Health and Safety Self Assurance Toolkit 2017

Today’s Aims How to complete the toolkit Points to consider

How to complete the toolkit

Purpose of the Toolkit To help you identify effective systems of control To help you identify areas for improvement To help you plan improvements To help the University monitor performance, but NOT as a ranking exercise.

Purpose of the Toolkit To help you identify effective systems of control To help you identify areas for improvement To help you plan improvements To help the University monitor performance, but NOT as a ranking exercise.

Self Assurance Toolkit Ten Sections/Questions: 1. Planning to Improve Performance How does your department decide what actions to take to comply with health and safety legislation? 2. Risk Control How does your department conduct risk assessments and ensure that precautions/controls are adequate? 3. Control How does your department establish and maintain management control? 4. Co-operation How does your department consult with its members and encourage participation in developing safety procedures? 5. Communication / Competence How does your department identify training needs and ensure everyone is informed and suitably trained in procedures? 6. Accidents and Incidents How does your department ensure incidents are reported, managed and investigated? 7. Surveying / Corrective Measures How does your department conduct inspections and ensure corrective and preventative measures are implemented? 8. Leadership / Review How does your department ensure those with authority are committed to controlling risk and preventing harm to people? 9. Key Topic: Health Monitoring How does your department manage health and safety in respect to the following ‘key topics’ (Health Monitoring)? 10. Future Developments & Integration How does your department ensure health & safety is seen as an integral part of the department's overall objectives?

How to complete the toolkit Hosted via University Safety Office SharePoint site

How to complete the toolkit

How to complete the toolkit Each ‘Section’ has four sub-sections: Performance Level Selection Requested Documents Feedback Questions Areas for Improvement

How to complete the toolkit Performance Level Selection Each answer has a different ‘Performance Level’ statement

How to complete the toolkit Performance Level Selection For each answer, you select the statement that best represents your department

How to complete the toolkit Requested Documents Add ‘Requested Evidence’

How to complete the toolkit Feedback Questions Answer Question

How to complete the toolkit Areas for Improvement Detail any actions you identify as required for this Indicator

Continue and complete for all remaining Indicators How to complete the toolkit Continue and complete for all remaining Indicators

Performance Profile

Approval Process

Approval Process DSO completes toolkit

Head of Department reviews Approval Process DSO completes toolkit Head of Department reviews

Approval Process DSO completes toolkit Back to DSO if changes required Head of Department reviews

Approval Process DSO completes toolkit Back to DSO if changes required Head of Department reviews Submitted to Safety Office

Approval Process DSO completes toolkit Back to DSO if changes required Head of Department reviews Area Safety Officer has access to their departments Submitted to Safety Office

Approval Process (SharePoint Limitation) DSO completes toolkit Brian Jenkins to convert raw data into Useable Report Back to DSO if changes required Head of Department reviews Area Safety Officer has access to their departments Submitted to Safety Office

Points to Consider

1. Planning to Improve Performance Q. How does your department decide what actions to take to comply with health and safety legislation? Answers Implementation of University health and safety policies Evidence Consider meeting minutes, emails, handbooks, safety manuals, standard operating procedures

2. Risk Control Q. How does your department conduct risk assessments and ensure that precautions/controls are adequate? Answers Risk assessments ‘Suitable and sufficient’ risk assessments Review of risk assessments Control measures Evidence Attach fire risk assessment Consider ‘general’ & ‘topic specific’ assessments Consider emails, incident reports, minutes, inspections

3. Control Q. How does your department establish and maintain management control? Answers Health and safety responsibilities Supervision Contractor control Arrangements with other departments/organisations Evidence Attach statement of safety organisation Consider how people are selected & understand their roles Consider levels of experience and the required supervision Consider how well the department interacts with others over safety

4. Co-operation Q. How does your department consult with its members and encourage participation in developing safety procedures? Answers Discussion forums for health and safety Agenda and recording of safety discussions Staff and student involvement in developing controls Evidence Attach minutes & agendas from safety discussion forums Consider terms of reference and representation on committees Consider how active and informed are the committee members Consider what discussions are held at group levels

5. Communication / Competence Q. How does your department identify training needs and ensure everyone is informed & suitably trained in procedures? Answers Health and safety induction training Ongoing health and safety training Communication of health and safety information Competent health and safety advice Evidence Consider induction training, including different types of individual or remote locations, and what records kept Consider training records or attendance on courses Consider how well updated information is known Consider whether individuals contact the DSO and take your advice

6. Accidents & Incidents Q. How does your department ensure incidents are reported, managed and investigated? Answers Incident reports and investigations First aid provision Evidence Attach a summary of the incidents reported in past year Consider the reporting system and whether it ensures all incidents are reported within 24hrs. Consider how well your department investigates incidents and implements preventive actions Consider how well information is shared across the department. Consider whether ‘near-miss’ type of incidents are reported.

7. Surveying & Corrective Measures Q. How does your department conduct inspections and ensure corrective and preventative measures are implemented? Answers Safety inspections Safety inspection personnel and involvement Implementation of corrective measures Evidence Attach inspection reports from the past year Consider how effective the inspection process is at finding problems Consider whether actions are rectified in a timely manner Consider actions arising from other sources, such as risk assessments, incident investigations, committees.

8. Leadership Q. How does your department ensure those with authority are committed to controlling risk & preventing harm to people? Answers Head of Department Supervisor influence Governance Evidence Attach: All: Statement of Safety Organisation, Agenda and Minutes from relevant Safety Meetings, Inspection Reports, Accident Reports, Self Assurance Questionnaire, Fire Risk Assessment. Topic Specific: Ionising Radiation monthly returns, Biological Survey, Laser Inventory/Inspection report, New or modified Local Exhaust Ventilation (LEV) systems Consider what involvement Heads of Department and Supervisors take in implementing the measures outlined in the other questions.

9. Key Topic: Health Monitoring Q’s. Does your department have systems in place to identify Health Monitoring needs and ensure that the monitoring takes place? Answers Physical Agents: Noise / Vibration Radiation (Ionising & Non-Ionising) Thermal Hazardous Substance Health Surveillance Vaccination Health Records Biological Monitoring Air Monitoring

10. Future Developments & Integration Q. How does your department ensure health & safety is seen as an integral part of the department's overall objectives? Answers Changes in research or teaching activities Planned improvements for the forthcoming year Evidence Consider building projects Consider new groups or equipment arriving Consider individuals collaborating with other departments Consider emerging or new technologies Implement a plan for improvement based on overall findings.

And finally… Toolkit open from September to at least November 2017 Identify areas of improvement and use the findings to devise some form of action plan for 2017/18 Discuss the findings during safety committees

Any questions? postmaster@safety.ox.ac.uk