Health and Safety Policy UCL Statement of by JoeSouthwick

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									                                        UCL Statement of Safety Policy 2009-2010


LONDON'S GLOBAL UNIVERSITY




                               STATEMENT OF SAFETY POLICY

1          STATEMENT OF INTENT

1.1        UCL aspires to be, and to be acknowledged as, one of the greatest metropolitan
           universities in the world. Accordingly, it is committed to achieving best practice in the
           management of health and safety by assessing and managing risks to health and
           safety and thereby preventing harm to its staff, students, visitors and all those who may
           be affected by all its activities. It aims to meet all relevant statutory requirements and
           continually to improve health and safety performance through processes of review and
           development of its safety management systems. Furthermore, UCL recognises that
           health and safety is a core component of good management practice and is therefore
           committed to this forming an integral part of the way in which UCL’s activities are
           managed and conducted.

1.2        UCL has adopted the safety management principles described in the Health and Safety
           Executive document HSG65, Successful Health and Safety Management as promoted
           in sector-specific guidance on best practice1 and other related guidance from the
           Health and Safety Commission2.

1.3        UCL is committed to achieving the aims of its policy by:-

           •       managing risks to health and safety through processes of risk assessment and
                   risk control;
           •       ensuring that all work activities performed within UCL are performed by persons
                   competent to carry out these activities or persons under appropriate and
                   competent supervision;
           •       managing its facilities to ensure the health and safety of persons using or
                   visiting them;
           •       co-operating and coordinating with other employers with whom it shares a
                   workplace to manage health and safety risks;
           •       consulting employees’ representatives for health and safety through the Safety
                   Committee;
           •       continually improving performance through inspection, audit and review
           •       planning for the management of, and recovery from, any major incident3 that
                   could severely disrupt normal operation;
           •       maintaining and making available approved policies, arrangements and
                   guidance relating to safety at the Safety at UCL website
                   http://www.safety.ucl.ac.uk

1.4        The UCL Statement of Safety Policy shall be reviewed, revised where appropriate, and
           re-authorised annually by Council and the President and Provost.




1
    "University health and safety management code of best practice" (UCEA, 2001)
2
    "Managing health and safety aspects of research in higher and further education" (HSC, 2000)
3
    Information on emergency planning can be found at http:/www.ucl.ac.uk/emergency-planning/.
                                      UCL Statement of Safety Policy 2009-2010


2       MANAGEMENT SAFETY RESPONSIBILITIES

2.1     The President and Provost

        The President and Provost, in his capacity as UCL’s Chief Executive Officer, is
        responsible to UCL Council for the manner in which all of UCL’s activities are
        conducted; this includes the management of health and safety. The Chair of Council
        and the President and Provost shall authorise this UCL Statement of Safety Policy and
        the arrangements made under it. The President and Provost shall satisfy UCL Council
        that the Policy has been adequately implemented by Heads of Departments.

2.2     Heads of Department (Institutes, Divisions, etc.)

        Heads of Department are responsible to the President and Provost for the safe
        management of all work under their authority. They are responsible for and take a lead
        in:
            • the preparation, annual review and authorisation of a Departmental Statement
              of Safety Policy (DSSP)4 which must include the arrangements specific to each
              department for managing health and safety and must be freely available for
              inspection within the department;
            • ensuring the allocation of the necessary resources to implement the DSSP
              including the appointment of Departmental Specialist Officers;
            • the planning, implementation, monitoring and review of measures to control risk
              arising from the activities of their department
            • ensuring that all persons who may be affected by the department’s activities
              understand the arrangements for health and safety;
            • ensuring all new members of staff and full-time postgraduate research students
              complete the health and safety induction requirements and that subsequent
              training needs to ensure health and safety are met;
            • ensuring all activities undertaken on behalf of UCL are carried out by, or
              supervised by, competent people who have the necessary authority to meet
              their responsibilities;
            • ensuring adequate supervision of all students and visitors to UCL;
            • the identification of activities critical to their business continuity and preparation
              of plans to minimise the impact of a major incident, in conjunction with the
              overall UCL plan.

2.3     Departmental Managers and Supervisors5

        Departmental managers and supervisors (an inclusive term to describe all those who
        have a duty to manage any aspect of the work activity of the department, whether
        carried out by staff or students) shall be accountable to the Head of Department for the
        health and safety management of the work activities under their control as directed by
        the Head of Department. Their duties include:
            • assessing the risks of the work under their control;
            • ensuring the implementation and maintenance of relevant risk control
                measures;
            • ensuring the provision of suitable information, instruction, training and
                supervision of staff, students and academic visitors under their control taking
                into account the experience and skills of these people.
            • the safe handling and use of hazardous substances and the maintenance of
                safe plant, machinery and equipment;
4
  Copies of the Departmental Statements of Safety Policy must be sent to Safety Services and they, together with
this Statement of Safety Policy, represent the UCL Statement of Safety Policy as required under S 2(3) of the
Health and Safety at Work etc Act 1974. A full copy of the UCL Statement of Safety Policy, which includes all
departmental statements, shall be available for inspection in Safety Services.
5
  Summarised from The Supervisor's Role in "Managing health and safety in higher and further education"
Education Service Advisory Committee (Health and Safety Commission) 2000.
                                        UCL Statement of Safety Policy 2009-2010


               •    ensuring that the operation and effectiveness of the risk control measures are
                    monitored;
               •    ensuring all accidents and incidents are reported and investigated in
                    accordance with agreed procedures and guidance;
               •    familiarising themselves with fire and emergency drills (including the location of
                    emergency telephones) and escape routes;

           The duties, tasks and responsibilities for managing safety in UCL departments are
           described in the UCL Approved Code of Practice The Management of Health and
           Safety in Departments
           http://www.ucl.ac.uk/efd/safety_services_www/guidance/management/acop.pdf

2.4        UCL employees

           The attention of all UCL employees is drawn to their legal responsibilities6:
              • to take reasonable care of themselves and all others who may be affected by
                  their acts and omissions;
              • to co-operate with both the central and Departmental policy and arrangements
                  for safe working including any training and occupational health requirements
              • not to interfere with or misuse anything, objects, structures or systems of work,
                  provided by UCL in the interests of health and safety7.

           Any breach of UCL's health and safety rules that places a member of staff or others in
           danger will be treated as gross misconduct under UCL's Disciplinary Procedure. Any
           failure to comply with the above may also lead to disciplinary action which could result
           in dismissal.

2.5        Students and Visitors

           The attention of all students and all visitors is drawn to their legal responsibility not to
           interfere with or misuse anything, objects, structures or systems of work, provided by
           UCL in the interests of health and safety.

           It shall be a condition of registration of students and the terms of reference of academic
           visitors that they co-operate with UCL by complying with this Policy.




6
    Section 7 of the Health and Safety at Work etc Act 1974
7
    Section 8 of the Health and Safety at Work etc Act 1974
                                    UCL Statement of Safety Policy 2009-2010


3       NOMINATED SAFETY SPECIALIST ROLES

3.1     UCL Safety Specialist Roles

        The Head of Safety, on authority from HSMT, is responsible for ensuring the
        appointment, either directly or indirectly, of the following specialist safety roles for UCL.

        Co-ordinator for Ionising Radiations who is responsible for:
              • overseeing the use of ionising radiations at UCL;
              • ensuring that, as a minimum standard, the requirements of the Ionising
                  Radiations Regulations 1999, the Radioactive Substances Act 1993 and,
                  where appropriate, the High-activity Sealed Radioactive Sources and
                  Orphan Sources Regulations 2005 are met.

        Dangerous Goods Safety Adviser8 who is responsible for:
              • advising UCL on the transport of dangerous goods and monitoring UCL’s
                practices and procedures for the transport of dangerous goods;
              • ensuring an annual report is prepared on UCL’s activities in respect of the
                transport of dangerous goods;
              • investigating serious accidents/incidents involving dangerous goods;
              • monitoring UCL’s security plan for dangerous goods.

        Radiation Protection Adviser who is responsible for:
               • providing advice on the operation of the Ionising Radiations Regulations
                  1999 as they affect UCL;
               • providing advice on the operation of the Radioactive Substances Act 1993
                  as they affect UCL.

        Biological Safety Officer who is responsible for:
               • providing advice on the operation of the Control of Substances Hazardous
                  to Health Regulations (biological agents);
               • providing advice on the operation of the Genetic Manipulation (Contained
                  Use) Regulations.

3.2     Departmental Specialist Officers

        Each Head of Department shall appoint a Departmental Safety Officer to assist him/her
        in the creation, development, monitoring and review of the Department's arrangements
        for safe working. In addition and where appropriate the Head of Department shall
        appoint other specialist Departmental Safety Officers to provide specialist assistance in
        areas of work involving, inter alia, ionising radiations (Departmental Radiation
        Protection Supervisor), genetically modified organisms (Departmental Genetic
        Modification Safety Officer) and lasers (Departmental Laser Safety Supervisor) and any
        other areas of activity in respect of which the provision of specialist advice may be
        warranted. The duties of the Departmental Safety Officer and other specialist safety
        officers are set out in the Safety at UCL website
        http://www.ucl.ac.uk/efd/safety_services_www/guidance/duties/index.htm




8
 The Dangerous Goods Safety Adviser is appointed in order to comply with the Dangerous Goods (Safety Adviser)
Regulations 1999.
                                        UCL Statement of Safety Policy 2009-2010


4        SPECIFIC ORGANISATIONAL SAFETY RESPONSIBILITIES

4.1      UCL Council

         The ultimate responsibility for health and safety rests with UCL Council as the
         employer. It has delegated the duty of the day-to-day running of UCL, which includes
         the management of health and safety, to the President and Provost. The President and
         Provost has constituted the Health and Safety Management Team to plan and
         implement this Policy for Health and Safety and the executive arrangements therein in
         accordance with terms of reference laid down by Council.

         Details concerning the current membership of the Council may be obtained from the
         Director of Academic Services.

4.2      Health and Safety Management Team

         The Health and Safety Management Team is responsible to the President and Provost
         for:
              • maintaining an overall assessment of the key UCL health and safety risks from
                which priorities for action are set and reviewed annually9;
              • approving strategy for compliance with health and safety legislative and other
                requirements;
              • the formation of specific safety sub-committees as appropriate;
              • approving policies and UCL Approved Codes of Practice;
              • the planning, consultation and dissemination of the arrangements made within
                this Policy;
              • ensuring that training is available for UCL staff and students to enable them to
                discharge their tasks and duties in a competent manner;
              • monitoring and reviewing the adequacy of implementation UCL arrangements
                and of the individual Departmental Statements of Safety Policy10;
              • reviewing investigations of significant failures and monitoring remedial actions;
              • reviewing independent audit reports and endorsing actions;
              • reporting annually to a meeting of Council in the Autumn Term summarising its
                work in terms of safety and occupational health.

         The membership of HSMT is shown in Appendix1. Standing Advisers are responsible
         for providing guidance and assistance to members of the Health and Safety
         Management Team in the formulation of policy and arrangements for the management
         of health and safety. Other Advisers (such as the Fire Officer) are invited to attend
         meetings on an ad hoc basis.

4.3      Safety Committee

         The Safety Committee has been constituted in accordance with the Safety Committees
         and Safety Representatives Regulations 1977 for the purpose of consultation between
         management and trade unions representatives on matters pertaining to health and
         safety. To assist this purpose the meetings of the Safety Committee are timetabled to
         alternate with meetings of the Health and Safety Management Team. For the purposes
         of the Health and Safety (Consultation with Employees) Regulations 1996 any
         employee may seek representation on health and safety matters through one of the
         Trade Union Safety Representatives. A list of Safety Representatives is available from
         the Director of Human Resources. The names of the convenors of the three recognised

9
  taking into account views expressed by Heads of Departments and by the Safety Committee
10
   See regulation 5 of the Management of Health and Safety at Work Regulations, 1999. "Every employer shall
make and give effect to such arrangements as are appropriate, having regard to the nature of his activities and the
size of his undertaking, for the effective planning, organisation, control, monitoring and review of the preventive and
protective measures."
                              UCL Statement of Safety Policy 2009-2010


      trade unions, UCU, Unite and Unison, are shown on the statutory Health and Safety
      Law posters issued to departments for display at prominent locations.

4.4   Departmental Safety Committees

      To assist and advise the Head of Department on planning, prioritisation and
      implementation of measures to manage the risks of departmental activities, the Head of
      Department should constitute a Departmental Safety Committee or management group
      whose size and constitution should be commensurate with the magnitude of the risk
      and complexity of departmental activity. Where appropriate, and especially in smaller
      departments, health and safety matters should be considered regularly at departmental
      management meetings.

5     HEALTH AND SAFETY SUPPORT SERVICES

5.1   Head of Safety

      The Head of Safety has responsibility for the development and review of UCL’s safety
      policy and strategy and the development, management and review of the provision of
      independent safety advice on behalf of UCL in support of the policy and strategy
      including:
          • development, implementation, review and evaluation of the health and safety
              management system to ensure it is fit for purpose and promotes continuous
              improvement;
          • review of the Departmental Statements of Safety Policy, and UCL Approved
              Codes of Practice;
          • identification and review of corporate health and safety training needs;
          • reporting to the HSMT and senior management on UCL’s safety performance;
          • acting as the professional head for all safety advice and ensuring that adequate
              arrangements are in place to provide:
              ° competent safety advice at all levels within UCL and for all areas of safety
                  risk;
              ° safety training to meet the needs of UCL;
              ° focussed operational support to key risk activities;
              ° such monitoring, auditing and reviews as are required to give Council
                  assurance that the management of safety at UCL is adequate and that risks
                  are adequately controlled.

5.2   UCL Safety Services

      Administratively, UCL employs within its Estates and Facilities Division, and in
      accordance with the Management of Health and Safety at Work Regulations 1999, a
      number of competent Safety Advisers forming UCL Safety Services.

      UCL Safety Services provide an independent source of competent safety advice across
      UCL and are responsible for the provision of the following services:
        • development of UCL safety policy, UCL Approved Codes of Practice and
            supporting systems and tools;
        • review of Departmental Statements of Safety Policy;
        • competent safety advice at all levels within UCL;
        • the coaching of UCL management in good safety management practice;
        • investigation of serious accidents or high potential incidents;
        • safety training;
        • liaison with enforcing authorities;
        • inspections of hazard areas and risk based safety audits.
                              UCL Statement of Safety Policy 2009-2010


5.3   Construction and Fire Safety Manager

      The Estates and Facilities Division also employs, as part of its local arrangements,
      specialist advisers for the safety aspects of construction, refurbishment and
      maintenance works and the UCL Fire Officer for fire safety. This function is headed by
      the Construction and Fire Safety Manager who is accountable to the Head of Safety for
      professional standards and conduct and consistency in the approach to the provision of
      advice and health and safety management strategies.

      The Construction and Fire Safety Manager is responsible to the Head of Safety for:
         • the formulation and review of UCL Policy and arrangements for Asbestos, Fire
            and the Construction (Design and Management) Regulations;
         • the provision of fire safety advice;
         • the provision of safety advice in connection with construction, refurbishment and
            maintenance works and the management of asbestos containing materials.

5.4   Occupational Health Service Manager

      The Occupational Health Service Manager is responsible for the development,
      management and review of occupational health services that enable UCL to meet its
      Strategic, Human Resource and Health and Safety objectives.

5.5   Occupational Health Service
      The Occupational Health Service (OHS) is part of UCL’s Human Resources Division
      and is staffed by Specialist Occupational Health Nurses and Medical Practitioners who
      provide competent and objective advice to UCL staff and managers on the impact of
      work on health and the effects of health on work to assist UCL in promoting physical
      and psychological well being and prevent illness and injury arising from work activity.


      OHS provides the following services to UCL:

      Primary
         • advice to staff and to managers at all levels to enable them to reduce the risk of
              adverse health effects related to work and to assist UCL in meeting its legal
              duties;
         • statutory ‘Health Surveillance’ where risk assessments have identified residual
              risk and where appropriate health surveillance measures are available;
         • reports to Heads of Departments through designated departmental contacts to
              assist with legal compliance under the COSHH Regulations 2002;
         • immunisation and advice to protect staff against work-related infectious disease;
      Secondary
         • preventative programmes to protect staff against workplace hazards e.g.
              infectious disease, musculoskeletal disorders and psychosocial hazards;
         • objective advice on individual cases to staff and mangers to enable them to
              manage health at work effectively;
      Tertiary
         • support and assistance programmes to provide employees and managers with
              access to urgent intervention for work-related infectious disease, emotional
              crises and to provide early intervention for relevant work-related health
              problems.
                                    UCL Statement of Safety Policy 2009-2010


6     ORGANISATION FOR SAFETY WITHIN UCL

6.1   Safety Management Structure

                                           Council

                                President and Provost




                                                                   Health and Safety
                                                                   Management Team




                                                                                                    Safety Committee
                                                                   Safety Sub-
                                                                   committees




                                                                                    Health and Safety Support
           Academic                  Administrative &
          departments                Support Divisions                               •    Safety Services
                                                                                     •    Construction & Fire Safety
                                                                                     •    Occupational Health Service




               Staff, students & visitors




                        Direction                                                Advice




                        Policy setting                                           Policy dissemination and
                                                                                 compliance monitoring
                                        UCL Statement of Safety Policy 2009-2010


7           AUTHORISATION11

           This Policy for Health and Safety for UCL, and the organisation and arrangements for
           its implementation have the authority of the President and Provost.

           Professor Malcolm Grant
           President and Provost

           Signature:




           Date:




11
     This statement was approved by Council at its meeting held on 18 June 2009.
                       UCL Statement of Safety Policy 2009-2010


                                                                  APPENDIX 1
HEALTH AND SAFETY MANAGEMENT TEAM MEMBERSHIP

Members
     President and Provost
     Convenor: Vice Provost (Administration)
     Secretary: Head of Safety
     Director of Estates and Facilities
     Academic Registrar
     Director of Human Resources
     Director of Finance
     Dean of Students (Welfare)

Standing Advisers
       Deputy Head of Safety
       Occupational Health Service Manager
       Construction and Fire Safety Manager

								
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