1. University Safety Office 10 Parks Road Oxford OX1 3PD 01865 270811 https://www.admin.ox.ac.uk/safety Health and Safety Self Assurance Toolkit Directly at: oxford.financesat.co.uk/security/login Or via: www.admin.ox.ac.uk/safety/selfassurance

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

3. Background

4. Replacement of Self Assessment form Based upon Finance Self Assurance Toolkit Web-based program Aligns directly to HASMAP standard

5. Purpose To help identify effective systems of control To help identify areas for improvement To monitor performance across the University, but NOT as a ranking exercise.

6. Self Assurance Toolkit Ten questions: 1. How does your department decide what actions to take to comply with health and safety legislation? 2. How does your department conduct risk assessments and ensure that precautions/controls are adequate? 3. How does your department establish and maintain management control? 4. How does your department consult with its members and encourage participation in developing safety procedures? 5. How does your department identify training needs and ensure everyone is informed and suitably trained in procedures? 6. How does your department ensure incidents are reported, managed and investigated? 7. How does your department conduct inspections and ensure corrective and preventative measures are implemented? 8. How does your department ensure those with authority are committed to controlling risk and preventing harm to people? 9. How does your department ensure health & safety is seen as an integral part of the department's overall objectives? 10. How does your department manage health and safety in respect to the following ‘key topics’ (waste liquid nitrogen)?

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

8. How to complete the toolkit

9. http://oxford.financesat.co.uk/security/login Username Password

10. How to complete the toolkit

11. Question How to complete the toolkit

12. A set of answers How to complete the toolkit

13. Performance Levels How to complete the toolkit

14. For each answer click on the ‘Performance Level’ that best represents your department How to complete the toolkit

15. For each answer click on the ‘Performance Level’ that best represents your department How to complete the toolkit

16. Add ‘Evidence’ How to complete the toolkit

17. ‘Evidence’ can be a written summary Or attachment How to complete the toolkit

18. Click on ‘Level’ and add ‘Evidence’ for all remaining answers How to complete the toolkit

19. When all lights turn ‘Green’ can submit How to complete the toolkit

20. Supporting Information

22. Click on ‘More Info’ Supporting Information

23. Click on ‘More Info’ More Information: University policy statement S2/11 – Health and Safety Management Responsibilities outlines the University’s arrangements for managing health and safety, describing the duties for specific levels of personnel, most notably the Head of Department and individual supervisors. These responsibilities are further defined within relevant policies, detailing the exact duties that individuals are expected to perform. Furthermore, a department’s statement of safety organisation and local standards should further detail who is responsible for specific actions. By clearly describing the processes that individuals are expected to undertake, it avoids ambiguity, encourages participation and helps monitor performance. Example: A department expanded upon the basic format of the University statement of safety organisation proforma, to specifically name and differentiate between those who had Executive Responsibility or Advisory Duties for health and safety. They also identified and named individuals who held ‘Executive Responsibility’ for their shared communal areas, such as their radiation room, tissue culture laboratories and liquid nitrogen facility. Arrangements with an adjoining department were also outlined so it was clear who was responsible for portable appliance testing, waste management and first aid. Finally, the statement alluded to other specific documents which outlined the ‘specific arrangements’ for working with their significant hazards (e.g. ionising radiation, pathogens, carcinogens). Supporting Information

24. Click on ‘More Info’ Suggested Evidence: How are specific health and safety responsibilities decided upon? Who are the key individuals involved in the health and safety management? Are these individuals accountable for the implementation of relevant controls? Supporting Information

25. Click on ‘Useful Links’ Supporting Information

26. Click on ‘Useful Links’ Supporting Information General: S2/11 - Health and Safety Management Responsibilities S3/10 – The health and safety of young people and children S1/09 - Supervisors responsibilities S7/08 - Construction (design & management) regulations S6/08 - Contractors working on university premises University Safety Office - Policy statements University Occupational Health Service – Policies and Guidance Topic Specific: S10/10 – Management of work with ionising radiation S4/10 – Working safely with electricity S5/09 – Biorisk management S2/09 - Laser Safety S5/07 – Safety in fieldwork S8/05 - The general local rules for work with sealed and unsealed radioactive substances S6/05 – Control of substances hazardous to health (COSHH) S2/03 – Prevention of laboratory animal allergy S4/99 – Safe use of woodworking machinery

27. Performance Profile

28. Approval Process

29. DSO completes toolkit Approval Process

30. DSO completes toolkit Head of Department reviews Approval Process

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

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

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

34. Points to Consider

35. 1. How does your department decide what actions to take to comply with health and safety legislation? Points to Consider Review of University policies/Non-University guidance Defining what needs to be done, by whom and when Setting priorities Evidence Handbooks, Safety Manuals, Standard Operating Procedures Risk Register, Departmental H&S Risk Assessments

36. Points to Consider 2. How does your department conduct risk assessments and ensure that precautions/controls are adequate? Points to Consider General vs. Topic Specific risk assessments Review/Signing off assessments Implementation of control measures Evidence Fire Risk Assessment Samples of key topic specific assessments Inspection findings

37. Points to Consider 3. How does your department establish and maintain management control? Points to Consider Executive Responsibility vs. Advisory Roles Supervision, including lone or remote working Control of contractors Liaison with other departments Evidence Statement of Health & Safety Organisation

38. Points to Consider 4. How does your department consult with its members and encourage participation in developing safety procedures? Points to Consider Safety Committee representation Involvement of staff and students Evidence Safety Committee Minutes, Agenda, Terms of Reference

39. Points to Consider 5. How does your department identify training needs and ensure everyone is informed and suitably trained in procedures? Points to Consider Written instructions, signs, emails & notices Induction training Training applicable to individual needs Competent advice Evidence Training Records

40. Points to Consider 6. How does your department ensure incidents are reported, managed and investigated? Points to Consider Accidents, fire, ill-health, sickness, near-miss, loss of containment First aid & emergency response Evidence Incident records Assessment of first aid needs Contingency plans

41. Points to Consider 7. How does your department conduct inspections and ensure corrective and preventative measures are implemented? Points to Consider Areas inspected in past year Inspection teams Number of actions completed Evidence Inspection reports

42. Points to Consider 8. How does your department ensure those with authority are committed to controlling risk and preventing harm to people? Points to Consider Proactive vs. Reactive Summary reports to Senior Management & University Evidence Resources allocated

43. Points to Consider 9. How does your department ensure health & safety is seen as an integral part of the department's overall objectives? Points to Consider New research projects New building projects Evidence New or updated risk assessments DSO, ASO, OUED, Safety Office involvement

44. Points to Consider 10. How does your department manage health and safety in respect to the following ‘key topics’ Waste management Liquid nitrogen

45. And finally… Toolkit open until End of September, 2012 Excercise will be repeated Sept to Nov each year Identify areas of improvement and implement

46. Any questions? http://oxford.financesat.co.uk/content http://www.admin.ox.ac.uk/safety/selfassurance/ toolkit_support@admin.ox.ac.uk postmaster@safety.ox.ac.uk