Active Monitoring Procedure

Transcription

1 Active Mnitring Prcedure Apprved By Head f OHES Effective Date July 2017 Date Apprved July 2017 Status Live Owner OHES Impact Assessed Yes Versin 3 Review Date July 2019 Issued t All Staff All Students Issued by Web

2 The Rbert Grdn University Health and Safety Active Mnitring f Health and Safety Standards Backgrund and Ratinale The Arrangements sectin f the University s Health and Safety Plicy states: All aspects f the University s undertaking are subject t detailed health and safety audits. These are prgrammed and carried ut accrding t separately detailed prcedures and prtcls. Heads f Schls, Departments and subsidiaries are respnsible fr ensuring each wrkplace is inspected regularly and that the utcmes are recrded using the current frm, and necessary imprvements are priritised and actined. In 2006, fllwing full cnsultatin with staff and management via the frmer Occupatinal Health and Safety Frum, it was agreed that we wuld mve away frm a rtatinal audit system whereby all Schls and Departments are audited at the same frequency and at the same depth. It was agreed that this wuld be replaced with a system targeted at fur levels full institutinal management system audit; audit f each Schl and Department at a frequency based n hazard level; audit f issues and tpics; and regular self-inspectin by each Schl and Department This prcedure gives effect t the abve aims, and describes the arrangements t be fllwed. Purpse This prcedure has tw main aims: firstly, it describes the health and safety inspectin system t be adpted, implemented and maintained at Schl and Department level; and secndly it describes an audit system whereby all parts f the rganisatin will be scheduled fr a regular detailed audit at a frequency determined by the perceived risk. Scpe and Definitins This prcedure applies t all parts f Rbert Grdn University, and t all f its Schls, Departments and Subsidiaries. It des hwever apply in different ways depending upn the risk

3 categry. Heads f Schls and Departments shuld therefre familiarise themselves with the fllwing definitins: High Hazard areas are areas with high levels f labratry and machinery usage and areas in which temprary hazardus wrk is carried ut, e.g. cnstructin, ne-ff prjects, marquee erectin and degree shws. Medium Hazard areas are areas with less significant levels f labratry and machinery usage and thse that regularly have public events r custm Lw Hazard areas are areas where nly lw hazard tasks are undertaken, with n hazardus equipment. This includes ffice activities, meetings and lecturing.

4 Fr the purpses f this prcedure, all Schls and Departments have been assigned a hazard rating and lcatin based n the mst hazardus f their activities: High Hazard Schls/Departments Medium Hazard Schls/Departments Lw Hazard Schls/Departments Gray s Schl f Art (Gray s Schl f Art) Sctt Sutherland Schl f Architecture and Built Envirnment (SIWB Phase 2) Schl f Cmputing Science & Digital Media (SIWB Phase 1) Schl f Pharmacy and Life Sciences (SIWB Phase 1) Clinical Skills Centre (HSC Building) Academic Administratin (Admin Building) Schl f Engineering (SIWB Phase 1) Schl f Health Sciences (HSC Building) Schl f Applied Scial Studies (HSC Building) Estates: Grunds (Grunds Yard & Grunds) RGU: SPORT (RGU: Sprt) Admissins / Student Recruitment (Admin Building) Gatehuse Design & Print Cnsultancy (The Gatehuse) Gvernance & Academic Quality (CSB) Student Unin (RGU: Sprt) Estates: Administratin (CSB) Marketing (Admin Building) Human Resurces & Organisatinal Develpment (CSB) Estates: Maintenance & Prjects (CSB) Finance & Prcurement (CSB) Estates: Facilities (CSB) DELTA (ICRGU Building) Estates: Catering & Accmmdatin (CSB) Library Services (SIWB Phase 1) IT Services (ICRGU Building) Business & Enterprise Services (Admin Building) Student Life (HSC Building) Aberdeen Business Schl (ABS Building) Schl f Creative and Cultural Business (ABS Building) The Law Schl (ABS Building) Oil & Gas Institute (O&G Institute Building) Schl f Nursing and Midwifery (HSC Building) Advancement (Alumni, Cmmunicatins, Fundatin, Strategy, Planning and Plicy Develpment (including Infrmatin Gvernance)) (Garthdee Huse, GHA, Kaim Huse, Admin Building, West Ldge)

5 Actins Inspectin Inspectins shuld be practively planned, and shuld appear n the Schl/Departmental Annual Health and Safety Plan. Inspectins shuld be carried ut internally i.e. by a representative f the management f the Schl r Department t be inspected. Any request by a Trade Unin Health and Safety Representative (made t the Head f Schl r Department) t be included in a specific inspectin shuld be accmmdated where reasnably pssible. All lw-hazard areas f Schls and Departments shuld be thrughly inspected nt less ften than six-mnthly using the apprpriate frm. All medium-hazard areas f Schls and Departments shuld be thrughly inspected nt less ften than quarterly using the apprpriate frm. All high-hazard areas f Schls and Departments shuld be thrughly inspected nt less ften than quarterly using the apprpriate frm. High hazard temprary wrks will be inspected at a frequency determined by the Head f OHES. Cmmn areas, e.g. cmputer labs, lecture theatres and tilets are the respnsibility f, and are inspected during the curse f rutine ccupatin by, the Estates and Prperty Services Department. The fabric f Buildings and external areas will be inspected by peridic cnditin surveys undertaken by the Estates and Prperty Services Department. Areas that are under the cntrl f RGU s cntractrs shuld be inspected by the Schl r Department that arranged the cntract. Any defects shuld be discussed in the first instance with the ccupants r users f the area being inspected. If defects can be rectified in situ, this shuld be dne and the actin nted n the frm. The reprt shuld be submitted, tgether with any recmmendatins fr imprvement, t the Head f Schl r Department wh will decide n the recmmendatins and prvide feedback t all stakehlders. All inspectin frms shuld be kept fr a minimum f three years fr audit purpses.

6 Full System Auditing The applicatin f Rbert Grdn University s health and safety management system will be audited at least every tw years by an in-depth audit using the university insurer s system. Findings f the audit will be agreed with the nminated Health and Safety Directr and published as fllws: Executive Health and Safety Cmmittee Detailed Internal Auditing All audits will be perfrmed by r n behalf f the Occupatinal Health and Envirnmental Safety Department. All high hazard Schls and Departments will be audited annually. All medium hazard Schls and Departments will be audited biennially. All lw hazard Schls and Departments will be audited every three years. All audits will include in their scpe all relevant subject areas listed in the Arrangements fr Health and Safety Management part f the Health and Safety Plicy, viz: Suitability f and perfrmance against the lcal Health and Safety Plan Cmmunicatin and cnsultatin Risk Assessment Health and Safety Cmpetency Investigatin and reprting Reactive respnse and clsure f health and safety actins In additin, the Occupatinal Health and Envirnmental Safety Department will preset crprate pririty tpics n an annual basis. Where relevant t the Schl r Department being audited, these tpics will be included autmatically in the scpe f the audit.

7 The auditr will agree with the Head f Schl r Department the scpe f the audit. Additinal lcal issues can be added t the scpe f the audit. This prcess will invlve relevant staff and/r their Safety Representatives. The Head f Schl r Department will ensure that all key peple and facilities are available during the audit. The findings f the audit and the pririty t be given t imprvements will be agreed with the Head f Schl r Department. The audit reprt will be published, with cpies as fllws: Head f Schl r Department Health and Safety Crdinatr Members f the Health and Safety Cmmittee Directr r Vice-Principal (Departmental audits nly) Nminated Health and Safety Directr The Head f Schl r Department will agree an actin plan t effect the imprvements agreed fllwing the audit, and ensure its implementatin. This actin plan will be presented t and must be accepted by the Health and Safety Cmmittee. Prgress n all issues will als be mnitred by the Health and Safety Crdinatr, r the Occupatinal Health and Safety Adviser as apprpriate, and reprted t the Health and Safety Cmmittee until clsure. Audit f Special Risks Disciplines fr which there are specific cmpetencies, separate regulatins r cdes f practice, r fr which specialist arrangements are in place will be subject t a specialist audit. Special risks currently include: Radigraphy Laser safety Wrkplace Transprt Cntrl f leginella Asbests

8 Where specialist knwledge is required t perfrm an audit, this will be perfrmed by an external expert. Hwever, the arrangements and perfrmance f the cntract will be subject t an internal annual review. All ther disciplines will be audited internally by the Occupatinal Health and Envirnmental Safety Department. Audit reprts will be published and actined in the same way as thse fr general audits, with the clse invlvement f the relevant line manager r supervisr. Respnsibilities Head f Schl/Department Heads f Schls and Departments are respnsible fr: Planning inspectins n a practive basis and including them in their Health and Safety Plan. Ensuring inspectins are carried ut timeusly by an apprpriately cmpetent and resurced persn. Accmmdating reasnable requests by Trade Unin Health and Safety. Representatives fr inclusin in the inspectin prcess. Deciding n an apprpriate curse f actin t deal with recmmendatins in inspectin reprts and prviding feedback t all stakehlders. Jintly with the Auditr, agreeing the scpe f the audit, ensuring that current crprate pririties and cncerns f stakehlders are cnsidered. Facilitating the audit by arranging times when key persnnel and facilities will be available. Agreeing the terms f the final reprt with the Auditr. NB, if agreement cannt be reached this must be reflected in the audit reprt. Agreeing an actin plan pursuant t the audit reprt. Presenting an actin plan fr reslving high pririty issues that is acceptable t the H&S Cmmittee. Implementing the agreed actin plan.

9 Inspectr Inspectrs, i.e. thse charged with carrying ut inspectins, are respnsible fr: Recrding the inspectin n the apprpriate frm (i.e. fr high, medium r lw hazard areas as apprpriate). Remedying thse defects that can be remedied at the time f inspectin. Making recmmendatins fr imprvements t the Head f Schl r Department. Prject Manager/Prject Leader Thse respnsible fr temprary prjects are respnsible fr all aspect f the health and safety f staff, students r thers invlved in r wh may be affected by thse prjects. This includes inspectin. Prject managers and leaders therefre take n the respnsibilities f Head f Schl/Department and/r Inspectr as apprpriate. Managers Wh Emply Cntractrs Where a cntract is awarded which assigns respnsibility t the cntractr fr the safe maintenance f an area, the manager awarding the cntract is respnsible fr ensuring apprpriate inspectins are carried ut. Head f OH&ES The Head f the Occupatinal Health and Safety Department is respnsible fr: Ensuring a full system audit f the University is carried ut every tw years. Publishing all audit reprts and their synpses in an apprpriate manner. Ensuring detailed internal audits are planned fr all parts f the University. Keeping the hazard categry f each Schl and Department under review and ensuring it remains apprpriate. Health and Safety Cmmittee The Health and Safety Cmmittee, via the Vice-Principal (Crprate Operatins) as Chair, is respnsible fr making reprts and recmmendatins in the fllwing areas specific t audit: Recmmending crprate health and safety pririty tpics fr audit each year. Escalating significant unreslved cncerns re adequacy f r clsure f actins fllwing audit.

10 Auditr The persn carrying ut r leading the audit is respnsible fr: Jintly with the Head f Schl r Department, agreeing the scpe f the audit, and ensuring that current crprate pririties and cncerns f stakehlders are cnsidered. Agreeing the terms f the final reprt with the Head f Schl r Department. NB, if agreement cannt be reached this must be reflected in the audit reprt. Health and safety Crdinatr Schl/Departmental Health and Safety Crdinatrs are respnsible fr maintaining recrds f inspectins carried ut in the Schl/Department and assisting the audit prcess. References Health and Safety Management System RGU Health and Safety Plicy Arrangements fr Health and Safety Management Risk Assessment Prcedure Frms Inspectin Frm Lw Hazard Areas Inspectin Frm Medium and High Hazard Areas Inspectin Frm Temprary Wrk Sites