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FACILITIES MANAGEMENT Duty Holders process, FM and University James Stapleton FM Health, Safety and Risk Manager.

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Presentation on theme: "FACILITIES MANAGEMENT Duty Holders process, FM and University James Stapleton FM Health, Safety and Risk Manager."— Presentation transcript:

1 FACILITIES MANAGEMENT Duty Holders process, FM and University James Stapleton FM Health, Safety and Risk Manager

2 Duty Holders new process – why? Objective: to more accurately define who does what when managing specific areas of H&S legislation or risk, and put in place a refined system to appoint key personnel to manage the risks. This is a refinement of paper SAF12-P12 that was presented in February 2012 FACILITIES MANAGEMENT

3 Governance structure for FM FACILITIES MANAGEMENT

4 Definitions of nominated staff Duty Holder: Vice Chancellor (senior person responsible) The Vice Chancellor (VC) is the Statutory Duty Holder and, as the senior person responsible, has overall accountability for all aspects of the management of health and safety in the University organisation. Some elements of H&S management may be discharged via the Committee system and be undertaken by the Deputy Vice Chancellor (DVC) or Chief Operating Officer (COO). Designated Person: Director of Facilities Management (FM) A person appointed by Loughborough University who has managerial authority and responsibility for the control of health and safety legislation within FM. Auditor / Verifier of Authorised Persons An individual or company with the required knowledge, training and experience with necessary independence from local management to undertake independent audits within the organisation and propose remedial action. This individual will also assess the suitability and appointment of Authorised Persons, once proposed by the Duty Authorised Person. FACILITIES MANAGEMENT

5 Definitions of nominated staff Duty Authorised Person: (currently termed ‘Duty Holder’) A person, either employed by the University or another organisation, with the required knowledge, training and experience, appointed by the Director of FM in writing, to take managerial responsibility for the implementation of FM policy and procedures for a specific area of health and safety legislation. Authorised Person: (currently termed ‘Nominated Deputy’) A person, either employed by the University or another organisation, possessing proficient technical knowledge and having received appropriate training, appointed by the Duty Authorised Person in writing to take responsibility for the implementation of policy and procedures as specified of a specific area of H&S legislation. Competent Person: (new term – but a very important person in the chain) The operative / individuals, either employed by the University or another organisation, recognised by the Authorised Person as having the competence to undertake the task and follow the relevant process / procedure. This person undertakes the task at the place of work. FACILITIES MANAGEMENT

6 Responsibilities of Schools and Support Services The new suite of FM policies (Legionella, LEV and Fume Cupboards, Pressure systems etc.) place clear responsibilities on the user, as well as FM There needs to be a H&S governance structure across the University to enable operators and users of the equipment (i.e. Schools and non-FM departments) to discharge their responsibilities, that mirrors the standards set by FM Work has been undertaken by FM & University Health and Safety Office to produce a University wide governance chart that helps describe this process FACILITIES MANAGEMENT

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8 Responsibilities of Schools and Support Services A policy has been produced by the University Health and Safety Team to explain this process in more detail for Schools and non-FM departments List of FM policies to which this Management policy applies POL Policy for the Water Storage and Distribution Facilities of Buildings on Campus in Order to Prevent and Control Legionella Bacteria POL Policy for the Safety of Pressure Systems POL Policy on Fume Cupboards and Local Exhaust Ventilation This list of FM policies is not exhaustive and further policies shall be added over time FACILITIES MANAGEMENT

9 The next steps Deans / HoSS to formally appoint all Duty Authorised Persons for specific policy (topic) areas FM are happy to share the certificate templates Duty Authorised Persons to formally appoint all Authorised Persons using new certificates, when satisfied the APs are competent DAPs and APs to manage the processes accordingly, and engage with colleagues where necessary Audits will commence on the topics in the coming months, led by University Health and Safety Team University Health and Safety Team will be able to provide additional advice and guidance where needed It is recognised these teams will need support FACILITIES MANAGEMENT


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