health and safety self assurance toolkit

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: oxford.financesat.co.uk/security/login

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

Today’s Aims

• Background to the Toolkit

• How to complete the toolkit

• Points to consider

Background

Background

• Replacement of Self Assessment form

• Based upon Finance Self Assurance Toolkit

• Web-based program

• Aligns directly to HASMAP standard

Purpose

• To help identify effective systems of control

• To help identify areas for improvement

• To monitor performance across the University,

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 ensure health & safety is seen as an integral part of the department's overall objectives?

10. How does your department manage health and safety in respect to the following ‘key topics’ (waste liquid nitrogen)?


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

10. How does your department manage health and safety in respect to the following ‘key topics’ (waste. liquid nitrogen)?(Key Topics)

How to complete the toolkit


http://oxford.financesat.co.uk/security/login

UsernamePassword

Question


A set of answers


Performance Levels


For each answer click on the ‘Performance Level’ that best represents your department


Add ‘Evidence’


‘Evidence’

can be a

written summary

Or

attachment


Click on ‘Level’ and add

‘Evidence’ for all

remaining answers


When all lights turn ‘Green’ can

submit


Supporting Information

Click on ‘More Info’



More Information:University policy statement S2/11 – Health and Safety Management Responsibilities outlines the University’s arrangements for managing health and safety, describing the duties for specific levels of personnel, most notably the Head of Department and individual supervisors. These responsibilities are further defined within relevant policies, detailing the exact duties that individuals are expected to perform. Furthermore, a department’s statement of safety organisation and local standards should further detail who is responsible for specific actions. By clearly describing the processes that individuals are expected to undertake, it avoids ambiguity, encourages participation and helps monitor performance.

Example: A department expanded upon the basic format of the University statement of safety organisation proforma, to specifically name and differentiate between those who had Executive Responsibility or Advisory Duties for health and safety. They also identified and named individuals who held ‘Executive Responsibility’ for their shared communal areas, such as their radiation room, tissue culture laboratories and liquid nitrogen facility. Arrangements with an adjoining department were also outlined so it was clear who was responsible for portable appliance testing, waste management and first aid. Finally, the statement alluded to other specific documents which outlined the ‘specific arrangements’ for working with their significant hazards (e.g. ionising radiation, pathogens, carcinogens).



Suggested Evidence:How are specific health and safety responsibilities decided upon?Who are the key individuals involved in the health and safety management?Are these individuals accountable for the implementation of relevant controls?


Click on ‘Useful Links’


Click on ‘Useful Links’


General:S2/11 - Health and Safety Management ResponsibilitiesS3/10 – The health and safety of young people and childrenS1/09 - Supervisors responsibilitiesS7/08 - Construction (design & management) regulationsS6/08 - Contractors working on university premisesUniversity Safety Office - Policy statements University Occupational Health Service – Policies and Guidance

Topic Specific:S10/10 – Management of work with ionising radiationS4/10 – Working safely with electricityS5/09 – Biorisk management S2/09 - Laser SafetyS5/07 – Safety in fieldworkS8/05 - The general local rules for work with sealed and unsealed radioactive substancesS6/05 – Control of substances hazardous to health (COSHH)S2/03 – Prevention of laboratory animal allergyS4/99 – Safe use of woodworking machinery

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?

Points to Consider• Review of University policies/Non-University guidance• Defining what needs to be done, by whom and when• Setting priorities

Evidence• Handbooks, Safety Manuals, Standard Operating Procedures• Risk Register, Departmental H&S Risk Assessments

Points to Consider

2. How does your department conduct risk assessments and

ensure that precautions/controls are adequate?

Points to Consider• General vs. Topic Specific risk assessments• Review/Signing off assessments• Implementation of control measures

Evidence• Fire Risk Assessment• Samples of key topic specific assessments• Inspection findings

Points to Consider

3. How does your department establish and maintain

management control?

Points to Consider• Executive Responsibility vs. Advisory Roles• Supervision, including lone or remote working• Control of contractors• Liaison with other departments

Evidence• Statement of Health & Safety Organisation

Points to Consider

4. How does your department consult with its members and

encourage participation in developing safety procedures?

Points to Consider• Safety Committee representation• Involvement of staff and students

Evidence• Safety Committee Minutes, Agenda, Terms of Reference

Points to Consider

5. How does your department identify training needs and ensure

everyone is informed and suitably trained in procedures?

Points to Consider• Written instructions, signs, emails & notices• Induction training• Training applicable to individual needs• Competent advice

Evidence• Training Records

Points to Consider

6. How does your department ensure incidents are reported,

managed and investigated?

Points to Consider• Accidents, fire, ill-health, sickness, near-miss, loss of

containment• First aid & emergency response

Evidence• Incident records• Assessment of first aid needs• Contingency plans

Points to Consider

7. How does your department conduct inspections and ensure

corrective and preventative measures are implemented?

Points to Consider• Areas inspected in past year• Inspection teams• Number of actions completed

Evidence• Inspection reports

Points to Consider

8. How does your department ensure those with authority are

committed to controlling risk and preventing harm to people?

Points to Consider• Proactive vs. Reactive• Summary reports to Senior Management & University

Evidence

• Resources allocated

Points to Consider

9. How does your department ensure health & safety is seen as

an integral part of the department's overall objectives?

Points to Consider• New research projects• New building projects

Evidence

• New or updated risk assessments

• DSO, ASO, OUED, Safety Office involvement

Points to Consider

10. How does your department manage health and safety in

respect to the following ‘key topics’

• Waste management

• Liquid nitrogen

And finally…

• Toolkit open until End of September, 2012

• Excercise will be repeated Sept to Nov each year

• Identify areas of improvement and implement

Any questions?

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

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

• [email protected]

• [email protected]

health and safety self assurance toolkit

Documents

department conduct inspections

health safety

safety legislation

developing safety procedures

risk control

management control

toolkit points

toolkit questionhow