Annual Surveillance Audit Report

Transcription

1 Annual Surveillance Audit Report Organisation Name Harrow College Organisation Address Lowlands Road, Harrow, Middlesex, HA1 3AQ Audit location(s), if different from above ---- Audit Type Surveillance Certificate Details 3 Certificates: , A and B Original certification: Current Certificate: Renewal date: Standard ISO 14001:2004 Start and Finish Time Start time: 9.30 Finish time: 3.30 Audit Criteria Comprehensive Audit (or part thereof) against the Management System processes and procedures documented by the Organisation, based on the requirements of the Standard. 1. To confirm that the Management System has been implemented or maintained and is operating in accordance with the Audit Criteria. Audit Objectives 2. To confirm the ability of the Management System to ensure that the Organisation meets applicable statutory, regulatory and contractual requirements and meets its specified objectives. 3. To identify areas for potential improvement of the Management System. Upgrade Information (if applicable) 1. Does the client wish to upgrade to the latest version of the Standard? : Yes. 2. Is the Management System suitable for upgrading? : Yes Recommendation Pass Pass subject to rectification Auditor s Name Greville Payne Probationary Pass Auditor s Signature Suspension Client s Name Claire Savaryn Cancellation Client s Signature QMS/AR/T/16/2.1 Page 1 of 6 QMS International

2 Clause Grade Procedure Audited Evidence and 4.2 Pass Environmental Policy Statement Sustainable Development Policy Pass Environmental Assessment Index Environmental Assessments The current Environmental Policy Statement is held in the controlled Environmental Manual and reflects the Organisation s commitment to environmental improvement. The Sustainable Development Policy expands the Organisation s commitment and details its specific initiatives. It was last reviewed and approved in Nov 17 by Judith Abbott, Executive Director of Finance & Resources. This is issued to interested parties when requested. A range of Environmental Assessments is in place, numbering 17. These cover several significant and relevant Environmental Aspects. All Environmental Assessments were revised and updated on 28 October Each Environmental Assessment explores a broad range of options and demonstrates an exhaustive approach Pass Pass Environmental Legislation/Obligations and Voluntary Standards Register Compliance review Legal guidance is currently obtained from The Carbon Trust and Environment Agency. The register has been reviewed. The Environmental Management Group Review contains detailed notes around the key requirements that affect the Organisation. This record serves as the Organisation s compliance review record. Observation It was suggested that the Organisation also visits the following on a regular basis: Pass Environmental Assessments. Aspects/Objectives/ Targets/Results Schedule Pass Environmental responsibilities Objectives, targets and measuring means are clearly defined in a summary document; the Aspects/Objectives/Targets/Results Schedule. Environmental Assessments are maintained for each Aspect in the schedule. These are well detailed, clear and specific. Key environmental responsibilities have been clearly established. Judith Abbott is the Management Representative with overall responsibility for Environment and Sustainability. Claire Savaryn fulfils the role of Environmental Coordinator. Jacki Staal as Estates Coordinator also fulfils a role in respect of assembling performance data. Key environmental responsibilities have been clearly established in Section of the Environmental Manual. A revised structure chart has been produced to reflect the current approach to Environmental Management. QMS/AR/T/16/2.1 Page 2 of 6 QMS International

3 Clause Grade Procedure Audited Evidence and Pass Training processes Training and awareness records The list of training methods in the Environmental Manual was reviewed. The methods described were verified during the audit. The Environmental Team maintains an active commitment to keeping environment and sustainability in the forefront. Jacki s newsletter/blog continues to make an important contribution to the awareness and training programme. Toolbox Talks address environmental topics. These are adapted for different functions throughout the Organisation being applied to both practical and administrative areas. Attendance records for 2016 reviewed Pass Internal communications External communications Internal communication methods reviewed. These are as follows: - Daily interaction with staff and students - Activities of the Sustainability Group - College Intranet - Internal publications - Newsletter/blog - Website - Noticeboards - Memoranda and s No other matters have been recorded on the Environmental Communications Log Internal Pass Operational Controls Every Environmental Assessment sets out in detail the implementation approach used to achieve the stated objectives. Term start staff meetings contain an environmental topic. Environmental awareness week March 2017 beekeepers, Anglian water, waste contractors, Green Party member attendance, environmental quiz, Harrow Council road safety, charity collection. Various environmental guides are implemented in different areas of the business; driving, energy saving practices etc. The Health, Safety and Environment Group meets to assess college practices, such as photocopying and use of paper, and thereafter to effect improvement. The Organisation s Intranet has a dedicated Sustainability Area that gives staff and students access to considerable guidance and information. Driving guidelines are issued to staff who drive the college s minibuses Suppliers Pass Supplier validation The Supplier Spreadsheet was reviewed. This was updated by Claire in November Key suppliers are required to complete the Organisation s questionnaire. The relationship with procurement intermediary Tenet has diminished Pass Emergency procedures The dedicated Environmental Assessment for emergency situations was reviewed. This has identified 7 potential emergency scenarios. The response procedures were reviewed and confirmed as fit for purpose. It was noted that the risk of Japanese Knotweed has been identified and a procedure is included. Toolbox Talks were seen to include direction in the implementation of emergency procedures. QMS/AR/T/16/2.1 Page 3 of 6 QMS International

4 Clause Grade Procedure Audited Evidence and Pass Objectives and Targets Schedule (incorporating results) The monitoring and measuring methods employed are defined in the Organisation s Environmental Assessments. These methods are assigned, applied and reviewed within the sustainability structure. The Aspects/Objectives/Targets/Results Schedule sets out the outcomes/achievements in the last Carbon Trust Certification Report Resilience Report Pass Environmental Nonconformance Log The Organisation continues to measure its Carbon Footprint in conjunction with the Carbon Trust. The 2016 Report compiled by the College was reviewed. This contains the aims for The report provides a 10 page account of all aspects of the college s work to plan for sustainability and improvement in environmental performance. One of the college s aims within the 3 year plan is to continue to actively promote a culture of environmental sustainability and be a leading sustainable college. The environmental non-conformance log contains entries in 2016 in such areas as heating, smoking, lack of green space and air condition issues Pass Records All available records met the necessary identification, storage and retention criteria Pass Internal Audits The Internal Audit Programme has been conducted in the last year. An effective template is used for recording findings, corrective actions and closeout was confirmed. QMS/AR/T/16/2.1 Page 4 of 6 QMS International

5 Clause Grade Procedure Audited Evidence and 4.6 Pass Management Review Management Review operates at various levels and ensures that representatives from the main departments, the Sustainability Group and top management participate. Departmental Health, Safety and Environmental Working Groups meet every College Term. Claire, as Environmental Coordinator, Jacki normally attends each working group to ensure that the environmental topic is fully covered and that feedback is provided to Claire and Ian. In the last meeting Jacki s involvement in the March Environmental Awareness Week was agreed. The Sustainability Group also meets every term, with representatives from each department, students, IT and Estates. This ensures sharing of ideas between departments and all aspects of the current environmental initiatives and projects. The Environmental Management Group conducts a 6 monthly top level management review. The following reports are submitted to the Resources Committee of Governors: - Environmental Objectives and Targets for the coming year - Annual Sustainability Report - Annual Carbon Footprint Report QMS/AR/T/16/2.1 Page 5 of 6 QMS International

6 Notes for the Client Corrective action(s) Required where non-conformance has been identified Number of non-conformances identified: 0 Number of major non-conformances: 0 Number of minor non-conformances: This Audit has been based on Random Sampling methodology and does not exclude the possibility that other non-conformances may exist. All recommendations are subject to review and ratification by the Certification and Auditing Division of QMS International. Please remember that free telephone advice on any aspect of your Management System is available from QMS Head Office Tel: (01603) QMS/AR/T/16/2.1 Page 6 of 6 QMS International