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KILMARNOCK COLLEGE
Policy Number: KC/QM/045
Date of First Issue: TBA
Date of Most Recent Review: August 2012
Revision Number: 6
Equality Impact Assessment
Attached:
Yes
Date of SMT Approval: July 2012
Responsibility for Review: Assistant Principal
Human Resources and
Organisational Development
Date of Next Review: July 2013
Health, Safety and Wellbeing
Policy
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Foreword
Kilmarnock College is committed to delivering high quality learning and teaching experiences and involving all students in the life and work of the College. These aims are
underpinned with equally high standards in Health, Safety and Wellbeing provision to
protect its staff, students, contractors and visitors from workplace injuries and ill-health.
This document sets out the commitment of the College to Health, Safety and Wellbeing. It
provides a framework to enable Assistant Principals and Heads of Sector/Services and others in a supervisory capacity to manage safety and create a safe and healthy environment. It must be understood that Health, Safety and Wellbeing is everyone‘s responsibility and
members of staff, students, contractors and visitors have a legal and moral obligation to
assist the Senior Management Team to achieve its stated aims.
Heather Dunk Principal Next Review Date: July 2013
Signed: Date: July 2012
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Health and Safety Statement of Intent Page 4
1.0 Introduction 5
2.0 General Policy 5
3.0 Responsibilities of Duty Holders 6
The Board of Management 6
The Principal 6
Assistant Principals 6
Assistant Principal of Human Resources and Organisational Development 7
Assistant Principal of Learning and Teaching 8
Assistant Principal of Finance and Estates 8
Heads of Sector/Service 9
Head of Human Resources 11
Head of Systems and Estates 11
Sector/Service Leaders 12
Health, Safety and Wellbeing Advisor 13
Individual Safety – All Staff 13
Staff and Students 13
Representatives of Employees Safety (ROES) inc. TU 14
4.0 Training 15
5.0 Health Surveillance 15
6.0 Health, Safety and Wellbeing Committee(s) 16
7.0 Sector/Service Documents 17
8.0 Inspection of College Departments 18
9.0 Audits of Health, Safety and Wellbeing 18
10. 0 Accidents, Diseases and Dangerous Occurrences 18
11. 0 Health, Safety and Wellbeing Service 19
12 .0 Occupational Health Service 19
13 .0 Employee Counselling Service 19
14. 0 Health, Safety and Wellbeing Policies and Guidance 20
Appendices
A. Health and Safety Management Structure
B. Terms of Reference for the Health, Safety and Wellbeing Committee
C. Health, Safety and Wellbeing Committee Membership
D. Estates and Human Resources Working Party
E. Health and Safety Procedural Documents
F. Impact Assessment Form
CONTENTS
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Health, Safety and Wellbeing Policy
Statement of Intent
Kilmarnock College recognises and accepts its legal responsibilities for health and safety as detailed in the Health and Safety at Work etc. Act 1974.
It is the policy of the College to develop and ensure a safe, healthy and supportive environment for all employees, learners, contractors and visitors.
The College is fully committed to the policy and regards it as having the highest priority and will ensure that all reasonable steps are taken to achieve and maintain such an environment.
The College is committed to achieving a measurable, progressive improvement in health and safety performance, with legal requirements establishing a minimum acceptable level.
The objectives of the Health, Safety and Wellbeing Policy are to:
Implement and maintain an effective and properly resourced health and safety management system (based on HSG65);
Promote standards of health, safety and welfare that comply with the provisions and requirements of the Health and Safety at Work etc. Act and all other relevant statutory provisions and Approved Codes of Practice;
Define health and safety responsibilities for staff, learners and visitors; Promote a positive health and safety culture throughout the College; Provide and maintain a safe, healthy and supportive working/learning environment; Ensure that safe systems of work are in place to ensure the safety of employees, learners and
others who may be affected by the College's activities; Ensure that risks are managed by the process of risk assessment and the implementation of
suitable risk control systems and workplace precautions; Provide all employees with the necessary information, training, instruction and supervision in
order that they may work safely and to ensure competence in their delivery of health and safety training to learners;
Ensure effective communication and consultation with staff, learners and others affected by College activities;
Promote high standards of health and safety awareness and practice for learners through the implementation of a range of on line training and practical workshops;
Measure and review health and safety performance regularly at both College and department levels with the aim of continuous improvement.
Heather Dunk Principal August 2012
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1.0 Introduction
1.1 The Health and Safety at Work etc Act (1974) requires employers to prepare, revise
and bring to the notice of their staff, a written statement covering:
1.1.1 The general policy with respect to the health, safety and welfare at work of
their employees; and
1.1.2 The organisation and arrangements for carrying out that policy.
1.2 This document fulfils that requirement for Kilmarnock College and will be reviewed
annually.
1.2.1 Any revisions will be published as necessary. 1.3 The Board of Management are designated as the legal employer within Kilmarnock
College.
1.4 This Statement is published with the authority of The Board of Management and the Senior Management Team
2.0 General Policy 2.1 It is the Policy of Kilmarnock College to pursue progressive improvement in Health,
Safety and Wellbeing of staff, students and visitors, to do all that is reasonably
practicable to provide safe and healthy working conditions, and to ensure that its work does not adversely affect the health or safety of other people.
2.1.1 Adequate resources will be provided to support this Policy.
2.2 It is the intention of the College:
2.2.1 To comply with all relevant legislation, codes of practice, and other appropriate guidance
2.2.2 To provide and maintain premises and equipment that are, so far as is
reasonably practicable, without risks to Health, Safety and Wellbeing
2.2.3 To promote systems of work that eliminate, so far as is reasonably practicable,
risks to the Health, Safety and Wellbeing of staff, students and visitors
2.2.4 To encourage staff to set a high standard of Health, Safety and Wellbeing by
personal example, so that students leaving the College take with them an
attitude of mind that accepts good Health, Safety and Wellbeing practice as normal
2.2.5 To keep the College Health, Safety and Wellbeing Policies and Procedures
under review so as to ensure that all relevant legislation, codes of practice and
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guidance are covered where appropriate
2.2.6 To monitor Health, Safety and Wellbeing performance throughout the College,
in order to ensure high standards
2.2.7 To communicate new policies, procedures and objectives to Sector/Service
areas as necessary 3. 0 Responsibilities and Duty Holders
3.1 The Health and Safety Management Structure is designed to ensure that Health and
Safety is given all due care and consideration in all College activities. 3.2 This document specifies the responsibilities of those who have managerial and
personal responsibilities.
3.2.1 Breaches of the Health, Safety and Wellbeing Policy or any of its associated Procedures may result in disciplinary action as identified within the member of staff’s contract of employment.
3.3 The Health and Safety Management Structure for the College can be found as
Appendix A of this document. 3.4 A detailed copy of the Health and Safety Management Structure is available as a
College Procedure, Ref HSPN035 and can be found on the staff intranet site. 3.5 The Board of Management
3.5.1 The Board of Management being the governing body, has overall
responsibility for Health, Safety and Wellbeing for the College
3.5.2 To enable the Board of Management to discharge its responsibilities, and without diminution of its overall responsibility, it has introduced certain delegated arrangements as follows:-
3.6 The Principal
3.6.1 As the Senior Officer of the College, the Principal has overall responsibility
for the implementation of the Health, Safety and Wellbeing Policy of the College.
3.7 Assistant Principals
3.7.1 For the purposes of this policy an Assistant Principal is defined as a nominated member of the Senior Management Team who has the responsibility for the management of direction of other employees or responsible for the delivery or control of any aspect of the College operation.
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3.7.2 Assistant Principals have the following responsibilities for activities under their control:
3.7.2.1 They will ensure that staff, students and others are competent to discharge their individual health and safety responsibilities through the provision of sufficient information, instruction and training including an effective induction programme
3.7.2.2 To hold all persons accountable for meeting their individual responsibilities through a system of supervision, monitoring, development, and performance review
3.7.2.3 To ensure a suitable and sufficient general risk assessment is carried out, and a record of the significant findings is made for all activities under their control
3.7.2.4 To ensure that following a risk assessment, preventative and protective measures are taken to reduce the risk to as low as is reasonably practicable
3.7.2.5 To ensure that the health and safety of all persons is not adversely affected by any activity, operation or process under their control and ensure that any applicable health surveillance is undertaken
3.7.2.6 To ensure that any reported incident (this includes injuries, near misses and undesirable circumstances) is recorded and properly investigated and where necessary action is taken to prevent recurrence
3.7.2.7 To ensure regular health and safety monitoring (inspections, sampling or walkthroughs) is carried out to ensure unsafe acts, or unsafe conditions are identified, and where necessary action is taken to rectify
3.7.2.8 To ensure the periodic audit of the health and safety management system, review, and revise health and safety procedures to address any non-compliance
3.7.2.9 They may also have additional responsibilities to those recognised above and detailed throughout this document
3.8 The Assistant Principal of Human Resources and Organisational Development
3.8.1 The Assistant Principal of Human Resources and Organisational Development
has been given the following duties concerned with Health, Safety and
Wellbeing, namely:
3.8.1.1 To chair the College Health, Safety and Wellbeing Committee
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3.8.1.2 To prepare Health, Safety and Wellbeing Policies and Procedures aided by the Health Safety and Wellbeing Advisor (and others), for approval by the Senior Management Team
3.8.1.3 To oversee the implementation of Health, Safety and Wellbeing Policy in the College
3.8.1.4 To ensure that Health and Safety Procedures and Guidance documents comply with current best practice and legislative requirements
3.8.1.5 To report to the Senior Management Team on matters concerning Health, Safety and Wellbeing
3.9 The Assistant Principal of Learning and Teaching
3.9.1 The Assistant Principal of Learning and Teaching has been given the following
duties concerned with Health, Safety and Wellbeing, namely:
3.9.1.1 To identify members of staff with Health, Safety and Wellbeing
responsibilities (including deputies) to Human Resources Services. 3.9.1.2 To ensure that current and relevant information is displayed on the
Health, Safety and Wellbeing Notice Boards available in each Sector area.
3.9.1.3 To request assistance from or appoint a member of staff to assist
with, or, facilitate Health, Safety and Wellbeing matters. Such persons must be trained to ensure competency and be supported with adequate resources, proper facilities and released from other duties to enable them to undertake Health, Safety and
Wellbeing duties. Examples include: laser safety officer, manual
handling assessor, VDU workstation assessor, fume cupboard tester, electrical equipment tester etc.
3.10 The Assistant Principal for Finance and Estates 3.10.1 The Assistant Principal for Finance and Estates has been given the following
duties concerned with Health, Safety and Wellbeing, namely:
3.10.1.1 The post holder is responsible for the maintenance of the fabric of
buildings and their surrounds and for the provision of electrical,
plumbing and similar services in College controlled premises.
3.10.1.2 To ensure that all reasonable steps are taken to safeguard people and property and to ensure the Health, Safety and Wellbeing of all building users.
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3.11 Heads of Sector/Service
3.11.1 Heads of Sector/Service have been given the following duties concerned with
Health, Safety and Wellbeing, namely:
3.11.1.1 Are responsible to the appropriate Assistant Principal for
ensuring that their departments adhere to the College Health, Safety and Wellbeing Policies and Procedural documents.
3.11.1.2 Allocating adequate resources to ensure that Health, Safety and Wellbeing Responsibilities are discharged within Sector and Service areas.
3.11.1.3 Making and giving effect to such arrangements, as are appropriate, having regard for the activities under their control, for the effective planning, organisation, control, monitoring and review of the necessary preventative and protective measures following risk assessment.
3.11.1.4 Managing workplace safety, in relation to the physical condition of the work place such as temperature, lighting and ventilation, workplace transport and routes including slips, trips and falls.
3.11.1.5 Supporting fire safety and prevention arrangements, in relation to fire safety management and emergency evacuation
3.11.1.6 Implementing appropriate arrangements for off campus visits, this also covers occupational road risk, work off site and travel arrangements.
Full guidance is available on the staff intranet site, Procedure Title: HSPN 024 Off Campus Trips.
3.11.1.7 Supporting staff considered to be lone workers and implementing appropriate arrangements to maintain staff safety.
3.11.1.8 Ensure that all work equipment is subject to the required inspection, testing and statutory examination
3.11.1.9 Ensure that external contractors and service providers are competent for the work being undertaken, and carry appropriate insurance for task
3.11.1.10
Ensure that statutory inspections are undertaken in a timeous manner. Inspections may include:
Lifting Operations and Lifting Equipment Regulations (LOLER) and the Provision and Use of Work Equipment Regulations (PUWER) amongst other legislative requirements.
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3.11.1.11 Ensuring that occupational health management is considered, covering the areas such as work related stress, audiometric and lung function testing and surveillance of those working with substances hazardous to health.
3.11.1.12 Where staff or students are working in premises, not owned by
the College, or where, the College is not directly responsible
(e.g. students undertaking work experience in external premises) the Head of Sector/Service must:
Establish who is the controller of those premises to enable
prompt reporting of defects in building fabric and services
Liaise with the controller of the premise with regards to the
implementation of consistent health and safety policies to
ensure that neither the College staff or students are put at risk by their activities
3.11.1.13 Comply with Health, Safety and Wellbeing Policies issued by or
on behalf of Senior Management Team
3.11.1.14 Prepare and disseminate guidance which sets out
Sector/Service safety arrangements and procedures and identifies individuals with particular roles and responsibilities for the implementation of College and Service Policies and Procedures
3.11.1.15 Devote adequate resources to enable all staff to discharge their Health, Safety and Wellbeing responsibilities
3.11.1.16 Ensure that any safety responsibilities delegated to staff are clearly understood
3.11.1.17 Undertake periodic checks of the performance of staff in
discharging their safety duties
3.11.1.18 Perform bi-annual safety inspection(s) in accordance with the
College Procedures and audit requirements. Reporting the
findings and actions to the Senior Management Team, and confirming annually that they are complying fully with this Policy and other Health, Safety and Wellbeing Procedures and Arrangements, so far as is reasonably practicable
3.11.1.19 Ensuring, so far as is reasonably practicable, that the Health,
Safety and Wellbeing of staff, students and visitors to their
department(s) are not adversely affected by the acts and/or omissions of members of their Service(s)
3.11.1.20 Ensuring that risks to health and safety are assessed,
appropriate control measures and safe systems of work are
prepared, implemented and monitored
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3.11.1.21 To recognise that it is not permissible for any manager to carry
out any installation, construction, modification or alteration to
any building fabric or any engineering service installation without the permission of the Head of College Systems and Estates Services.
3.12 The Head of Human Resource Services
3.12.1 The Head of Human Resource Services has been given the following
duties concerned with Health, Safety and Wellbeing, namely:
3.12.1.1 Is responsible for the co-ordination and management of the College Health, Safety and Wellbeing Services and for the preparation of reports and data analysis for the Senior Management Team
3.12.1.2 Is responsible for the approval and authorisation of budgetary matters.
3.13 The Head of College Systems and Estates Services
3.13.1 The Head of College Systems and Estates Services has been given the
following duties concerned with Health, Safety and Wellbeing, namely:
3.13.1.1 The duty holder will have overall responsibility for the maintenance of College premise and its environs, which include the fabric of the building.
3.13.2 They will ensure compliance with the Health and Safety at Work etc. Act
(1974) and its subordinate regulations and appropriate codes of practice currently in force.
3.13.1.2
To aid the duty holder, details of the legislative requirements is available on the staff intranet.
3.13.3 Inspecting the fabric and equipment of College Department(s) at
appropriate intervals to ensure that they are safe
3.13.4 Reviewing the arrangements for fire safety in the College in consultation with the Health, Safety and Wellbeing Advisor
3.13.5 Ensuring that where staff, students and others are involved in work in
premises etc which are not under the College’s direct control, the
Health, Safety and Wellbeing policies in operation at that place of work are consistent with College and Sector/Service Policies, and that staff and students are properly informed of the Policies and Procedures in operation
3.13.6 Notifying the Assistant Principal of Finance and Estates of defects in the
fabric and common services of buildings.
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3.13.7 After having notified the Assistant Principal of Finance and Estates, the
Head of College Systems and Estates Services must take every
reasonable step to minimise risk and inform staff, students and visitors
of the risks to Health, Safety and Wellbeing until remedial work has been carried out, even if this means taking a particular facility/service out of use
3.13.8 Ensuring staff and students are given adequate instruction, information
and training to perform their work safely
3.13.9 Liaising with Human Resources Services and the Occupational Health
provider on the necessity for health surveillance of staff and students
3.13.10 Ensuring that no installation, construction, modification or alteration of
building fabric or engineering service takes place without permission of
the person in control of that building. In controlled buildings, permission of the Assistant Principal (Finance and Estates) must be sought.
3.14 Sector/Service Leaders
3.14.1 The day-to-day Health, Safety and Wellbeing management for each
service area is normally delegated to Sector/Service Leaders, who must:
Comply with Health, Safety and Wellbeing legislation, codes of practice
and College Policies
Ensure competent persons carry out risk assessment of projects and
the results acted upon so that no one is put at undue risk. This includes
recording the findings of the risk assessment process
Monitor work activities to ensure that staff and students are following
necessary safety working procedures as detailed in the associated risk
assessment
Ensure that staff members and risk assessors have received adequate training, information and instruction to perform their work competently
Liaise with partnership agencies and other groups in shared premises to ensure consistent safety procedures are in force
Report accidents in line with College procedures and investigate their
causes to prevent a recurrence
Discharge adequately the Health, Safety and Wellbeing duties delegated by their Head of Sector/Service
Ensure that all staff (and students where applicable) are aware of the College policies and departmental instructions
Where instructed (and have been appropriately trained) to carry out risk
assessments of work in hand, ensure appropriate controls are
implemented, prepare safe working procedures, implement the procedures and check that they are being followed
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Prepare, as necessary, local safety instructions
Ensure that all staff and students understand and follow applicable procedures.
Report accidents in line with College procedures and investigate their
causes with a view to preventing a recurrence
3.15 The Health, Safety and Wellbeing Advisor
3.15.1 Is responsible for advising the College on the formulation of the College
Health, Safety and Wellbeing Policies and advising on arrangements for the management of Health, Safety and Wellbeing to enable the College to discharge its legal duties
3.15.2 Is responsible for providing and arranging specialist services related to Health, Safety and Wellbeing
3.16 Safety and the Individual 3.16.1 By law it is the duty of every person whilst at work:
To take all reasonable steps to safeguard the Health, Safety and
Wellbeing of themselves and all other persons who may be affected by
their acts or omission at work
To co-operate with the Assistant Principal and Head of Sector/Service or any other person having specific duties, so that they can comply with Health, Safety and Wellbeing legislation, codes of practice, appropriate guidance, and with the College Health, Safety and Wellbeing Policy
Not to misuse anything provided in the interests of Health, Safety or Wellbeing
To have appropriate information, instruction and training to undertake activities and use of equipment.
Whilst it is the duty of the College to provide suitable and safe equipment and systems of work, safety depends on individuals doing everything in their power to prevent injury to themselves and others.
To use safe working practices and procedures at all times, and in
particular to use any machinery, equipment, material, chemical or
biological agent, or safety device in accordance with the training and instructions given to them
To report every accident at work which results in personal injury (however
minor) and very dangerous occurrence (including fire) involving staff,
students or visitors to their Head of Sector/Service or his/her nominee
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Report incidents to the College Health, Safety and Wellbeing Advisor on the College official accident report form INC01
To notify the Health, Safety and Wellbeing Advisor when suffering from a disease or medical condition, which may be caused by, or made worse by, work activities. To notify the appropriate persons of medical conditions or reportable diseases which are deemed necessary to ensure the health and safety of the individual and others who may be affected.
To refrain from participating in any activity which they may pose a threat to
their Health, Safety and Wellbeing or to that of others.
To report unsafe or unhealthy working conditions, or suspected faults in buildings and equipment, to the Head of Sector/Service or their nominee without delay.
3.18 Safety Representatives
3.18.1 The Trade Unions are statutorily empowered to appoint Safety
Representatives to represent the interests of their members in Health,
Safety and Wellbeing matters.
3.18.2 The Trade Unions will provide the Head of Human Resource Services with the names of staff currently appointed as Safety Representatives
3.18.3 The Head of Human Resource Services will disseminate these names to Assistant Principals and Heads of Sector/Services.
3.18.4 The College will provide Safety Representatives with such time, facilities and assistance as may reasonably be required to carry out their functions
3.18.5 Assistant Principals and Heads of Sector/Services shall consult Safety
Representatives in good time about:
The introduction of any measure in the workplace that may substantially
affect the Health, Safety and Wellbeing of the employees represented by
those Safety Representatives
Arrangements for appointing or nominating at least one representative from each sector to act as a Representative Of Employee Safety (ROES), to ensure the safety of staff and others affected by the College activities.
Health, Safety and Wellbeing information and communications required by
law shall be provided to employees represented by the Safety
Representatives
The planning and organisation of any Health, Safety and Wellbeing training the Head of Sector/Service is required to provide to the employees represented by the Safety Representatives
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The Health, Safety and Wellbeing consequences for the employees represented by the Safety Representatives of the introduction of new technologies into the workplace.
3.18.6 Without prejudice to their statutory rights, Trade Unions recognised by the
College have agreed that they will appoint Safety Representatives to serve
within the College Sector in which they are employed, and that these Safety Representatives will serve on Sector/Service Safety Committee(s).
3.18.7 In case of a Health, Safety and Wellbeing dispute:
The Trade Union Safety Representative shall, in the first instance, raise the
matter with the Head of Sector/Service concerned
If the matter is not resolved, the Trade Union Safety Representative(s) shall
refer it to the Trade Union Health, Safety and Wellbeing Officer and the Branch Secretary, who shall immediately discuss the problem with the Head of Sector/Service concerned, and shall inform the Assistant Principal
If the matter is still not resolved, the appropriate Trade Union
Representatives shall, as soon as possible, meet with the Chair of the
College Health and Safety Committee
If the matter is still not resolved, advice should be taken from the Health,
Safety and Wellbeing Advisor before the Senior Management Team takes
a decision on the matter
4.0 Training 4.1 Health, Safety and Wellbeing training is required by law.
4.1.1 Heads of Sector/Service must ensure that all staff and students are provided with adequate training so that they are capable of carrying out their work without risk to themselves and others
4.1.2 Heads of Sector/Service must also keep a record of this training. In certain circumstances, temporary staff and visitors may require training also
Training would be necessary:
Upon joining a Service or Department to learn of its local arrangements and
to acquire knowledge about specific hazards of the work proposed;
As a result of risk assessments or prior to the introduction of new materials, equipment, substances or procedures;
When undertaking new work activities within the Department
Periodically for refresher training, e.g. refresher training for First Aiders every three years or sooner if required.
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4.2 The HR Business Partner (Equalities and Staff Learning) or the Health, Safety and
Wellbeing Advisor should be consulted when departmental training is planned.
4.2.1 Wherever possible, training should take place in normal working time. 4.3 A Training Matrix and Training Descriptors are available to aid Heads of Sector/
Service when making their decision regarding essential or mandatory requirements for staff training.
4.3.1 The Training Matrix and descriptors are available on the staff Internet Site,
and featured within the Health and Safety pages.
5.0 Health Surveillance and/or Monitoring 5.1 Heads of Sector/Services are responsible for ensuring the Health, Safety and
Wellbeing of their staff and students at work.
5.1.1 Heads of Sector must ensure that risk assessments of work activities are
carried out to identify, inter alia, where health surveillance/monitoring is needed to protect them. This will require close liaison with the Health, Safety and Wellbeing Advisor.
5.1.2 Surveillance and/or monitoring may be required
Prior to employment
When there is a significant change to their work activities/projects
Following an accident/incident
When leaving the College for Off-Site Excursions
5.1.3 College Policies and Guidance Notes contain details of the surveillance /
monitoring schemes currently in force.
6.0 Health, Safety and Wellbeing Committee(s)
6.1 A Committee has been appointed by the Senior Management Team to advise it on
the measures necessary to comply with current Health, Safety and Wellbeing legislation.
6.2 The Committee will, inter alia:
6.2.1 Authorise the preparation of subsidiary Health, Safety and Wellbeing
Procedures on appropriate topics, which will supplement this document and monitor the implementation of these policies in Sector Areas and other Departments
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6.2.2 Report to the Senior Management Team via the Chair on action it needs to
take to ensure a progressive improvement in Health, Safety and Wellbeing
performance
6.2.3 Membership of the Health, Safety and Wellbeing Committee is shown in Appendix B
6.3 The Human Resources and Estates Working Group
6.3.1 Will meet regularly to establish common practices and standards across the
College in the fields of Health, Fire and General Safety.
6.3.2 The Assistant Principal of Human Resources and Organisational Development will act as the Chair holder and will report progress to the College Health, Safety and Wellbeing Committee.
6.3.3 Membership of the Estates and Human Resources Working Group is shown in Appendix C
6.4 The RESPECT Wellbeing Working Group
6.4.1 As part of the overarching RESPECT agenda, a working group will establish an annual programme of activities and themes to raise the profile of health and wellbeing of staff and students.
6.4.2 Membership of the RESPECT Group is College wide and chaired by the
Assistant Principal of Human Resources and Organisational Development. 7.0 Sector/Service Health, Safety and Wellbeing Support Document 7.1 Sector/Service Areas shall:
7.1.1 Meet the requirements of the College Health, Safety and Wellbeing Charter
confirming their commitment to comply with the College Health, Safety and Wellbeing Policy and supporting documents
7.1.2 Detail the Sector/Service organisation including naming persons with
responsibilities for carrying out Health, Safety and Wellbeing activities.
7.1.3 Describe the arrangements adopted for:
7.1.3.1 Identifying hazards in the Sector/Service
7.1.3.2 Carrying out risk assessments in accordance with the Management
of Health, Safety and Wellbeing Regulations (1999) and
appropriate College Policies
7.1.3.3 Controlling the risks presented by such hazards
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7.1.3.4 Contain details of the Sector/Service procedures to be followed in
case of serious and imminent danger. 7.2 Departmental Health, Safety and Wellbeing documents must be reviewed and
updated as necessary (at least annually), and must be drawn to the attention of staff
and students with paper and electronic copies made available for off-site viewing. 8.0 Inspections of College Services or Departments 8.1 Heads of Sector/Services shall organise and undertake Departmental Safety
Inspections in accordance with College Procedure on Management Inspections.
8.1.1 Reports will be submitted to the Health, Safety and Wellbeing Advisor.
8.2 The Health, Safety and Wellbeing Advisor is responsible for monitoring the inspection
reports and for informing the College Health, Safety and Wellbeing Committee of the findings.
8.3 Trade Union Safety Representatives may also inspect Sector/Services practices and
procedures as they deem necessary, after giving the appropriate Head of Sector/Service due notice in writing.
8.4 The Health, Safety and Wellbeing Advisor will periodically inspect Departments to
monitor Health, Safety and Wellbeing in Departments.
9.0 Auditing of Health, Safety and Wellbeing 9.1 The Health, Safety and Wellbeing Advisor is responsible for undertaking periodic
audits of the management of Health, Safety and Wellbeing in Departments. 9.2 An audit of each Department will be conducted not less than every three years or
sooner if required by a change of circumstances or legislative review. 9.3 The results of the audits will be presented in the first instance to the Head of
Sector/Service, thereafter, to the Senior Management Team and the Health, Safety and Wellbeing Committee.
9.4 Heads of Sector/Services will undertake an annual self-audit based on HSG65.
9.4.1 Self Audits will be returned to the Health, Safety and Wellbeing Advisor 10.0 Accidents, Diseases and Dangerous Occurrences 10.1 Heads of Sector and Services must ensure that:
10.1.1 The policy for reporting accidents, injuries, dangerous occurrences and
reportable occupational diseases is known by all members of the department
and visitors
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10.1.2 Procedures are in place for the investigation of such incidents to identify the
cause(s) 10.1.3 Appropriate steps are taken to prevent a recurrence of the incident
10.2 The Health, Safety and Wellbeing Advisor is responsible for notifying the Health, and
Safety Executive of those serious incidents required by the Reporting of Diseases,
Dangerous Occurrences and Injuries Regulations (1995), as amended.
10.2.1 Whenever an accident results in a major injury, admission to hospital or an absence from work of over three days, the Head of Sector/Service must notify the Health, Safety and Wellbeing Advisor immediately.
10.2.2 A full list of reportable events is given in the subsidiary College Procedural document which deals with Accident Recording and Reporting.
11.0 Health, Safety and Wellbeing Service
11.1 The Service forms part of the office of Human Resource Services and provide
services covering:
11.1.1 Occupational Health (OH), Student and Staff Safety and Wellbeing and First
Aid interventions.
11.1.2 Fire Safety is under joint management with Facilities and Estates Services. 11.2 The Health, Safety and Wellbeing Advisor will prepare, inter alia, Health, Safety and
Wellbeing advice and guidance on pertinent issues, which are to be made available
to Departments.
11.2.1 Staff and students may seek independent advice from the Health, Safety and Wellbeing Advisor.
12.0 Occupational Health Services 12.1 The Occupational Health (OH) Services are managed by an external contracted
service and can be accessed through Human Resource Services
12.2 The OH Services are available to all members of staff, and aim to deal pro-actively
with all aspects of health in the College environment.
12.3 Treatments are limited to first aid and immediate care, and are aimed at keeping staff at work
12.4 It is expected that staff will be registered with a general practitioner near to where they reside for primary care services
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12.5 The OH Services provide health surveillance for specific groups of staff, assist with
health promotion and staff education, vaccination (optional), basic counselling and specialist comprehensive medical advice on all Occupational Health issues
12.6 OH is a confidential service; line managers may refer staff, or alternatively staff may self-refer
13.0 Counselling Services 13.1 Counselling Services are provided through external contracted services from
Employee Counselling Services (ECS) who can be accessed through the Human Resources Services
13.2 ECS trained counsellors will offer a 24 hour helpline to provide advice, support and assistance on a wide range of topics
13.3 This is a confidential service; the line manager may refer the member of staff or the member of staff may self-refer
14.0 Health, Safety and Wellbeing Policies, Procedures and Guidance
14.1 The College have produced a number of subsidiaries Health, Safety and Wellbeing
Procedures, which augment this general document and form part of the Health and Safety Arrangements for this policy. The list is shown as Appendix E.
14.2 The subsidiary documents may be viewed on the Policies and Structure Segment
(item 4) on the Staff Intranet Site, HR Pages: http://staffintranet.kilmarnock.ac.uk/course/view.php?id=39 14.3 Guidance Notes produced by the Health, Safety and Wellbeing Advisor also appears
on this site.
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APPENDIX A
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APPENDIX A cont/…..
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APPENDIX B Extract from Health, Safety and Wellbeing Committee Constitution
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APPENDIX C
Health, Safety and Wellbeing Committee Members
Name
Title
Representing
Eleanor Milliken Committee Secretary Senior Management Team
Jane McKie Assistant Principal (Human Resources & Organisational Development)
Senior Management Team
Alistair Gordon Assistant Principal (Finance and Estates)
Senior Management Team
Sandy King Sector Leader Creative Services
Ross Kerr Lecturer Motor Vehicle
Alan Rennie Lecturer Motor Vehicle Repair
Mary Palmer Student President Students
Gordon McLaren Service Leader Estates
Gavin Murray Head of Sector STEM
Anne Boyce Service Leader Access to Learning
Dave Middleton Sector Leader Trade Skills
Gillian Cameron Health and Safety Facilitator Care and Early Years
Ian Cassels Health and Safety Facilitator Trade Skills
Helen Murdoch Health and Safety Facilitator Quality
Val Malcolm Health and Safety Facilitator Finance
Liz Burley Health, Safety & Wellbeing Advisor Human Resource Services
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APPENDIX D
Estates, and Health & Safety Working Group Membership
Name
Title
Representing
Jane McKie Assistant Principal SMT
Alistair Gordon Assistant Principal SMT
David Davidson Head of Department HR Services
David Swan Head of Department(s) College Systems and Estates Services
Gordon McLaren Estates Service Leader Estates and Facilities
Liz Burley Health, Safety and Wellbeing Advisor Human Resources
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APPENDIX E
Health and Safety Procedural Documents (as required under Part 3 of the Health and Safety Policy Arrangements made under the HSWA)
HSPN 001 Legionella and Water Safety Aug 2012
HSPN 002 Gas Safety Aug 2012
HSPN 003 Accident Reporting Aug 2012
HSPN 004 Accident Investigation Aug 2012
HSPN 005 College Vehicle Aug 2012
HSPN 006 Mobile Phone Use Aug 2012
HSPN 007 Contractors Procedures Aug 2012
HSPN 008 Control Of Substances Hazardous to Health Aug 2012
HSPN 009 Display Screen and Equipment (VDU’s) Aug 2012
HSPN 010 Electricity at Work Procedures Aug 2012
HSPN 011 Safety Eye Wear Provision Aug 2012
HSPN 012 Fire Safety Procedures Aug 2012
HSPN 013 Fire Evacuations Procedures Aug 2012
HSPN 014 First Aid Procedures Aug 2012
HSPN 015 Health and Safety Training Aug 2012
HSPN 016 Healthy Eating Procedures Aug 2012
HSPN 017 HIV and Blood Borne Viruses Aug 2012
HSPN 018 Indoor Environment Procedures Aug 2012
HSPN 019 Infectious Diseases Aug 2012
HSPN 020 Lone Workers Aug 2012
HSPN 021 Management of Risks Aug 2012
HSPN 022 Manual Handling Procedures Aug 2012
HSPN 023 Management of Occupational Stress Aug 2012
HSPN 024 Off Campus Trips Aug 2012
HSPN 025 Peripatetic Workers Aug 2012
HSPN 026 Personal Protective Equipment Aug 2012
HSPN 027 Risk Assessment Protocol for Sector Areas Aug 2012
HSPN 028 Shift Worker Procedures Aug 2012
HSPN 029 Statutory Inspections Aug 2012
HSPN 030 Temporary Workers Aug 2012
HSPN 031 Transporting Injured Persons Aug 2012
HSPN 032 Visitor Procedures Aug 2012
HSPN 033 Young Persons Procedures Aug 2012
HSPN 034 Noise at Work Procedures Aug 2012
HSPN 035 Health and Safety Management Structure Aug 2012
Note: Additional procedures will included as necessary
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KILMARNOCK COLLEGE
IMPACT ASSESSMENT CHECKLIST
TITLE OF POLICY : Health, Safety and Wellbeing CURRICULUM/SERVICE
AREA Human Resource Services RESPONSIBLE FOR IMPLEMENTATION IMPACT ASSESSMENT UNDERTAKEN BY: Elizabeth Burley, Health, Safety and Wellbeing Adviser David Davidson, Head of HR Services
DATE COMPLETED: 23 February 2010 OUTCOME: Completed, a full impact assessment is not required at this
time. (Please state whether full Impact assessment necessary)
ASSIGNED
PRIORITY LEVEL: High Medium Low
APPENDIX F
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IMPACT ASSESSMENT PROCESS
1. Define aims of the policy/procedure/
practice being assessed
The policy sets out the commitment of the College
to Health, Safety and Wellbeing. It provides a
framework to enable Assistant Principals and
Heads of Services, Curriculum and Service
Leaders and others in a supervisory capacity to
manage safety and create a safe and healthy
environment.
2. Who is affected by this item and what
do we already know about the diverse
needs and/or experience of this target
audience?
All current students, customers and staff of the
College and all others affected by our activities at
the current time or in the future. This will include
local residents, other stakeholders and partners.
3. What else do you need to know to
help you understand the needs and/or
experiences of our target audience?
We require further details on the diversity of the
local community and wider communities serviced
by the College.
4. What does the information tell us
about how this policy might affect
positively or negatively within the
different groups within our target
audience?
Positive :
Negative: No negative impacts have been
identified.
5. Are changes therefore necessary to
the policy?
Not at this time, as any unforeseen circumstances
would be addressed through either person or
situation specific risk assessment, in order to
identify any supportive measures.
6. Does the policy provide the
opportunity to promote equality of
opportunity?
The policy is a legislative requirement within the
Health and Safety at Work etc Act (1974), and the
Management Regulations (1999). This places a
duty of care on the College to safeguard the
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health, safety and welfare of all those affected by
the services of the College. The policy and
legislation places an additional duty of care on the
College to safeguard the health, safety and welfare
of any disadvantaged persons or groups, and
therefore, positively promotes equality of
opportunity.
7. Rate the relevance of this policy in
relation to its impact upon the activities of
the College and the target audience – i.e.
High, Medium or Low relevance.
High
8. On the basis of response to 7 (above)
do we need to carry out a full impact
assessment?
There is no requirement to carry out a full impact
assessment, as no bias or discrimination has been
identified through the impact assessment process.
9. Explain how we intend to monitor and
evaluate this policy and measure our
progress in terms of Equality of
Opportunity
Monitoring will be carried out through the Health
and Safety Committee, Senior Management Team
and Board of Management.
Investigation of all incidents and accidents is
undertaken to ensure a culture of learning from
adverse occurrences.
Monitoring is also undertaken through rigorous risk
assessment and routine audit of practices.
10. Detail the decision in relation to this
policy (i.e. Further Action Required/ No
Further Action Necessary/etc.
No further action is required at this time; however,
the policy will be subject to ongoing monitoring and
will be reviewed and updated as required.
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IMPACT ASSESSMENT CHECKLIST -
Target Group Positive Impact +
Neutral Impact =
Negative Impact -
Cross Cutting Issue
RACE
DISABILITY
GENDER (male, Female, Transgender)
RELIGION AND BELIEF
AGE
SEXUAL ORIENTATION
MARITAL/PARTNERSHIP STATUS
SOCIAL INCLUSION
OTHER GROUPS TO CONSIDER
N/A
Tick relevant box to indicate the appropriate type of impact of the policy on one or more of the
strands of equality. The outcome of this impact checklist will determine whether a full impact
assessment is required on a particular policy.
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ADDITIONAL POINTS TO CONSIDER:
Does (or could) the policy contributes to a specific duty in equality legislation?
Duty
Yes No Unclear
Promoting good relations between members of different racial groups
Eliminating the harassment of people because of their race, disability, gender, age, religion/belief or sexual orientation
Promoting positive attitudes towards disabled people
Encouraging the participation of disabled people in public life
Eliminating unlawful discrimination relative to Disability Equality, Gender Equality and Race Equality
Comments:
