Executive Summary Templates for Hr - PDF

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University Health & Safety
Policy Manual

Health and Safety Procedure 7

Guidance on the Content and Structure of
Occupational Health and Safety Reports
and Plans/Management Review

Rev. No. Date                Amendment Details Author                                   Issue
                                                                                        Status
            01/01/2008                                   Health and Safety Office

 
This document forms part of the University of Southampton’s OHSAS18001:2007 Occupational Health
and Safety Management System.




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CONTENTS


Section                                                                  Page
    Executive Summary                                                     3
1 Introduction and Scope                                                  4
2 Related Documents                                                       4
3 Responsibilities                                                        4
4 Procedure                                                               5
    4.1 Schools and Professional Services Reports                         5
         4.1.1   Guidance on completing executive summary                 6
         4.1.2   Completion of Health and Safety Report                   6
          4.1.2.1 Outcome of previous year’s action plan                  6
          4.1.2.2 Health and Safety activity                              6
          4.1.2.3 Health and Safety training                              7
          4.1.2.4 Risk assessment                                         8
          4.1.2.5 Accidents and incidents                                 8
          4.1.2.6 Conclusions and action plan                             8
          4.1.2.7 Sign off                                                9
    4.2 Dean and Registrar and Chief Operating Officer                    9
         4.2.1   Completing the pro-forma                                 9
         4.2.2   Following up substandard performance                     10
         4.2.3   Confirmatory checks                                      10
    4.3 Procedure for University Level Review                             11
5 Records                                                                 12
Appendix 1 – Executive summary (includes templates)                       13
Appendix 2 – Pro-forma for Dean and Registrar and Chief Operating         25
                 Officer
Appendix 3 – Outline timetable for producing health and safety reports    31




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Executive Summary

The University has operated an annual health and safety reporting procedure
for many years. This requires reports from Schools/Professional Services to
be made to Deans/Registrar and Chief Operating Officer who subsequently
report to the Vice-Chancellor. This procedure is an important part of the
overall health and safety management review process. Notification of the
need to produce the reports, guidance on the format and content of reports,
and a timetable for their production is provided annually by the Health and
Safety Office. This procedure formalises this process. The annual
notification by the Health and Safety Office to Heads (of Schools, Directors of
Professional Services), Deans, and the Registrar and Chief Operating Officer
will continue in the form of HR Circulars at the appropriate time of the year.

Heads should ensure that:
  • their local arrangements (see HSP 9) are adequate for collecting and
     storing the information required in annual reports;
  • annual reports are produced in the required format, with the required
     information within the specified timetable; and,
   • actions included in annual action plans are tracked through to
         completion.

Deans and the Registrar and Chief Operating Officer are responsible for:
  • producing a summary report for the Vice Chancellor;
  • following up substandard performance; and,
  • carrying out any necessary performance checks.

SOHC is responsible for partial review of the occupational health and safety
management system at least 3 times per annum, with full review annually,
prior to submission of an annual report to UEG.

This document also describes the process for University level review. The
main requirements in this procedure fall on the Health and Safety Office and
the DVC with health and safety responsibilities. The outcome of the review
is publication of an annual health and safety plan for the University which
includes actions to correct deficiencies identified during the review.




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1.       Introduction and Scope

This document provides outline guidance for Senior Managers on the
requirement for Occupational Health and Safety Reporting and submission of
annual improvement plans. These reports are an integral part of the overall
health and safety management review process.

University of Southampton senior management reviews its occupational
health and safety management system annually to ensure its continuing
suitability, adequacy and effectiveness in meeting stated Policy objectives.

The review will be documented and will address the possible need for
changes in policy, objectives and other elements of the occupational health
and safety management system, in light of system audit results, changing
circumstances and commitment to continuing improvement.

2.      Related Documents
     University of Southampton Health & Safety Policy Manual.
     HSP Series of documents and related Guidance/Codes of Practice:
         http://www.resource1.soton.ac.uk/hr/healthandsafety/HSPs/index.html
     School/Professional Service local arrangements and procedures.
     Related OH&S documentation, including risk assessments, audit reports,
        training records, etc.
     (Annual) Human Resource (HR) Circular; Health and Safety Reports.
     (Annual) Human Resource Circular; Guidance on Health and Safety
        Monitoring and Reports for Deans and Registrar and Chief Operating
        Officer.

3.       Responsibilities

3.1      The Head has overall responsibility for ensuring that:
          • an annual report is prepared detailing occupational health and
            safety performance within the School or Professional Service;
          • the report is prepared in accordance with the guidance outlined in
            the HR Circular; Health and Safety Reports, using the supplied
            templates;
          • an action plan is prepared for the following reporting period;
          • the Area safety Adviser (ASA) is consulted over the content and
            structure of the report and plan;
          • wherever possible the report and plan are endorsed by the School
            or Professional Service (Management) Board before submission to
            the Dean and Registrar and Chief Operating Officer;
          • the report and plan are submitted with an executive summary;
            and,
          • the report and plan are submitted in accordance with the timetable
            set out in the relevant HR Circular

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3.2      Deans and the Registrar and Chief Operating Officer are
         responsible for:
           • collating the information supplied from relevant annual
             occupational health and safety reports;
           • completing the pro-forma for reports to the Vice Chancellor;
           • following up substandard performance;
           • carrying out any necessary performance checks to ensure the
             information provided is accurate and pertinent;
           • providing details of any actions taken, or to be taken, to ensure
             compliance with the University’s Occupational Health and Safety
             Policy; and
           • submitting the report in accordance with the timetable set out in
             the relevant HR Circular; Guidance on Health and Safety Monitoring
             and Reports for Deans and Registrar and Chief Operating Officer

3.3      The Health and Safety Office is responsible for:
          • providing, via the relevant ASA, advice to Heads on the structure
            and content of annual occupational health and safety reports and
            action plans;
          • advising, via the relevant ASA(s), Deans and/or the Registrar and
            Chief Operating Officer on the adequacy of School and Professional
            Service occupational health and safety reports and action plans
            and, where relevant, suggesting possible actions for improvement;
          • submitting, via the University Health and Safety Adviser, a
            summary report on overall compliance with University Health and
            Safety Policy to the Vice Chancellor; and,
          • issuing annual (HR) circulars setting out the timetables for
            reporting and, where necessary, providing supplementary
            guidance on reporting requirements.

3.4      The DVC (occupational health and safety) is responsible for:
          • chairing the Safety and Occupational Health Committee (SOHC);
          • submitting an annual report on overall occupational health and
            safety management system performance to the University
            Executive Group (UEG), and subsequently to Council.
            SOHC is delegated with responsibility for monitoring and review of
            occupational health and safety management system performance

4.       Procedures

4.1      Schools and Professional Service Reports




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These reports consist of an Executive Summary and a series of templates
which record actions taken or proposed, see Appendix 1. The following
sections explain how these should be completed.

Appendix 3 provides an outline time table, which includes a number of
actions. This timetable and associated actions must be followed to ensure
reports are produced within the required deadline.

4.1.1. Guidance on Completing the Executive Summary

The Executive Summary of health and safety activity is the primary source of
information available to the Dean or Registrar and Chief Operating Officer,
and ultimately the Vice-Chancellor, about how the University is performing in
terms of health and safety. It is therefore important that it provides an
accurate account of health and safety performance whether this is excellent,
or is currently not as good as expected. The report should provide an
account of how the requirements of the University Health and Safety Policy
have been implemented. It should highlight not only what has been
achieved, but also indicate where performance was found to be lacking.
Where deficiencies have come to light, an indication of the steps being taken
to rectify matters should be included and will form part of the Action Plan for
improvement in the following year.

The Executive Summary is supported by a number of templates which
provide evidence of activity, and these must be completed and submitted
with the Executive Summary. Subject to review, these templates can be used
in subsequent years to allow information to be updated and to provide a
record of activity over time.

The Executive Summary and templates should be submitted to Deans/
Registrar and Chief Operating Officer by the date specified in the HR
Circular. A copy should also be submitted electronically to the Health and
Safety Office by this date.

Heads must consult their ASA when compiling their annual health and safety
report.

4.1.2. Content of Health and Safety Report

4.1.2.1 Outcome of Previous Year’s Action Plan

Use Template 1 to list your action plan for the previous year and to track the
items through to completion.

In the Executive Summary, comment on how well the plan was implemented
and if not all actions were completed, discuss why.

4.1.2.2 Health and Safety Activity



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Use Template 2 to record the dates of the following health and safety
activities:
         • Revision dates of your Health and Safety Policy (HSP);
         • Dates of fire drills;
         • Dates of Health and Safety Audits and Inspections;
         • Dates of Health and Safety Committee meetings, and meetings
            where health and safety issues were discussed;
         • Dates of meetings between Head of School/Director of
            Professional Service and Area Safety Adviser.

In the Executive Summary, record the following information:

Health and Safety Policy (HSP)

Confirm that the policy and local arrangements are up-to-date and follows
the recommended guidelines (HSP9 – Guidance on the structure and content
of School and Professional Service Health and Safety Policy, organisation and
related procedures). Also state how the policy is distributed and/or
communicated to staff, students or other interested parties.

Health and Safety Inspections

State whether the planned frequency of inspections was met, and whether
the Head and/or ASA were involved. Summarise the generic findings of
inspections, highlighting any significant issues that arose.

Health and Safety Committees

Summarise the generic activities of any health and safety committees,
highlighting any significant health and safety matters discussed and resolved
during the year. (Refer to HSP15 – Guidance on consultation and
communication for terms of reference and membership of these
committees.)

Interaction with the Health and Safety Office

Summarise the interactions with the Health and Safety Office, including
Occupational Health if any. In addition, provide feedback on services
received from the Health and Safety Office.

4.1.2.3 Training

Use Template 3 outlines basic reporting criteria for health and safety training
and should be used to provide evidence of such training. Please note that
sections endorsed with the letter “M” indicate training is mandatory, i.e. that
training is required by law and/or by University policy or procedures. HSP10
– Guidance on health and safety training in Schools and Professional Services


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provides further guidance on competency criteria and advised frequency of
retraining.

In the Executive Summary include an evaluation of your health and safety
training activity; highlight where needs have been fully met, and give the
proportion of training carried out where not all training has yet taken place.
Provide any comments in respect of this, particularly if you feel there is a
central training provision the University should be providing which it is
currently not.

4.1.2.4 Accidents and Incidents

(Refer to HSP1 – Reporting and investigating dangerous occurrences, near
misses and work related ill health.)

Use Template 4 to summarise the accidents and other incidents in your
School/PS, including corrective actions taken and whether issues
satisfactorily resolved.

In the Executive Summary, state the generic findings of investigations into
any accidents or other incidents that occurred. Please provide greater detail
for any accident/incident that had, or had the potential for, serious
consequences.

4.1.2.5 Risk Assessment

(Refer to HSP2 – Guidance on risk assessment and control, HSP4 – Guidance
on COSHH assessments and HSP5 – Guidance on manual handling risk
assessments before completing this section.)

Use Template 5 to record risk assessment activity.

In the Executive Summary state the proportion of necessary risk assessments
that have been carried out and the quality of the assessments (this
information should be based on the findings of health and safety inspections
and other checks routinely made by the School/Professional Service).

You should state what the significant hazards are in your School/Professional
Service, and comment on the control measures in use in relation to them.

4.1.2.6 Conclusions and Action Plan

Use Template 6 to record your Action Plan for the Current Year. The actions
in the plan should be prioritised. The action plan should be updated
through the coming year as actions are completed.

In the Executive Summary provide conclusions on the health and safety
activity in the School/PS for the year, highlighting any significant issues.


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Include a judgement on whether health and safety performance has
improved, remained the same, or has deteriorated.

4.1.2.7 Signing off

Include signature of Head or reference to minutes of School Board where
annual report and plan were formally accepted.

4.2      Deans and Registrar and Chief Operating Officer Reports

These reports consist of a summary of the reports produced by Schools and
Professional Services, and also list actions taken by Deans/Registrar and
Chief Operating Officer to verify performance, see Appendix 2. The
following sections explain how these should be completed.

Appendix 3 provides an outline time table, which includes a number of
actions. This timetable and associated actions must be followed to ensure
reports are produced within the required deadline.

4.2.1 Completing the Pro-Forma

Deans and the Registrar and Chief Operating Officer will receive detailed
health and safety reports from their Heads by the date specified in the HR
Circular. These reports should cover the key points in the enclosed pro-
forma. Deans/Registrar and Chief Operating Officer should use the
information in the School/Professional Service reports to complete the pro-
forma and forward this to the Vice-Chancellor by the date specified in the HR
Circular.

The pro-forma should also indicate the actions taken by the Dean/ Registrar
and Chief Operating Officer:
       • to improve sub-standard performance in Schools/Professional
          Services;
       • to confirm the health and safety activities carried out in
          Schools/Professional Services;

and should draw out common themes from across Schools/Professional
Services (see pro-forma).

A copy of the completed pro-forma should also be sent to the Health and
Safety Office on completion, preferably electronically, by the date specified in
the HR Circular.

In order to substantiate claims made in reports about health and safety
performance, School/Professional Service reports should contain quantified
information in the templates. Where a report provides quantified evidence
that confirms full compliance with the University Health and Safety Policy,
e.g. that health and safety inspections were conducted with the required

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frequency and the relevant dates have been supplied, you should mark the
pro-forma ‘yes’. Where evidence is provided that some but not all activity
was completed, e.g. 3 out of 5 action plan targets were met, you should
mark the pro-forma ‘partial’. When marking the pro-forma ‘partial’ it is
helpful to add a short explanation in the box, e.g. against ‘training’ a
statement that ‘currently no system in place to identify needs and record
training’ would explain the background. Where reports claim that actions
have been taken, but do not provide evidence in support of this, e.g.
‘appropriate training was provided’, but no detail is given about what
courses were held and what the attendance was, the pro-forma should be
marked ‘claimed’. Where there is no indication that an action has been
taken, the pro-forma should be marked ‘no’.

4.2.2 Following up Sub-Standard Performance

Where the pro-forma is marked ‘no’, ‘claimed’ or ‘partial’ the Dean/ Registrar
Chief Operating Officer should make further enquiries to establish why the
performance was sub-standard.

This may be clear from the individual reports, but may also involve the
Dean/Registrar and Chief Operating Officer making enquiries of the Head.

The Dean/Registrar and Chief Operating Officer must ensure that the Head
has taken the necessary steps to improve performance in the following year,
and that actions have been included in the School/Professional Service
Action Plan to bring this about.

4.2.3 Confirmatory Checks

It is important that even where Schools/Professional Services indicate that all
necessary health and safety activity was completed during the year that the
Dean/Registrar and Chief Operating Officer carries out some confirmatory
checks. If these are not carried out, the reporting system could deteriorate
into a simple ‘tick-box’ exercise which does not reflect actual health and
safety performance. The confirmatory checks should involve sampling of
School/Professional Service activity. The number of checks required should
reflect the nature of the hazards in the School/Professional Service. For
example, where activities are largely office and classroom based less
checking will be required than where the activities are laboratory and
workshop based. Wherever possible, Deans/Registrar and Chief Operating
Officer should focus on the health and safety critical parts of the activities
falling within their remits, and concentrate their efforts in confirming that
such activities are being conducted safely. The ASA should be consulted
when planning confirmatory checks. Actions that the Dean/Registrar and
Chief Operating Officer could take include:
         • independent safety tours;




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          • asking for evidence of health and safety activity on an ad-hoc basis
            when visiting Schools/Professional Services, e.g. asking for a copy
            of a risk assessment;
          • confirming health and safety performance at staff appraisal;
          • requesting documentation, e.g. training records, risk assessments;
          • attendance at health and safety committees;
          • meetings with ASA.

Deans/Registrar and Chief Operating Officer should include a concluding
summary about common issues of concern and good practice found in
Schools/Professional Services.

4.3      Procedure for University Level Review

Partial review of the occupational health and safety management system will
carried out by SOHC at least 3 times per annum, with full review annually,
prior to submission of an annual report to UEG.

4.3.1 Inputs

Inputs to the review process will include:
        • accident, incident, dangerous occurrence, near miss and work
           related ill health reports (Health and Safety Office summaries);
        • results of any internal or external occupational health and safety
           system audit reports;
        • relevant corrective actions carried out since the previous review;
        • reports of emergencies, including significant emergency exercises
           (excludes routine fire drills);
        • annual health and safety reports from Heads on the effectiveness
           of the system locally; and,
        • reports on the effectiveness of the hazard identification, risk
           assessment and risk control processes (from the University Health
           and Safety Adviser’s report).

4.3.2 Review Process

Review will address the following subjects:
       • assessment of the suitability of the current occupational health
          and safety policy;
       • setting up or updating occupational health and safety objectives
          for ensuring continual improvement in the forthcoming period;
       • adequacy of current hazard identification, risk assessment and risk
          control processes;
       • current levels of risk and the effectiveness of existing control
          measures;


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          • adequacy of resources (financial, personnel, material);
          • the effectiveness of the occupational health and safety inspection
            process;
          • the effectiveness of the hazard reporting process;
          • data relating to accidents and incidents that have occurred;
          • output of any investigations into (RIDDOR reportable) accidents,
            dangerous occurrences and work-related ill health;
          • recorded instances of procedures not being effective;
          • results of internal and external occupational health and safety
            management system audits carried out since the previous review
            and their effectiveness;
          • the state of preparedness for emergency;
          • improvements to the occupational health and safety management
            system (e.g. new initiatives to be introduced or expansion of
            existing initiatives); and,
          • an assessment of the effects of any foreseeable changes to
            legislation or technology.

5.       Records

The main documented outcome of the review will be the production of an
updated University Health and Safety Plan for the forthcoming year. This will
made available to staff and students via the University of Southampton
“SUSSED” portal and to other interested parties on request to the Health and
Safety Office.

The plan will include references to the following:
       • revisions to the occupational health and safety Policy and related
         objectives;
       • specific corrective actions (where not dealt with adequately at local
         level) for Heads, with target dates for completion;
       • specific improvement actions, with assigned responsibilities and
         target dates for completion;
       • dates for review of corrective actions; and,
       • areas of emphasis to be reflected in the planning of future
         occupational health and safety management system audits;

Records of occupational health and safety management reviews will be 
maintained by the Health and Safety Office for a minimum of 3 years.




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                                                                   Appendix 1
Executive Summary

Health and Safety Performance 1 January – 31 December 2000

School/Professional Service



Outcome of Previous Year’s Action Plan




Health and Safety Activity
  Health and Safety Policy/Local Arrangements




  Health and Safety Inspections




  Health and Safety Committees




  Interaction with the Health and Safety Office




Training




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Risk Assessment




Accidents and Incidents




Conclusions and Action Plan




  Has performance improved, remained the same, or deteriorated?




Signing off
  Name

  Date




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Templates for Health and Safety Report

Most templates will, subject to review, roll on to subsequent years, thereby
providing a record over time of health and safety performance.

The following templates are provided.

Template 1 - Outcome of Previous Year’s Action Plan

To list actions and provide tracking through to completion.

Template 2 - Activity tracking template

To list dates for various health and safety related activities.

Template 3 - Health and Safety Training

List training requirements against staff lists (and students lists where
appropriate) to provide a record of training needs and dates when training
was completed.

Template 4 - Accidents and Incidents

To list accidents and other incidents and to track actions through to
completion.

Template 5 - Risk Assessment

Template 6 – Current Year’s Action Plan

To list actions and provide tracking of corrective action(s) through to
completion..




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Template 1 – Previous Year’s Action Plan Template



1 January 200 – 31 December 200

Item                                      Who to          Target date          Comments   Date of
                                          carry out       for                             completion
                                                          completion

1

2

3

4

5

6

7

8

9

10




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Template 2 - Activity Tracking Template



Dates of Health and Safety Policy Revisions




Fire Drills

Building           Dates of Fire Drills
name/no.




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Health and Safety Inspections

Building           Dates of inspections – highlight those dates on which the ASA and/or the Head attended by including
name/no.           the notation ‘A’ and/or ‘H’ respectively after the date entered.




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Health and Safety Committees

Title of           Dates of meetings – highlight those dates on which the ASA and/or the Head attended by including the
committee          notation ‘A’ and/or ‘H’ respectively after the date entered.




Dates of meetings between Head and ASA




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Template 3 - Health and Safety Training Template

Training staff and students so that they can work safely is an essential prerequisite to ensuring the well being of all
members of the University. This health and safety training template provides a simple way of recording who needs
what training, and when the necessary training has been given. It will also assist Heads of Schools and Professional
Services when compiling their annual health and safety report. Requirements for health and safety training are
outlined in HSP 10 Guidance on Health and Safety Training in Schools and Professional Services. This includes the
statement that ‘task specific training is a requirement for those who are required to carry out risk assessments, for
those who are regular users of Display Screen Equipment, and those who carry out manual handling tasks’. It should
be assumed that all members of academic staff who supervise research work will need to be trained in risk assessment
unless there is clear evidence in a particular case that such training is not necessary.


Guidance for completing the template

The template is designed to assist Schools/Professional Services to meet their obligations under the University Health
and Safety Policy regarding health and safety training. It provides a central School/Professional Service record of the
training needs that have been identified, and when training was provided. When first setting up the template, a tick or
‘M’ (for mandatory) should be entered under each topic against the names of those who require to be trained in the
appropriate topic. A training needs assessment may be required initially to allow this to be completed. Once training
has been given, the date of the training can then be entered in the appropriate space in place of the tick or ‘M’.

The names of all members of the School/Professional Service should be entered in the ‘Name’ column. Please
remember to include all relevant categories of staff and others, e.g. post-doctoral researchers, visitors, hourly paid
staff, etc.

Other health and safety subjects can be entered in the template to reflect any specialised topics relevant to a
School/Professional Service.




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Template 3 - Health and Safety Training Record Template




                                          Induction (M2)




                                                                       handling (M4)
                          Management
                          Training (M1)




                                                                                                                  Fire Training
                                                                                       assessment



                                                                                                    inspections
                                                           equipment




                                                                                                                                  First-aid
                                                           Display




                                                                       Manual
                                                           screen
                          Senior




                                                                                                    Safety
                                                                                       Risk
                                                           (M3)




                                                                                       (M5)



                                                                                                    (M6)
Name




1 All Senior Managers 
2 All staff and, where relevant students, visitors and contractor 
3 All users (as defined in HSE guidance) 

4 All those involved in manual handling activities (ref. HSP5) 

5 All those involved in leading risk assessment activities (ref. HSP2, HSP3) 

6 All those involved in leading workplace inspections, internal or safety system audits 



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Template 4 – Accidents and Incidents

Date     Occupation          Injury              Description of              Location   Preventive action   Date
                                                 incident                               required            action
                                                                                                            completed




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Template 5 – Risk Assessment

Please note: confirmation that all those who carry out risk assessment have
been suitably trained is required as part of Template 3.

                                                        Comments
1        Confirm approximate proportion of
         risk assessments carried out*.
2        Generic Activities (See HSP9, section 4.3 and Appendix 3)
2.1      Confirm that risk assessments are
         carried out for generic activities.
2.2      State where the risk assessment
         records are kept.
3        Specialised Activities (See HSP9, section 4.3 and Appendix 3)
3.1      Confirm that risk assessments are
         carried out for all research projects
         and other specialised activities.
3.2      State where the risk assessment
         records are kept.
4        State the monitoring systems that
         are used to check that risk
         assessments are being completed
         and are adequate.

*     (This should be based on the findings of health and safety inspections
      and other checks routinely made by the School/Professional Service.)

Please note that if any deficiencies are identified when completing this
template, remedial actions should be programmed into the following year’s
Action Plan (Template 6).




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Template 6 – Current Year’s Action Plan Template



1 January 200 – 31 December 200

Item                                      Who to          Target date          Comments   Date of
                                          carry out       for                             completion
                                                          completion

1

2

3

4

5

6

7

8

9

10




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                                                                                                                Appendix 2
Pro-Forma for Deans/Registrar and Chief Operating Officer to Report to the Vice-Chancellor on Health and Safety
Performance in Schools/Professional Services.


Faculty/Professional Service



Period Covered:       1 January 200 – 31 December 200


In this pro-forma:

         ‘Yes’         Indicates there is quantified evidence that this activity has been carried out in full compliance
                       with University Health and Safety Policy.
         ‘Partial’     Indicates there is quantified evidence that this activity has been carried out to some degree, but
                       not in full compliance with University Health and Safety Policy.
                       Please also include a brief explanation why the actions were partial, e.g. ‘no deadline against
                       action plan items’.
         ‘Claimed’     Indicates the School/Professional Service has reported that the activity has been carried out but
                       has provided no evidence to support the claim.
         ‘No’          Indicates there is no evidence that the activity has been carried out by the School/Professional
                       Service.




HSP7/1                                                             Page 25 of 32                                   Review by 10/10
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                                          Schools/Professional Services




                              School/PS



                                            School/PS



                                                        School/PS



                                                                    School/PS



                                                                                     School/PS



                                                                                                 School/PS



                                                                                                             School/PS



                                                                                                                         School/PS



                                                                                                                                     School/PS



                                                                                                                                                 School/PS



                                                                                                                                                             School/PS



                                                                                                                                                                         School/PS
Activity




                              Name of



                                            Name of



                                                        Name of



                                                                    Name of



                                                                                     Name of



                                                                                                 Name of



                                                                                                             Name of



                                                                                                                         Name of



                                                                                                                                     Name of



                                                                                                                                                 Name of



                                                                                                                                                             Name of



                                                                                                                                                                         Name of
Annual report


Executive Summary
includes all necessary
information?

All templates
completed?


Previous Years Action
Plan – completed?


School/Professional
Service Health &
Safety Policy

In date?



Correct format?


HSP7/1                                                                          Page 26 of 32                                                                Review by 10/10
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                                              Schools/Professional Services




                                  School/PS



                                                School/PS



                                                            School/PS



                                                                        School/PS



                                                                                         School/PS



                                                                                                     School/PS



                                                                                                                 School/PS



                                                                                                                             School/PS



                                                                                                                                         School/PS



                                                                                                                                                     School/PS



                                                                                                                                                                 School/PS



                                                                                                                                                                             School/PS
Activity




                                  Name of



                                                Name of



                                                            Name of



                                                                        Name of



                                                                                         Name of



                                                                                                     Name of



                                                                                                                 Name of



                                                                                                                             Name of



                                                                                                                                         Name of



                                                                                                                                                     Name of



                                                                                                                                                                 Name of



                                                                                                                                                                             Name of
Distributed to
staff/students?


Fire Drills carried out?



Health and safety
inspections conducted
with required frequency?

Health and Safety
Committee meetings
conducted with required
frequency?

Interaction with the
Health and Safety
Office adequate?

Training All mandatory
training provided 7?




7 In this context ‘mandatory training’ refers to the training required by the University Health and Safety Policy. 
HSP7/1                                                                              Page 27 of 32                                                                Review by 10/10
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                                          Schools/Professional Services




                              School/PS



                                            School/PS



                                                        School/PS



                                                                    School/PS



                                                                                     School/PS



                                                                                                 School/PS



                                                                                                             School/PS



                                                                                                                         School/PS



                                                                                                                                     School/PS



                                                                                                                                                 School/PS



                                                                                                                                                             School/PS



                                                                                                                                                                         School/PS
Activity




                              Name of



                                            Name of



                                                        Name of



                                                                    Name of



                                                                                     Name of



                                                                                                 Name of



                                                                                                             Name of



                                                                                                                         Name of



                                                                                                                                     Name of



                                                                                                                                                 Name of



                                                                                                                                                             Name of



                                                                                                                                                                         Name of
Risk assessment



All necessary assessments
completed, including those
for teaching activities?


Quality of assessments is
adequate?



Accidents –documented
and adequately
investigated?


Conclusions included
about performance?



Current action plan
adequate?



Signed off by Head of
School/Director of
Professional Service?

HSP7/1                                                                          Page 28 of 32                                                                Review by 10/10
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Actions taken by Dean/Registrar and Chief Operating Officer with respect to sub-standard performance identified
above

1.




2.




3.




4.




5.




HSP7/1                                                             Page 29 of 32                          Review by 10/10
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Confirmatory sampling activities carried out by Dean/Registrar and Chief Operating Officer




Common issues emerging from Schools/Professional Services




Signature



Date



HSP7/1                                                             Page 30 of 32             Review by 10/10
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                                                                         Appendix 3

Outline Timetable for Health and Safety Reports.

Date                Action                                Comments
November            Advice on form and content
2000                of annual reports issued by
                    Health and Safety Office
End of              Schools/Professional                  Reports should be discussed
February 2000       Services produce a draft              with the ASA.
                    report.                               Drafts should identify any
                    Any health and safety                 significant health and safety
                    activities identified in              issues which may need to be
                    reports’ action plans that            fed into the Strategic
                    will cost in excess of                Planning process at this
                    £50,000 to be included in             stage.
                    strategic planning
                    templates.
March – April       Heads/Directors meet with             ASAs prepare critiques of
                    ASA to review drafts.                 reports for Heads/Directors
                                                          in advance of meeting.
                    If necessary,
                    School/Professional Service
                    produces revised draft
                    report.
                    Revised draft reviewed and
                    endorsed at
                    School/Professional Service
                    Board
20 April 2000       Final version of
                    School/Professional Service
                    report issued to
                    Deans/R&COO
May - June          Deans/R&COO meet ASA to               Deans/R&COO carry out
                    review reports and to plan            enquiries to establish
                    confirmatory checks.                  reasons for any sub-
                    If necessary, Deans/R&COO             standard performance1
                    write to Heads/Directors
                    requesting documentation to
                    confirm statements in
                    reports.
                    Deans/R&COO prepare draft             Draft reports should be
                    reports and discuss these at          prepared in conjunction with
                    a ‘Heads of Schools/Senior            the ASA.
                    Management’ meeting.

HSP7/1                                  Page 31 of 32                       Review by 10/10
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Date                       Action                                      Comments
End of June                Deans/R&COO produce their                   If there are significant
                           reports for the VC (and the                 changes to the draft report,
                           Health and Safety Office).                  the final report should be
                                                                       discussed with the ASA.
By mid July                Safety and Occupational                     University Safety Adviser’s
                           Health Committee meets.                     annual report presented at
                                                                       this meeting.
By end July                Consultative Group for
                           Safety and Occupational
                           Health meets.
August -                   VC meets with DVC to review                 VC drafts report for Council.
September                  reports.                                    Feedback to Deans/R&COO
                                                                       drafted.
September                  Council receives VC’s report


September –                DVC produces report for                     DVC’s report essentially to
October                    UEG.                                        be forward looking.

October –                  UEG receives DVC’s report.
November


1
    ‘Sub-standard performance’ is indicated where School/PS reports are marked ‘no’, ‘claimed’ or partial’.




HSP7/1                                            Page 32 of 32                                  Review by 10/10
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DOCUMENT INFO
Description: Executive Summary Templates for Hr document sample