university safety office 10 parks road oxford ox1 3pd 01865 270811 health and safety self assurance...

University Safety Office

10 Parks Road

Oxford OX1 3PD

01865 270811

https://www.admin.ox.ac.uk/safety

Health and Safety

Self Assurance Toolkit

Directly at: http://oxford.financesat.co.uk/en/login

Or via: www.admin.ox.ac.uk/safety/selfassurance

Today’s Aims

• How to complete the toolkit

• Points to consider

How to complete the toolkit

Purpose of the Toolkit

• To help you identify effective systems of control

• To help you identify areas for improvement

• To help you plan improvements

• To help the University monitor performance, but NOT as a ranking exercise.


Ten questions:1. How does your department decide what actions to take to comply with health and safety legislation?

2. How does your department conduct risk assessments and ensure that precautions/controls are adequate?

3. How does your department establish and maintain management control?

4. How does your department consult with its members and encourage participation in developing safety procedures?

5. How does your department identify training needs and ensure everyone is informed and suitably trained in procedures?

6. How does your department ensure incidents are reported, managed and investigated?

7. How does your department conduct inspections and ensure corrective and preventative measures are implemented?

8. How does your department ensure those with authority are committed to controlling risk and preventing harm to people?

9. How does your department manage health and safety in respect to the following ‘key topics’ (Emergency Planning & Response)?

10. How does your department ensure health & safety is seen as an integral part of the department's overall objectives?


Ten questions:1. How does your department decide what actions to take to comply with health and safety legislation?

(Planning to improve performance)

2. How does your department conduct risk assessments and ensure that precautions/controls are adequate?(Risk Control)

3. How does your department establish and maintain management control?(Control)

4. How does your department consult with its members and encourage participation in developing safety procedures?(Co-operation)

5. How does your department identify training needs and ensure everyone is informed and suitably trained in procedures?(Communication/Competence)

6. How does your department ensure incidents are reported, managed and investigated?(Accidents and Incidents)

7. How does your department conduct inspections and ensure corrective and preventative measures are implemented?(Surveying/Corrective measures)

8. How does your department ensure those with authority are committed to controlling risk and preventing harm to people?(Leadership/Review)

9. How does your department manage health and safety in respect to the following ‘key topics’ (Emergency Planning & Response)?(Key Topics)

10. How does your department ensure health & safety is seen as an integral part of the department's overall objectives? (Integration)


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Select the relevant questionnaire

Further instructions available

Helpdesk

Question


Overview

Weblinks

Each question has a set of answers



Each answer has a different ‘Performance Level’ statement


For each answer, you select the statement that best represents your department


Add ‘Evidence’

‘Evidence’can be a

written summary

and / or

attachment



Continueand select ‘Statement’ and add ‘Evidence’ for all remaining answers


Continueand select ‘Statement’ and add ‘Evidence’ for all remaining answers and questions


If unsure, take a look at the

additional ‘Information’ and ‘Links’


The colour code will tell

you how much of the

questionnaire has been

completed.

When all green, you can

submit.

Performance Profile

Approval Process

DSO completes

toolkit

Approval Process

DSO completes

toolkit

Head of Department

reviews

Approval Process

DSO completes

toolkit

Head of Department

reviews

Back to DSO if

changes required

Approval Process

DSO completes

toolkit

Head of Department

reviews

Submitted to Safety Office

Back to DSO if

changes required

Approval Process

DSO completes

toolkit

Head of Department

reviews

Submitted to Safety Office

Back to DSO if

changes required

Area Safety Officer has

access to their departments

Approval Process

Points to Consider

Points to Consider

1. How does your department decide what actions to take to comply with health and safety legislation?

Answers

• Implementation of University health and safety policies

Evidence

• Consider meeting minutes, emails, handbooks, safety manuals, standard operating procedures

Points to Consider

2. How does your department conduct risk assessments and ensure that precautions/controls are adequate?

Answers

• Risk assessments

• ‘Suitable and sufficient’ risk assessments

• Review of risk assessments

• Control measures

Evidence

• Attach fire risk assessment

• Consider ‘general’ & ‘topic specific’ assessments

• Consider emails, incident reports, minutes, inspections

Points to Consider

3. How does your department establish and maintain management control?

Answers

• Health and safety responsibilities

• Supervision

• Contractor control

• Arrangements with other departments/organisations

Evidence

• Attach statement of safety organisation

• Consider how people are selected & understand their roles

• Consider levels of experience and the required supervision

• Consider how well the department interacts with others over safety

Points to Consider

4. How does your department consult with its members and encourage participation in developing safety procedures?

Answers

• Discussion forums for health and safety

• Agenda and recording of safety discussions

• Staff and student involvement in developing controls

Evidence

• Attach minutes & agendas from safety discussion forums

• Consider terms of reference and representation on committees

• Consider how active and informed are the committee members

• Consider what discussions are held at group levels

Points to Consider

5. How does your department identify training needs and ensure everyone is informed & suitably trained in procedures?

Answers

• Health and safety induction training

• Ongoing health and safety training

• Communication of health and safety information

• Competent health and safety advice

Evidence

• Consider induction training, including different types of individual or remote locations, and what records kept

• Consider training records or attendance on courses

• Consider how well updated information is known

• Consider whether individuals contact the DSO and take your advice

Points to Consider

6. How does your department ensure incidents are reported, managed and investigated?

Answers

• Incident reports and investigations

• First aid provision

Evidence

• Attach a summary of the incidents reported in past year

• Consider the reporting system and whether it ensures all incidents are reported within 24hrs.

• Consider how well your department investigates incidents and implements preventive actions

• Consider how well information is shared across the department.

• Consider whether ‘near-miss’ type of incidents are reported.

Points to Consider

7. How does your department conduct inspections and ensure corrective and preventative measures are implemented?

Answers

• Safety inspections

• Safety inspection personnel and involvement

• Implementation of corrective measures

Evidence

• Attach inspection reports from the past year

• Consider how effective the inspection process is at finding problems

• Consider whether actions are rectified in a timely manner

• Consider actions arising from other sources, such as risk assessments, incident investigations, committees.

Points to Consider

8. How does your department ensure those with authority are committed to controlling risk & preventing harm to people?

Answers

• Head of Department

• Supervisor influence

• Governance

Evidence

• Attach:• All: Statement of Safety Organisation, Agenda and Minutes from relevant Safety Meetings,

Inspection Reports, Accident Reports, Self Assurance Questionnaire, Fire Risk Assessment.• Topic Specific: Ionising Radiation monthly returns, Biological Survey, Laser

Inventory/Inspection report, New or modified Local Exhaust Ventilation (LEV) systems

• Consider what involvement Heads of Department and Supervisors

take in implementing the measures outlined in the other questions.

Points to Consider

9. How does your department manage health and safety in respect to the following ‘key topic’ – Emergency Plans & Response?

Answers

• Fire

• Hazardous Substances

• Workshop / Machinery

• Fieldwork / Overseas Travel

• Miscellaneous (e.g. floods, asbestos, electrical, lasers)

Points to Consider

9. How does your department manage health and safety in respect to the following ‘key topic’ – Emergency Plans & Response? (cont.…)

Evidence

• Risk Assessments:• What type of incidents might arise?

• Have you considered and identified all possible emergencies e.g. fire, flood, electrical shut-down, spillage exposure, needle-stick exposure, trip / slip / fall, machinery / work equipment, medical emergency, asbestos, legionnaire's disease, personal attacks?

• Do you have different buildings, or people working abroad or in remote locations? Could there be different types of emergency?

• Is there anyone in the department who might need specific assistance in an emergency?

Points to Consider


Evidence

• Emergency Procedures/Equipment• Is there a set procedure for dealing with an emergency?

• Do you need to provide clear instructions outlining what to do?

• What about external agencies e.g. emergency services, security services, Trust / University estates, safety office? Do you know what their response will be in an emergency? Have you produced relevant information e.g. Building Contingency Plans, First Response Plans?

Points to Consider


Evidence

• Emergency Procedures/Equipment• Is there any specialist equipment required?

• Is this equipment available and appropriate?

Points to Consider


Evidence

Training / Testing• Who might be involved with an incident e.g. facilities, first aiders,

dedicated escorts, supervisors, lab managers?

• Are there deputies for all these people?

• What training have these people received?

• What about people working alone or out of hours?

• What other incidents might occur out of hours?

• What escalation procedures do you have?

• What tests / drills / checks are conducted?

Points to Consider


Evidence

• Post-Event• Who decides it is safe to re-enter a building or re-use an area?

• Is there any plant / equipment that needs to be checked or manually re-started to ensure controls are functioning correctly after an incident?

• Do you have systems for cleaning up & disposing of hazardous substances e.g. human blood, needles, chemicals?

• Does your incident reporting system capture all types of incident?

• Do you need to include anyone else in your incident investigation?

• Does the department consider the need for counselling following certain incidents?

Points to Consider

10. How does your department ensure health & safety is seen as an integral part of the department's overall objectives?

Answers

• Changes in research or teaching activities

• Planned improvements for the forthcoming year

Evidence

• Consider building projects

• Consider new groups or equipment arriving

• Consider individuals collaborating with other departments

• Consider emerging or new technologies

• Implement a plan for improvement based on overall findings.

And finally…

• Toolkit open at least End of September, 2015

• Identify areas of improvement and use the findings to devise some form of action plan for 2015/16

• Discuss the findings during safety committees

Any questions?

• http://oxford.financesat.co.uk/content

• http://www.admin.ox.ac.uk/safety/selfassurance/

• [email protected]

• [email protected]

university safety office 10 parks road oxford ox1 3pd 01865 270811 health and safety self assurance...

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