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Education Sector Occupational Environment, Health & Safety Management System General Framework

(ED OEHSMS GF)

Version 1.1

EHS DirectorateSeptember 2016

Copyrights Reserved to Ministry of Education (MOE) in United Arab EmiratesEnvironment, Health & Safety Directorate

Table of Contents

Document Education Sector Occupational Environment, Health & Safety Management System General Framework

Issued By EHS Directorate

Standard - Issue Date September 2016 Policy/ Procedure Table of Contents Version 1.1

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This document is an official document to the Ministry of Education (MOE). In case it is printed it becomes unauthentic and unofficial and the Ministry assumes no responsibility towards it.

Table of Contents

Section Content

Introduction

0.1. Background 0.2. Vision, Mission & Strategic Goals 0.3. Success Factors 0.4. System Structure 0.5. Scope of Work 0.6. Implementation Requirements 0.7. References

Standard 1: Leadership

1.1. Management Commitment 1.2. Education Sector OEHS General Policy

Standard 2: Planning

2.1. Legal Compliance 2.2. Risk Identification & Assessment (Operations) 2.3. Threats Identification & Assessment (Emergency) 2.4. Contractors Management 2.5. Performance Management

Standard 3: Support

3.1. Human Resources 3.2. Competency & Training 3.3. Communication & Consultation 3.4. Documents Management

Standard 4: Operations

4.1. Operations Management 4.2. Emergency Management

Standard 5: Monitoring & Performance Evaluation

5.1. Assessment & Auditing 5.2. Accidents Reporting & Investigation

5.3. Management Review & Continual Improvement



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6. Forms (Only in Arabic)

Form 1: Legal & Other Requirements Register Form Form 2: Risk Identification & Assessment Form (Operations) Form 3: Threats Identification & Assessment Form (Emergency) Form 4: Performance Evaluation Form (Institutions) Form 5: Performance Evaluation Form (Education Sector) Form 6: Documents Change Request Form Form 7: OEHS Requirements Assessment Form (Educational) Form 8: OEHS Requirements Assessment Form (Administrative) Form 9: OEHSMS Audit Form Form 10: Assessment & Audit Report Form Form 11: Accidents Reporting & Investigation Form

7. Annexes (Only in Arabic)

Annex 1: General Legal & Other Requirements Register Annex 2: General Risk Register (Operations) Annex 3: General Threats Register (Emergency) Annex 4: OEHS Requirements for Contractors & Service Providers Annex 5: General Risk Management Procedures Manual (Operations) Annex 6: General Threats Management Procedures Manual (Emergency)Annex 7: Education Sector Sample Emergency Plan (NCEMA) Annex 8: Education Sector Emergency Plan Procedures (NCEMA)

Introduction



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0.1. Background

The purpose of this Framework is to identify and define the minimum Key Standards, Policies and Procedures for the UAE Education Sector Occupational Environment, Health & Safety Management System (OEHSMS), hereinafter referred to as the "System" aiming to comply with its minimum requirements and ensure its implementation at all times by all institutions under the scope of work of this System, hereinafter referred to as the "Institutions" as indicated below in item (0.5. Scope of Work). This System was designed to comply with federal and local laws, legislation and regulations in UAE and International best practices relevant to occupational environment, health and safety with a view to best managing anticipated risks, reducing and controlling it in order to preserve employees, students and other persons (i.e. visitors, contractors and service providers) and to protect the environment and its sustainability during regular operations and emergency situations in all Institutions under the scope of work of the System to achieve MOE Strategies and Policies in particular and the Government in general. The System includes the standards, policies and procedures for the identification of occupational environment, health, and safety legal and other requirements, management of risks, contractors and service providers; It also includes the mechanisms of implementation, monitoring, assessment and auditing, the procedures of emergency, disaster and crisis management, accidents reporting and investigation, periodical management review for its continual improvement. MOE has established its EHS Directorate within its new organization structure in order to develop this System standards, policies and procedures and to monitor its implementation efficiency and effectiveness through periodic assessment and auditing of all Institutions under the System scope of work to achieve the desired goals and objectives of activating and implementing the System in the Education Sector in UAE. EHS Executive and Technical Committees were established in MOE to oversee and monitor the System development, implementation, its periodical performance evaluation, review and update for continual improvement.






0.2. Vision, Mission and Strategic Goals

Vision:

“Safe, Healthy and Sustainable Workplace and Educational Environment for All”

Mission:

“Building Culture and Capacity towards the Optimal Management and Effective Implementation of Occupational Environment, Health and Safety Management System in

Education Sector”

Strategic Goals 1. Development, implementation and monitoring of all the System standards, policies and

procedures. 2. Identifying roles and responsibilities. 3. Compliance with all related legal and other requirements. 4. Identifying a common mechanism and methodology for risks, emergencies, disasters and crisis

management. 5. Optimal management of contractors and service providers. 6. Disseminating culture and capacity building. 7. Identifying effective mechanisms for communication and consultation. 8. Measuring performance through monitoring, assessment, auditing and accidents investigations. 9. Periodic review and continual improvement of the System related standards, policies and

procedures.






0.3. Success Factors

One of the main success factors to ensure the System development and commitment by all the Education Sector Institutions in UAE towards its implementation and compliance is the unlimited support provided to MOE from Higher Authorities reflected by the UAE Cabinet of Ministers Decrees on restructuring the Ministry and establishing EHS Directorate therein and by Decrees on including nurseries, higher education institutions and scientific research centres to MOE scope of work. This aims at promoting the educational system in UAE and providing safe, healthy and sustainable work and learning environment to motivate them to work, learn and innovate to achieve UAE initiatives and prospects in public and higher education. Heading towards the support and development of regulations, legislation, regulations and procedures on occupational environment, health and safety in UAE in the presence of relevant existing and current laws, legislation and regulations contribute in the successful development and implementation of the System in addition to the society general awareness for excellence and prosperity, especially in the education sector concerned with creating a conscious, distinct and competitive generation. 0.4. System Structure System structure is based on an integrated set of standards, policies and procedures to ensure its efficient and effective implementation and the mechanisms of planning, operations, evaluation and continuous improvement on the basis of the reports and findings of monitoring, assessment, auditing and accidents investigations and through communication and consultation with all relevant stakeholders both internal and external, along with the findings of performance evaluation and external audit reports prepared by the Accreditations Awarding Bodies and on the periodical management review for continual improvement. 0.5. Scope of Work The System scope of work includes MOE and all its relevant facilities along with public and private educational Institutions including nurseries, kindergartens, schools, institutes, colleges and universities in UAE, hereinafter referred to as the "Institutions" and all employees, students and other persons present in it. This scope excludes all educational institutions affiliated to: a- Ministry of Defence. b- Ministry of Interior.






0.6. Implementation Requirements The System specifies the minimum core and mandatory standards, policies and procedures to be implemented by MOE and all its relevant facilities along with public and private general education Institutions including nurseries, kindergartens and schools.

With regard to public and private higher education institutions, including institutes, colleges and universities, it shall all develop its own integrated Occupational Environment, Health and Safety Management Systems (OEHSMS) in accordance with the minimum requirements as set in this Framework and internationally recognized OEHSMS (ISO) to be approved by Accreditations Awarding Bodies. A softcopy and a hardcopy of the approved Systems and supporting certificates shall be submitted to the concerned team in MOE EHS Directorate not later than six months from the date of the official launching of the System by MOE and notifying all Institutions to start applying it.

0.7. References 1. Labor Law no. 8 of 1980, as amended in 2007, Chapter V, articles 91, 92, 93, 94, 96, 98, 99,

100 & 101). 2. Ministerial Order No. 32 of 1982 on the determination of retentive methods and measures for

the protection of workers from risks at work (articles 1, 2, 3, 4, 5, 7, 8, 9, 10, 11, 14, 15, 18 & 24).

3. Ministerial Order No. 2/37 of 1982 on the employees’ medical care (articles 2, 3, 9, 10, 11, & 12).

4. Federal Law No. 24 of 1999 on the protection and development of the environment. 5. Executive Regulation No. 37 of 2001 of the Law No. 24 of 1999 on the protection of the marine

environment and handling hazardous materials, hazardous wastes and medical waste and projects environmental impact assessments.

6. Executive Regulation No. 12 of 2006 of the Law No. 24 of 1999 on air protection. 7. Federal Decree No. 11 of 2008 on the human resources in the federal government (article 65,

clauses 3 & 7, article 67, clause 2, article 77, clauses 1, 2 & 3, articles 78,79 & 80). 8. EHS Guidelines in the Federal Government 2015. 9. Educational Facilities Emergency Plan and related Procedures Appendix - National

Emergency, Crisis and Disaster Management Authority (NCEMA) 2015. 10. Green Building Regulations & Specifications – Dubai Municipality (DM). 11. Internationally recognized OEHS Management Systems (ISO).

Standard 1

Leadership



Standard 1.0. Standard 1 - Leadership Issue Date September 2016 Policy/ Procedure 1.1. Management Commitment Version 1.1

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1.1. Management Commitment

Top Management of all Institutions falling within the System scope of work is committed to support the effective development and implementation of all System standards, policies and procedures and to monitor it through assessments and audits, to periodically review it and provide all required financial and competent human resources aiming to achieve the desired goals and ensuring its continual improvement.

This commitment is achieved by adopting the Education Sector OEHS General Policy, identifying roles and responsibilities to be abided by as specified by the System and its related standards, policies and procedures. The same shall be communicated and introduced to all of those concerned to ensure the effective implementation of the System, achieving its desired goals, protecting the health and safety of employees, students and other persons and protecting the environment and its sustainability in the Education Sector in UAE.

Standard 2

Planning



Standard 2.0. Standard 2 – Planning Issue Date September 2016 Policy/ Procedure 2.1. Legal Compliance Version 1.1

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2.1. Legal Compliance

Purpose:

Identify federal and local legal and other requirements related to occupational environment, health and safety and the nature of Institutions operations and activities using the required form (Form 1: Legal & Other Requirements Register Form) and document/ register it in a formal Register (Annex 1: General Legal & Other Requirements Register). These requirements and its register shall be periodically and regularly monitored, updated and communicated to concerned stakeholders to comply with it.

Procedure:

Institutions shall carry out the following: 2.1.1. Observe and identify federal and local legal and other requirements related to occupational

environment, health and safety and the nature of Institutions operations and activities using the required form (Form 1: Legal & Other Requirements Register Form).

2.1.2. Document legal and other requirements in a formal register (Annex 1: General Legal & Other Requirements Register).

2.1.3. Incorporate these requirements and take it into consideration in all its current and new facilities, operations and activities to ensure legal compliance.

2.1.4. Communicate these requirements regularly to concerned stakeholders by introducing the System standards, policies and procedures; and means to access it.

2.1.5. Monitor legal and other requirements and evaluate the degree of compliance through regular assessment and auditing.

2.1.6. Legal and other requirements and its register shall be reviewed and updated upon updating or issuing any new OEHS laws, legislations, or regulations to be reflected and amended on Institutions OEHS Management System as required and ensure its communication to concerned stakeholders to be aware of and comply with it.

Forms: Form 1: Legal & Other Requirements Register Form. Annexes: Annex 1: General Legal & Other Requirements Register.



Standard 2.0. Standard 2 – Planning Issue Date September 2016

Policy/ Procedure 2.2. Risk Identification & Assessment

(Operations) Version 1.1

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2.2. Risk Identification & Assessment (Operations) Purpose:

Identify and assess occupational environmental aspects, health and safety hazards related to Institutions current and new facilities, operations and activities under normal operation conditions taking into consideration vulnerable individuals exposed to it including employees, students and other persons (visitors, contractors, and service providers) as well as any relevant legal and other requirements to assess impacts and risks associated with it and put in place all suitable and sufficient control measures and procedures aiming to eliminate/ prevent or mitigate and reduce it to As Low As Reasonably Practicable (ALARP) using the required form (Form 2: Risk Identification & Assessment Form (Operations)) and document it in a formal Register (Annex 2: General Risk Register (Operations)).

Risk assessment evaluation and established control measures must be established, monitored, updated and communicated to concerned stakeholders periodically and continuously and ensure they are actively engaged, trained and familiar with it.

Key Terms Definition:

Hazard/ Aspect: Anything with the potential to cause harm, loss or damage to human, the environment or properties.

Risk/ Impact: Is the potential of such harm, loss or damage to occur.

Risk/ Impact Assessment: Measuring the Severity of harm, loss or damage X Likelihood of its occurrence.

Control Measures: Necessary means, measures, precautions and procedures to be undertaken and implemented in order to control and handle all potential risks/ impacts identified and evaluated to eliminate, or mitigate and reduce it to preserve human health and safety, and protect the environment and its sustainability.








Procedure:

Institutions shall carry out the following:

2.2.1. Study process, activity or task subject to the assessment as well as equipment, tools and materials to be used in it to identify environmental aspects, health and safety hazards associated or arising from it using the required form (Form 2: Risk Identification & Assessment Form (Operations)).

2.2.2. Identify all vulnerable individuals exposed to such aspects and hazards along with the nature of their work, numbers, and exposure periods.

2.2.3. Identify the current available control measures and procedures. 2.2.4. Evaluate environmental aspects and health and safety hazards in terms of its Severity

(Consequences) and Likelihood (Probability) of occurrence (*As per the Assessment Indicators as shown below) while implementing operations, activities and tasks taking into consideration any previous accidents, assessment, auditing and accidents investigation reports findings, and recommendations for continual improvement.

* Severity & Likelihood Assessment Indicators:

Rating Severity (Consequences) Rating Likelihood (Probability)

1 Insignificant – There is no potential environmental pollution, health or injuries risks.

1 Very Unlikely – There is no precedent in previous similar operations, activities or tasks.

2

Minor - There is a minor environmental pollution, health or injuries risks that can be handled in workplace without further external assistance.

2

Unlikely - There is no precedent recorded in UAE, but it was recorded at least once in previous similar operations, activities or tasks abroad.

3

Moderate – There is a limited potential for environmental pollution, temporal / acute health impact or medium – level injuries that may partially / temporarily halt work and the need for external assistance and provision of specialized medical services as well resulting in no more than (7) workdays lost to recover.

3 Probable – There is at least one precedent recorded in similar operations, activities or tasks in UAE over the last 3 years.

4

Major - There is a potential critical environmental pollution, long / chronic / permanent health or serious injuries risks that completely stop work and necessitate external assistance and provision of specialized medical services as well resulting in more than (7) workdays lost to recover.

4 High – There is at least once precedent recorded in the same operations, activities or tasks in the Institution over the last 3 years.

5

Catastrophic - There is an incurable environmental pollution or a death risk that completely halt work and necessitate external assistance.

5

Frequent – There are frequent accidents recurrence recorded in the said operations, activities or tasks in the Institution over the last year.








2.2.5. Include any additional measures or procedures that may handle and control environmental impacts and health and safety risks and re-evaluate with a view of eliminating or mitigating and reducing it to As Low As Reasonably Practicable (ALARP) as per the following Hierarchy of Control as shown below:

Elimination/ Prevention By adjusting/ changing / modifying operations, activities, tasks,

equipment, tools or materials aiming to totally eliminate risk and prevent pollution.

Reduction or Substitution

By reducing or substituting operations, activities, tasks, equipment, tools or materials with less hazardous ones aiming to mitigate and reduce risks and impacts.

Isolation By preventing contacts using fixed, adjustable or automatic engineering guard and controls

Safe Systems of Work By setting and implementing standards, policies, procedures, information, instructions, training & supervision.

Personal Protective Equipment (PPE)

By using suitable and effective personal protective equipment and gears as a last option.

2.2.6. Document the findings of the assessment in a formal register (Annex 2: General Risk

Register (Operations)) taking into consideration devising an action plan for the implementation of necessary procedures to manage, control and monitor identified impacts and risks and communicating it to concerned stakeholders as per the following Matrix:

Likelihood (Probability)

Severity (Consequences) Insignificant (1) Minor (2) Moderate (3) Major (4) Catastrophic (5)

Very Unlikely (1) 1 2 3 4 5

Unlikely (2) 2 4 6 8 10

Probable (3) 3 6 9 12 15

High (4) 4 8 12 16 20

Frequent (5) 5 10 15 20 25








Risk Rating Required Actions

Low (1 – 3) Operations, activities or tasks can be carried out by the current procedures.

Moderate (4 – 6) Operations, activities or tasks can be maintained along with recommending the provision and implementation of other additional measures or procedures.

High (8 – 12)

Operations, activities or tasks can be maintained; however, they necessitate providing obligatory additional measures and procedures to control and handle within a specific period of time, while they are continuously monitored until additional measures and procedures are met, complete and re–evaluated. Operations, activities or tasks shall immediately cease function, if obligatory additional measures and procedures are not provided or achieved within the specified time agreed to.

Catastrophic (15 – 25)

Operations, activities and tasks shall not be initiated in the current situation. It must cease immediately until they are reconsidered as well as taking necessary control measures and procedures and carrying on re–evaluation for impacts and risks.

2.2.7. Regularly monitor, review and update Operations Risk Register at least once per year or at once as may be necessitated by assessment, auditing and accidents investigation reports findings. Also, in case of changing any of the key component of the assessment such as changing locations/ sites, employees, operations, activities, tasks, equipment, tools, materials or any change within the System scope of work, standards, policies, procedures, or relevant legal and other requirements.

Forms: Form 2: Risk Identification & Assessment Form (Operations). Annexes: Annex 2: General Risk Register (Operations).




Policy/ Procedure 2.3. Threats Identification & Assessment

(Emergency) Version 1.1

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2.3. Threats Identification & Assessment (Emergency) Purpose:

Identify and assess threats related to Institutions current and new facilities, operations and activities under emergency operation conditions and in case of emergencies, disasters and crisis situations taking into consideration vulnerable individuals exposed to it including employees, students and other persons (visitors, contractors, and service providers) to identify its priority for managing it and to put in place all suitable and sufficient control measures, procedures and mechanisms for prevention, mitigation, preparedness, response and recovery management in case of its occurrence aiming to:

a. Prevent human and financial losses and minimise it as far as possible. b. Ensure business continuity. c. Align all preparedness, response and recovery plans, procedures and operations to resume

operations and activities to its normal status as soon as possible. d. Identify roles and responsibilities to all concerned agency and members and align cooperation

operations and mechanisms during emergency, crisis and disaster situations.

Threat identification and assessment to be done using the required form (Form 3: Threats Identification & Assessment Form (Emergency)) and documented in a formal Register (Annex 3: General Threats Register (Emergency)).

Threats assessment evaluation and established control measures must be established, monitored, updated and communicated to concerned stakeholders periodically and continuously and ensure they are actively engaged, trained and familiar with it.

Key Terms Definition: Threat: Any threat with the potential to cause harm, loss or damage to human, the environment or properties in case of an emergency, crisis or disaster situation.

Risk: Is the potential of such harm, loss or damage to occur.

Risk Assessment: Measuring the Severity of harm, loss or damage X Likelihood of its occurrence.

Control Measures: Necessary means, measures, precautions and procedures to be undertaken and implemented threats prevention, mitigations, preparedness, response and recovery to preserve human health and safety, and protect the environment and its sustainability.








Procedure:

Institutions shall carry out the following:

2.3.1. Study emergency scenarios subject to the assessment and identify threats associated with it using the required form (Form 3: Threats Identification & Assessment Form (Emergency)).

2.3.2. Identify all vulnerable individuals exposed to such emergency scenarios and its associated threats along with the nature of their work, numbers, and exposure periods.

2.3.3. Identify the current available control measures and procedures to prevent, mitigate, prepare, respond and recover in case of such emergency scenarios occurrence.

2.3.4. Evaluate emergency threats in terms of its Severity (Consequences) and Likelihood (Probability) of occurrence (*As per the Assessment Indicators as shown below) taking into consideration any previous accidents resulting from it aiming to prioritize its management and control to protect lives, the environment and properties.

* Severity & Likelihood Assessment Indicators:

Rating Severity (Consequences) Rating Likelihood (Probability)

1 Insignificant – There is no potential environmental pollution, health or injuries risks.

1 Very Unlikely – There is no precedent in previous similar operations, activities or tasks.

2

Minor - There is a minor environmental pollution, health or injuries risks that can be handled in workplace without further external assistance.

2

Unlikely - There is no precedent recorded in UAE, but it was recorded at least once in previous similar operations, activities or tasks abroad.

3

Moderate – There is a limited potential for environmental pollution, temporal / acute health impact or medium – level injuries that may partially / temporarily halt work and the need for external assistance and provision of specialized medical services as well resulting in no more than (7) workdays lost to recover.

3 Probable – There is at least one precedent recorded in similar operations, activities or tasks in UAE over the last 3 years.

4

Major - There is a potential critical environmental pollution, long / chronic / permanent health or serious injuries risks that completely stop work and necessitate external assistance and provision of specialized medical services as well resulting in more than (7) workdays lost to recover.

4 High – There is at least once precedent recorded in the same operations, activities or tasks in the Institution over the last 3 years.

5

Catastrophic - There is an incurable environmental pollution or a death risk that completely halt work and necessitate external assistance.

5

Frequent – There are frequent accidents recurrence recorded in the said operations, activities or tasks in the Institution over the last year.








2.3.5. Include any additional requirements, measures or procedures aiming for emergency situations prevention, mitigation, preparedness, response and recovery to As Low As Reasonably Practicable (ALARP) as per the following Hierarchy of Control as shown below:

Elimination/ Prevention By adjusting/ changing / modifying operations, activities, tasks,

equipment, tools or materials aiming to totally eliminate and prevent emergency situations and threats.

Reduction or Substitution

By reducing or substituting operations, activities, tasks, equipment, tools or materials with less hazardous ones aiming to mitigate and reduce emergency situations and threats in case of its occurrence.

Isolation By preventing contacts using fixed, adjustable or automatic engineering guard and controls

Safe Systems of Work By setting and implementing standards, policies, procedures and plans for emergency, crisis and disaster management, information communication, instructions, training & supervision.

Personal Protective Equipment (PPE)

By using suitable and effective personal protective equipment and gears required for emergency, crisis and disaster situations as a last option.

2.3.6. Document the findings of the assessment in a formal register (Annex 3: General Threats

Register (Emergency)) taking into consideration devising an action plan for the implementation of necessary procedures to manage, control and monitor identified emergency, crisis and disaster threats and communicating it to concerned stakeholders as per the following Matrix:

Likelihood (Probability)

Severity (Consequences) Insignificant (1) Minor (2) Moderate (3) Major (4) Catastrophic (5)

Very Unlikely (1) 1 2 3 4 5

Unlikely (2) 2 4 6 8 10

Probable (3) 3 6 9 12 15

High (4) 4 8 12 16 20

Frequent (5) 5 10 15 20 25








Risk Rating Required Actions

Low (1 – 3) Operations, activities or tasks can be carried out by the current procedures for managing emergency, crisis and disaster situations without the need for any additional measures.

Moderate (4 – 6)

Operations, activities or tasks can be maintained along with recommending the provision and implementation of other additional measures or procedures to handle and control emergency, crisis and disaster situations and mitigate its impacts.

High (8 – 12)

Operations, activities or tasks can be maintained; however, they necessitate providing obligatory additional measures and procedures to control and handle emergency, crisis and disaster situations within a specific period of time, while they are continuously monitored until additional measures and procedures are met, complete and re–evaluated. Operations, activities or tasks shall immediately cease function, if obligatory additional measures and procedures are not provided or achieved within the specified time agreed to.

Catastrophic (15 – 25)

Operations, activities and tasks shall not be initiated in the current situation. It must cease immediately until they are reconsidered as well as taking necessary control measures and procedures and carrying on re–evaluation.

2.3.7. Regularly monitor, review and update Emergency Threats Register at least once per year or at once as may be necessitated by assessment, auditing and accidents investigation reports findings. Also, in case of changing any of the key component of the assessment such as changing locations/ sites, employees, operations, activities, tasks, equipment, tools, materials or any change within the System scope of work, standards, policies, procedures, or relevant legal and other requirements.

Forms: Form 3: Threats Identification & Assessment Form (Emergency). Annexes: Annex 3: General Threats Register (Emergency).



Standard 2.0. Standard 2 – Planning Issue Date September 2016 Policy/ Procedure 2.4. Contractors Management Version 1.1

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2.4. Contractors Management

Purpose:

a- Identify requirements for contractors and service providers in Institutions and ensure it is taken into account in their evaluations, selections and assignments and it is included within contracts concluded with them (Annex 4: OEHS Requirements for Contractors & Service Providers).

b- Monitor implementation and assess the performance of contractors and service providers on a regular basis, at least once a year or immediately upon the inputs from findings of assessment, audit and accident investigations reports aiming to:

a. Preserve the health and safety of employees, students and others persons affected by works

and services provided, the protection of environment and its sustainability. b. Ensure that contractors and service providers meet and satisfy the applicable laws, legislation,

regulations and requirements. c. Report and take actions against contractors and service providers in case they commit any

breaches that may endanger employees, students or others persons lives or cause environmental pollution or in case of violating the terms and conditions of signed contracts.

d. Improve the performance and quality of works performed and services provided by contractors and service providers.

c- This policy scope of work includes all contractors and services providers performing and delivering the following works and services: a. All kinds of construction or maintenance works. b. All kinds of security and guarding services. c. All kinds of transportation services. d. All kinds of nutrition services. e. All kinds of cleaning services. f. All kinds of insects and pests control services. g. Collecting wastes and garbage of all kinds and its safe disposal. h. Any other works or services rated to be of medium to high risk in the process of identifying and

assessing risks before its initiation.






Procedure:

Institutions shall carry out the following: 2.4.1. Preliminary Assessment

Contractors and service providers within the scope of work of this policy as referred above are to be assessed before being selected and assigned to perform works or provide services during tenders and technical proposals assessments, provided that the minimum assessment rating is 30% out of the total assessment of technical proposals according to the following standards:

# Assessment Standards Assessment %

1

Submit an action plan and a comprehensive guide for risk assessment and management standards, policies and procedures including emergency management while performing works and providing services within the required scope of work in the tender document and in compliance with binding legal and other requirements.

30%

2

Submit a copy of its integrated, certified and implemented systems for OEHS management or any other systems according to the scope of work specified in the tender document (for example: ISO EMS 14001, OHSMS 18001, and Food Safety Systems (HACCP)), along with a copy of the last Third Party Audit Report by Accreditation Awarding Bodies and External Auditing Parties.

20%

3

Submit a copy of all required and valid licenses and permissions issued by Competent Authorities in UAE (Federal & Local) related to works and services falling within the scope of work specified in the tender document and in compliance with binding legal and other requirements.

30%

4

Submit copies of certificates of experience, academic, professional and specialized certificates, training certificates for their candidate staff nominated for performing work. Those certificates shall include OEHS qualifications and training certificates and any other certificates specified by legal requirements.

20%

2.4.2. Selection and Assignment:

When selecting and assigning contractors and service providers, action plan and comprehensive guide for risk assessment and management standards, policies and procedures including emergency management shall be included in compliance with this policy and binding legal and other requirements as per the contracts scope of work signed with them. Approval by Institutions on such plan and guide is a mandatory pre-requisite shall be taken into account before assigning any of contractor or service provider and setting penalty clauses to be applied in case of violating those requirements during performing works and providing services.






2.4.3. Implementation Monitoring and Performance Evaluation

a- Monitor contractors and service providers through assessment and auditing of performed works, provided services and their facilities within the scope of work of signed contracts.

b- Hold periodic meetings with them to discuss and review risk assessments, policies, procedures and accidents investigation reports, as well as all OEHS matters related to scope of work and signed contracts;

c- Evaluate contractors and service providers’ performance and appraisal through monitoring

assessment, auditing, and accidents investigations reports along with the following performance indicators:

Work injuries count (deaths, full disabilities, partial disabilities, occupational ill health). Lost Work Days (deaths, injuries, occupational ill health for no more than 6 months as a sealing

cap). Accidents statistics (Frequency and Severity Rates) * 1.000.000 (million working hours). Critical and serious cases and accidents (fires, explosions, buildings collapse, Communicable

and infectious diseases). Environmental pollution accidents (air, soil and water pollution). Environmental Management and Sustainability Statistics (consumption rates of papers, fuel,

water, electricity, waste production rates). Any other related indicators requested by Institutions.






Contractors and Service Providers Duties and Obligations before stating performing works or providing services: a- Comply with OEHS requirements for Contractors and Service Providers (Annex 4: OEHS

Requirements for Contractors & Service Providers). b- Obtain all required and valid licenses and permissions issued by Competent Authorities in UAE

(Federal & Local) related to works and services falling within the scope of work specified in the tender document and in compliance with binding legal and other requirements.

c- Implement OEHS action plans and procedures including risk assessment and management standards, policies and procedures including emergency management during performing works and providing services in compliance with binding legal and other requirements.

d- Apply integrated, certified and implemented current system for OEHS management or any other systems according to the required scope of work (for example: ISO EMS 14001, OHSMS 18001, and Food Safety Systems (HACCP)) and carry out Third Party Audit Report by Accreditation Awarding Bodies and External Auditing Parties to ensure systems effectiveness and continuity.

e- Provide their employees nominated to perform works and provide services with the needed and constant training, guidance and supervision and maintain certificates of qualifications, training and awareness courses and sessions related to OEHS along with any other related certificates.

f- Provide employees with necessary personal protective equipment (PPE) and gears required and suitable to the nature of works and services to ensure their personal safety as well as the safety of others affected by their work.

g- Carry out self-monitoring processes through assessment and internal audit on all works and services and ensuring that OEHS related standards, policies and procedures are implemented.

h- Report accidents, including, deaths, serious injuries, full disability, partial disability, occupational ill health, fires, explosions, building collapses, communicable and infectious diseases or any other related ones.

i- Submit accidents investigations reports including all corrective and preventive actions in order to prevent its recurrence in the future.

Forms: None. Annexes: Annex 4: OEHS Requirements for Contractors & Service Providers.



Standard 2.0. Standard 2 – Planning Issue Date September 2016 Policy/ Procedure 2.5. Performance Management Version 1.1

Policy/ Procedure 2.5. Performance Management 1 of 4


2.5. Performance Management

Purpose:

a- Identify OEHS related objectives and performance indicators in Institutions aiming to measure and assess the performance of System standards, policies and procedures implementation to ensure its effectiveness and continual improvement in order to preserve the health and safety of students, employees and other persons, the protection of the environment, natural resource and sustainability in UAE Education Sector and to review and update on constant and periodical basis.

b- The scope of work of this policy and related procedures include all the following objectives and performance indicators:

A. Specialized Human Resources, Awareness, Culture & Capacity Building Indicators

Objectives Indicator

Reference Performance Indicator

Description Target

1. Prepare and enable qualified UAE National

A-1 ‐ Percentage of UAE

Nationals out of the total OEHS Staff

Minimum 40% Ascending Index

2. Building Capacities A-2 ‐ Total Training Hours ‐ Training Hours/ Employee

Ascending Index

3. Spread Awareness & Culture

A-3 ‐ Number of OEHS

Workshops, Seminars, Forums, Cultural & Awareness Campaigns

(4) Workshops, Seminars & Forums

(4) Awareness Campaigns

(4) Press Releases Ascending Index






B. Environmental Sustainability Indicators


Reference Performance Indicator

Description Target

1. Reduce Electricity Consumption

B-1 ‐ Total Consumption (kwh) ‐ Individual Consumption

Rate (kwh/ employee)

(-15%) from baseline consumption rates when System was firstly applied Descending Index

2. Reduce Water Consumption

B-2 ‐ Total Consumption (m3) ‐ Individual Consumption

Rate (m3/ employee)


3. Reduce Fuel Consumption

B-3 ‐ Total Consumption (gallon) ‐ Individual Consumption

Rate (gallon/ employee)


4. Reduce Papers Consumption

B-4 ‐ Total Consumption (paper) ‐ Individual Consumption

Rate (paper/ employee)


5. Promote and increase recycling & reuse of Non-Hazardous Wastes

B-5

‐ Total amount of non-hazardous wastes (plastic, wood & metal of products, furniture, fixture, cars, computers, etc.) which is reused or recycled (kg)

(+30%) from baseline consumption rates when System was firstly applied Ascending Index

6. Promote safe disposal of Hazardous Wastes

B-6 ‐ Total amount of hazardous

wastes including inks, medical wastes, etc. (kg)

100% Ascending Index






C. Occupational Health & Safety Indicators


Reference Performance Indicator Description Target

1. Implement programs for proactive monitoring to improve performance & reduce accidents

C-1.1 Percentage of actual assessment visits / the number of planned visits

Minimum 75% Ascending Index

C-1.2 Percentage of actual audit visits / the number of planned visits Minimum 75% Ascending Index

C-1.3 Percentage of evacuation exercises/ drills 100% Ascending Index

2. Reduce OEHS related accidents to Employees

C-2.1 Total number of serious accidents (including death) Descending Index C-2.2 Total number of lost workdays due to serious accidents Descending Index

C-2.3

Serious accidents Frequency Rates (million working hours factor)

Descending Index = Total number of serious accidents (including death) X 106

Total number of working hours

C-2.4 Serious accidents Severity Rates

Descending Index = Total number of lost workdays X 106 Total number of working hours (death do

not exceed 6 months)

3. Reduce OEHS related accidents to Students

C-3.1 Total number of serious accidents (including death) Descending Index C-3.2 Total number of lost workdays due to serious accidents Descending Index

C-3.3


Descending Index = Total number of serious accidents

(including death)

X 106

Total number of working hours

C-3.4 Serious accidents Severity Rates

Descending Index = Total number of lost workdays X 106 Total number of working hours (death do

not exceed 6 months)

4. Reduce EHS related accidents to Other Persons (Contractors & Services Providers, Visitors)

C-4.1 Total number of serious accidents (including death) Descending Index C-4.2 Total number of lost work days due to serious accidents Descending Index

C-4.3


Descending Index = Total number of serious accidents

(including death) X 106 Total number of working hours

C-4.4

Serious accidents Severity Rates

Descending Index = Total number of lost workdays

X 106 Total number of working hours (death do not exceed 6 months)






5. Conduct Accidents Investigations aiming to set corrective and preventive measures to handle it and prevent its recurrence

C-5 Percentage of actual investigations / the total number of reportable accidents

100% Ascending Index

Procedure:

2.5.1. Institutions shall carry out the following: a- Fill all data for above indicators in the required form (Form 4: Performance Evaluation Form

(Institutions)) on a quarterly basis and send it after approving and signing it from Institutions Senior Management by email to concerned team in Ministry of Education EHS Directorate as indicated below: a. First Quarter Report (January – March): No later than 15th of April. b. Second Quarter Report (April – June): No later than 15th of July. c. Third Quarter Report (July – September): No later than 15th of October. d. Fourth and last Annual Report (October – December): No later than 15th of January.

2.5.2. Concerned Team in Ministry of Education EHS Directorate will combine data of each

quarter in one incorporated report for the Education Sector using the required form (Form 5: Performance Evaluation Form (Education Sector)) and submit it to EHS Director in the Ministry to present it to Education Sector EHS Technical Committee and Approve from EHS Executive Committee before final submission to H.E. the Minister.

2.5.3. Training for all concerned employees in charge of filling and reporting performance indicators data using indicated forms will take place at the start of System implementation and on regular basis to enable them to fill it and prepare it on a correct and precise way.

2.5.4. Regular and periodical monitoring, review and update of OEHS Performance Indicators at least once a year.

Forms: Form 4: Performance Evaluation Form (Institutions). Form 5: Performance Evaluation Form (Education Sector). Annexes: None.

Standard 3

Support



Standard 3.0. Standard 3 – Support Issue Date September 2016 Policy/ Procedure 3.1. Human Resources Version 1.1

Policy/ Procedure 3.1. Human Resources 1 of 5


3.1. Human Resources

Purpose:

a. Identify required human resources and their duties and responsibilities in order to develop the System and monitor its implementation by UAE Education Sector Institutions aiming to preserve the health and safety of students, employees and other persons, the protection of the environment and its sustainability.

b. Incorporate duties and responsibilities in job descriptions, code of conducts and periodical performance appraisal of employees, students and others persons including contractors and service providers involved in the implementation of the System. Such duties and responsibilities are as follows:

3.1.1. Education Sector EHS Executive Committee (Ministry of Education) a. Provide necessary support and guidance aiming to develop, approve and pursue the implementation of the

System in Institutions under the Education Sector scope of work. b. Support the provision of necessary financial resources and competent human resources in order to develop,

implement and monitor the System. c. Ensure the effectiveness of System implementation by establishing periodical management review program

at least once a year. Such program shall include the review of: a. The System periodically according to reports and results of assessment and audit. b. Performance Evaluation reports compared to objectives and goals. c. Changes of legal and other requirements. d. Reports and results of communication, consultations and suggestions. e. Reports and results of accidents and investigation. f. Reports and recommendations of corrective and preventive measures and actions. g. Recommendation associated with the continual improvement of the System.

3.1.2. Education Sector EHS Technical Committee (Ministry of Education) a. Supervise the development and pursuing the implementation of the System in Institutions under the

Education Sector scope of work and ensure its standards, policies and procedures are taken into considerations in existing and new operations and activities and evaluate the following in order to achieve effective implementation and continual improvement: a. System implementation effectiveness and periodical performance evaluation reports based on

objectives and goals. b. Assessment and Audit Reports. c. Reports and results of communication, consultations and suggestions. d. Reports and results of accidents and investigation. e. Reports and recommendations of corrective and preventive measures and actions. f. Recommendation associated with the continual improvement of the System.






3.1.3. EHS Directorate (Ministry of Education)

The Directorate handles the System development and monitor its implementation in Institutions under the Education Sector scope of work, and is concerned with the following:

a. Develop the System and coordinate with competent authorities in UAE to ensure compliance with relevant laws and regulations.

b. Monitor and audit the System implementation effectiveness in Institutions and issue required reports. c. Review and approve Systems developed and submitted by Institutions. d. Identify and evaluate OEHS awareness and training programs aiming to spread awareness, culture and

building capacities. The following Sections belongs to the EHS Directorate: 3.1.3.1. Systems & Standards Section

Systems and Standards Section is responsible for System development in compliance with the local laws, legislations and best international practices. This Section handles the following:

a. Develop the System along with its standards, policies and procedures in compliance with applicable federal and local laws in UAE and best international practices and specifications in this field, and work on its update to ensure its periodical and continual improvement, coordinate and cooperate with competent and relevant authorities.

b. Develop subjects and programs related to awareness and capacity building, and evaluate events, workshops, seminars and courses according to the approved annual plan in order to spread awareness, culture and capacity building in this field.

c. Prepare statistics and periodical performance evaluations related to System implementation in the Educational Sector based on the approved performance indicators and periodical monitoring and audit visits reports.

d. Establish a database for the System and supervising its management and update. 3.1.3.2. Monitoring Section Monitoring Section is responsible for ensuring the compliance of all Institutions under the Education Sector scope of work with the System requirements, standards, policies and procedures as approved by MOE through periodical assessment and auditing programs. This Section handles the following: a. Plan and execute of periodical assessment and audit programs to examine the extent of Institutions

compliance with the System requirements implementation. b. Prepare assessment and audit visits reports including cases of non-compliance and non-conformity. c. Pursue the implementation of work plan, preventive and corrective procedures/ actions by Institutions within

agreed time frames. d. Review and approve Systems developed and submitted by Institutions.






3.1.3.3. National Projects Section National Projects Section is responsible for planning and pursuing the execution and closure of national projects and initiatives in which MOE participates in the field of OEHS based on the MOE approved project management systems. This Section handles the following: a. Study all national projects and initiatives related to OEHS and set the annual plan to contribute therein. b. Coordinate and cooperate with all internal directorates and external entities associated with targeted and

approved national projects and initiatives for execution. c. Manage the execution of approved national projects and initiatives, supervise and pursue them according

to MOE's approved systems for projects management. d. Submit performance evaluation for approved national projects and initiatives during all execution phases

and preparing final reports once completed/ finished. 3.1.4. Institutions under the System scope of work Institutions shall be totally accountable and responsible for System, its standards, policies and procedures implementation and ensure it is taken into consideration in all its operations and activities through the following: a. Disseminate OEHS Policy. b. Create a positive culture for EHS in the workplace and building capacities in this field. c. Monitor legal and other requirements relevant to EHS, comply with it and register it in an approved register

which is constantly updated whenever any of which is amended, amend and develop its System, policies and procedures accordingly as required.

d. Support the provision of human and financial resources required for the implementation of the System. e. Provide and support its EHS Specialists and establish specialized EHS Committees to perform their duties

and responsibilities in the workplace. f. Motivate employees and students though the dissemination of awareness and culture as well as

mainstreaming the concepts and terms of EHS, whenever possible, in all operations and activities in order to protect them and others.

g. Execute awareness and training policies and procedures and ensure the participation of targeted employees, students and others.

h. Support the implementation of the System, its standards, policies and procedures implementation and ensure it is taken into consideration in all its operations and activities; linking its implementation and compliance efficiency with periodical performance appraisal of employees and students and using it as compulsory performance indicators in appraisal forms to encourage them to effectively participate and contribute in System implementation.

i. Incorporate duties and responsibilities of employees, students and their parents in their policies guide, code of conduct regulations and job descriptions.

j. Undertaking periodical System management review aiming to ensure its continual improvement.






3.1.5. Institutions EHS Specialists All Institutions within the System scope of work shall identify and assign the relevant directorates in charge to implement the System, its standards, policies, and procedures; and to provide qualified EHS Specialists to undertake the following duties: a. Pursue and undertake responsibilities and duties referred in the System standards, policies and procedures. b. Ensure compliance with System standards, policies and procedures and their implementation and

enforcement in operations, activities and events. c. Undertake risk identification and assessment studies for operations, activities and equipment; and ensure

the availability of systems, means and precautions necessary for risk prevention and control in normal and emergency situations.

d. Monitor contractors and services providers’ performance in Institutions and reporting any notes or violations. e. Report for any needs, shortages or defects that could endanger whoever is present in the workplace and

pursue its application till completed. f. Undertake monthly assessment and periodical auditing and issue necessary reports. g. Hold periodical awareness, orientation seminars and training sessions based on set annual plan to

disseminate awareness, create culture and build capacities. h. Attend EHS committee meetings to discuss assessment, auditing and performance reports and results. i. Report any risks or accidents that could endanger their lives and others or cause environmental pollution

and issue necessary reports. j. Participate in accident investigations to reveal their causes and identify corrective and preventive actions,

measures and procedures necessary to prevent its recurrence. 3.1.6. Institutions EHS Committees and Work Groups All Institutions within the System scope of work shall establish EHS Committees and Work Groups to supervise the System implementation aiming to protect students, employees and others persons including contractors, service providers and visitors through the following duties: a. Attend EHS Committee and work group meetings to discuss assessment, audit and performance reports

and results. b. Pursue the implementation of System standards, policies and procedures in the workplace, ensure its

compliance and implementation in operations, activities and events. c. Participate in identifying and evaluating risks and ensure the availability of systems, means and precaution

necessary for preventing and controlling such risks. d. Disseminate information and procedures to other employees, students and others persons in the workplace

and ensure their knowledge and compliance with it. e. Participate in reviewing monthly assessment and periodical auditing results and reports; and contribute to

the implementation of approved corrective and preventive actions, measures and procedures. f. Participate in holding awareness, orientation seminars and training sessions. g. Report any risks or accidents that could endanger their lives and others or cause environmental pollution

and issue necessary reports. k. Participating upon request in accident investigations to reveal their causes and identify corrective and

preventive actions, measures and procedures necessary to prevent its recurrence.






3.1.7. Employees, Contractors and Services Providers a. Full compliance with binding federal and local laws, legislations and regulations. b. Full compliance with System standards, policies and procedures, active participation in its implementation

during their presence in Institutions falling within the System scope of work and through the application of their business, services and activities.

c. Participate in identifying and evaluating risks associated with their work, services, and activities; being committed to implement all means of control and prevention procedures.

d. Utilize available personal protective equipment and gears to ensure their safety and the safety of other persons.

e. Participate in holding EHS awareness, orientation seminars and training sessions. f. Participate in creating a positive EHS culture in the workplace. g. Report any accidents or risks that would endanger their lives or the lives of others or cause environmental

pollution in the workplace. h. Being appropriately familiar with and mindful of the emergency plans and procedures in the workplace; and

maintain active participation and commitment during the evacuation drills/ exercises or emergency situations to ensure their safety and the safety of others.

3.1.8. Students and Visitors a. Pay attention to their health and safety and of others. b. Utilize available personal protective equipment and gears to ensure their safety and the safety of other

persons. i. Participate in EHS awareness, orientation seminars and training sessions. j. Report any accidents or risks that would endanger their lives or the lives of others or cause environmental

pollution in the workplace. c. Complying with Institutions Officials’ guidance pertaining to EHS in the workplace. d. Being appropriately familiar with and mindful of the emergency plans and procedures in the workplace; and

maintain active participation and commitment during the evacuation drills/ exercises or emergency situations to ensure their safety and the safety of others.

Forms: None. Annexes: None.



Standard 3.0. Standard 3 – Support Issue Date September 2016 Policy/ Procedure 3.2. Competency & Training Version 1.1

Policy/ Procedure 3.2. Competency & Training 1 of 3


3.2. Competency & Training

Purpose:

Identify the minimum competency levels, requirements and programs for OEHS awareness, training, capacity building and creating culture mandatory for Institutions to achieve and implement aiming to enable all those concerned with the System development, implementation, monitoring, assessment and its periodical and continual improvement to fulfil their duties and responsibilities in this regard.

3.2.1 Minimum Competency Levels Requirements

Concerned Persons Competency

Level Level Definition

Members of Education Sector EHS Executive Committee (MOE)

Beginner Knowledge and familiarity with EHS principles and basics.

Members of Education Sector EHS Technical Committee (MOE)

Intermediate Knowledge and familiarity with EHS requirements, systems and policies development and implementation mechanisms in workplace.

EHS Directorate (MOE) Advanced

Specialized experience in EHS systems, standards, policies and procedures; its development, implementation, monitoring and evaluation mechanisms in workplace. Specialized experience in system auditing (certificates of internal and lead auditor).

Institutions Directors and Managers


Institutions concerned Directorate Staff in charge of System Implementation

Advanced


Institutions EHS Specialists Advanced


Members of Institutions EHS Committees and Work Groups

Intermediate Knowledge and familiarity with EHS requirements, systems and policies development and implementation mechanisms in workplace.

Institutions Employees, Students, Others Persons







3.2.2. Minimum Requirements for Awareness, Training & Capacity Building Programs to achieve required Competency Levels

a. Identify the minimum requirements for awareness, training and capacity building programs to achieve required competency levels indicated above in (3.2.1.) which shall be achieved and implemented annually for all concerned persons as follows:

Awareness & Training Programs

Members of Education

Sector EHS Executive Committee

(MOE)

Members of Education

Sector EHS Technical

Committee (MOE)

EHS Directorate

(MOE) & Institutions concerned Directorate

Staff in charge of System

Implementation

Institutions Directors & Managers

Institutions EHS

Specialists

Members of Institutions

EHS Committees

and Work Groups

Institutions Employees, Students,

Others Persons

Orientation Workshops & Awareness seminars

× × × × × × ×

Compulsory Inductions when starting work

× × × × × × ×

OEHS Principles & Basic Qualifications (Levels 1&2)

×

× × ×

×

OEHS Principles & Intermediate Qualifications (Levels 3&4)

× ×

× ×

OEHS Advanced Certificates & Diplomas Qualifications (Levels 5&6)

×

×

OEHS Internal Auditor Course

× × × ×

OEHS Lead Auditor Course

× ×

Workplace Practical Training

× ×

b. The basic elements and contents for each of the above programs shall include the following at a minimum provided that it shall be delivered in language and contents suitable for targeted categories: a. The importance of providing and implementing OEHS Systems in the workplace. b. Duties and Responsibilities. c. Legal and other requirements and consequences of violations and non-compliance. d. Mechanisms and methodologies for hazards identification and assessment and means of control. e. Procedures and measures to be followed while dealing with workplace hazards including

specialized training for certain extremely dangerous tasks according to hazards assessments. f. Monitoring mechanisms through assessment and auditing. g. Emergency management prevention, mitigation, preparedness, response and recovery

procedures. h. Accidents reporting and investigation mechanisms.






Procedure: 3.2.3. Planning

Institutions concerned directorates shall plan for the implementation of awareness, training and capacity building programs for the targeted categories in order to achieve the required competency levels indicated above in (3.2.1.) through an annual plan to be approved by Institutions Senior Management. Selection of competent internal or external trainers or companies accredited and approved by OEHS Qualifications Accreditations Bodies maintain a file containing copies of CVs, profiles and accreditations certificates for workshops, seminars, forums, and training programs.

3.2.4. Implementation

Institutions concerned directorates shall implement the approved plan for awareness, training and capacity building programs for the targeted categories according to the set schedule and document its records according to approved procedures in this regard. Records shall include attendance lists, evaluations and final exams certificates required for completing such programs.

3.2.5. Assessment and Continual Improvement

a. Institutions concerned directorates shall evaluate the effectiveness of awareness, training and capacity building programs implementation by analysing participants’ evaluation forms, final exams certificates required for completing such programs, and prepare reports and statistics that reflect results to be submitted to Institutions Senior Management on periodical basis and to work updating the annual plan based on such results aiming for continual improvement.

b. Approved certificates for accredited qualification courses shall remain valid for the duration indicated on it. Participants shall notify the Institutions concerned directorates when such certificates are no longer valid to ensure their enrolment in Refresher Courses that are parts of the annual training program to ensure maintaining the validity of such certificates.




Standard 3.0. Standard 3 – Support Issue Date September 2016 Policy/ Procedure 3.3. Communication & Consultation Version 1.1

Policy/ Procedure 3.3. Communication & Consultation 1 of 1


3.3. Communication & Consultation

Purpose:

Identify the procedures for stakeholders’ communication and consultation concerned with System implementation in Institutions in order to ensure that they are familiar with its standards, policies and procedures and collecting their remarks and feedbacks periodically for System implementation effectiveness and continual improvement.

Procedure: Institutions shall carry out the following: 3.3.1. Periodical and continual communication and consultation with concerned stakeholders through: a. Periodical meetings of EHS Committees and Work Groups in the workplace. b. Workshops, seminars and forums. c. Internet and web pages related to EHS. d. E-mails. e. Billboards and Screens in the workplace. f. Awareness and Warning Signs, Posters and Publications. Such information shall include at a minimum the following information: a. EHS policies, procedures and programs in the workplace. b. Legal and other requirements that must be complied with and any changes therein. c. Hazards identification and assessment related to the workplace. d. Results of assessment and audit’ corrective and preventive procedures and measures that are required in

case of non-compliance. e. Results of accidents investigations’ corrective and preventive procedures and measures needed to prevent

recurrence. f. Reports of periodical performance indicators associated with System performance evaluation through set

objectives and targets. 3.3.2. Document any notes, remarks, or feedbacks received from stakeholders through any of the above

communication and consultation methods after reviewing it and take necessary actions aiming for System continual improvement.




Standard 3.0. Standard 3 – Support Issue Date September 2016 Policy/ Procedure 3.4. Documents Management Version 1.1

Policy/ Procedure 3.4. Documents Management 1 of 3


3.4. Documents Management

Purpose:

Identify the procedures for developing System-related documents and its approval and for publishing and distribution, its periodical and continual review and update as well as procedures for records registers management and keeping.

Procedure:

3.4.1. Documents Development

a. MOE EHS Directorate concerned team shall be responsible for the development and issuance of all documents related to the Education Sector Occupational Environment, Health & Safety Management System General Framework and its standards, policies and procedures through unified mechanisms and forms in order to ensure its central management.

b. Documents shall be designed based on MOE unified forms and shall include the following data

to identify it: a. Document Title. b. Issued by. c. Standard Serial & Title. d. Policy Serial & Title. e. Issue Date. f. Issue Version.

c. All documents shall include the footer noted with the following:

a. Policy Serial & Title; b. Page Number. c. MOE note of ownership and non-responsibility if printed or amended.

3.4.2. Documents Approval

a. MOE EHS Directorate concerned team shall be responsible for preparing the final draft of all documents related to the Education Sector Occupational Environment, Health & Safety Management System General Framework once finished and submitting it to EHS Director for reviewing and initial approval who in return submits it to the Head of Education Sector EHS Executive Committee for final approval. However, the General Policy of Education Sector OEHS shall only be approved by H.E. the Minister of Education.

b. All pages of the final and single approved original Master copy of documents shall be sealed with the EHS Directorate stamp and kept with MOE EHS Directorate concerned team.






3.4.3. Documents Distribution and Publication MOE EHS Directorate concerned team shall upload an Electronic copy of the approved documents related to the Education Sector Occupational Environment, Health & Safety Management System General Framework to MOE website and shall notify Institutions about it via E-mails with instructions and how to access it. 3.4.4. Documents Review and Update a. MOE EHS Directorate concerned team shall review the system documents periodically every three

years of their issue and update it if necessary in order to ensure their appropriate and stable implementation by Institutions.

b. Documents may be reviewed before the three years’ period in the following cases: a. Any changes in MOE scope of work which requires system review and update. b. Recommendations of periodical risk assessment results. c. Any changes in relevant legal and other requirements. d. Any changes or updates in relevant Best International Practices. e. Recommendations of assessment and audit results. f. Recommendation of accidents investigation results. g. Recommendation from any of the Institutions or concerned stakeholder involved in the System

implementation in the Education Sector.

c. MOE EHS Directorate concerned team shall review and study the necessary updates on required documents and submit it to EHS Director supported with the filled required form (Form 6: Documents Change Request Form) explaining therein the reason for the required change or update review and initial approval and to submit it to the Head of Education Sector EHS Executive Committee for final approval. However, the General Policy of Education Sector OEHS shall only be approved by H.E. the Minister of Education.

c. MOE EHS Directorate concerned team shall seal all pages of the finally approved updated documents with the EHS Directorate stamp. Such Documents shall be updated in the single approved original Master copy of documents and on MOE website.

d. MOE EHS Directorate concerned team shall notify Institutions in the Education Sector via E-mail of the

nature and objectives of such updates, and how to access it. e. Obsolete copies of System documents shall be marked and sealed obsolete and not valid after

withdrawing it from the Master Copy.






3.4.5. Keeping Documents and Records

a. MOE EHS Directorate concerned team shall prepare a full register of all documents, data and records related to the System and its place for keeping it to ensure easy access to it whenever needed. The register shall be continuously updated with any amendments, system documents updates or any relevant data or registers.

b. MOE EHS Directorate and Institutions shall keep and maintain all records for assessment, audit and accident reports and investigation for at least 5 years to ensure easy access to which whenever needed.

Forms: Form 6: Documents Change Request Form. Annexes: None.

Standard 4

Operations



Standard 4.0. Standard 4 – Operations Issue Date September 2016 Policy/ Procedure 4.1. Operations Management Version 1.1

Policy/ Procedure 4.1. Operations Management 1 of 1


4.1. Operations Management

Purpose: Identify and implement procedures, measures and means for risk management related to Institutions operations and activities which is identified, assessed and registered as per Policy (2.2. Risk Identification & Assessment (Operations)) and to assess its efficiency and effectiveness through assessment and audit. These procedures, measures and means for risk management shall be periodically and regularly reviewed, updated and communicated to concerned stakeholders including employees, students and other persons (contractors, services providers and visitors) aiming to prevent and control risk.

Procedure: Institutions shall carry out the following: 4.1.1. Identify, establish and provide procedures, measures and means for risk management related to

Institutions operations and activities which is identified and assessed aiming to prevent it and control it as per Policy (2.2. Risk Identification & Assessment (Operations)).

4.1.2. Register procedures, measures and means in a manual for risk management procedures (Annex 5: General Risk Management Procedures Manual (Operations)).

4.1.3. Implement procedures, measures and means in Institutions existing and new facilities, operations and activities.

4.1.4. Provide awareness on it to employees, students and other persons (contractors, services providers and visitors) and communicate it to them on periodical basis to ensure implementing, complying and abiding to it.

4.1.5. Monitor risk management procedures, measures and means through periodical assessment and audit. 4.1.6. Study, review and update risk management procedures, measures and means along with its procedures

manual on periodical basis aiming for continual improvement and ensure concerned stakeholders are aware and communicated after incorporating such updates, this process shall immediately take place in case of: - Issuance of new or update on any relevant laws, legislations or regulations. - Change in Institutions scope of work, locations, operations, activities, materials, tools or equipment

used in it. - Availability of new procedures or technologies for risk prevention or better management and control. - Identification of any violations or non-compliance through periodical assessment and audit. - Accidents occurrence and investigation results/ findings.

Forms: None. Annexes: Annex 5: General Risk Management Procedures Manual (Operations).



Standard 4.0. Standard 4 – Operations Issue Date September 2016 Policy/ Procedure 4.2. Emergency Management Version 1.1

Policy/ Procedure 4.2. Emergency Management 1 of 1


4.2. Emergency Management

Purpose: Identify and implement procedures, measures and means for potential threats management in case of emergencies related to Institutions operations and activities which is identified, assessed and registered as per Policy (2.3. Threats Identification & Assessment (Emergency)) and to assess its efficiency and effectiveness through assessment, audit drills and exercises. These procedures, measures and means for threats management shall be periodically and regularly reviewed, updated and communicated to concerned stakeholders including employees, students and other persons (contractors, services providers and visitors) aiming for its prevention, mitigation, preparedness, response and control.

Procedure: Institutions shall carry out the following: 4.2.1. Identify, establish and provide procedures, measures and means for potential threats management in case of

emergencies related to Institutions operations and activities which is identified and assessed aiming for its prevention, mitigation, preparedness, response and control as per Policy (2.3. Threats Identification & Assessment (Emergency)).

4.2.2. Register procedures, measures and means in a manual for threats management procedures (Annex 6: General Threats Management Procedures Manual (Emergency)).

4.2.3. Implement procedures, measures and means in Institutions existing and new facilities, operations and activities.

4.2.4. Provide awareness on it to employees, students and other persons (contractors, services providers and visitors) and communicate it to them on periodical basis to ensure implementing, complying and abiding to it.

4.2.5. Monitor threats management procedures, measures and means through periodical assessment, audit, drills and exercises.

4.2.6. Study, review and update threats management procedures, measures and means along with its procedures manual on periodical basis aiming for continual improvement and ensure concerned stakeholders are aware and communicated after incorporating such updates, this process shall immediately take place in case of: - Issuance of new or update on any relevant laws, legislations or regulations. - Change in Institutions scope of work, locations, operations, activities, materials, tools or equipment used

in it. - Availability of new procedures or technologies for threats prevention, mitigation, preparedness, response

and better control. - Identification of any violations or non-compliance through periodical assessment, audit, drills and

exercises. - Accidents occurrence and investigation results/ findings.

Forms: None. Annexes: Annex 6: General Threats Management Procedures Manual (Emergency).

Standard 5

Monitoring & Performance Evaluation



Standard 5.0. Standard 5 – Monitoring &

Performance Evaluation Issue Date September 2016

Policy/ Procedure 5.1. Assessment & Auditing Version 1.1

Policy/ Procedure 5.1. Assessment & Auditing 1 of 2


5.1. Assessment & Auditing

Purpose:

Identify a structured methodology for assessment and audit procedures on System standards and requirements for occupational environment, health and safety in Institutions in a periodic and constant basis in order to evaluate and assess the degree of compliance with it and with all legal requirements and others. This also aims at monitoring all violations and non-conformances so as to develop the corrective and preventive actions necessary to correct it and prevent its recurrence through timely action plans depending on its nature, priority, and potential recurrence.

Procedure:

5.1.1. Internal Assessment & Auditing Institutions shall carry out the following: a- Monthly assessments by using the required form (Form 7: OEHS Requirements Assessment Form

(Educational) or Form 8: OEHS Requirements Assessment Form (Administrative)) according to their nature.

b- Annual internal audit by using the required form (Form 9: OEHSMS Audit Form). c- Prepare and submit assessments and audit reports using the required form (Form 10: Assessment & Audit

Report Form) to concerned departments to take the needed actions to handle all notes and non-conformance and to develop corrective and preventive actions necessary to correct it and prevent its recurrence through timely action plans based on its nature, priority, and potential recurrence and considering the assessment of any risks that may result from meeting those requirements and develop means and procedures required to control and avoid it.

d- Monitor the implementation of corrective and preventive actions within the approved timelines in coordination and cooperation with concerned departments and evaluate its efficiency and effectiveness on a regular basis.

e- Communicate and consult with Institutions concerned departments in the event of monitoring any violations/ breaches or non-conformances that would endanger the safety and wellbeing of employees, students and others present in it and immediately report it to take the needed actions and keeping the management updated with the work progress until it is completed.





Policy/ Procedure 5.1. Assessment & Auditing Version 1.1

Policy/ Procedure 5.1. Assessment & Auditing 2 of 2


5.1.2. External Assessment & Auditing 5.1.2.1. MOE EHS Directorate concerned team shall carry out the following:

a. Periodical assessment on Institutions (Once Per Semester/ Term) using required form (Form 7: OEHS

Requirements Assessment Form (Educational) or Form 8: OEHS Requirements Assessment Form (Administrative)) according to their nature.

b. Annual auditing on Institutions using the required form (Form 9: OEHSMS Audit Form) and measuring the degree of compliance.

c. Prepare assessments and audit reports using the required form (Form 10: Assessment & Audit Report Form) detailing notes, minor and major non-conformance and submitting it to MOE EHS Director for review, approval and communicating it to Institutions to take the needed actions to handle notes and non-conformances and to develop corrective and preventive actions necessary to correct it and prevent its recurrence through timely action plans based on its nature, priority, and potential recurrence and considering the assessment of any risks that may result from meeting those requirements and develop means and procedures required to control and avoid it.

d. Monitor the implementation of corrective and preventive actions within the approved timelines and evaluate its efficiency and effectiveness on a regular basis.

e. Include the conclusions and recommendations of audits within management reviews and the periodic update of the System as required, to ensure its effective implementation and continual improvement.

5.1.2.2. Institutions shall carry out the following:

a. Develop timely action plans to implement corrective and preventive actions necessary to correct it and

prevent its recurrence based on its nature, priority, and potential recurrence and considering the assessment of any risks that may result from meeting those requirements and develop means and procedures required to control and avoid it aiming to fulfil it and close non-conformances and prevent its recurrence.

b. Monitor the implementation of corrective and preventive actions plans within the approved and agreed timelines and assessing the efficiency and effectiveness of its implementation and presenting the work progress updates during Institutions periodic EHS meetings and submitting the same to MOE EHS Directorate on regular basis.

c. Ensure that corrective and preventive actions are achieved and closed according to the approved action plans during MOE EHS Directorate periodic assessment visits on Institutions and preparing required reports about the work progress.

Forms: Form 7: OEHS Requirements Assessment Form (Educational). Form 8: OEHS Requirements Assessment Form (Administrative). Form 9: OEHSMS Audit Form. Form 10: Assessment & Audit Report Form. Annexes: None.





Policy/ Procedure 5.2. Accidents Reporting & Investigation Version 1.1

Policy/ Procedure 5.2. Accidents Reporting & Investigation 1 of 3


5.2. Accidents Reporting & Investigation

Purpose:

a. Identify accidents to be recorded and the related reporting and investigation mechanisms in Institutions with the aim of considering their direct, indirect and root causes that led to its occurrence in order to be analysed, assessed and developing the necessary corrective and preventive measures through timely work plans depending on their nature and priority determined by its severity and potential recurrence. Besides, the required actions shall be taken to amend and update the System standards and any of its policies and procedures as needed in order to prevent its recurrence in the future.

b. All employees, students and other persons (including visitors, contractors and service providers) present in Institutions shall immediately report any accidents occurring in the institution and/or any hazardous working conditions that endangers or threats peoples’ safety and health. This shall be done according to instructions provided to them during the orientation, awareness and training seminars or other communication and consultation method to achieve the same.

c. Disseminating lessons learned from accidents concluded from investigation results and studying the direct,

indirect and the root causes that led to its occurrence and the corrective and preventive measures taken to avoid and prevent its recurrence in the future. Besides, employees, students and other persons (including visitors, contractors and service providers) in other educational Institutions shall be aware of it through the available communication means, periodic training and awareness programs.








Procedure:

Accidents / Injuries shall be reported to

MOE EHS Directorate

In case an accident occurs in the Institution

Recorded accidents /

Injuries shall be recorded in

Institutions Register

5.2.1. Notify Institution Management and EHS Specialist

5.2.2. Contact Emergency and Medical Services, if required (999 - 997)

5.2.4. Institution EHS Specialist shall immediately contact and notify MOE EHS Directorate concerned team about the accident.

Yes

Does the accident include any of the following serious accidents?

Death

Serious injuries that require immediate medical care for the injured person. This shall include the following: o Amputation o Loss of consciousness (fainting) o Head injuries o Eye injuries o Exposure to hazardous and harmful

materials o Body piercing injuries o Separating skin from internal tissues o Electric shock or burn o Trapping inside machines or equipment o Spine injuries o Serious tears

Serious accidents, including, fires,

explosions, gas leak, partial or complete collapses of buildings or any other similar accidents which represent critical danger or threat to the health and safety of people in the institution.

The spread of epidemic and infectious diseases classified by the Ministry of Health and Health Authorities in UAE.

Serious environmental pollution accidents.

No

5.2.3. Institution EHS Specialist shall record the accident in the required form (Form 11: Accidents Reporting & Investigation Form) and carry on investigation in order to find out its direct, indirect and root causes and take the corrective and preventive actions required to prevent its recurrence in the future. Those causes shall be made available to all stakeholders through available communications means, training and awareness programs.

5.2.5. Fill Part (A) of the required form (Form 11: Accidents Reporting & Investigation Form) and notify the concerned team in MOE EHS Directorate within no more than 24 hours from the accident occurrence (in case of death) and 3 days for other serious accidents.

5.2.6. Take the responsibility of carrying on to start and conclude investigation within 30 days of the accident occurrence in order to find out its direct, indirect and root causes and take required corrective and preventive actions to prevent its recurrence in the future. Those causes shall be made available to all stakeholders through available communications means, training and awareness programs Fill Part (B) of the required form (Form 11: Accidents Reporting & Investigation Form) to be sent to the concerned team in MOE EHS Directorate.








5.2.7. Institutions shall carry out the following: a. Investigate all minor and serious accidents as soon as possible in order to find out its direct, indirect and root

causes and take the corrective and preventive actions required to avoid its recurrence in the future through timely action plans according to the nature and priority of each accident and according to the degree of its danger and recurrence.

b. Form an investigation team for accidents according to its severity, impacts, consequences, potential of recurrence in the future. Such team shall be headed by a representative from Institution Management officially mandated by the Institution Manager, and its members shall include EHS Specialist and selected members from Institution EHS Committee and the participation of concerned team from MOE EHS Directorate in case of serious accidents.

c. Document all investigations and official reports which shall include the following key data and

information: a. Accidents Type and Category (minor accident recorded internally / serious accident to be reported). b. Details of the accident with precise description. c. Details of person (s) affected by the accident. d. Collect, study and analyse of all available evidence about the accident through personal interviews with

witnesses and considering the notes monitored at the scene, photographs, and physical evidences related to the accident.

e. Study and analyse the sequence of the accident and the direct causes leading to its occurrence as well as the indirect and root causes.

f. Immediate corrective actions that have been taken immediately after the accident occurrence, in order to address the accident, mitigate its impacts and take preventive measures and precautions recommended to prevent and avoid its recurrence in the future, along with the action plan and timeline of implementation.

g. Data of the investigation team and the person responsible for preparing the report.

d. Complete and deliver all investigation reports for serious accidents that shall be reported to the concerned team in MOE EHS Directorate within 30 days of accident occurrence.

e. Disseminate lessons learned from accidents based on investigation findings, analysing and studying the direct, indirect and root causes that led to its occurrence, as well as the corrective and preventive measures taken to avoid it and prevent its recurrence in the future and ensure all stakeholders, including employees, students, and other persons (i.e. visitors, contractors and service providers) in other educational Institutions access the same through the available means of communication, awareness and training programs.

Forms: Form 11: Accidents Reporting & Investigation Form. Annexes: None.





Policy/ Procedure 5.3. Management Review & Continual

Improvement Version 1.1

Policy/ Procedure 5.3. Management Review & Continual Improvement 1 of 1


5.3. Management Review & Continual Improvement

Purpose:

Identify the mechanism and procedures for periodical management review program for Institutions OEHS Management Systems, along with all related policies and procedures to ensure it is appropriate and effective and to ensure its continual improvement and development.

Procedure:

Institutions shall carry out the following: a. Implement the program of comprehensive review of the systems used and all related standards, policies and

procedures at least once a year after completing external and internal audit. Management review program includes the following: a. Review of systems, and all related standards, policies and procedures. b. Conclusions and findings of previous review. c. Results of internal and external audits. d. Efficiency and effectiveness of systems implementation compared to objectives, targets and approved

performance indicators. e. Any changes to legal or other related requirements. f. Any proposals, recommendations or complaints received through consultations or communication

channels. g. Accidents and results of its investigations. h. Proposals and recommendations for System continual improvement and development.

b. Hold a meeting to present conclusions and recommendations of the annual management review program

and request its approval in order to take necessary actions to implement its recommendations and recording the same in the meeting agenda and minutes.

c. Update systems based on conclusions and recommendations of the annual management review program to ensure its appropriateness, effectiveness, continual improvement and development.

d. Disseminate the management review program conclusions and ensure all stakeholders including employees, students and other persons (i.e. contractors and service providers) are aware and familiar with it through the available communication means.
