Loughborough University Facilities Management (FM) … 08-01... · FM Health and Safety Policy . July 2011 . 3 - following the integration of Campus Living and Security into the FM

Author: J Stapleton / N Hunt Filename: FM HS&E Policy version 5 Creation Date: 01.04.2011 Revision Date: 08.11.2012

File path: FM HS&E Intranet Page 1 of 27 Copyright Loughborough University

Loughborough University

Facilities Management (FM)

Health, Safety and Environment Policy

For Safe Systems of Work and Procedures click here

For Campus Living Safe Systems of Work and Procedures,

All Managers and Assistant Managers in Campus Living have access to



Document History

Document Owner: A Burgess

Revision History: Version Date Reason for change Author

1 April 2011 Review of FM H&S Policy following the integration of Campus Living and Security into the FM organisation

J Stapleton

2 July 2011 Minor amendments following first draft J Stapleton

3 October 2011 Amended to include the Environment, with input from N Hunt and J Hasbury

J Stapleton

4 November 2011

Section 5.5 amended in conjunction with R Harrison to clarify Fire safety roles

J Stapleton

5 January 2013 imago Services name removed. Campus Living references restricted as part of FM, not a separate body. Campus Living H&S Co-ordinator role (4.1.10) amended to make reference to coaching scenarios within their role. References to 4 specific posts now shortened to the FM HS&E support team. Environmental statement updated. Organisational charts updated. Addition of FM Directorate as an operating group. General edit to provide clarity.

J Stapleton

Name Signature Title Date Version Status

Andrew Burgess

FM Health and Safety Policy

July 2011 3 - following the integration of Campus Living and Security into the FM organisation and the inclusion of the Environment

January 2013

5 – General re-edit as listed above

Approvals This document requires the following to approve:



Contents 1.0 Introduction

1.1 Introductory statement

2.0 Policy statement

2.1 Health, Safety and Environment statement 3.0 Planning

3.1. Risk Management and Departmental Risk Assessment

3.2. Authority

3.3. Objectives and Programme(s)

3.3.1 Introduction 3.3.2 Setting of objectives and targets 3.3.3 Programme for achieving objectives

4.0 Implementation and operation and organisation chart

4.1 Health, Safety & Environment Responsibilities 4.1.1 University Health, Safety & Environment Committee 4.1.2 Director of FM 4.1.3 FM Directorate and FM Leadership Team 4.1.4 FM Health, Safety & Environment Committee 4.1.5 Heads of Section 4.1.6 Heads of Sub-Section and Senior Managers 4.1.7 University Health and Safety Manager 4.1.8 FM Health, Safety and Risk Manager 4.1.9 Facilities Management Health and Safety Coordinator

4.1.10 Campus Living Health and Safety Coordinator 4.1.11 Environmental Manager 4.1.12 Corporate Services Manager 4.1.13 Supervisory Staff 4.1.14 All employees



4.1.15 Contract Supervision 4.1.16 Duty Holder and Nominated Deputies 4.2 Training and skills 4.3 Organisation Chart

5.0 General Safety Arrangements

5.1 Procedures and Guidance

5.2 Accident Reporting and Investigation of Incidents 5.3 Communications and Consultation 5.3.1 FM Health, Safety and Environment Committees (Strategic and Operations) 5.3.2 Heads of Section 5.4 Audit and Monitoring 5.5 Fire Alarm Testing, Fire Marshalls and Fire Evacuation 5.6 Equipment Loan and Borrowing 5.7 Emergency Contacts

Appendices A. Risk Assessment B. FM Health, Safety & Environment Committees Terms of Reference C. Typical Duties of Departmental Safety Officers D. Actions in the Event of an Accident

6.0 FM Health, Safety and Environment Infrastructure



1. Introduction

1.1 Introductory statement The University is required to produce a statement of policy under the Health and Safety at Work Act 1974. University Health and Safety policy requires that Heads of Support Sections are responsible for the adoption of University policy within their area of control. University policy also states that “Departments are required to formulate Health and Safety Policies, intended to produce a safe working environment and to support and encourage its staff to adopt safe working practices. This policy must reflect the University Health and Safety Policy and explain, in practical terms how it will carry out the responsibilities placed upon it by the University Health and Safety Policy”. The Loughborough University Environmental Policy states that: “Loughborough University has one of the largest single site campuses in the UK, educates in excess of 16,000 students, employs over 3,000 members of staff and has 1,700 tenant partners. In providing high quality educational, research and workplace facilities we recognise that many of our activities have environmental impacts which are, or have the potential to be, significant. We therefore recognise the importance of embedding sustainability in all we do. Accordingly we are committed to implementing environmentally responsible standards and practices as part of an Environmental Management System, to mitigate and manage our impacts in a program of continuous environmental improvement.” & “The Vice Chancellor has day to day responsibility for the running of the University and as such has responsibility for Environmental performance. All staff and students share this responsibility and are therefore required to adopt and adhere to the principles of this Environmental Policy and the standards and procedures of the Environmental Management System. Tenants and partners of the University are also expected to actively support the same principles, standards and procedures.” This departmental policy and supporting guidance is not aimed at reproducing the University policy, but demonstrates the way in which the Facilities Management (FM) department undertakes to ensure legislative and University policy compliance. The aim is to achieve the highest possible standards in ensuring the health and safety of all those who may be affected by its undertaking, and that of the environment, and bring the policy to the attention of all stakeholders. Staff are required to support the Director of FM and University Officers and Committees in applying the required standards, procedures and guidance. To assist staff in this, the FM department policy offers guidance in the form of specific Annexes to this policy and defines the roles and responsibilities of line managers, supervisors and members of staff in their health, safety and environmental management responsibilities.



The health, safety and environmental statement by the Director of FM is deemed to be the Department’s policy and provides the basis on which suitable procedures and guidance are developed. The statement is reproduced in Section 2 for guidance. Staff are reminded that Loughborough University strongly supports equality and diversity in the workplace and all persons are welcome at the University. Therefore notwithstanding any provision elsewhere in this policy, all staff need to take measures to protect the environment or otherwise safeguard all sites and works including materials, tools, plant and equipment against unauthorised and accidental use or access. FM will adopt a collective approach to health, safety and environmental management based on individuals and Managers shouldering responsibility for their areas of activity and through consultation with Safety Representatives and other stakeholders both directly and through committees and groups as appropriate. The effective management of H,S&E is a shared responsibility. Everyone has a duty to take reasonable care of themselves and those around them. We must therefore all work together to prevent accidents, ill health, and environmental damage, and the hardships that follow.

Following the merger of Facilities Management and imago Services (now Campus Living), this HS&E Policy applies to the whole FM family, comprising of:

• Facilities Services

• Facilities Development

• Campus Living



2. Policy statement

Health, Safety and Environment Statement By the Director of Facilities Management (FM) Health, Safety and Environmental protection should be a normal part of everybody’s life. We owe it to our families, friends, colleagues, ourselves and the environment to carry out our duties in a manner that will ensure our continued Health and Safety and protection of the Environment. I have every intention of encouraging and training staff to embody this vision within their normal working patterns and I look forward to the time when we all think safety automatically and seek to protect our environment as a matter of course. Health, Safety and Environmental management responsibilities are considered as having equal importance as those for production, efficiency, value for money and the like. Loughborough University FM is committed to ensuring the protection of the environment, and the health, safety and welfare of its staff, employed contractors and anyone else affected by its work activities so far as is reasonably practicable and has adopted written policies and procedures to provide guidance. FM expects its staff to take all reasonable steps to ensure compliance with current legislation and that the duties imposed by University and departmental Health, Safety and Environment policies are met in ensuring that all activities, work equipment, procedures and systems of work are safe and environmentally compliant. Employees and others will be given appropriate information, instruction and training to enable work activities to be undertaken in a safe manner. It is expected that all employees, contractors and visitors associated with FM and its undertaking shall cooperate fully in achieving a safe and healthy working environment by committing to and complying with University and FM Health, Safety and Environmental policies and procedures. Appropriate arrangements will be made to assist and encourage communication and consultation with employees, contractors and visitors on health, safety and environment related matters. All employees will be expected to play their part in communicating health, safety and environment requirements and arrangements to others who do not work in FM. The Health, Safety and Environment aspects of work activities will be monitored regularly by Managers and Supervisors at all levels to ensure compliance with the requirements of Loughborough University and FM Health, Safety and Environment Policies. This FM policy will be reviewed regularly and whenever necessary, revised in the light of legislative, University Policy or other changes. Andrew Burgess, BSc DMS MBA MRICS MBIFM Director of Facilities Management



3. Planning

3.1 Risk Management and Departmental Risk Assessment

Risk Management is an integral requirement of general management processes, and the requirement for Risk Assessment cannot be separated off or undertaken by a single 'Risk Assessor' or equivalent. The role of the Facilities Management Health and Safety Coordinator, the Campus Living Health and Safety Coordinator, the FM Health, Safety and Risk Manager and the Environmental Manager is to support and advise Managers and Supervisors on current legislation, the Risk Assessment and Risk Management processes, and to maintain the department’s risk assessment library. No work should be undertaken without a risk assessment first being carried out. Risk assessments may vary in approach from a simple personal assessment of the task prior to carrying out a job, to a thorough team approach, possibly incorporating associated method statements and additional arrangements to undertake certain types of work. For the generic and larger task risk assessments, a stakeholder group approach should be adopted, involving appropriate personnel including Supervisors, Trade Union Representatives, Tradespersons and Operatives with relevant specialist knowledge of the work and processes. An overarching departmental risk assessment has been developed which covers the significant operational risks (Annex A). All members of staff are invited to comment on the adequacy of this assessment. Generic procedures and guidance have been developed based on the risk assessment, which Section and Sub-section Heads are required to review periodically in consultation with Managers, Supervisors and Operational staff within their sections.1

3.2 Authority

The University Health and Safety Manager has been appointed by Council to advise the University on policy matters and provide specialist guidance to employees. Any significant changes to FM Health, Safety and Environment policy, procedures or guidance should be notified to the University Health, Safety and Environment Committee through the departmental H, S & E Committee minutes, presented by one of the departmental representatives on the University Committee.

1. It is recommended that procedures and guidance are reviewed following updated

guidance or legislative changes, accidents or near misses but otherwise every 3 years.



Approval will be required by appropriate teams and committees for any amendments to the FM Health, Safety & Environment policy, procedures and guidance or maintenance schedules that may impose additional health, safety or environmental risks, or where such policies, procedures and guidance were adopted with the approval of the departmental Senior Management Team or the Departmental Health, Safety and Environment Committee. A re-assessment of the risk imposed by any such changes shall be undertaken, recorded and presented, along with the requested changes, to the body to which the request for changes is referred.

3.3 Objectives and targets

3.3.1 Introduction FM will establish objectives and targets for HS&E matters for the period under review as a driver for continuous improvement and best practice. These objectives and targets must include details of the resources to be allocated to HS&E, training and auditing programmes, new initiatives proposed and specific HS&E targets against which performance can be measured. These targets and objectives will form the HS&E Improvement Plan. Objectives and targets will be monitored on a quarterly basis and action plans devised to ensure progress is made. The objectives and targets will be made available to all responsible for their implementation.

3.3.2 Setting of objectives and targets Members of the HS&E Improvement Plan will agree the targets and objectives to be produced annually. Typical items within the Improvement Plan will include necessary actions from audits and incident investigations. 3.3.3 Programme for achieving objectives and targets The targets are identified, discussed with those concerned or in control, agreed and noted on the HS&E Improvement Plan. The programme is reviewed at regular intervals by the Improvement Plan Team and updated, amended, changed or extended as required. Any outstanding issues are discussed with the relevant persons and, if necessary, the target dates are amended or the initiative removed. The target programme may be distilled into an action list or sub programmes for individual sites or sectors to improve their performance.



4. Implementation and operation 4.1 Health, Safety and Environment Responsibilities 4.1.1 University Health, Safety and Environment Committee The University Health, Safety and Environment Committee terms of reference are included in the University Health and Safety policy, which is available on the University website.

The University Health, Safety and Environment Committee shall receive the departmental Health, Safety and Environment Audit and monitor any subsequent departmental management actions through the University Health and Safety Manager and Environmental Manager. 4.1.2 Director of FM The following encompasses the requirements of the Director of FM and is adapted from the University Health and Safety Policy for Heads of Support Services.

The Director of FM shall be responsible for the adoption of University policy and will take the lead in driving the health, safety and environment programme within the department.

The Director of FM is responsible for:

• Setting the department’s health, safety and environment policy. • Informing staff of their responsibilities. • The arrangements for the introduction and maintenance of measures

designed to identify, assess, control and monitor risks. • Planning to reduce risk through continual improvement • The appointment of a departmental Health and Safety Officer. • Allocating the necessary resources to staff appointed to carry out their

health, safety and environment roles, including designated members of staff with health & safety and environmental responsibilities.

• Establishing local consultative health, safety and environmental arrangements in the form of a Health, Safety and Environment Committee and other appropriate groups.

• Providing the necessary information, instruction and training to enable staff to perform their jobs in a safe and healthy manner.

• Ensuring that all staff provide adequate supervision and/or monitoring of those not in the University’s employment to ensure their health and safety and the protection of the environment.

• Adopting good health, safety and environmental advice from the FM Health, Safety and Risk Manager, the Environmental Manager and the University Health, Safety and Environment Office.

• Encouraging and consulting with trade union safety representatives and other stakeholders.



• Ensuring that matters brought to the Director’s attention are dealt with promptly.

• Bringing to the Chief Operating Officer’s attention, or the Health and Safety or Environmental Manager as appropriate, any health, safety or environment related matters which cannot be dealt with by the department.

• Encouraging and supporting the attendance of appropriate members of staff on relevant internal and external health, safety and environmental related training.

• Providing appropriate protective clothing and personal protective equipment for departmental staff.

• Providing appropriate equipment to manage and prevent environmental pollution, risk and damage.

• Devising and implementing a phased order of plans to address health, safety and environmental issues which cannot be resolved immediately.

• Taking personal action to suspend or stop any activity that is dangerous or not carried out in accordance to the University or departmental health, safety and environmental policy, procedures or guidance.

• Ensuring that all contractors engaged by the department are adequately supervised and that they conduct their work in accordance with: o The specified terms of the contract o Agreed method statements and risk assessments o Avoidance of danger to University employees, students or members of

the public. • Actively monitoring health, safety and environmental performance of

Heads of Section. • Receive regular updates on departmental health, safety and environmental

related matters, issues, and accidents/incidents from Heads of Section, Sub-sections, members of the FM Health, Safety and Environment Committee and any established focus or feedback groups.

4.1.3 FM Directorate and FM Leadership Team

The FM Leadership Team, supported by the FM Health, Safety and Risk Manager and the Environmental Manager shall be responsible for: • Assisting the Director of FM to discharge their duties as defined elsewhere in

this policy. • Incorporating procedures and guidance into practical applications • Implementing and supporting awareness campaigns • Coordinating health, safety and environment arrangements across the

department where cooperation between sections and sub-sections is required.

• Overseeing and monitoring the health, safety and environment arrangements adopted by the department in conjunction with the FM Health, Safety and Risk Manager and the Environmental Manager to ensure compliance with University and departmental policies and procedures.

• Ensuring that common standards are adopted across the department.



• Reviewing and seeking consultation on proposed changes to departmental policy, procedures and guidance prior to them being presented to the FM Health, Safety and Environment Committee for approval.

• Supporting the Director of FM in monitoring the health, safety and environment performance of the department collectively.

4.1.4 FM Health, Safety and Environment Committees For the terms of reference for the FM Health, Safety and Environment Committees refer to (Appendix B). There will be 2 distinct groups: the Strategic FM Health, Safety and Environment Committee, and the Operational FM Health, Safety and Environment Committee. The Strategic group will focus on revisions of Policy and Procedures, the progression of the Audit Plan, and implementation of the HS&E Improvement Plan. The Operational group will focus on operational day-to-day issues, such as incident and investigation reports, supporting delivery of the Environmental Management System, and implementation of the Audit Plan. Communication links will be established between the 2 groups to ensure there is a positive flow of information. The FM Health, Safety and Risk Manager and the Environmental Manager shall offer appropriate training and assistance to all members of the committee. 4.1.5 Heads of Section In addition to their Senior Management Team role in support of the Director of FM, the Heads of Section for Services, Projects, Campus Living (and where appropriate the University H&S Office) shall: • Allocate health, safety and environmental roles and responsibilities and

monitor the performance of those within their sections depending on their technical ability and level of responsibility in accordance with this policy.

• Monitor that the Sub-Section Heads and Managers within their sections review the health, safety and environment procedures related to their work.

• Ensure that those who are allocated roles and responsibilities receive the necessary resources, training and support to ensure they carry out their work without undue risk to their health and safety, or that of the environment, and those they are responsible for.

• This responsibility is particularly important when new buildings and machinery are being introduced.

• Assist with the introduction and maintenance of measures designed to identify, assess, control and monitor risks and undertake suitable and sufficient risk assessments where they personally manage work.

• Implement monitoring processes to ensure that policies, procedures and guidance are adopted and routinely report findings to the Senior Management Team and the FM Health, Safety and Environment Committee and/or other focus or feedback groups.



• Incorporate local consultative health, safety and environment arrangements in the form of recorded health, safety and environment discussions and training within focus groups, office talks and toolbox talks as appropriate.

• Ensure that they and their staff receive appropriate information, instruction and training to enable them to perform their jobs in a safe manner.

• Ensure their staff provide adequate information, supervision and/or monitoring for contractors and contracted staff, to ensure their health and safety, the protection of the environment, and that of others who may be affected by their work.

• Liaise with the University Health & Safety Office, and the FM HS&E support team, which consist of the FM Health, Safety and Risk Manager, the Environmental Manager, the Facilities Services Health and Safety Coordinator and the Campus Living Health and Safety Coordinator as appropriate, and adopt and incorporate procedures and good health, safety and environment advice.

• Encourage and consult with trade union safety representatives, the FM HS&E support team and other stakeholders during the development and review of work procedures, risk assessments and method statements.

• Ensure that health, safety and environment matters brought to their attention are given prompt attention and discussed at Senior Management Team meetings where appropriate.

• Encourage and support the attendance of appropriate members of staff on relevant internal and external training.

• Ensure that appropriate protective clothing and personal protective equipment is available and worn as necessary by departmental staff.

• Ensure that the appropriate equipment to manage and prevent environmental pollution, risk and damage is available and used as necessary by departmental staff.

• Bring to the attention of the Director of FM any matter which cannot be dealt with or resolved immediately or those they feel is outside their authority.

• Monitor and record the health, safety and environmental performance of their Sub-Section Managers and the compliance of Operatives, Managers and Supervisors within their section.

• Routinely monitor and audit the suitability and sufficiency of any risk assessments carried out within their section, and the implementation of any resulting risk management procedures.

• Monitoring environmental incident and health and safety accident reports and statistics within their sections and assist with investigations as required.

See also Contract Supervision. 4.1.6 Heads of Sub-section, Senior Managers and Managers with Delegated Responsibilities In addition to their supportive and deputising roles to and for their line managers, Heads of Sub-sections, Engineers, Officers, Technical Managers and equivalent staff shall:

• Periodically review the procedures and guidance for work which is undertaken or managed by staff within their sections, and assist their line



managers and staff in their teams with the introduction and maintenance of measures designed to identify, assess, control and monitor risks.2

• Be fully conversant with and apply University and FM health, safety and environment policies, procedures and guidance within all areas of their responsibility.

• Ensure staff are trained to enable them to carry out suitable and sufficient risk assessments as required. This includes generic health, safety and environment induction training for all staff and contractors.

• Ensure that their staff operate in accordance with University and FM health, safety and environment policy, procedures and guidance, and that safe working practice within a safe working environment are used by all directly employed staff.

• Ensure that contractors’ staff health, safety and environment performance is adequately monitored and recorded, and that any necessary remedial action is undertaken by the contractor to improve their Health, Safety and Environment performance.

• Ensure that they and their staff are trained in the principles, operations and emergency procedures necessary for their continued health, safety and protection of the environment.

• Ensure the training and competence of their appointees for the tasks. The training and contractors’ databases will provide a reference point for current training status.

• Receive health, safety and environmental incident / accident reports and assist with incident investigations where necessary or where requested by their supervisory staff.

• Monitor the periodic inspection and upkeep of first aid kits within their sections in consultation with the local first aid representatives.

See also Contract Supervision. 4.1.7 University Health and Safety Manager The duties of the Health and Safety Manager are detailed in the University Health and Safety Policy. Those duties which specifically relate to this FM policy are:

• The University Health and Safety Manager has a central coordinating role in relation to general health and safety matters and acts as advisor to the University on strategy and the requirements and interpretation of relevant legislation. The University Health and Safety Manager will ensure the effectiveness of departmental health and safety management structures through regular auditing of these systems. 2 It is recommended that procedures and guidance are reviewed following updated technical guidance, legislative changes, accidents or near misses but otherwise every three years.



• The responsibility for informing the Health and Safety Executive of incidents, accidents, diseases and dangerous occurrences as required by the current Reporting of Injuries, Diseases and Dangerous Occurrences Regulations (RIDDOR)

• The University Health & Safety office also provides advice and assistance with matters concerning radiological protection and occupational health and hygiene.

• Investigate accidents and handle claims made. 4.1.8 FM Health, Safety and Risk Manager The FM Health, Safety and Risk Manager has a pivotal role in developing, implementing and monitoring the department’s health and safety arrangements which include:

• Assisting senior managers to embed a safety culture into everyday work within FM.

• Assisting with the development, co-ordination and maintenance of safe systems of work throughout the department, in conjunction with Managers and Supervisors.

• Assisting all Managers and Supervisors with the development and incorporation of monitoring systems into everyday practices.

• Delivering training as appropriate within their own areas of competence and advising on health and safety competence issues or training requirements.

• Coordinating with external agencies when required on health and safety matters.

• Advising Managers, Supervisors and Staff on the FM Health and Safety policy and procedures.

• Monitoring and auditing FM’s health and safety management arrangements and effectiveness.

• Undertaking the role of line manager to the FM H&S Coordinator and the Campus Living Health and Safety Coordinator.

• Facilitating FM Health and Safety focus groups and report their discussions as appropriate.

• The coordination, handling and forwarding of incidents, accidents, investigations and RIDDOR reports to the University Health and Safety Manager.

• In the absence of the FM Health, Safety and Risk Manager, the FM Health and Safety Coordinator will deputise.

In addition to their specific role, the FM Health, Safety and Risk Manager will undertake the role of Departmental Safety Officer (DSO) as identified in the University health and safety policy. For a copy of the typical Departmental Health and Safety Officer’s duties see Appendix C.



4.1.9 Facilities Management Health and Safety Coordinator The main responsibilities of the Facilities Services Health and Safety Coordinator are listed below:

• Supporting the FM Health, Safety and Risk Manager in developing, managing and monitoring the department’s health and safety arrangements and in particular its risk assessment and risk management processes.

• Providing specialist Health and Safety advice, guidance, support and instruction to members of the FM team where required.

• Providing a focal point for health and safety related queries within FM and on behalf of the department during the absence of the Health, Safety and Risk Manager.

• Carrying out and coordinating others to produce Operational Risk Assessments including pre-use assessments (electrical, noise and vibration) of FM vehicles, plant, equipment and tools in line with the University safety standards and maintaining associated databases and registers.

• Advising others on the suitability and sufficiency of clients risk assessments and designers duties in conjunction with the FM Health, Safety and Risk Manager.

• Supporting and coaching FM Managers and Supervisors to enable them to undertake Health and Safety performance monitoring of their own staff and contractors within their areas of responsibility, and auditing of the monitoring to ensure the process is being complied with.

• Maintenance and periodic review of the department’s electronic operational risk assessment library.

• Coordination and maintenance of the departments’ Control of Substances Hazardous to Health assessments and electronic database.

• Undertaking periodic site visits to monitor the implementation of health and safety policies, procedures and guidance.

• Facilitating health and safety focus groups or feedback teams as appropriate.

• Assisting with incident investigations to support the team. • The coordination, handling and forwarding of incident, accidents and

RIDDOR reports to the Health and Safety Manager in the absence of the FM Health, Safety and Risk Manager.

• Deputising for the FM Health, Safety and Risk Manager when required. 4.1.10 Campus Living Health and Safety Coordinator The Campus Living Health and Safety Coordinator is responsible for providing specialist advice, guidance, support and instruction to Campus Living Operational Managers and staff, to promote a safe working environment. This role involves interacting with other departments and personnel at the University, due to the range of interfaces that Campus Living have, and working closely with them, to ensure risks are managed effectively. A key part of the role will be auditing, to determine the Health and Safety compliance by Campus Living staff and contractors against the agreed policies



and procedures. Following the audits, the Campus Living Health and Safety Coordinator will advise Campus Living Managers on remedial actions to improve Health and Safety performance where necessary. The Campus Living Health and Safety Coordinator reports directly to the FM Health, Safety and Risk Manager to allow additional support to be provided where required, and also to draw upon the knowledge of other Health and Safety specialist colleagues within the wider FM organisation. Key responsibilities of the Campus Living Health and Safety Coordinator are highlighted below:

• Supporting the FM Health, Safety and Risk Manager in developing, managing and monitoring Campus Living’s health and safety arrangements and in particular its risk assessment and risk management processes.

• Providing a focal point for health and safety related queries within Campus Living.

• Supporting Campus Living operational staff to produce Operational Risk Assessments and resultant Safe Systems of Work in line with the University safety standards and maintaining associated databases and registers.

• Advising Campus Living Operational Staff on the suitability and sufficiency of risk assessments relating to Campus Living.

• Maintenance and periodic review of the department’s operational risk assessment library (QPulse).

• Supporting and coaching Campus Living Managers to enable them to undertake Health and Safety performance monitoring of their own staff and contractors within their areas of responsibility.

• Undertaking programmed audits to monitor the implementation of health and safety policies, procedures and guidance, by both Campus Living staff and contractors working on their behalf.

• Assisting with incident investigations when necessary and facilitating the communication of lessons learned throughout Campus Living and, if appropriate, throughout the wider FM organisation.

• The coordination, handling and forwarding of incident, accidents and RIDDOR reports to the University Health and Safety Manager in the absence of the FM Health, Safety and Risk Manager.

• Delivering Health and Safety training where appropriate and within the competence of the individual to deliver that training. A key part of this will involve the preparation and delivery of coaching scenarios, that increase the effectiveness of training sessions for Campus Living staff.

• Facilitating Health and Safety training by others where training cannot be delivered in-house.



4.1.11 Environmental Manager The Environmental Manager has a pivotal role in developing, implementing and monitoring the University’s Environmental Policy and Procedures which include:

• Responsibility for Environmental Management at both strategic and operational levels University wide ensuring the University is fully compliant with environmental legislation

• The implementation of Environmental Strategy and action plans in line with the current Sustainability Strategy and Environmental Management System.

• Supporting the University’s officers, committees and stakeholders in their efforts to adopt sound and sustainable environmental management practices.

• Assisting Senior Managers to embed sound environmental practices into everyday work through the development, co-ordination and maintenance of safe operating systems

• Assisting all Managers and Supervisors with the development and incorporation of monitoring systems into everyday practices.

• Delivering training as appropriate within their own areas of competence and advising on environmental competence issues or training requirements.

• Coordinating with external agencies when required on environmental matters.

• Monitoring and auditing environmental practices, arrangements and effectiveness across the campus.

• Facilitating Working Groups as part of the Environment Management System.

• Reporting to the University H S & E Committee on all matters pertaining to Environmental Management.

4.1.12 Corporate Services Manager In addition to their input to the FM Directorate and FM Leadership Team and managerial duties identified elsewhere in this policy, the Corporate Services Manager shall be responsible for liaising with the FM Health, Safety and Risk Manager and the Environmental Manager in identifying, arranging and managing suitable health, safety and environment related training and maintaining the departmental training database. 4.1.13 Supervisory Staff All Supervisory staff will:

• Be fully familiar with University and FM health, safety and environment policies, procedures and guidance and apply them to their areas of responsibility.

• Ensure that risk assessments and COSHH assessments are carried out for all work undertaken by their staff, that the significant findings of the risk assessment and any accompanying safe operating procedures are communicated to the relevant persons, and that their staff are trained to enable them to carry out suitable and sufficient risk assessments appropriate to their level of responsibility.



• Assist their Line Managers and those in their teams with the introduction and maintenance of measures designed to identify, assess, control and monitor risks.

• Ensure through regular monitoring that their staff operate in accordance with University and FM policies, procedures and guidance relevant to their work.

• Ensure that they and their staff are trained in the principles, operations and emergency procedures necessary for their continued health and safety and that of the environment.

• Ensure that those to whom they allocate tasks are suitably trained, competent and sufficiently resourced to undertake the work. The training and contractors’ databases will provide a reference point for current training status.

• Ensure that safe working practices within a safe working environment are used by all staff and report any underperformance to their Line Manager.

• Ensure that their staff are allocated manageable workloads and that their personal attributes are accounted for.

• Investigate safety and environmental incidents, accidents and near miss reports involving or reported by those in their teams immediately and record any recommended preventive action(s) on the accident report and obtain management and specialist assistance where necessary and communicating lessons learned within FM where appropriate to prevent a similar occurrence.

• Periodic inspection and upkeep of first aid kits within their sections in consultation with the local first aid representative. Also see Contract Supervision.

4.1.14 All Employees The Health and Safety at Work Act 1974 states that everyone has a responsibility for safety, and the University Environmental Policy stipulates similar responsibilities relating to the environment. It is important that everyone appreciates the extent of their responsibilities, namely that they:

• Make themselves familiar with the health, safety and environmental policies of the University and FM and shall be fully familiar with sections of these policies which directly affect their particular activities. If any member of staff is unclear about their H, S & E responsibilities, they shall seek guidance from their line manager without delay.

• Accept individual responsibility; o to take all reasonable care for the health and safety of themselves,

of any person who may be affected by their acts or omissions and the protection of the environment;

o to cooperate with the University so far as is necessary to enable it to comply with its legal duties;

o to undertake, as required, all health, safety and environment training which is deemed necessary by their line manager to secure the health, safety and environment of the employee or anyone else



affected by their actions while at work and the protection of the environment.

• Report to Supervisory Staff any occupational ill-health issues/accidents/incidents or dangerous occurrences, whether or not injury is sustained, and any unsafe practices; and shall report systems of work or conditions they consider may create risks to their own health and safety or damage to equipment, premises or the environment.

• Shall not, intentionally or recklessly, interfere with or misuse anything provided by the University in the interests of health, safety or welfare.

• Undertake risk assessments or assist with their production appropriate to their level of responsibility.

• Conform to all instructions, written and oral, given to ensure their personal safety and the safety of others.

• At all times make full use of appropriate protective clothing and appropriate devices provided.

• Maintain tools and equipment in good condition, reporting any defects to their supervisor.

4.1.15 Contract Supervision When work is carried out by FM staff, at or on any University site, or as part of an FM undertaking, a Supervising Officer shall take on the responsibility for health, safety and environmental matters. The Supervising Officer will normally be the Project Supervisor, Project Manager, Supervisor, Assistant Supervisor or equivalent person having authority to manage staff and/or the work activities. The seniority of the Supervising Officer shall reflect the size, complexity and nature of the work. It shall be the duty of the Heads of Section to establish the level of authority of the Supervising Officers appropriate to their section and work. Supervising Officers shall be responsible for coordinating health, safety and environmental arrangements and ensuring the competence of those carrying out the work, particularly where FM staff are engaged on work requiring interface with contractors. FM staff who engage contractors shall:

• Recognise their responsibilities in ensuring that contractors are competent to carry out the work.

• Monitor that the staff who attend site are competent and sufficiently trained to undertake any tasks allocated where appropriate, particularly where minimum legal requirements exist or licenses are required. (E.g. Gas Safe registration, Mobile Elevated Work Platform (MEWP) Operators, Coded welders on pressure systems, Security Industry Authority, waste management licenses).

• Ensure that contractors’ staff undergo appropriate health, safety and environment induction training.

• Ensure that the contractor has carried out a suitable and sufficient task specific risk assessment and method statement applicable to the work and



monitor that the contractors’ staff comply with their requirements when undertaking the task.

• Visit contractors’ jobsites to monitor and record conformance or otherwise with their declared health, safety, welfare and environmental arrangements.

4.1.16 Duty Holders and Nominated Deputies To support the management of health and safety within FM, Duty Holders have been identified for key work activities together with guidance as to who will provide support in carrying out the related tasks. The ‘Duty Holder’ will be responsible to the Director of FM, via their Section Managers, for: -

• The implementation and maintenance of the auditing and monitoring processes contained within this guidance.

• The allocation of suitably trained, experienced and qualified

competent staff to fulfil the responsibilities identified.

• Reporting to the Director of FM the findings of the audits and reviews within their respective areas. The Duty holders will have Nominated Deputies to call upon, who will be able to undertake day-to-day functions relating to the task. 4.2 Training and skills All FM staff shall undergo Health, Safety and Environment induction training, delivered by an appropriate member of the FM HS&E support team or, in the case of part time cleaning staff, a suitably trained and authorised Supervisor.3 All members of staff with a management role, whether with direct labour or contractors, shall attend specific health and safety management training as exemplified by the Institution of Safety and Health (IOSH) ‘Managing Safely’ course. All full time staff shall attend training as exemplified by the IOSH ‘Working Safely’ course or, in the case of Campus Living, the relevant Chartered Institute of Environmental Health (CIEH) course. Environmental management training will be provided to all staff at a level relevant to their position in accordance with the requirements of the Environmental Management System. Where additional or new technical or managerial responsibilities are allocated to individuals who have not previously undergone training, suitable training shall be arranged by Line Managers as appropriate, ensuring that staff are able to ______________________________________________________________ 3 Authority to be given in writing by the FM Health, Safety and Risk Manager following appropriate coaching.



discharge their responsibilities in a safe manner. Taking over new buildings and equipment should be carefully managed ensuring that this requirement is fulfilled. Heads of Section and Line Managers shall carry out routine monitoring of the department’s training database to ensure that their staff receive the appropriate training. It shall be the responsibility of Heads of Section to arrange and coordinate training requirements through the HR or Training Coordinator. The accuracy of the staff training database is the responsibility of all Managers and Supervisors for those in their teams or sections in liaison with the HR or Training Coordinator. Individual members of staff should be asked to confirm the accuracy of their details on the training database annually. An annual audit of compliance with the recommended health, safety and environment training requirements, as indicated on the training database, shall be arranged by the FM Health, Safety and Risk Manager and the Environmental Manager and reported to the FM Leadership Team. 4.3 Organisation Chart



5. General Safety Arrangements 5.1 Procedures and Guidance Written procedures and guidance, in the form of Annexes and Appendixes to this policy, have been developed to assist Managers, Supervisors and Staff to discharge their legal duties and comply with statutory and University requirements. All Managers, liaising where appropriate with the FM HS&E support team, are required to review the guidance appropriate to their area every three years, or sooner following legislative changes, if there is reason to believe that the existing guidance is inappropriate or out-dated. Suitable health, safety and environmental support and training will be given by the FM Health, Safety and Risk Manager and/or the Environmental Manager in conjunction with the Corporate Services Manager and Heads of Section where new or significantly changed guidance is introduced. Any proposed significant changes to departmental procedures and guidance must be approved by the Senior Management Team or the Departmental Health, Safety and Environment Committee as appropriate. 5.2 Accident Reporting and Investigation of Incidents Appendix D gives guidance on gaining assistance and reporting procedures following accidents. All accidents, serious incidents and “near misses” involving FM staff, contractors and visitors associated with FM’s undertaking must be reported to the FM Health, Safety and Risk Manager via the relevant Line Manager in the first instance, using the University prescribed reporting form. Paper forms are also available from the FM Health, Safety and Risk Manager, the FM Helpdesk, the University Health and Safety Office or via their website: http://www.lboro.ac.uk/service/fm/hse/index.html Any accidents or incidents occurring outside normal working hours should be reported to the FM Security quickly (Gatehouse number is 222141), via radio or using the Emergency telephones within buildings (ext. 888). Out of hours accident reports should be forwarded to the relevant Line Manager as soon as possible but no later than the next working day. All environmental incidents and “near misses” must be reported to the Environmental Manager via the relevant Line Manager in the first instance. Any accidents or incidents occurring outside normal working hours should be reported to the FM Security quickly (Gatehouse number is 222141), via radio, phone or using the Emergency telephones within buildings (ext. 888). Environmental incidents involving leaks, spills or pollution should be reported to the Environmental Manager or the University Health and Safety Manager immediately (including out of hours). Significant injuries, diseases and dangerous occurrences must be reported to the Health and Safety Executive within a prescribed time limit. (The department

http://www.lboro.ac.uk/service/fm/hse/index.html



should attempt to get such reports to the University Health & Safety Office within four days of the occurrence). Reporting of Injuries, Diseases and Dangerous Occurrences Regulations reports should be channelled via the FM Health, Safety and Risk Manager or in their absence directly to the University Health and Safety Manager, who has the responsibility (or their nominated deputy) to report the incident within the prescriptive timescales to comply with RIDDOR. Guidance on what types of accidents and injuries fall into this category is available on the FM website. The investigation of incidents, and establishment of root causes, will assist in the prevention of similar future reoccurrences. All managers and supervisors are to undertake incident investigations commensurate with the complexity of the incident and establish lessons learned, and communicating these to an appropriate audience to share the knowledge gained. Following significant incidents, the appropriate manager may call upon the services of the wider FM HS&E support team for additional support and guidance. 5.3 Communications and Consultation The contents of the University and FM department’s health, safety and environment policies together with the contents and location of specific procedures and guidance, including how to gain access to them, shall be brought to the attention of all staff during their health, safety and environment induction training as appropriate.

5.3.1 FM Strategic & Operational Health, Safety and Environment Committee The two FM Health, Safety and Environment Committees shall provide the main platform for consultation and authorisation regarding significant health, safety and environment matters, including approval of new and significantly amended departmental procedures and guidance. The minutes of the FM Health, Safety and Environment Committees shall be reported to the University Health, Safety and Environment Committee by one of the departmental representatives. For the terms of reference for the FM Health, Safety and Environment Committees see Appendix B. 5.3.2 Heads of Section Supported by the FM HS&E support team, each section shall adopt appropriate communications and staff consultations for the dissemination of health, safety and environment information, ensuring that all members of staff have the opportunity for consultation and comment. Minutes of discussions and any decisions taken shall be recorded and brought to the attention of the FM Leadership Team. Operational Health and Safety focus groups and Environment focus groups will be established from time to time as required to give operational staff representatives from the various sections the opportunity to confidentially report on the effectiveness and adoption of the department’s health, safety and environment arrangements. This will allow all members



of staff to highlight potential shortfalls. The focus group(s) shall be facilitated by the FM HS&E support team. The Terms of Reference and membership of such groups shall initially be established by the FM HS&E Committees, but shall be continuously reviewed by the group members for effectiveness.

5.4 Audit and monitoring The adoption, incorporation and effectiveness of the FM Health, Safety and Environment arrangements shall be routinely monitored by all Managers and Supervisory staff within their roles and responsibilities in accordance with this policy and the associated guidance ‘Routine Audit and Monitoring of Health, Safety and Environment management functions’ (Annex CC). Senior Managers must satisfy themselves that the arrangements that have been adopted to control health, safety and environmental risks are in place, complied with and effective. Heads of Section shall incorporate monitoring measures and performance standards into their everyday operational activities and management plans in consultation with the Director of FM, their Sub-Section Managers and the FM HS&E support team. The FM HS&E support team will develop and recommend suitable monitoring arrangements for incorporation into operating procedures, and shall recommend and undertake, as appropriate, processes for auditing and monitoring premises, plant, substance usage, health, safety and environment arrangements and compliance. The safety of FM vehicles, plant and equipment is the responsibility of the Assistant Directors supported by the Supervisor for relevant area/workshop and the operators and drivers. Monitoring of the maintenance and daily safety checks and inspections of vehicles, plant, equipment and its operation as appropriate is the responsibility of the Section Managers supported by their Supervisory Staff. 5.5 Fire Alarm Testing, Fire Marshalls and Fire Evacuation It is the responsibility of Heads of Departments and Sections to nominate an employee to carry out routine weekly testing of fire alarms systems within FM buildings, and complete the test register. The Head of Department must also ensure that Fire Marshalls have been appointed and have been trained by the University H&S office. The University Fire Officer will coordinate fire evacuation drills, in accordance with the scheduled frequencies of testing. See link below: http://www.lboro.ac.uk/admin/hse/fire/downloads/Fire%20safety%20policy%20do

c.pdf

http://www.lboro.ac.uk/admin/hse/fire/downloads/Fire%20safety%20policy%20doc.pdf

http://www.lboro.ac.uk/admin/hse/fire/downloads/Fire%20safety%20policy%20doc.pdf



5.6 Equipment Loan and Borrowing Accidents have occurred in the past whereby one organisation unofficially uses another organisation’s work equipment as part of their daily tasks. On no account may the University’s equipment be loaned to non-FM staff or contractors without the permission of a member of the FM Directorate. Similarly, unless standing operational procedures are in place, on no account may FM staff use contractor’s equipment without the permission of a member of the FM Directorate 5.7 Emergency Contacts Emergency telephone numbers University Emergency Operator: 888 Campus Watch: (0)800 526966 In the event of no response on the University emergency number: Ambulance, Fire Service or Police: 999 or 112 The nearest A&E hospital: Leicester Royal Infirmary The nearest medical practice: NHS Walk in Centre, Loughborough town centre. The Health and Safety Executive (local office): Health and Safety Executive Belgrave House Greyfriars Northampton NN1 3LQ Telephone - 01604 738300 Information on local issues may also be obtained from: - Health & Safety Executive Midland Region - Nottingham 1st Floor The Pearson Building 55 Upper Parliament Street Nottingham Notts. NG1 6AU Telephone - 0115 971 2800 Environment Agency emergency number: 0800 80 70 60

Local office: East Area Office, Trentside Offices, Scarrington Road, West Bridgford, Nottingham, Nottinghamshire, NG2 5FA



6.0 FM Health, Safety and Environment Infrastructure

FM Health, Safety & EnvironmentInfrastructure

Caroline WalkerCOO

Andrew BurgessDirector of FM

Greg WattsEnergy Manager

Jenny TurnerEnergy Technician

Kevin Walmsley Corporate

Services Manager

Jo HasburySustainability

Manager

Nik HuntEnvironmental

Manager

Tim KenyonEnvironmental

Assistant

Dave Fulford Deputy Director

Bernie McGintyEngineering Asset

Manager

Elliott BrownTravel Assistant

Cathy MooreUniversity

H & S Manager

Mags Kelly Greener Living

Assistant

James StapletonHealth, Safety & Risk Manager

Mick CommonsFM H&S

Co-ordinator

Fiona CooperCampus Living

H&S Co-ordinator

Andrew SweeneyAssistant Director Facilities Services

Amy JamesEcoCampus

(EMS) Assistant

Debbie GrantAssistant Director

Campus Living

Documents

Loughborough University Facilities Management (FM) … 08-01... · FM Health and Safety Policy . July 2011 . 3 - following the integration of Campus Living and Security into the FM