmental Services on radiation matters as appropriate.
Conduct or co-ordinate systematic inspections to identify unsafe or unhealthy conditions or work practices and take remedial action as appropriate.
Investigate and report all accidents involving radiation.
Disseminate radiation protection information to appropriate staff and students.
Ensure that new members of staff involved in radiation protection receive adequate information, instruction and training.
Liaise with internal or external radiation protection specialists as necessary.
Determine the areas of activity which require specific control and supervision.
Carry out area monitoring to determine exposure levels as appropriate.
Advise on storage, distribution and disposal of radioactive substances in accordance with Environment Agency licensing criteria.
Carry out other such radiation protection duties as may be assigned by the University.
Faculty/School Laser Safety Advisor
The Dean of any Faculty/School where lasers are used must appoint a Faculty/School Laser Safety Advisor to be responsible for the supervision and safe operation of lasers within the Faculty/School. He/she will ensure that:
All lasers, except low power class 1 are registered with the Faculty/School Laser Safety Supervisor.
All lasers are labelled in accordance with the CVCP (now Universities UK) guidance notes.
Schemes of work are drawn up where necessary for the safe operation of lasers. These will generally be required when using class 3B and class 4 lasers and the beam path is not totally enclosed.
All personnel intending to work with class 3A lasers or above are registered to work with lasers.
All registered laser workers receive copies of local rules and relevant schemes of work and are informed of the arrangements relating to eye examinations.
All registered laser workers receive training in the safe use of lasers.
Laser safety goggles are provided for all work with class 3B and class 4 lasers where the laser beam is not totally enclosed.
Under graduates work with the minimum power laser practicable and that they operate under formal schemes or work.
Personal Responsibilities: All Staff
University staff at every level have a responsibility for looking after their own health and safety and that of others who may be affected by their acts or omissions. To this end, members of staff have the following specific responsibilities for:
Conducting themselves in a manner conducive to their own safety and health and the safety of others.
Fulfilling the contents and spirit of the University Health & Safety Policy to the best of their ability.
Cooperating with the University in complying with statutory obligations and approved codes of practice.
Undertaking any health and safety training which is deemed necessary to secure the health, safety and welfare of themselves or others.
Only using machinery, plant or equipment which they have been trained to use in the manner for which they were designed and in accordance with the appropriate safety precautions.
Reporting all defects in plant and equipment through Faculty/Service channels.
Reporting all defects in procedures or systems of work which it is believed may cause injury or ill health.
Reporting all accidents and incidents immediately whether injury has been sustained or not, by completing the University’s Accident Report Form.
Complying with all local and University health and safety policies and procedures and with the arrangements in place to control health and safety risks.
Ensuring that the highest standards of house-keeping are maintained in their workplace.
Demonstrating their personal commitment to safety, health and environment through adoption of best practice and encouraging those whom they supervise to do the same
Staff should ensure that members of the public who are visiting their work are made aware of any appropriate health and safety requirements and that adequate procedures are in place to ensure their visitor’s safety during building evacuation, or other reasonably foreseeable emergency that may arise.
An employee who fails to take reasonable measures to protect the health and safety of himself/herself and that of others or fails to comply with the general duties and procedures outlined in this document may be subject to the University’s disciplinary procedures.
Academic & Technical Staff
Academic and Technical staff hold the following responsibilities in addition to those general health and safety responsibilities for all staff shown above.
Universities have a legal duty to provide ‘such supervision as is necessary’ to ensure the health and safety of both postgraduate and undergraduate students. When dealing with postgraduate students it is important to understand that this duty cannot be discharged by relying solely upon a student’s status or perceived competence.
Academic staff, permanent, part-time and visiting, have an additional level of responsibility for ensuring the health and safety of the students who work and study under their direction and supervision. This includes:
Satisfying themselves that the risks to health and safety arising from activities undertaken and equipment, materials, facilities etc used by students have been addressed so far as is reasonably practicable.
Ensuring that they and their students are fully aware of the risks to health and safety associated with the academic activities under their control, the protection and prevention measures in place and any relevant emergency procedures.
Checking that the student is following the agreed procedures.
Ensuring that students are evacuated promptly from teaching areas in the case of emergency evacuations using the appropriate routes.
Demonstrating their personal commitment to safety, health and environment through adoption of best practice and encouraging those whom they supervise to do the same.
It is a statutory duty that competency requirements for all staff are identified and that they receive the necessary information, instruction and training to carry out their duties in a way that does not endanger themselves or others.
Students
The attention of all students of Staffordshire University is drawn to their legal responsibility, under section 8 of the Health and Safety at Work etc Act 1974, not to interfere with or misuse anything, any objects, structures or systems of work, provided by Staffordshire University in the interests of health and safety.
Students should:
Report any accident at work which results in personal injury or ill health, however minor and every dangerous occurrence, including fire, using the approved reporting mechanisms.
Report ‘near miss’ incidents which have the potential to cause injury or ill health, using the approve form.
Notify the Head of Health, Safety and Environmental Services when suffering from a disease or medical condition which may be caused by, or made worse by, work activities (this information will be treated as confidential).
Not proceed with any activity if they feel it poses a threat to their health and safety, or to that of others;
Report any unsafe or unhealthy working conditions, or suspected faults in buildings, building fabric, or in any equipment, to the Head of Faculty/School, without delay.
Any member of staff or any student may contact Health, Safety and Environmental Services for advice and guidance.
