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Health_ Safety and Wellbeing Policy

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					Health, Safety and Wellbeing Policy


Contents
1. Introduction ....................................................................................................................... 2
2. Objectives .......................................................................................................................... 3
3. General responsibilities.................................................................................................... 4
3.1 Employees .......................................................................................................................... 5
3.2 Students .............................................................................................................................. 6
3.3 Line Managers .................................................................................................................... 6
3.4 Heads of Department ......................................................................................................... 7
3.5 Director of Estate Management........................................................................................... 8
4. Strategic responsibilities.................................................................................................. 9
4.1 Council ................................................................................................................................ 9
4.2 Vice-Chancellor ................................................................................................................... 9
4.3 Members of University Steering Group (USG) .................................................................... 9
4.4 USG Health and Safety Lead ............................................................................................ 10
4.5 Pro-Vice-Chancellors......................................................................................................... 10
4.6 Deans ................................................................................................................................ 11
4.7 Registrar and Secretary..................................................................................................... 11
5. Advice and assistance .................................................................................................... 12
5.1 Departmental Health and Safety Officers / Health and Safety Liaison Officers ................ 12
5.2 Faculty Managers .............................................................................................................. 12
5.3 Occupational Health and Safety Advisory Service (OHSAS)............................................. 13
5.4 Specialist Safety Roles ...................................................................................................... 14
6. Arrangements (policies and standards) ........................................................................ 15
Appendix 1: Health and safety responsibility flow chart .......................................................... 16
Appendix 2: Health and safety advice and support flow chart ................................................. 17
Appendix 3: Definitions and abbreviations used in this Policy ................................................. 17




                                                                           Approved by Council May 2010. For Review May 2011
1. Introduction

  As a University we value the highest academic and professional standards, social, cultural and
  economic obligation, environmental sustainability, diversity, equality of opportunity, integrity and
  leadership. We also value sound financial management. We want these values to be reflected in
  our health and safety policies and practices.

  We recognise that the health, safety and wellbeing of staff and students are important in helping
  the University to deliver high-quality research and a positive student experience. We are preparing
  students for the world of work, so we also have a responsibility to lead by example in meeting our
  health and safety responsibilities and demonstrating sound and sensible health and safety risk
  management.

  Individuals, the University and society as a whole all benefit from the provision of healthy and safe
  working environments. Under a comprehensive health and safety policy an employer can achieve
  this by helping employees to keep healthy and by protecting them from work-related harm. Also, by
  providing a suitable work environment, those with long- or short-term health conditions and
  disabilities can be encouraged to remain at work.

  The University Council believes that the health, safety and wellbeing of staff and students are
  fundamental to its values and mission, and seeks to provide a supportive, safe and healthy work
  environment for all. This requires the involvement and commitment of all staff at all levels of the
  organisation. Members of Council accept their responsibility to provide strong leadership on health
  and safety and they expect heads of department and other managers to take ownership of health
  and safety risk and accept responsibility for it in their area. This Policy sets out the responsibilities
  we all have to look after ourselves and others affected by our work activities.

  This Policy also sets out the University’s health and safety objectives for the coming years. Its
  arrangements for implementing the Policy can be found in standards and guidance on specific
  occupational health and safety related subjects. All of these also form part of the University’s
  Health, Safety and Wellbeing Policy.

  The Policy and objectives will be regularly reviewed to ensure that we are achieving our goals and
  continuously improving our management of health, safety and wellbeing.



  Signed




  Chair of Council                                     Vice- Chancellor




                                                   2
2. Objectives

  The University’s health and safety objectives for 2009 –13 are to:

    Continue to develop a strong leadership and management culture which ensures that health,
    safety and wellbeing are managed as an integral part of the University’s business
    Provide a supportive, safe and healthy work environment for all.

  By 2013 we aim to have:

    All of the University’s current leaders and managers trained in their health and safety
    responsibilities, and a system in place for ensuring that new managers are trained
    A full ongoing understanding of the University’s health and safety risk profile
    A set of clear, user-friendly, regularly reviewed health and safety and occupational health
    standards for managing the key organisation-wide risks
    A proactive system of monitoring, auditing, reviewing and reporting on health and safety
    performance
    Regular activities that help promote physical and mental health and training events to increase
    awareness of issues that affect health and wellbeing
    An appropriate programme of regular health surveillance based on risk assessment
    A sickness absence and rehabilitation policy that supports employees with health conditions and
    disabilities to return to and remain at work
    Human Resource policies, procedures and codes of practice that enable the achievement of a
    good working environment that supports employee wellbeing

  The Human Resources Strategy 2008/09 – 2011/12 provides an effective framework to support the
  achievement of the University’s main strategic aims within a fair and supportive working
  environment.

  In addition to the HR Strategy Action Plan, a Health, Safety and Wellbeing Plan (HSW Plan) will be
  produced and reviewed on an annual basis. It will detail specific actions to be taken to meet the
  overall objectives of this Policy and achieve the desired outcomes.




                                                  3
    3. General responsibilities

       This Policy sets out general, overarching responsibilities. The Code of Practice on Managing
       Health and Safety, and other health and safety and human resource standards, give details of
       more specific actions employees, managers, heads of department and others need to take to meet
       their responsibilities. Further information on these can be found in Section 6 of this Policy.

       It is important that all employees understand their responsibilities and what they have to do to meet
       them.
          All employees have the responsibilities laid down in Section 3.1
          Students have the responsibilities laid down in section 3.2
          In addition to their duties as employees, all line managers have the responsibilities detailed in
          Section 3.3
          Heads of department / section / unit / school1 also have the responsibilities detailed in
          Section 3.4
          The Director of Estates and the Director of Human Resources also have specific
          responsibilities relating to their role, detailed in Section 3.5 and 3.6 respectively

       The following senior managers also have strategic responsibilities:
          Members of Council (Section 4.1)
          Vice-Chancellor (Section 4.2)
          Members of USG (Section 4.3)
          Pro-Vice-Chancellor with health and safety lead responsibility (Section 4.4)
          Faculty Pro-Vice-Chancellors (Section 4.5)
          Deans (Section 4.6)
          Registrar and Secretary (Section 4.7)

       In addition to their general responsibilities, certain employees have a supporting role, or provide
       technical advice to the University, its managers and employees. These responsibilities are detailed
       in the following sections:
            Departmental Health and Safety Officers (DHSOs) and Health and Safety Liaison Officers
            (HSLOs) (Section 5.1)
            Faculty Managers (Section 5.2)
            Occupational Health and Safety Advisory Service (OHSAS) (Section 5.3)
            Specialist safety roles (Fire, Radiation, Biological agents) (Section 5.4)




1
    Throughout this Policy the term Department should be understood to include school, section or unit.
                                                             4
3.1      Employees
All employees are responsible for:

1. Looking after their own work-related health and safety and the safety of others affected by their
   work activities
2. Co-operating with the University by following safe working practices and carrying out their
   health and safety responsibilities as detailed in this and other University health and safety
   related policies and standards
3. Reporting accidents, work-related ill-health, health and safety related incidents, hazards or
   inadequacies in health and safety procedures, in accordance with their departmental and
   University procedures
4. Taking part in any health and safety training and development identified as necessary by the
   University, their department or line manager
5. Using work equipment safely and in accordance with instructions for training
6. Ensuring that activities, events or projects (including research projects) that they organise that
   involve employees, students, contractors, volunteers or other visitors to the University, are risk-
   assessed as part of the planning stage and suitable control measures implemented
7. Seeking advice if they do not feel competent to carry out their responsibilities

In addition employees may be given specific health and safety related roles or responsibilities.
These may be detailed in their department’s safety management statement, their job description or
other University health and safety related policies.

Safety Education

All employees are responsible for contributing to the safety education of students, whether this be
through teaching activities, involving them in the safe design of research projects or student events,
or leading by example in exhibiting safe behaviours.
Lecturers and academic supervisors are responsible for the safety of students whilst they are
under their supervision. This includes ensuring that they understand the risks associated with
academic activities and follow health and safety instructions.

Research

Academic supervisors are responsible for health and safety management of research projects and
other academic related activity. They must ensure that risks are assessed at the planning stage of
research proposals, costs of implementing risk control measures are taken account of in funding
and that risks are kept under review throughout the project.




                                                5
3.2      Students
Students are responsible for:
1. Looking after their own health and safety and the safety of others who may be affected by their
   actions whilst on the University’s campuses or undertaking activities under the University’s
   supervision
2. Following the University’s and their department’s health and safety policies and standards, and
   any instructions given to them by a member of staff for their health and safety
3. Reporting academic or University premises related health and safety incidents or concerns
   (including accidents, ill-health, premises hazards) in accordance with their departmental and
   University procedures
4. Taking part in any health and safety training identified as necessary by the University, their
   department or their academic supervisor
They must not intentionally interfere with or misuse anything provided for fire or health and safety
protection.

NOTE: Students carrying out work for the University either under contract of employment (for
example Graduate Teaching Assistants) or as part of training for employment (for example
Frontrunners) will be treated as employees under this Policy.

3.3      Line Managers
All line managers are responsible for the implementation of the Health, Safety and Wellbeing Policy
in their area of control. As a general rule the direct responsibility of managers for health and safety
is determined by the extent to which they have authority to take action. That is, if they have the
authority to make a general decision about some aspects of the work, they are responsible for the
health and safety implications of that decision.

Their responsibilities include ensuring that:
1. The Health, Safety and Wellbeing Policy is positively promoted and implemented in their area
   of responsibility
2. Managers and employees under their control carry out their health and safety responsibilities
3. All relevant health and safety information is communicated effectively to their employees
4. Employees under their control are competent in health and safety, and capable of meeting their
   health and safety responsibilities
5. Relevant health and safety policies and standards are implemented in their area of control
6. Risk assessments are carried out in their area of control, and the control measures recorded
   and implemented
7. Employees are consulted on the outcome of risk assessments or changes to working practices
   that may affect their health and safety, and account is taken of their views
8. Health and safety monitoring is undertaken in their area of control
9. Health and safety issues identified via risk assessments or monitoring activities that cannot be
   addressed are raised with their line manager, Head of Department, DHSO/HSLO or OHSAS
10. The implementation and effectiveness of health and safety related policies and standards in
    their area of responsibility are reviewed, and any issues fed back to their line manager,
    DHSO/HSLO or OHSAS
                                                6
       11. In managing and delegating work, consideration is given to the effect of work on health and
           health on work, so that management practices positively support the achievement of high
           standards of health and wellbeing.


       3.4        Heads of Department
       Heads of Department have overall responsibility for ensuring that their department complies with
       the University’s health and safety requirements and has effective systems in place for the
       management of health and safety in accordance with the Code of Practice on Managing Health and
       Safety. They must:
       1.    Provide leadership on health, safety and wellbeing
       2.     Appoint a Departmental Health and Safety Officer (DHSO) or Health and Safety Liaison Officer
             (HSLO)2 and other specialist officers as may be necessary to advise and/or support them on
             health and safety related matters
       3.    Ensure that Officers appointed in a departmental specialist safety role have sufficient authority,
             competence and resources to undertake the role
       4.    Ensure that there are appropriate departmental arrangements for implementing health, safety
             and wellbeing related policies, standards and plans
       5.    Ensuring that appropriate arrangements are in place for the communication of health and
             safety issues to all employees, students, contractors and other visitors to their department
       6.     Ensure that responsibilities and arrangements are agreed with the appropriate department, for
             the safety of contractors, employees from other departments (for example: cleaners) or others
             who may be put at risk by the department’s activities
       7.     Make sure that appropriate arrangements are in place for ensuring the health and safety
             competence and capability of their employees and that the University’s minimum requirements
             for health and safety training are met
       8.    Ensure that health and safety is incorporated into the curriculum for subjects where there are
             significant risks associated with teaching and research activities
       9.    Ensure that there are arrangements in place for managing significant risks arising from the
             department’s activities that are not covered by the University’s health and safety related
             policies and standards. Develop and review departmental health and safety standards for the
             management of specific risks and legal requirements that have a significant impact on the
             department
       10. Ensure that suitable systems are in place for the regular monitoring and review of health and
           safety in the department, in accordance with the University’s minimum requirements
       11. Co-operate with health and safety investigations, monitoring and auditing carried out by
           OHSAS
       12. Arrange for any repairs, alterations, improvements or modifications to University buildings or
           services to be undertaken by the Estate Management Section
       13. As required, provide reports on the department’s health and safety performance to University
           Safety Committee and University Steering Group (USG). For academic departments this will be
           through their Faculty Manager.



2
    Where no appointment is made the Head of Department will be deemed to be carrying out the role
                                                            7
3.5        Director of Estate Management
The Director of Estate Management is responsible for ensuring that all premises used and owned
by the University are maintained in a safe and usable condition and that statutory requirements
relating to buildings, grounds and services are met. This includes:
 1. Ensuring that the University’s responsibilities under the Construction (Design and
    Management) Regulations are met and that new construction projects meet the health and
    safety needs of the University
 2. Being managerially responsible for ensuring the implementation of measures to control risks
    arising from Legionella, asbestos and any other notified materials related to the built
    environment
 3. Ensuring that the health and safety competence of contractors appointed to assist with the
    implementation of the capital programme, or the carrying out of construction and maintenance
    is assessed and monitored
 4. Ensuring that co-operation, co-ordination and communication takes place to minimise risks to
    contractors from the University’s activities, or risk to building users from contractor activities
 5. Ensuring that health and safety responsibilities are clearly defined in tenancy agreements and
    that co-operation and co-ordination takes place with tenants, to ensure that statutory health,
    safety and fire requirements are met
 6. Ensuring that purchasing systems consider health and safety issues and place responsibility
    on the purchaser to consider health and safety when planning the purchase of equipment,
    substances or services
 7. Maintaining appropriate security arrangements, in accordance with the assessed health,
    safety and security risk
 8. Ensuring that regular safety inspections are carried out of common areas (as defined in
    appendix 3) plant rooms and other areas under the control of Estate Management Section
 9. Monitoring the condition of the University’s premises and services (including arranging
    statutory inspections, examinations and tests) and undertaking a risk based programme of
    maintenance and repair within available resources
 10. Notifying USG of projects or significant premises maintenance issues that require additional
     resources for health and safety reasons.


3.6        Director of Human Resources
The Director of Human Resources responsibilities are to:

      1. Ensure that the University’s Human Resource policies, procedures and codes of practice
         support the achievement of a good working environment that supports employee wellbeing
         to the benefit of employees and the University
      2. Support the development of management and leadership capability to enable the effective
         management of people and implementation of Human Resource policies
      3. Monitor the implementation and effectiveness of the University’s Human Resource policies,
         procedures and codes of practice.




                                                8
4. Strategic Responsibilities

   4.1      Council
   Council has ultimate responsibility for the strategic direction of the University and the health and
   safety impact of policy decisions. Decisions taken by Council must comply with health and safety
   legislation and the University’s Health Safety and Wellbeing Policy.

   Council members are responsible for:

  1. Demonstrating their commitment to the achievement of high standards of health, safety and
     wellbeing
  2. Approving the University’s policy and strategy on Health, Safety and Wellbeing
  3. Ensuring that adequate resources are allocated to ensure the effective management of health
     and safety risk and the attainment of high standards of employee wellbeing
  4. As necessary, seeking competent health and safety advice before making a decision that may
     affect the health, safety and wellbeing of staff and students
  5. Setting up a Health and Safety Committee with delegated responsibility for approving health and
     safety related policies, monitoring operational health and safety performance and ensuring
     appropriate consultation on health and safety issues that affect employees and students
  6. Ensuring that they are kept informed about significant health and safety risks and issues
  7. Receiving interim and annual reports on the health and safety performance of the University, to
     enable them to monitor and evaluate the implementation and effectiveness of the University’s
     Health, Safety and Wellbeing Policy and arrangement for risk control. Also to receive ad hoc
     reports, as required, to enable them to be kept informed of and alert to significant health and
     safety risks to the University and relevant health and safety management issues
   An external member of Council has been appointed to represent the Council on the Health and
   Safety Committee and to provide a communication link between the Health and Safety Committee
   and Council.

   4.2      Vice-Chancellor
   As chief executive, the Vice-Chancellor has delegated authority for the academic, corporate,
   financial, estate and personnel management of the University.

   As the most senior employee responsible for the implementation of the University’s Health Safety
   and Welfare Policy, s/he has overall accountability for health, safety and wellbeing at the
   University.

   4.3      Members of University Steering Group (USG)
   All members of USG are collectively and individually responsible for the overall health and safety
   management of the University. Their responsibilities are to:
  1. Demonstrate through their leadership actions that they are committed to the achievement of high
     standards of health, safety and wellbeing
  2. Ensure that health and safety risks are identified as part of the planning of new projects and
     strategic plans


                                                   9
3. Agree and keep under review a University-wide Health, Safety and Wellbeing Action Plan, which
   details how the objectives of this Policy will be met
4. Ensure that employees or their representatives are consulted on any health and safety issues
   that affect them at the planning stage of new projects
5. Ensure that adequate resources are allocated to the effective management of health and safety
   risk and achievement of high standards of employee wellbeing
6. Ensure that they and Council are kept informed of and alert to significant health and safety risks
   to the University and relevant health and safety management issues
7. Ensure that Council is advised of the potential effect on the health, safety and wellbeing of
   employees and students of their strategic policy decisions
8. Receive regular reports on the health, safety and wellbeing performance of the University.

4.4      USG Health and Safety Lead
The Vice-Chancellor will appoint a Pro-Vice-Chancellor as the Health and Safety Lead. The
appointed Pro-Vice- Chancellor is responsible for:
1. Leading the regular review and revision of the University’s Health, Safety and Wellbeing Policy
   and recommending policy objectives to USG and Council
2. Developing, and monitoring the implementation of a University-wide Health, Safety and
   Wellbeing Plan
3. Ensuring that there are effective arrangements in place for:
        The provision of competent health, safety and occupational health advice
        The organisation, planning, implementation, monitoring and review of health and safety
4. Chairing the University Health and Safety Committee
5. Keeping the Vice-Chancellor, Registrar and Secretary, and USG informed of relevant health and
   safety risk management and employee wellbeing issues
6. Alerting USG about the need to take account of the effect on employee and student health,
   safety and wellbeing of new projects and strategic plans
7. Providing regular reports on health, safety and wellbeing performance to USG and Council.

4.5      Pro-Vice-Chancellors
Pro-Vice-Chancellors (PVCs) are responsible for:
1. Ensuring that the strategic plans of faculties and departments take account of health and safety
   risks and effects on employee wellbeing.
2. Keeping the Health and Safety Lead Pro-Vice-Chancellor and USG informed of significant health
   and safety risks and effects on employee wellbeing in their faculty
3. Ensuring that heads of department are competent to carry out their health and safety
   responsibilities
4. Monitoring the implementation of the Health, Safety and Wellbeing Policy and Plan in their
   faculty and ensuring that heads of department are meeting their health and safety management
   responsibilities


                                               10
5. Reporting to USG and Council, via the Health and Safety Committee, on the health and safety
   performance of their faculty, including any significant health, safety and employee wellbeing
   issues that cannot be resolved.

4.6      Deans
Deans are responsible for:
1. Ensuring that health and safety is considered as part of the planning of new learning and
   teaching activities and projects, seeking competent advice where there may be a significant
   effect on the health and safety of employees or students
2. Keeping the Health and Safety Lead Pro-Vice-Chancellor, USG and Faculty Pro-Vice-
   Chancellors alert to significant health and safety risks arising from learning and teaching
   activities.

4.7      Registrar and Secretary
The Registrar and Secretary is responsible for:
1. Ensuring that strategic plans of sections and units under his/her control take account of health
   and safety risks and effects on employee wellbeing, seeking competent advice when planning
   new projects
2. Keeping the Health and Safety Lead Pro-Vice-Chancellor and USG informed of significant health
   and safety risk and effects on employee wellbeing in the sections and units under his/her control
3. Ensuring that directors of section or unit are competent to carry out their health and safety
   responsibilities
4. Monitoring the implementation of the Health, Safety and Wellbeing Policy and Plan in the
   Professional Services and ensuring that directors are meeting their health and safety
   management responsibilities
5. Reporting to USG and Council, via the Health and Safety Committee on the health and safety
   performance of the Professional Services, including any significant health, safety and employee
   wellbeing issues that cannot be resolved.




                                                11
5. Advice and Assistance

  5.1      Departmental Health and Safety Officers (DHSO) / Health and Safety Liaison
           Officers (HSLO)
  DHSOs and HSLOs are responsible for:
  1. Supporting the head of department on the development, review and revision of the department’s
     health and safety management statement
  2. Acting as the main point of contact between the department and OHSAS on matters affecting
     health and safety in the department
  3. Where required, attending Safety Advisory Group meetings on behalf of their department
  4. Ensuring that health and safety concerns raised by employees are taken to the appropriate
     person / section for action (for example Head of Department, Estate Management Section,
     OHSAS)
  5. Ensuring that where relevant the head of department and other managers and team leaders are
     kept informed of health and safety issues (for example by including them on the agenda of
     management group meetings)
  6. Supporting the head of department with setting up and keeping under review departmental
     arrangements for:
          Communication and consultation on health and safety
          Health and safety induction and training of staff and students
          First aid
          Fire and emergency evacuation
          Risk assessment
          Display Screen Equipment (DSE) Assessment
          Reporting of health and safety incidents, hazards and concerns
          Monitoring health and safety (including inspections and safety incident investigations)
  In addition DHSOs are responsible for:
  7. Supporting the head of department in co-ordinating the development, review and revision of
     departmental health and safety standards
  8. Keeping up to date with health and safety requirements and best practice relating to the risks
     that impact on their department
  9. Providing advice on health and safety matters within their department, in-so-far as it is within
     their level of competence to do so


  5.2      Faculty Managers
  Faculty Managers are responsible for:

  1. Keeping the faculty PVC and heads of department informed of new developments, advising on
     the need to take account of health and safety risks and to seek competent advice when planning
     new projects


                                                  12
2. Acting as a key communication and consultation channel between departments and the Head of
   Occupational Health and Safety, to support the development of practical health and safety
   policies and procedures
3. Enabling good health and safety communication and consultation across their faculty
4. Representing their faculty at the Health and Safety Committee
5. Supporting the PVC and heads of department with the development of strategies for the
   implementation of the Health, Safety and Wellbeing Policy and Plan in their faculty
6. Keeping the PVC informed on health and safety matters to enable effective health and safety
   monitoring by the PVC
7. Co-ordinating the production of annual and interim reports on the health and safety performance
   of their faculty, on behalf of the PVC.

5.3      Occupational Health and Safety Advisory Service (OHSAS)

OHSAS works together with the University community to enable the continuous improvement of
health, safety and wellbeing, providing competent health and safety advice and assistance to the
University in accordance with the Management of Health and Safety at Work Regulations and the
Regulatory Reform (Fire Safety) Order.

The Service is responsible for:

 1. Advising the University’s leaders on occupational health and safety strategy and planning
 2. Supporting the Health and Safety Lead Pro-Vice-Chancellor in the development, monitoring
    and review of the University’s Health, Safety and Wellbeing Plan
 3. Providing occupational health and safety advice and support to heads of departments and
    managers, enabling them to meet their health and safety responsibilities
 4. Examining new legislation and best practice guidance and advising on the practical
    application to the University’s activities
 5. Developing and keeping under review University-wide occupational health and safety policies,
    standards and guidance, and advising DHSOs on the development of departmental health
    and safety codes of practice and local procedures
 6. Supporting the University’s governance processes by advising on the University’s health and
    safety risk profile, establishing systems for the monitoring and review of health and safety
    performance and delivering a programme of health and safety audits
 7. Advising on health and safety competence and capability, and organisational training and
    development needs
 8. Development and delivery of health and safety training to suit organisational needs
 9. Producing health and safety performance data and supporting the Health and Safety Lead
    Pro-Vice-Chancellor with the development of performance reports
 10. Providing a clinical occupational health service and advising managers on specific health
     related capability issues
 11. Promoting health, safety and wellbeing to the University community.



                                              13
5.4      Specialist Safety Roles
The following specialist safety roles assist the University in complying with specific statutory
requirements:

5.4.1    Fire Safety Officer
1. Provides advice on fire safety precautions and the implementation of the Regulatory Reform
   (Fire Safety) Order
2. Supports the University in carrying out fire risk assessments and the provision of fire safety
   related training
3. Co-ordinates and monitors fire protection arrangements across the University.

5.4.2    Ionising Radiation
The following roles (summarised below) are defined in detail in the University’s Local Rules for Use
of Ionising Radiation:

5.4.2.1 University Ionising Radiation Protection Officer (UIRPO) – Co-ordinates the
        University’s arrangements for managing ionising radiation risks and provides
        communication between the Radiation Protection Adviser and DIRPS. Chairs meetings of
        the Ionising Radiation Sub-Committee
5.4.2.2 Departmental Ionising Radiation Protection Supervisor (DIRPS) – Supervises the
        arrangements set out in the University’s Local Rules for use of ionising radiation at a
        departmental level
5.4.2.3 Radiation Protection Adviser (RPA) – provides competent advice to the University on
        compliance with the Ionising Radiations Regulations 1999, Radioactive Substances Act
        1993 and Environmental Permitting Regulations 2010. As required attends and reports at
        meetings of the University Health & Safety Committee.

5.4.3   Non-Ionising Radiation
The following roles (summarised below) will be defined in detail in the University’s Local Rules for
Use of Non-Ionising Radiation:

5.4.3.1 University Non-Ionising Radiation Protection Adviser (UNIRPA) – Co-ordinating the
        development and review of University-wide policy on the safe management of lasers and
        other non-ionising radiation sources. Chairs meetings of the Non-Ionising Radiation Sub-
        Committee.
1.4.3.2 Department Non-Ionising Radiation Safety Advisers (DNIRPA) – Advise their
        departments on the purchase and safe management of lasers and other non-ionising
        radiation sources that present a significant risk to health. Ensure such equipment is used in
        accordance with statutory requirements, the University’s policy and departments’ local rules
        covering the health and safety of non-ionising radiation sources




                                                14
     5.4.4       Biological Safety

     The following roles (summarised below) are defined in detail in the University’s Local Rules for
     Work with Biological Agents and Local Rules for Genetic Modification Safety:

     5.4.4.1    University Biological Hazards and Genetic Modification Safety Officer / University
                Biological Safety Advisor3 (UBSA) advises on technical requirements and procedures
                to enable the University to meet statutory requirements in relation to biological hazards
                and genetic modification, gives final approval for schemes of work; and submits approved
                GM schemes of work to the Health and Safety Executive (HSE). Chairs meetings of the
                Biological Hazards and Genetic Modification Safety Committee
     5.4.4.2    Departmental Biological Safety Officer (DBSO) advises the Head of Department on all
                matters relating to biological and genetic hazards and appraises all non-GM schemes of
                work before they are sent to the UBSA.


2. Arrangements (Policies and Standards)

     The arrangements for implementing this Policy are detailed in human resources and health and
     safety standards covering a range of activities.

     Health and safety standards include policies, codes of practice, local rules, procedures and risk
     assessments which detail how we do things safely and meet legal obligations for health and safety.
     Because of their legal status, it is important that managers and employees follow them and they
     are therefore mandatory. Standards covering the whole University can be found on the University’s
     website, by following the links at http://www.essex.ac.uk/ohsas . They include policies covering:
     lone working, use of display screen equipment (computers), working at height, manual handling,
     driving, and use of hazardous substances. Policies relating to premises health and safety risks are
     produced by the Estate Management Section. Individual departments may also produce health and
     safety standards covering risks arising from their work.

     The Human Resource standards include policies, procedures and schemes that enable the
     achievement of a good working environment that supports employee wellbeing. These can be
     found on the University’s website, by following links at http://www.essex.ac.uk/personnel .
     Examples of areas covered include alcohol and drugs, appraisal and personal development,
     disability, equality and diversity, flexible working, harassment, sickness absence, and stress
     management.




3
 It is likely the role title will become University Biological Safety Adviser after the Biological Agents and Genetically Modified
Organisms (Contained Use) Regulations 2010 come into force.
                                                                   15
Appendix 1: Health and safety responsibility flow chart

NB: Lines of responsibility for health and safety reflects the University’s management structure as
detailed in its structure charts. These can be found on the University’s website. The following
diagram provides a simplified representation.




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Appendix 2: Health and safety advice and support flow chart




                                                       17
Appendix 3: Definitions and abbreviations used in this Policy

   Definitions:
   Terms used in this Policy are defined as follows:
   Audits: Formal systematic, independent process for checking the implementation and
   effectiveness of the University’s systems for managing health and safety.
   Codes of Practice: Detail the University’s or department’s arrangements for ensuring compliance
   with the law and gives details of what line managers, heads of departments and others need to do
   to meet their health and safety responsibilities as laid down in the University’s Health, Safety and
   Wellbeing Policy.
   Consultation: Consultation involves not only giving information to employees, but also listening to
   them and taking account of what employees say before making any health and safety decisions.
   Competence: Competence is the ability to do the job required to the necessary standard. It is not
   just training, but also experience of applying the skills and knowledge, which needs to be gained
   under adequate supervision.
   Capability: Capability encompasses the employee’s suitability for the task as well as their
   competence. This means that account needs to be taken of the employee’s aptitude and physical
   condition, as well as their level of training, knowledge and skills.
   Department: Throughout this Policy the term department includes school, section or unit.
   Guidance: Simple advice which describes how to meet responsibilities in relation to discrete
   subjects.
   Hazard: Something with the potential to cause harm.
   Health: Physical or mental condition, freedom from illness or pain.
   Health and Safety Management Statement: Detail the department’s arrangements for ensuring
   compliance with the University’s Health, Safety and Wellbeing Policy and what line managers,
   heads of departments and others need to do to meet their health and safety responsibilities.
   Local Rules: Detail the department’s arrangements for managing a specific health and safety
   hazard and gives details of what line managers, heads of departments and others need to do to
   meet their health and safety responsibilities.
   Manager / line manager: Anyone who managers or supervises other employees.
   Performance: Level of achievement. For example how well objectives or standards are being met.
   Policy: Sets the direction the University follows, responsibilities for action and arrangements for
   implementation.
   Review: Checking that existing systems for managing health and safety are adequate and deciding
   on actions and timescales to remedy deficiencies. This should be based on feedback from
   monitoring and auditing, current legal requirements and best practice and future requirements.
   Risk: A product of the likelihood of harm arising from a hazard, and the likely severity of harm.
   Safety: Freedom from danger or risk of harm.
   Significant risk: Risk of physical or mental harm to people arising out of, or in connection with
   work. Risks arising out of routine activities associated with life in general can be ignored, as can
   instances where the harm is likely to arise infrequently and be minor in nature.
                                                   18
Standards: This term covers various policies, codes of practice, local rules, procedures, schemes
and risk assessments which describe how the Health, Safety and Wellbeing Policy (that is its
arrangements) is implemented and legal requirements met.
Wellbeing: The subjective state of being healthy, happy, contented and satisfied with one’s quality
of life. It includes physical, material, social, emotional (happiness) development and activity
dimensions. In relation to the workplace it involves creating an environment which allows
employees to flourish and achieve their full potential for the benefit of themselves and the
organisation.
This Policy focuses holistically on mental and physical wellbeing, through:
  Minimising work related health and safety risks
  Providing opportunities for employees to look after their own health, and
  Providing timely support for those who have health problems, enabling them to remain in or
   return to work.
This approach supports the development of a workforce that is physically and psychologically well,
impacts positively on employee engagement and enhances employee overall wellbeing and quality
of life, to the benefit of the employee, the University and society as a whole.


Abbreviations:

DBSO       Departmental Biological Safety Officer

DHSO       Departmental Health and Safety Officer

DIRPS      Departmental Ionising Radiation Protection Supervisor

DNIRPA Department Non-Ionising Radiation Protection Adviser

DSE        Display Screen Equipment – most commonly computers.

EMS        Estate Management Section

GM         Genetic modification

HSLO       Health and Safety Liaison Officer

HSW        Health, safety and wellbeing

ISS        Information Systems Services

OHA        Occupational Health Adviser

OHS        Occupational health and safety

OHSAS      Occupational Health and Safety Advisory Service

PVC        Pro-Vice-Chancellor

RPA        Radiation Protection Adviser

UIRPO      University Ionising Radiation Protection Officer
                                               19
UNIRPA University Non-Ionising Radiation Protection Adviser

         University Biological Hazards and Genetic Modification Safety Officer (or University
UBSA
         Biological Safety Adviser)

UCEA     University and Colleges Employers Association

USG      University Steering Group




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