2.6 Students Visitors, Contractors and Others Health and Safety Team Facilities Team IT/ MIS

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2 Index Section 1 - General... 5 General Statement Health and Safety Management System Overview Implementation and Operation - Resources, Roles, Responsibility, Accountability and Authority Health and Safety Management System Overview of the Safety Management System Planning Planning for Hazard Identification, Risk Assessment and Risk Control Legal and Other Requirements Health and Safety Objectives Training and Competence Induction and Orientation on Change of Post Communication, Participation and Consultation Documentation and Document Control Operational Control Maintenance Control of Contractors Emergency Planning Checking - Performance Measurement and Monitoring Evaluation of Compliance Accidents/Incidents, Corrective and Preventative Action/Adverse Event Reporting and Investigation Records Audit Management Review Management of Change Section 2 - Responsibilities Responsibilities The Board of Edinburgh College Principal & Chief Executive Senior Managers - Vice Principals, Directors, Chief Operating Officer, Heads of Centres Heads of Centre and Curriculum/ Corporate/ Middle Managers/Team Leaders All Employees

3 2.6 Students Visitors, Contractors and Others Health and Safety Team Facilities Team IT/ MIS Human Resources/ Organisation Devlopment Teams Janitorial / Security Fire Marshals and Fire Wardens First Aiders Off-Site Workers Young Person(s) Pregnant Employees/ Students and Nursing Mothers Lone Workers Persons with Disabilities Section 3 - Arrangements Health and Safety Management Health and Safety Audit, Monitoring and Review Risk Assessments Health and Safety Induction Fire Safety General Safety Training Accident/Incident Reporting and Investigation Near-Miss Reporting Hazard Reporting First Aid Occupational Health Fire/Evacuation Warning Systems Escape Routes Fire Extinguishers Fire Wardens Smoking Advice and Consultancy Safe Systems of Work Personal Protective Equipment (PPE) Waste Disposal Housekeeping and Storage Restricted Access Fluids and Gases under Pressure Electrical Equipment Machinery and Equipment

4 3.26 Substances Hazardous to Health Visitors Vehicles, Mobile Phones and In-vehicle Technology Workplace Transport :30 Legionella Young Persons Pregnant Employees/ Students and Nursing Mothers Lone Working Abrasive Wheel Operators Welfare facilities Intoxicants and Drug Abuse Working at Height Display Screen Equipment (DSE) Manual Handling Operations Hot Work Issue of Health and Safety Policy to Employees

5 Section 1 - General Health and Safety Management System Overview Policy Arrangements and Organisation 5

6 Policy No OHS-001 Issue No 002 Issue Date 22/09/2015 Review Date 22/09/2015 Author Health and Safety General Statement Health, Safety and Wellbeing Policy Statement 1. Introduction This policy statement is designed to protect the health, safety and wellbeing of all staff, learners, contractors and visitors at Edinburgh College (EC). 2. Scope The policy is applicable to all Edinburgh College Board (hereafter referred to as the EC Board ) of Management s undertakings and across all sites and activities of the college, whether temporary or permanent, and should be read in conjunction with the Health and Safety Procedures, which provides the framework for the implementation and operation of the policy statement. 3. Key Principles The policy of the EC Board is to provide, maintain and seek continual improvement regarding a safe and healthy working environment for all its employees, learners and other persons who may be affected by its activities, so far as is reasonably practicable. The EC Board is fully committed to compliance with all relevant health and safety legislation and regards that compliance as a minimum standard. Staff and learners are recognised as our most valuable resources and therefore protecting their health, safety and wellbeing will be paramount when allocating resources. The Health and Safety team will manage the provision and coordination of occupational health, safety and wellbeing services, including wellbeing promotion initiatives. 4. Lines of Responsibility Members of the EC Board work together, in compliance with the Further and Higher Education (Scotland) Act 1992, to manage and conduct Edinburgh College for the provision of suitable and efficient further education for students at the College. The EC Principal/ Chief Executive is appointed by the EC Board and is delegated to act on its behalf in matters relating to the organisation and management of the college. In this context, therefore, whilst maintaining the overall responsibility for the occupational health, safety and wellbeing governance of the EC staff, learners and those affected by their undertakings, the EC Board delegates the operational management performance of the same to the EC Principal/ Chief Executive. The EC Principal/ Chief Executive, Executive and Senior Management Team on behalf of the EC Board will, so far as is reasonably practicable, in all areas in which its employees, learners and visitors operate, maintain a safe place of work/learning and working/learning practices in accordance with the requirements of the Health and Safety at Work etc. Act The responsibilities for health, safety and wellbeing is parallel to the general management structure of the college; each level of management is responsible for those below, and accountable to those above, to the extent that who has control has responsibility. This is so that the responsibility for 6

7 ensuring high standards of health, safety and wellbeing performance remains with those who design, arrange or direct the work of the college, and to develop a thriving health, safety and wellbeing culture throughout the college. To satisfy the EC Board s commitment to continuous improvement, prevention of accidents, elimination of work-related ill health and the promotion of a healthy learning and working environment, the Principal/ Chief Executive, Executive, Senior Management Team and Health, Safety and Wellbeing team will commit to: a) Creating, maintaining and developing a positive, fair and accountable health and safety culture that secures the commitment and participation of all employees and learners b) Meeting its responsibilities to employees, learners, other people and the environment in a way which recognises that legal requirements are the minimum standard c) Ensuring articles and substances are used, handled, stored and transported safely (so as far as is reasonably practicable) and are without risks to health d) Adopting a planned and systematic approach to the implementation and operation of the EC Board s Health and Safety Policy to ensure, so as far as is reasonably practicable: i. The provision and maintenance of plant, machinery and systems of work that are safe and without risks to health ii. The provision of information, instruction, training and supervision as is necessary to ensure the health and safety at work of its employees and the learning of its students iii. As regards any place of work under the EC Board s control, the maintenance of it in a condition that is safe and without risks to health and the provision and maintenance of means of entrance and exit from it that are safe and without such risks iv. The provision and maintenance of a working environment for employees that is safe, without risks to health, and adequate as regards facilities and arrangements for their welfare at work v. The (suitable and sufficient) identification, assessment, monitoring and review of risks associates with all activities of EC with the aim of eliminating or controlling these risks vi. The allocation of resources to meet the requirements of the EC Board s Health, Safety and Wellbeing Policy vii. Planning for health, safety and wellbeing - including the setting of realistic short, medium and long-term SMARTER objectives - deciding priorities and establishing adequate performance standards, where appropriate viii. Measuring and evaluating health and safety performance through monitoring and audit review on a regular basis to ensure standards are maintained and developed in accordance with OHSAS and HSG65 Managing for Health and Safety ix. A coherent and robust system of consultation with trade union health and safety representatives and representatives of employee and student safety and to provide them with facilities and assistance to enable them to carry out their functions effectively 5. Relevant Legislation This statement is issued in accordance with the duties under the Health and Safety at Work etc. Act 1974 [Section 2 (3)]. 6. Review of Policy Statement This EC Board s policy statement on health, safety and wellbeing shall be reviewed on an annual basis and at such other times as deemed necessary by the EC Board. Any amendments or alterations will be 7

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9 1.1 Health and Safety Management System The Safety Management System for Edinburgh College has been compiled using a five-step approach Occupational Health and Safety Policy Planning (Plan) Implementation and Operation (Do) Checking and Corrective Action (Check) Management Review (Act) Diagram 1 shows the interaction between components. DIAGRAM 1 9

10 1.3 Overview The health and safety management system relates to all activities in relation to Edinburgh College, which is one of Scotland s largest further education colleges, with approximately 26,000 enrolments and more than 1,200 staff. It is the main provider of further education in Edinburgh and the Lothians and also provides education and training for students from further afield in Scotland and the UK. In addition to educational activities the college undertakes a number of support functions which are included in the structure below: 1.4 Implementation and Operation - Resources, Roles, Responsibility, Accountability and Authority The responsibility and accountability for ensuring occupational health and safety lies with Edinburgh College s Senior Management Team. The Senior Management Team shall ensure that adequate resources are available to undertake activities safely. Individual responsibilities for the implementation of the Health and Safety Policy and related procedures shall be clearly defined, allocated and communicated to those involved (e.g. via job descriptions). In addition to any allocated responsibilities, all employees shall be made aware that they have a general responsibility for their own and others health and safety. To ensure that any material organisational change does not 10

11 introduce additional risk into the operational activities of Edinburgh College, and that any potential effect upon the organisation is assessed, processes shall be implemented to evaluate such changes. 1.5 Occupational Health and Safety Management System The Health and Safety Management System for Edinburgh College has been compiled using the approach outlined in the BS OHSAS 18001:2007 Occupational Health and Safety Management Systems and following the guidance of HSG65 - Managing for Health and Safety. 1.6 Overview of the Health Safety Management System The purpose of this document is to detail the methods by which Edinburgh College provides and maintains sufficient up-to-date documentation to ensure that its Occupational Health and Safety Management System can be adequately understood and effectively operated. It describes the core elements of the college s Occupational Health and Safety Management System, shows their interaction and provides direction to related documentation. 1.7 Planning Planning is an integral part of all elements of Edinburgh College s Occupational Health and Safety Management System. Effective planning is concerned with prevention through identifying, eliminating and controlling hazards and risks. The planning process includes the following key areas: Legal requirements, codes of practice and industry standards are always met, usually as a minimum requirement, and very often exceeded The organisation and its processes have the capability to deliver safety performance. This requires provision of adequate resources, including staffing levels and funding Engineering and procurement controls are utilised to identify, eliminate and control risks at source Premises, plant and equipment are fit for purpose by design Performance standards are established progressively after a thorough analysis of the needs of the organisation and of existing and possible future risks Contingency plans and all relevant mitigation measures have been prepared to minimise the impact of accidents/incidents and manage recovery Performance measurement, audit and review systems are in place in order to monitor the success of the Safety Management System and provide for continuous improvement. Planning also ensures that effective consultation takes place involving managers, union representatives, employees/ students when setting short and long-term objectives. The implementation of the Safety Management System relies on the co-operation of all personnel at all levels of the organisation. To assist in achieving this, clear plans and procedures are developed and consulted, people are trained to understand them and objectives are set and monitored. 1.8 Planning for Hazard Identification, Risk Assessment and Risk Control There is a comprehensive appreciation of the significant occupational health and safety hazards, and risks associated with the college s undertakings. Where hazards cannot be eliminated, the college 11

12 shall ensure that appropriate and effective risk controls are provided to reduce risks to acceptable or tolerable levels. Risk assessments are the foundation for proactive occupational health and safety management, and are an essential tool for organisations seeking continual improvement of their safety management system. To this end, it is the college s policy that a risk assessment should always be carried out, and the control measures implemented, before changes are made to activities or before new activities commence. Depending on the nature of the change and circumstances the risk assessment could differ in depth and detail. Temporary measures might need to be taken in certain circumstances but should always be confirmed by full risk assessment. The college s risk assessment procedure define the arrangements for: Ongoing proactive identification of hazards and assessment of risks to occupational health and safety arising out of the work environment and work activities The development and implementation of effective workplace precautions and associated risk control systems that eliminate hazards or reduce risk Recording the significant details and findings of the risk assessment and making them available to those who need the information 1.9 Legal and Other Requirements Edinburgh College has established and shall maintain arrangements to ensure identification of and access to all current and emerging legal and other occupational health and safety requirements and guidance relevant to its activities and services. These arrangements include access to the Health and Safety Executive (HSE) website, which is an authoritative and reliable source of health and safety legislation and guidance, Netregs, Barbour and Institution of Occupational Safety and Health (IOSH) Membership Health and Safety Objectives It is important that the criteria for judging success or failure of the planned activity are transparent. To this end, Edinburgh College, will develop a college-wide health and safety objectives plan that will be reviewed at set frequencies and measured by the use of key performance indicators. This process is based on the PDCA (plan, do, check, act) cycle. The plan will be derived from stakeholder requirements, legislative and regulatory requirements and industry best practice. The results of these monitoring tools will drive continuous improvement activities within the college. The plan will help to inform all college employees, managers, external stakeholders, unions, etc. of the objectives that have been set to address health and safety performance. In communicating these objectives, it also helps everyone understand that their individual contribution is required to help achieve and deliver these goals. This plan will be reviewed by the Senior Management Team, which will determine appropriate actions and resources to progress the plan objectives 1.11 Training and Competence Edinburgh College will ensure that all employees are competent to carry out their duties. The requirements of each position shall be identified and recorded and suitable assessment procedures implemented to ensure competence is maintained. 12

13 Line managers will determine the training needs and raise awareness within their centre or section. This will include induction training, training of a technical nature, personal safety training, fire evacuation/ emergency procedures, etc. The Group Health and Safety Manager in conjunction with the Head of Organisation Development is responsible for ensuring that tailored Health and Safety training is developed, sourced and supplied to meet the needs of the college. The Senior Management Team, Curriculum/ Corporate/ Middle Managers shall have an in-depth understanding of the health and safety implications regarding their respective areas. Furthermore, they shall be competent in managing related health and safety issues, with specialist support as required (e.g. via the Group Health and Safety Manager/ Health and Safety Advisers). Where appropriate this understanding/ competence will be developed through specific training (e.g. IOSH Directing Safety, IOSH Managing Safety, etc) Induction and Orientation on Change of Post Edinburgh College is committed to providing an induction programme to all new employees, students, contractors and visitors to make them aware of the college s policies, procedures, hazards, controls and culture. Those whose position within the college changes - e.g. promotion, transfer between campuses or centres (temporary or permanent) - will receive an induction orientation briefing from their new manager and, where the change of role involves transition to a supervisory or managerial post, will receive additional briefing on using organisational procedures. Centre managers are responsible for ensuring the delivery of such induction and orientation. All records of such training will be retained by Organisation Development Communication, Participation and Consultation It is imperative for all parties to work collaboratively in the pursuit of successful health and safety, and this requires the support and cooperation of all employees within the college. Edinburgh College complies with the Safety Representatives and Safety Committees Regulations 1977, whereby the trade union-nominated safety representatives are consulted on safety matters. The college encourages and values input from all its employees in the process of continuous improvement of its working procedures and in development of policy and management systems. Any changes to the management system are consulted and communicated as required to employees who may be affected by the change. To make our Health and Safety Policy effective we need to get our staff involved and committed. This is often referred to as a 'positive health and safety culture'. There are generally four 'Cs' of positive health and safety culture: Competence: recruitment, training and advisory support Control: allocating responsibilities, securing commitment, instruction and supervision Cooperation: between individuals and groups Communication: spoken, written and visible Having suitable controls requires the college to ensure that all levels of management understand their responsibilities and have the time and resources to carry them out. Each employee within the college has a responsibility for themselves and others Documentation and Document Control 13

14 Health and safety information shall be available via a number of sources: College intranet/website Personal issue of controlled documents to individuals as required Notice boards Occupational Health and Safety department Operational Control Edinburgh College shall identify risks to the health and safety of employees and others and will develop and maintain safe systems of work, using specialist advice as necessary. Systems of work or changes in procedure, including the introduction of new plant equipment, processes or substances, shall be designed, using specialist advice as necessary, to ensure the health and safety of all employees, students and other persons who may be affected. This shall ensure that: Systems of work are safe and without risk to health Systems of work are properly communicated to those who should be using them Staff have the right skills, experience, training and understanding of the safe procedures for carrying out tasks Systems of work are monitored and regularly reviewed 1.16 Maintenance All equipment used by college staff/students shall be fit for purpose and appropriate, subject to planned preventative maintenance. Requisite facilities management shall also be engaged, whether internal or external, in the provision of maintenance and repair to the fabric of buildings and sites manned by college staff. This inspection regime is augmented by regular physical condition checks, conducted by the appropriate supervisory or management staff, at intervals prescribed by inspection plans 1.17 Control of Contractors It is the policy of Edinburgh College, prior to engagement of contractors, to ensure that they have approved safety credentials or an established safety management system that are consistent with the college s safety management system. Where contractors are required to be used to supplement college resources, they are subject to a strict pre-qualifying process, before selection, followed by monitoring and audit according to risk. Furthermore, the college provides appropriate supervision levels of contracts and contractors under their control. The level of supervision is the subject of positive management consideration and based upon the levels of risk involved Emergency Planning In the event of any emergency or incident, Edinburgh College has processes in place that will assist in mitigating the effects upon staff, students, other companies, the public, property and the environment. Examples of processes include: incident management teams, provision of duty managers and guidance on incident management Checking - Performance Measurement and Monitoring The primary purpose of measuring health and safety performance is to judge the implementation and effectiveness of the arrangements for controlling risk. Performance measurement provides 14

15 information on the progress and current status of the arrangements (strategies, processes and activities) used by Edinburgh College. The provision of this information assists in the operation and development of the safety management system by: Providing information on how the system operates in practice Identifying areas where corrective action is necessary Providing a basis for continual improvement Providing feedback and motivation Each quarter a health and safety performance report is produced based on established key performance indicators. The performance measures chosen shall be appropriate to the nature of the hazards and risks presented by the college s activities at that time. This report clearly illustrates and analyses for all audiences the health and safety performance within the college. Additionally, as part of the Campus Management Team meetings, the senior management within the college use this report to assess and review performance on an ongoing basis. The aim is to provide a complete picture of the organisation s health and safety performance. Although the primary focus for performance measurement is to meet the internal needs of the college, there is an increasing need to demonstrate to external stakeholders (regulators, insurance companies, member of the public, etc.) that arrangements to control health and safety risks are in place, operating correctly and effective. Where required, suitable equipment is provided to measure and monitor performance: (e.g. noise, lifting operations and pressure systems). These are maintained in good order and will be calibrated where required Evaluation of Compliance The Health and Safety team will analyse the outcomes of inspections, tours and audits for trends, ensuring the systems in place meet legal requirements. The Health and Safety team tracks changes to health and safety legislation on a regular basis. The management system is reviewed against these changes to ensure that they remain legally compliant Accidents/Incidents, Corrective and Preventative Action/Adverse Event Reporting and Investigation Arrangements have been established to ensure a consistent response to and thorough investigation of substandard performance, including accidents. The results of investigations shall be analysed and reviewed to identify common features and trends that might reveal areas for improvement across college operations. It is college policy that all accidents and incidents are reported promptly and thoroughly investigated. Edinburgh College encourages staff in reporting near misses and other events that have or could have affected health or safety. Accidents/incidents with interface implications are reviewed, together with interested parties as and when required, and emerging lessons are considered and tracked accordingly to completion Records Edinburgh College will ensure the effective maintenance and storage of records in a manner that prevents their loss or deterioration until their final disposal. Records shall be maintained as necessary to demonstrate compliance with legal and other requirements and to ensure retention of appropriate occupational health and safety knowledge. Arrangements shall be implemented to ensure that occupational health and safety knowledge documentation is up to date, applicable to the purpose for 15

16 which it is intended, taking into account requirements of data protection legislation, and communicated to all those who need it Audit Audits are the measuring component of the management system. Any audit programmes compiled shall be based on the results of risk assessment of the College activities, taking into consideration the status and importance of the processes and areas to be audited, as well as the results of previous audits. Selection of competent auditors and conduct of audits ensures objectivity and impartiality of the audit process. The management responsible for the area being audited must ensure that if corrective actions are identified, that these actions are taken without undue delay to eliminate detected non-compliances and their causes. Safety Management System Overview Policy Management Tools Audit Procedures Operational Tools Risk Assessments (RA) Safe Systems of Work Instructions (SSW) Records 1.24 Management Review Management review shall include assessing opportunities for improvement and the need for changes in the occupational health and safety management system including the policy and objectives. This is a fundamental requirement of any occupational health and safety management system. As a minimum, Edinburgh College Board shall undertake the management review. The procedure covers review based on the results of internal/ external audits, accident/ incident reports/ investigations, changes in legislation/ guidance, communication/ consultation with stakeholders, status of previous objectives, recommendations for improvement, etc. The management review is to assess compliance with the college s policies and procedures, review performance against objectives and targets over a period of time and assign actions to achieve continual improvement. The inputs to management review shall include the results of occupational health and safety management system audits, the extent to which objectives have been met, the status of corrective/ preventive actions and recommendations for improvement. The outputs from the management review shall be documented and include any decisions and actions related to possible change to policy, objectives and other elements of the safety management system, consistent with the commitment to continual improvement. This provides visibility of issues raised 16

17 and the identification of the requisite corrective and preventive action necessary to ensure their subsequent verification and closure. The management review shall be completed as a minimum once every 12 months, or sooner should there be any significant change Management of Change Edinburgh College requires all risks associated with any change to existing equipment, plant, organisation or working practices to be assessed and controlled so that the change does not increase risks to safety. In all cases, before the change is authorised the safety implications shall be evaluated for all stages involved (including planning and implementation) and for the outcome of the change. All organisational changes will be planned, undertaken and implemented in accordance with associated mechanisms. These may include: Any changes to the safety responsibility structure of the organisation Any changes to the required competencies of posts that are significant to the operation of the safety management system Changes to the safety management system, including changes in safety policy, established standards, aims, objectives or priorities Significant changes to the services provided or methods of working employed by the college Changes required following an accident or near miss, or as a result of a safety audit Changes to the process employed for the selection and monitoring of contractors and suppliers Changes and additions to criteria set out in statutory legislation Compliance to these duties is measured through audit and compliance checks. This is augmented by internal checks carried out by line managers. 17

18 Section 2 - Responsibilities Health and Safety Management System Overview Policy Arrangements and Organisation 18

19 2.0 Responsibilities The responsibilities for safety parallel the general management structure of the college. Each level of management is responsible for those below and accountable to those above, to the extent that whoever has control has responsibility. This is so that responsibility for ensuring high standards of health and safety performance remains with those who design, arrange or direct the work of the college, which will lead to the development of a thriving safety culture throughout the college. 2.1 The Board of Edinburgh College The Board recognises that it has responsibility for health, safety and welfare matters. It will authorise and approve the Health and Safety Policy document and support the effort of the Principal/ Chief Executive, the Senior Management Team and all levels of management in achieving policy objectives. 2.2 Principal & Chief Executive The Principal/ Chief Executive shall have ultimate responsibility for all operational activities within Edinburgh College. This will include providing and maintaining adequate workplace health, safety and welfare provisions and standards to safeguard all employees, students and others, such as visitors, contractors, neighbouring companies and the public at large. The Principal/ Chief Executive, in conjunction with the Board, is responsible for approving the Health and Safety Policy document and will: Monitor the overall effectiveness of the Health and Safety Policy, ensuring the policy is reviewed at least annually and is revised where necessary Ensure adequate resources are made available to comply with health and safety requirements Delegate responsibilities both general and specific to appropriate staff as identified in the following sections, to ensure the above is effectively applied The Principal/ Chief Executive will ensure the implementation of this policy by active management and review of health and safety within the organisation The Principal/ Chief Executive will actively promote good health and safety standards and set a good personal example 2.3 Senior Managers - Vice Principals, Directors, Chief Operating Officer, Heads of Centres Responsible to the Principal/ Chief Executive of Edinburgh College for health and safety issues in terms of implementation, monitoring, and review of the policy are Vice Principals, Directors, Chief Operating Officer and heads of centres. This line of management will: Be responsible for the day-to-day health and safety management of all personnel and students within their areas of control and actively promote and encourage the development of a culture of health and safety awareness Make proper arrangements for the investigation, analysis and reporting of all notifiable accidents, incidents and near misses, with a view to preventing similar occurrences in the future Ensure regular health and safety inspections and that any necessary remedial works are identified are carried out where applicable 19

20 2.3.4 Ensure managers/nominated employees carry out risk assessments and, where necessary, any remedial/preventative actions are completed. They should ensure that risk assessments are monitored and regularly reviewed when necessary Ensure safe systems of work are in place and adhered to by all employees and students Consult effectively with all employees and students under their control on health and safety matters Consider the health and safety implications of any materials, plant or equipment purchased by the centre on behalf of the college, consulting with the Facilities team and/or the Health and Safety team where necessary Set a good personal example on health and safety In addition to the above, managers who are responsible for all aspects of the day-to-day management of the campuses shall: Ensure that any premises and equipment under their area of control are suitable, safe and without risks to health Appoint nominee(s) who will be responsible for the day-to-day management of their areas of control in their absence Ensure that regular fire and emergency practice drills are carried out each term and that they are recorded, with the assistance of the Facilities team and the Health and Safety team where applicable. 2.4 Heads of Centre, Curriculum Managers/ Corporate Managers/ Middle managers and Team Leaders This level of management has responsibility for the day-to-day management of the health, safety and welfare of all personnel and students within their centres/areas of control. They are responsible for the effective implementation and achievement of this policy in their specific areas of control. Managers will: Ensure that the organisation of health and safety responsibility within the centre/programme is clearly defined and documented Where applicable, ensure health and safety training and supervision of students is an indispensable element of teaching Ensure that all employees, students, visitors and contractors are made aware of any significant hazards, safety rules and/or procedures that may be encountered within their areas of control, including the precautions to be taken against these hazards. This will include procedures to be followed in the event of a fire or emergency situation Empower members of the centre staff to act, to suspend or stop any activity that is not being carried out correctly and which could cause harm to others or damage to property, etc Appoint suitable person(s) to select, purchase and issue personal protective equipment/clothing, ensuring the equipment/clothing is maintained or replaced as necessary, ensuring this is documented Enforce the wearing of personal protective equipment/clothing in designated areas where applicable 20

21 2.4.7 Ensure all equipment, plant and substances used are suitable for the task, handled, stored and distributed correctly and kept in good working condition through regular inspection, maintenance and servicing where required, with appropriate records maintained Ensure all equipment, plant and substances are correctly disposed of with the appropriate documentation kept on file Assess the health and safety training needs of employees under their control and provide all necessary instruction, training, information and supervision as appropriate to enable employee duties to be conducted safely. This includes ensuring that procedures are in place for the induction of new employees and students. Records of induction will be retained by Organisation Development Ensure all accidents, incidents and near misses are properly recorded and reported, and that they are effectively investigated where applicable to ensure that suitable preventative measures are put in place to prevent reoccurrence (where appropriate with the assistance of the Health and Safety team) Report and, where appropriate, investigate all accidents/incidents (including near misses) promptly to the Health and Safety team Enforce disciplinary procedures where appropriate when non-compliance with health and safety procedures have been identified Monitor and enforce the smoke-free policy within the college Seek advice and guidance from the Health and Safety department as appropriate on health and safety issues Ensure the requirements of high-risk/additional-support-need workers and students (e.g. disabled, pregnant, lone workers, young/vulnerable persons, home workers) are assessed and adequate measures are taken to ensure their health, safety and welfare within their area of responsibility Ensure regular safety inspections are carried out and recorded within their area of responsibility where applicable Where applicable, ensure safe systems of work are in place and adhered to by all Consult with employees and students under their control on health and safety matters and ensure that health and safety is a regular agenda item at centre/departmental meetings Ensure all personnel complete the mandatory training packages appropriate to their respective positions/ duties Promote a culture of health and safety awareness and set a good personal example on health and safety Consider the health and safety implications of any materials, plant or equipment purchased on behalf of the college, consulting the Facilities and Health and Safety teams where applicable Nominate competent personnel to carry out suitable and sufficient risk assessments, which take account of all significant hazards inherent in the work/activities within their area of responsibility, ensuring they are recorded and any remedial requirements are addressed and acted upon Report to their immediate superior on a regular basis on the application and implementation of health and safety matters within areas under their control Nominate competent personnel within their area of control to train and act as fire wardens, first aiders and evac chair operators Actively participate in fire drills, ensuring roll calls are carried out where applicable 21

22 2.5 All Employees All college employees are expected to comply with the health and safety arrangements that are in force within the college. Staff are under a legal obligation to take reasonable care for the health and safety of themselves and others. Anyone contravening these stipulations may be subject to college disciplinary proceedings. All employees must familiarise themselves with and conform to the college s Health and Safety Policy and will: Assist the college in fulfilling its health and safety obligations by taking reasonable care for the health and safety of themselves and others, who may be affected by their acts or omissions Promote a culture of health and safety awareness and set a good personal example on health and safety Observe the safety rules, codes of practice, safe systems of work or instructions devised for their health and safety. Cooperate fully with managers in the investigation of accidents, incidents and near misses Work safely and not to remove any safety device or guard provided for the purpose of ensuring safety or interfering with or misusing anything provided in the interest of health and safety Report all significant hazards, potential dangers, accidents, incidents and damage that may occur in the course of their work to their manager without delay. This should include all near misses. For all accidents resulting in injury, seek medical attention from a first aider without delay Ensure that all safety/protective equipment is used/worn in the designated areas and that it is stored and maintained in line with the manufacturer s recommendation. In addition, report any defects in safety/protective equipment to their line manager Make suitable suggestions and recommendations with regards to improvements in areas of health, safety and welfare to their manager, safety representative or the Health and Safety team Participate in the risk assessment process as necessary Adhere to and enforce the smoke-free policy within the college campuses Use any designated walkways, avoiding traffic areas where possible When bringing vehicles onto college property, adhere to and obey all speed limits, directional and warning signs, other safety and traffic signs, at all times ensuring that vehicles are parked safely in designated parking spaces Ensure that their own areas of work are at all times kept clean, tidy and free from significant hazards Actively participate in fire and emergency evacuations Take responsibility for any students, visitors or contractors etc. under their control, ensuring that they are made aware of the college s fire and emergency evacuation procedures Upon hearing the fire alarm, follow the fire guidance on evacuating the building safely. 2.6 Students It is for the college and college staff to ensure the health, safety and welfare of students. Students do, however, have a part to play. In particular, they will: Follow any health and safety rules that apply in their course areas and the college campuses. Furthermore, individuals must conduct themselves in a way that does not endanger themselves or others. 22

23 2.6.2 Ensure that where they are instructed to wear safety/protective equipment it is used and worn in the designated areas in line with manufacturer s recommendation, with any defects being reported to their lecturer Not misuse any equipment provided in the interest of health and safety, e.g. fire alarms, fire extinguishers, personal protective equipment, etc Report all accidents, incidents or anything they consider may be a risk to health and safety to a member of staff Adhere to and enforce the smoke-free policy within the college campuses Use designated walkways, avoiding traffic areas where possible When bringing vehicles onto College property, adhere to and obey all speed limits, directional and warning signs, other safety and traffic signs. At all times ensuring that vehicles are parked safely in designated parking spaces Students on professional programmes should be conversant and comply with the health and safety requirements of the relevant professional regulatory body. 2.7 Visitors, Contractors and Others All visitors, contractors and others arriving on site are required to report to reception where they will be required to sign in on arrival and out upon departure All visitors, contractors and others invited to or expected to work on College property are required to comply fully with both this College Policy and any other specific rules and conditions applicable to them throughout their period of engagement or visit On no account should any work be conducted by a contractor, sub-contractor or self-employed person until they have received clear instruction regarding the College s rules for contractors. All visitors, contractors and others, whilst on College premises shall: Comply with all relevant health and safety legislation appropriate to their area of work activity/equipment/substances used and service provided Comply and co-operate fully with all instructions, safe working practices and guidance as supplied by the College and its management Ensure positive communication, co-operation and co-ordination with the College providing any health and safety documentation or information requested Contractors shall risk assess all proposed activities Where applicable report any accidents/incident (including near misses) to the member of staff who is acting as their College contact Ensure that any protective equipment identified as being required for the work activity is used as required Ensure sufficient information, instruction, training and supportive supervision as necessary is provided so that work and learning can be conducted in a safe and healthy manner, without risk to either college employees, students or others that may be affected Adhere to the Smoke-free policy within the College Campus Use any designated walkways, avoiding traffic areas where possible When bringing vehicles onto college property, adhere to and obey all speed limits, warning signs and other safety and traffic signs. At all times ensuring that vehicles are parked safely in designated parking spaces. 23

24 2.8 Health and Safety Team The Health and Safety Team have key responsibilities for supporting the development of a safe and healthy working environment and shall act as the competent persons for advising on health and safety matters to the college by: Assisting with the coordination of health and safety support services whilst giving advice and guidance to all. In addition, assist management with the monitoring and review of health and safety performance and documentation Assisting the Principal/ Chief Executive in periodically reviewing and developing the Health and Safety Policy document Assisting with the investigation of accidents, incidents and near misses, in addition to the preparation and maintenance of formal reports and records e.g. under the Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 2013 (RIDDOR) Assisting with the coordination, organisation and monitoring of fire drills and emergency evacuation procedures, and ensuring records of these activities are kept Promoting and giving advice on safe working practices including equipment, protective clothing, plant and machinery Advising all levels of management, staff and students on health and safety Representing the college in dealings with the enforcing authority Assisting nominated employees in the completion of risk assessments and inspections Ensuring Fire Risk Assessments and Safety Audits are carried out when required. 2.9 Facilities Team The Facilities team has key roles with regards to health and safety and will be responsible for the dayto-day maintenance of the campuses. It will: Ensure the safety and maintenance of building service systems, and site/building access and egress Ensure that all aspects relating to asbestos and legionella are appropriately assessed, monitored and controlled Select and vet the appointment of contractors used in the above operations to ensure competent and safe completion of work Ensure that maintenance and repair work is carried out in a way that does not put employees, students, visitors or others at risk Ensure the completion of risk assessments, method statements and safe working procedures for works to be carried out by contractors they appoint and for staff under their control, reviewing them when required Where applicable, assist with the investigation of accidents, incidents and near misses, ensuring that reports are compiled and appropriate remedial actions are completed Where applicable, assist nominated employees in the completion of risk assessments and inspections Ensure that statutory inspections are completed and recorded accordingly (e.g. for lifting equipment, pressure systems, etc) 24

25 2.9.9 Take all reasonable steps and exercise due diligence in ensuring that all on-site electrical systems, fixed and portable tools or equipment are installed and maintained in a safe condition and that suitable records are produced and kept Ensure safe electrical working procedures and arrangements in line with legislative and college requirements, especially when working on or near live conductors. This includes the application of isolation procedures and permits to work for high-risk activities Work strictly within their personal level of competence and in a manner that should not give rise to danger. Seek expert advice for issues outside of personal competency. Similarly, ensure that any person (e.g. electricians) working with them, or for them, are competent When using outside contractors for electrical work, ensure they are registered with an organisation that checks the work of its members, such as National Inspection Council Electrical Installation Contracting (NICEIC) Ensure that protective equipment is suitable, adequately maintained and properly used Ensure that statutory inspections such as fixed wiring testing and portable appliance testing are carried out and that this is recorded 2.10 IT/ MIS IT/ MIS is responsible for IT systems within the college and will: Support the application of safe working procedures relating to the safe use and operation of display screen equipment etc Ensure the safe operation, installation and maintenance of all on-site IT equipment and multifunction devices using contractors where applicable Ensure all purchased IT equipment complies fully with all relevant legislation Assist with general ergonomic considerations when positioning and installing equipment Consult with Facilities when planning work that may affect the buildings electrical systems or give rise to electrical hazards. Furthermore, follow respective protocols/ procedures for isolation of electrical supplies prior to IT work being carried out in trunking with live conductors Ensure that employees under their control isolate (by disconnecting the power lead) and earth the equipment (due to stored energy in the circuit board) prior to working on it unless directed otherwise by risk assessment and safe system of work Ensure that all computer equipment is correctly disposed of in accordance with statutory requirements and that the appropriate documentation is kept 2.11 Human Resources/ Organisational Development The Human Resources/ Organisational Development team will ensure: That accurate records are kept in relation to training, medical, and personnel matters That college human resources policies comply with current health and safety legislation That all new employees are fully inducted with regards to health and safety policies and procedures That all employees complete the mandatory online training courses, which include Health and Safety, Fire Safety, Manual Handling and Display Screen Equipment. 25