HEALTH AND SAFETY POLICY AND PROCEDURES

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1 HEALTH AND SAFETY POLICY AND PROCEDURES 1

2 Introduction 1. The Health and Safety at Work etc. Act 1974 places a legal duty on the University to prepare and revise as often as may be appropriate, a written health and safety policy and to bring the policy and any subsequent revisions to the attention of all its employees. 2. This document contains details of University policy on health, safety and welfare at work regarding students, employees, visitors, contractors, neighbours and other persons who may be affected by the University s activities. 3. The document is in three parts: - Part I: A statement of the University s policy with regard to health and safety. Part II: The University s management organisation for implementing the policy. Part III: Additional procedures on specific legislative requirements. 4. Where appropriate, this policy will be supplemented by Departmental policies. 5. Specific procedures will be developed where the use of machinery, equipment or materials create significant risks. Such procedures will be formulated at the Departmental level. These will generally: give background information; highlight hazards; specify precautions and training; establish rules for a safe system of work to minimise the risk. 2

3 Health and Safety Policy Statement City University London aims to achieve the highest standards of occupational health and safety for its students and employees in order to provide an excellent environment for learning and working. In achieving these standards, the University Council accepts its obligations under the Health and Safety at Work etc. Act 1974 and other statutory provisions. The Council has delegated the overall executive responsibility for health and safety arrangements to the Vice-Chancellor who, in turn, requires Deans of Schools and Directors of Professional Services to manage health and safety within their Schools and Services. Reporting to the Vice-Chancellor, the Director of Human Resources has executive responsibility for University-wide health and safety management and is required to report regularly on the University s health and safety performance to the Vice-Chancellor and the Council. The University accepts that it has a moral obligation and statutory duty to ensure, as far as is reasonably practicable, the health, safety and welfare at work of all its employees, students and other persons who may be affected by its undertakings. This duty includes: the provision and maintenance of safe plant and systems of work; arrangements for ensuring safe use, handling, storage and transport of substances; the availability of such information, instruction, training and supervision as is necessary to ensure the health and safety at work of all employees and students; the provision and maintenance of a safe working and learning environment for employees and students with adequate facilities and arrangements for their welfare; the establishment of management structures and appropriate resources that allow for the development of a safety culture within the University. The University s duty extends to co-ordinating the activities of employees, students and visitors, including contractors. In order to achieve this, a co-ordinated risk assessment and emergency planning system has been implemented. These arrangements are supplemented by local procedures and specific risk assessments in the University s Schools and Professional Services. In carrying out these statutory duties, the University provides competent advice by employing qualified occupational health and safety practitioners and welcomes full co-operation by recognised trade unions. Employees have a legal duty to take reasonable care of their own health and safety and that of students and fellow employees who might be affected by their acts or omissions. Employees must co-operate, so far as is necessary, to enable the University to fulfil and comply with statutory health and safety obligations. The University expects all members of staff at every level to show high personal standards with regard to health and safety matters and to convey these standards to all colleagues and students. All employees should also be aware that failure to comply with University health and safety Procedures may lead both to disciplinary action by the University and prosecution by the Health & Safety Executive. 3

4 The University welcomes students involvement in all aspects of University life, including creating a safe learning environment. It therefore expects that all students have regard for health and safety procedures and follow instructions provided by their supervisors. Failure to comply with safety procedures may lead to disciplinary action being taken in accordance with the student disciplinary code. The details of the responsibilities and the arrangements for implementing this policy are set out in Part II of the University s health and safety policy and procedures. This document is maintained by the University Safety Manager. This policy and other related procedures are made available to employees and students via the Safety Office Website at A copy of this statement is issued to all members of staff. This is a general statement of the University s policy and must be read in conjunction with the relevant area health and safety statement. Professor Paul Curran Vice Chancellor City University London March

5 PART II - ORGANISATION CONTENTS Section 1 Responsibilities of the University Council 2 Lines of Responsibilities in Health and Safety Management 3 Contractors 2.1 The Vice-Chancellor 2.2 Deans of Schools and Directors of Professional Services 2.3 The Director of Human Resources 2.4 Occupational Health Physician and University Safety Manager 2.5 Safety Liaison Officers and Departmental Safety Liaison Officers 2.6 Responsibilities of Employees and Research Students 2.7 Responsibilities of Students 4 Training and Development 5 Fire and Emergencies 6 Monitoring 7 Health and Safety Consultation and Communication 5

6 1. RESPONSIBILITIES OF THE UNIVERSITY COUNCIL 1.1 The University Council has the overall responsibility for ensuring, so far as is reasonably practicable, the health and safety at work of university employees and students; and other persons, such as visitors or contractors, who may be affected by University activities or the condition of the facilities it provides. 1.2 This responsibility extends to ensuring that: The University s health and safety policy includes the organisation and arrangements for its effective implementation. The policy statement and all supplementary documents are reviewed regularly and in any event not less than once per academic year. Resources are made available: (i) (ii) (iii) To fulfil statutory requirements and prevent risk of injury to students and employees To provide for improvements in the health, safety and welfare at work of its students and employees To set strategies for developing students and employees health and well being. 1.3 The above responsibilities will be determined and monitored by the Vice-Chancellor who will receive an annual progress report from the Director of Human Resources. 2. LINES OF RESPONSIBILITIES IN HEALTH AND SAFETY MANAGEMENT 2.1 RESPONSIBILITIES OF THE VICE-CHANCELLOR The Vice-Chancellor is ultimately responsible to the University Council for the implementation of the University s health and safety policy. The Vice-Chancellor will: Receive recommendations for the development of the University s health and safety policy and practice from the Director of Human Resources. Oversee that appropriate responsibilities for health and safety are properly assigned and accepted at all levels of the University s management structure. Ensure that the Deans of Schools and Directors of Professional Services fulfil their health and safety responsibilities. Determine the strategy and resources for promotion of health, safety and personal wellbeing amongst the University employees and students and make recommendations to the University Council. (e) Ensure health and safety performance is monitored and a safe learning and working environment is provided for students and employees. 6

7 (f) Ensure that this policy is revised annually and the subsequent revisions are brought to the attention of the University s employees and students. 2.2 RESPONSIBILITIES OF THE DEANS OF SCHOOLS AND DIRECTORS OF PROFESSIONAL SERVICES Deans and Directors of Professional Services are responsible for implementing the University s health and safety policy within their area of responsibility. In particular each Dean and Director will: Ensure appropriate procedures are formulated and implemented within their area of responsibility and ensure employees and students are provided with appropriate training to work and study safely. Ensure health and safety risks are properly assessed and adequate control measures are in place to manage the identified risks. Allocate resources to implement the control measures identified by the risk assessments. Ensure risk assessments and control measures are regularly monitored and revised and any subsequent revisions are brought to the attention of staff and students affected by the risks. In addition, each Dean and Director will, as far as is reasonably practicable: Co-ordinate departmental wide health and safety issues and lead by example. Appoint appropriate numbers of Safety Liaison Officers and Departmental Safety Liaison Officers to provide competent assistance in implementing the University s health and safety management system on their behalf. Afford such assistance and information as is required by the University Safety Manager to ensure effective implementation of this policy. 2.3 RESPONSIBILITIES OF THE DIRECTOR OF HUMAN RESOURCES The Director of Human Resources is the nominated University Executive Team with responsibility for health and safety and will be responsible for: (e) Making recommendations to the Vice-Chancellor and the Council on health and safety policy and practice. Monitoring progress on health and safety performance. Revising the policy and bringing subsequent revisions to the attention of University employees and students. Agreeing a framework for employees health and safety training. Leading on consultation with the Union Representatives and chairing the Joint Health and Safety Consultative Committee. 7

8 (f) Ensuring that the Occupational Health and Safety Service is suitably resourced to enable the University to provide a safe and healthy environment for students and employees. 2.4 RESPONSIBILITIES OF THE OCCUPATIONAL HEALTH PHYSICIAN AND THE UNIVERSITY SAFETY MANAGER The Occupational Health Physician, for health matters, and the University Safety Manager, for safety matters, are responsible to the Director of Human Resources for the effective implementation of this policy in all University premises and venues utilised by the University. In particular they will: (e) (f) (g) (h) (i) Advise on the interpretation of legal requirements and measures necessary to ensure the University meets its legal responsibilities and provides a safe working environment for its students and staff. Carry out annual reviews of this policy and associated documentation and bring the changes to the attention of the Director of Human Resources. Develop policies and standards in relation to occupational health and safety and communicate them to the Deans of Schools and the Directors of Professional Services. Develop the requirements for safe systems of work and accident prevention. Lead at corporate level liaison with trades union representatives on health and safety matters and facilitate meetings of the Joint Health and Safety Consultative Committee. Advise and assist Safety Liaison Officers to enable Deans and Senior Managers develop and implement a risk assessment strategy to ensure occupational health and safety risks to students and employees are assessed and adequately controlled. This will include developing a framework for self-assessment and monitoring health and safety performance in Schools and Professional Services. When required, provide advice on occupational health and safety aspects of emergency planning measures to ensure the health and safety of staff and students in the event of emergencies. Work closely with the Director of Property and Facilities to ensure University buildings are maintained in a safe and healthy condition. In conjunction with the Leadership and Staff Development Unit, devise and implement a University wide health and safety training programme. In addition to the above, they will: Maintain copies of relevant regulations, standards and other advisory literature and disseminate these to Safety Liaison Officers as appropriate. Plan and implement an inspection and audit programme for all University premises and other accommodation used by the University. 8

9 (e) (f) (g) (h) (i) Maintain accident records and report the findings of accident analyses to the Director of Human Resources, the Joint Health and Safety Consultative Committee and the Safety Liaison Officers Forum. Report accidents to the Health and Safety Executive within the time frame defined in the Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 1995 (RIDDOR). Devise and implement health awareness programmes for employees. Liaise with relevant external bodies such as the Health and Safety Executive, Universities Safety and Health Association and the Local Fire Authority. Assist the Deans and Directors in assessing priorities and formulating proposals for improvements in health & safety performance. Prepare an annual progress report for the Director Human Resources for submission to the Audit and Risk Committee and the Council. Ensure fire risk assessments are carried out, reviewed regularly and control measures are effectively monitored. 2.5 RESPONSIBILITIES OF SAFETY LIAISON OFFICERS AND DEPARTMENTAL SAFETY LIAISON OFFICERS Safety Liaison Officers and Departmental Safety Liaison Officers provide health and safety advice to Deans and Directors of Professional Services. In providing this advice they will: Assist managers to produce for their area of responsibility a written statement of local arrangements, bringing this to the attention of relevant employees and students. Ensure new staff receive health and safety induction within the first week of appointment. Assist managers in carrying out risk assessments and instigating measures to remove potential hazards or reduce the level of risk. This may be undertaken jointly with the University Safety Manager. Where appropriate, assist colleagues to embed health and safety measures in Schools and Professional Services to ensure students carry out their work safely and are provided with a safe working environment. (e) Keep abreast of changes in the University s procedures and arrangements. (f) (g) Carry out termly self-assessment by inspecting the areas under their jurisdiction and keeping a record of the significant findings. Investigate accidents and near misses and take steps to prevent recurrence. They must also report accidents to the University Safety Manager in accordance with the University procedures. 9

10 (h) (i) (j) (k) (l) (m) Ensure employees and students are aware of first aid facilities and fire precaution arrangements. Ensure equipment purchased by the department meets the relevant BSI or EC standards, is maintained in accordance with the manufacturers instructions and employees and students are trained and supervised appropriately to use the equipment without risk to their health and safety. Assess training needs of both new and existing employees, arrange relevant training and provide training records to the Leadership and Staff Development Unit. Provide the Safety Office with information requested in preparation for their areas audits and accident investigation. Seek assistance from the Safety Office to implement the above. Escalate health and safety issues to their line managers and their departmental health and safety committee and attend Safety Liaison Officers forums. 2.6 RESPONSIBILITIES OF EMPLOYEES AND RESEARCH STUDENTS All employees and research students must familiarise themselves with health and safety procedures appropriate to their area of activity. Failure to comply with this policy may lead to disciplinary action being taken. The University expects employees and research students: (e) (f) (g) To take reasonable care of their own health and safety and that of others, such as students and colleagues, whilst at work. To assess health and safety risks affecting students and provide them with instructions and supervision to carry out their tasks safely. Significant findings of such assessments must be recorded in accordance with the University s Risk Assessment Procedure. To seek advice from Safety Liaison Officers or the University Safety Manager when they are uncertain about the safety implications of the activities they organise for students. To co-operate with their line manager to the extent that is necessary for them to fulfil their health & safety responsibilities. Not to interfere with or misuse items provided for health and safety and to use equipment or safety devices, in accordance with the training or instructions provided. To inform their line manager or Safety Liaison Officers or Departmental Safety Liaison Officers of situations which they consider present a danger to health and safety of themselves, students or others. To report accidents/incidents to the Safety Liaison Officer or Departmental Safety Liaison Officer without delay in line with the accident/incident procedure. 10

11 2.7 RESPONSIBILITIES OF STUDENTS The University takes safety seriously and has systems in place to carry out regular checks in order to ensure students health and safety is not compromised. The University expects that all students will play an active role in managing health and safety risks by: Following instructions provided by University staff either as part of their induction or as part of specific academic programmes; Making use of items provided for health and safety reasons; Reporting incidents and shortcomings in health and safety to their supervisors, the reception staff or the University Safety Office. Considering health and safety risks prior to undertaking practical activities and discussing them with their immediate supervisor. Failure to comply with the University s health and safety policy may lead to disciplinary action being instigated under the Student Disciplinary Code. 3. CONTRACTORS The University has a legal responsibility to ensure contractors who provide a service to the University, do so without endangering employees and students. In addition, the University is obliged to inform contractors of any foreseeable risks that may affect them whilst on University premises. Colleagues who employ contractors should ensure contractors are competent to carry out the work safely. They should consult the Safety Office prior to work commencing, so that the contractor s health and safety performance can be evaluated and standards maintained. Where work is required to be carried on the fabric of the buildings or any fixed installations, colleagues must do so via Property and Facilities. The University has a specific procedure for managing contactors. Colleagues who employ contractors must refer to this procedure. The procedure is available on the Safety Office website. The University Safety Manager and colleagues responsible for a contract will monitor contractors activities to ensure work is carried out safely. The University Safety Manager reserves the right to cease any activities posing imminent danger. 4. TRAINING AND DEVELOPMENT All employees will receive a copy of the University s health and safety policy statement as part of their contract of employment. All students will receive a copy of the student handbook at the beginning of their course. These documents will provide general health and safety information and will form the basis for the initial health and safety induction of staff and students. Deans and Directors of Professional Services are responsible for evaluating training requirements for their Schools and Services through risk assessments and ensuring that health and safety is part of local induction for staff and students. Deans and Directors of Professional Services should ensure their staff possess appropriate expertise and skills to undertake their tasks safely. They should include 11

12 staff training needs in their individual personal development plan and ensure the required training is provided. The Leadership and Staff Development Unit in conjunction with the University Safety Manager will devise and implement a health and safety training programme and bring this to the attention of all staff. 5. FIRE AND EMERGENCY PROCEDURES Deans and Directors of Professional Services with the assistance of Safety Liaison Officers are responsible for communicating fire precaution procedures to staff and students within their Schools and Services. To achieve successful evacuation during an emergency they must ensure the procedures are understood and there are adequate numbers of fire wardens during working hours. Special consideration should be given to emergency evacuation of people with disabilities. A specific fire safety policy is in place. Deans and Directors of Professional Services must implement the policy within their Schools and Services. 6. MONITORING The following system is in place to monitor the implementation of this policy: Regular health and safety audits and inspections by the Safety Office. This will entail regular visits to all establishments where University activity takes place Regular self-assessment and monitoring by Safety Liaison Officers at departmental level. The Occupational Health Physician and the University Safety Manager will prepare and submit an annual performance report to the Audit and Risk Committee. 7. HEALTH AND SAFETY CONSULTATION AND COMMUNICATION City University is committed to consulting with its students and employees on health and safety matters. The Joint Health and Safety Consultative Committee (JHSCC) is the main forum for health and safety consultation and is established as a sub-group of the Joint Consultation and Negotiation Board (JCNB). The JHSCC functions under the following terms of reference: The JH&SCC is established to secure and maintain the co-operation of staff and students in instigating, developing and carrying out measures to ensure the health and safety at work of the employees and students. The composition and functions of the Joint Committee shall incorporate the general principles of the Health and Safety at Work etc. Act 1974, the requirements and advice of the Safety Representatives and Safety Committee Regulations 1976 and the accompanying Code of Practice and Guidance Notes. The core business of the JH&SCC will include: 1. The study of accident and notifiable disease statistics and trends, so that reports can be made to the management the Director of Human Resources on unsafe and unhealthy conditions and practices, together with recommendations for corrective action; 12

13 2. Examination of safety audit reports from University Schools and Professional Services and the University Safety Office; 3. Consideration of reports and factual information provided by the enforcing authority appointed under the Health and Safety at Work Act; 4. Consideration of reports which safety representatives may wish to submit; 5. Assist in the development of work safety rules and safe systems of work; 6. Consideration of the effectiveness of the content of employee training; 7. Provide advice on the adequacy of the measures taken to communicate and publicise relevant safety and health information throughout the University. The purpose of studying accidents is to stop them happening again; it is not the Committee s business to allocate blame. The Committee will be consulted on: Any new measure that may affect the health and safety of employees Any health and safety information that the employer must provide the staff The planning and organisation of any health and safety training for employees required by law The health and safety consequences of any new technology introduced Committee Membership and Representation The membership of the JH&SCC will be as follows: Unions two Universities and Colleges Union, two Unison and one Amicus representatives President of the Students Union General Manager of the Students Union University management University Executive Team Three representatives. (e) University Occupational Health Physician (ex-officio) (f) University Safety Manager (ex-officio) (g) In addition, the exceptional attendance of other University Staff management or regional officers may be permitted by the Chair for specific agenda items. Frequency of Meetings The JH&SCC will meet twice per academic year. Special or additional meetings may be called at the discretion of the Chair if requested by any member of the Committee. In addition, consultation may take place via electronic mail if deemed necessary by the Chair. The Committee will be considered quorate if at least 50 per cent of the Committee and at least two Union Representatives are in attendance. Chair The meetings of the Committee will be chaired by the Director Human Resources, who is a member of the University Executive Committee. The role of the Chair will be to facilitate the meetings and to brief the Vice Chancellor the University Council on matters relating to health and safety. Servicing The Safety Office will service the meeting. Minutes shall be circulated to all Committee members as soon as possible after each meeting and corrections notified to the Safety Office within five days. Confirmed minutes will be circulated to members of the JHSCC, Deans and directors of Professional Services and 13

14 Departmental Safety Liaison Officers. A copy of the minutes will also be posted on the Safety Office web space. Reporting Lines The minutes of the JH&SCC will be reported to the next relevant JCNB. Union Safety representative Union safety representatives have the following functions: (e) (f) (g) To investigate potential hazards and dangerous occurrences at the workplace (whether or not they are drawn to their attention by the employees they represent) and to examine the causes of accidents at the workplace; To investigate complaints by any employee they represent relating to that employee s health, safety or welfare at work; Make representation to the employer in respect of the above; To carry out inspections in accordance with the Safety Representatives and Safety Committees Regulation 1977; To represent the employees they were appointed to represent in consultations in the workplace with inspectors of the Health & Safety Executive or any other enforcing authority; To receive information from inspectors in accordance with section 28(8) of Health and Safety Work etc Act 1974; To attend meetings of safety committees where they attend in their capacity as a safety representative in connection with any of the above functions Union Safety representatives shall be permitted time off to perform duties and train without reduction in pay. Union Safety representatives do not assume legal responsibilities if they agree, accept or do not object to a course of action taken by an employer to deal with a health and safety hazard. The legal responsibility for managing health and safety rests with the University as outlined above. Part Three Procedures on specific legislative requirements The following is a list of the University s health and safety procedures. The aim of these procedures is to provide guidance for compliance with legal requirements. Health and Safety Procedures Health and Safety Forms 14

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