Safety Auditors Conference 2005 A Practical Approach…….

……of Safety Management Audits for Tertiary Education Institutions By Martha M. McDougall San Diego, California

Safety Management Model Safety Policy Organization Planning and Implementation Measuring Performance Reviewing Performance Audit Process

Reasons for a Safety Management Program Audit/Review Reorganization Retirement New Leadership Strategic Positioning Negative Regulatory Inspection “Enlightened” Senior Management

Types of Audits/Reviews Focused General Self Assessment University Internal Audit Compliance Inspection Checklists

Indicators of a Strong Program Control Cooperation Communication Competence Leadership Integration

A Program Review….. ….. includes intangibles  Work Environment  Stakeholder Impressions  Program Responsiveness

Preparing for a Review PLAN IDENTIFY Team Members IDENTIFY Interviewees ASSEMBLE documentation COMMUNICATE SCHEDULE Meetings with Various Stakeholders

During the Review Opening Conference Review Charge and Scope Agree on Confidentiality and Reporting To Whom to Report Urgent Problems Schedule Exit Conference

Reviewer Ground Rules Remain as objective as possible LISTEN Observe and understand local culture Maintain strict confidentiality – no names Ask general questions and drill down Make no assumptions

Stakeholder Meetings Safety Director, EHS Managers separately EHS Staff Peer Managers Lab PI’s, Supervisors, Technicians Estates Office, Development Office Personnel, Health Services, and others Facilitate Discussions

Observations Is there a Safety Policy? Is there a Campus Safety Committee? Does everyone understand their own role? Are there signs of EHS interaction with the campus community? Is training being conducted? Are safety procedures available and publicised? Is there a contractor management program? Does the EHS strategic plan complement the campus plan? Any goals and objectives listed? Are there performance measures? Risk prioritization?

Observations, continued EHS facilities adequate? Location? Waste Facility adequate? Status of safety equipment? (e.g. fire extinguisher checks, fume cupboards, biological safety cabinet certifications? Emergency safety showers?) Is there an accident and injury management program? Is there an Emergency Management program? Is there a document control system? Is there an Internal audit program? Do annual performance evaluations include standards for health and safety?

Exit Conference Overview of site visit Overall status of Safety Management Program – Strengths and Weaknesses, Areas for Improvement Findings in broad categories Tentative key recommendations – shape to fit institutional culture Provide opportunity for clarification and additional information Timetable for submitting final report Q and A with attendees

After the Review Written report must be timely and well documented. Send draft to Safety Director for review of names, places, spelling, etc Final Report within 2 weeks

Summary Many types of audits and reviews Auditor must not make assumptions! Auditor must listen, observe, communicate and understand the culture Planning and preparation is essential