1. Health and Safety Self Assurance Toolkit 2017

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

3. How to complete the toolkit

4. 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.

5. 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.

6. 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?

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

8. How to complete the toolkit

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

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

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

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

13. How to complete the toolkit
Feedback Questions
Answer Question

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

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

16. Performance Profile

17. Approval Process

18. Approval Process
DSO
completes toolkit

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

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

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

22. 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

23. 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

24. Points to Consider

25. 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, s, handbooks, safety manuals, standard operating procedures

26. 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 s, incident reports, minutes, inspections

27. 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

28. 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

29. 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

30. 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.

31. 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.

32. 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.

33. 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

34. 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.

35. 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

36. Any questions?