University Safety Office
10 Parks Road
Oxford OX1 3PD
01865 270811
https://www.admin.ox.ac.uk/safety
Health and Safety
Self Assurance Toolkit
Directly at: http://oxford.financesat.co.uk/en/login
Or via: www.admin.ox.ac.uk/safety/selfassurance
Today’s Aims
• How to complete the toolkit
• Points to consider
How to complete the toolkit
Purpose of the Toolkit
• To help you identify effective systems of control
• To help you identify areas for improvement
• To help you plan improvements
• To help the University monitor performance, but NOT as a ranking exercise.
Purpose of the Toolkit
• To help you identify effective systems of control
• To help you identify areas for improvement
• To help you plan improvements
• To help the University monitor performance, but NOT as a ranking exercise.
Self Assurance Toolkit
Ten questions:1. How does your department decide what actions to take to comply with health and safety legislation?
2. How does your department conduct risk assessments and ensure that precautions/controls are adequate?
3. How does your department establish and maintain management control?
4. How does your department consult with its members and encourage participation in developing safety procedures?
5. How does your department identify training needs and ensure everyone is informed and suitably trained in procedures?
6. How does your department ensure incidents are reported, managed and investigated?
7. How does your department conduct inspections and ensure corrective and preventative measures are implemented?
8. How does your department ensure those with authority are committed to controlling risk and preventing harm to people?
9. How does your department manage health and safety in respect to the following ‘key topics’ (Emergency Planning & Response)?
10. How does your department ensure health & safety is seen as an integral part of the department's overall objectives?
Self Assurance Toolkit
Ten questions:1. How does your department decide what actions to take to comply with health and safety legislation?
(Planning to improve performance)
2. How does your department conduct risk assessments and ensure that precautions/controls are adequate?(Risk Control)
3. How does your department establish and maintain management control?(Control)
4. How does your department consult with its members and encourage participation in developing safety procedures?(Co-operation)
5. How does your department identify training needs and ensure everyone is informed and suitably trained in procedures?(Communication/Competence)
6. How does your department ensure incidents are reported, managed and investigated?(Accidents and Incidents)
7. How does your department conduct inspections and ensure corrective and preventative measures are implemented?(Surveying/Corrective measures)
8. How does your department ensure those with authority are committed to controlling risk and preventing harm to people?(Leadership/Review)
9. How does your department manage health and safety in respect to the following ‘key topics’ (Emergency Planning & Response)?(Key Topics)
10. How does your department ensure health & safety is seen as an integral part of the department's overall objectives? (Integration)
How to complete the toolkit
http://oxford.financesat.co.uk/security/login
User Name
Password
Forgotten Password
How to complete the toolkit
Select the relevant questionnaire
Further instructions available
Helpdesk
Question
How to complete the toolkit
Overview
Weblinks
Each question has a set of answers
How to complete the toolkit
How to complete the toolkit
Each answer has a different ‘Performance Level’ statement
How to complete the toolkit
For each answer, you select the statement that best represents your department
How to complete the toolkit
Add ‘Evidence’
‘Evidence’can be a
written summary
and / or
attachment
How to complete the toolkit
How to complete the toolkit
Continueand select ‘Statement’ and add ‘Evidence’ for all remaining answers
How to complete the toolkit
Continueand select ‘Statement’ and add ‘Evidence’ for all remaining answers and questions
How to complete the toolkit
If unsure, take a look at the
additional ‘Information’ and ‘Links’
How to complete the toolkit
The colour code will tell
you how much of the
questionnaire has been
completed.
When all green, you can
submit.
Performance Profile
Approval Process
DSO completes
toolkit
Approval Process
DSO completes
toolkit
Head of Department
reviews
Approval Process
DSO completes
toolkit
Head of Department
reviews
Back to DSO if
changes required
Approval Process
DSO completes
toolkit
Head of Department
reviews
Submitted to Safety Office
Back to DSO if
changes required
Approval Process
DSO completes
toolkit
Head of Department
reviews
Submitted to Safety Office
Back to DSO if
changes required
Area Safety Officer has
access to their departments
Approval Process
Points to Consider
Points to Consider
1. How does your department decide what actions to take to comply with health and safety legislation?
Answers
• Implementation of University health and safety policies
Evidence
• Consider meeting minutes, emails, handbooks, safety manuals, standard operating procedures
Points to Consider
2. How does your department conduct risk assessments and ensure that precautions/controls are adequate?
Answers
• Risk assessments
• ‘Suitable and sufficient’ risk assessments
• Review of risk assessments
• Control measures
Evidence
• Attach fire risk assessment
• Consider ‘general’ & ‘topic specific’ assessments
• Consider emails, incident reports, minutes, inspections
Points to Consider
3. How does your department establish and maintain management control?
Answers
• Health and safety responsibilities
• Supervision
• Contractor control
• Arrangements with other departments/organisations
Evidence
• Attach statement of safety organisation
• Consider how people are selected & understand their roles
• Consider levels of experience and the required supervision
• Consider how well the department interacts with others over safety
Points to Consider
4. How does your department consult with its members and encourage participation in developing safety procedures?
Answers
• Discussion forums for health and safety
• Agenda and recording of safety discussions
• Staff and student involvement in developing controls
Evidence
• Attach minutes & agendas from safety discussion forums
• Consider terms of reference and representation on committees
• Consider how active and informed are the committee members
• Consider what discussions are held at group levels
Points to Consider
5. How does your department identify training needs and ensure everyone is informed & suitably trained in procedures?
Answers
• Health and safety induction training
• Ongoing health and safety training
• Communication of health and safety information
• Competent health and safety advice
Evidence
• Consider induction training, including different types of individual or remote locations, and what records kept
• Consider training records or attendance on courses
• Consider how well updated information is known
• Consider whether individuals contact the DSO and take your advice
Points to Consider
6. How does your department ensure incidents are reported, managed and investigated?
Answers
• Incident reports and investigations
• First aid provision
Evidence
• Attach a summary of the incidents reported in past year
• Consider the reporting system and whether it ensures all incidents are reported within 24hrs.
• Consider how well your department investigates incidents and implements preventive actions
• Consider how well information is shared across the department.
• Consider whether ‘near-miss’ type of incidents are reported.
Points to Consider
7. How does your department conduct inspections and ensure corrective and preventative measures are implemented?
Answers
• Safety inspections
• Safety inspection personnel and involvement
• Implementation of corrective measures
Evidence
• Attach inspection reports from the past year
• Consider how effective the inspection process is at finding problems
• Consider whether actions are rectified in a timely manner
• Consider actions arising from other sources, such as risk assessments, incident investigations, committees.
Points to Consider
8. How does your department ensure those with authority are committed to controlling risk & preventing harm to people?
Answers
• Head of Department
• Supervisor influence
• Governance
Evidence
• Attach:• All: Statement of Safety Organisation, Agenda and Minutes from relevant Safety Meetings,
Inspection Reports, Accident Reports, Self Assurance Questionnaire, Fire Risk Assessment.• Topic Specific: Ionising Radiation monthly returns, Biological Survey, Laser
Inventory/Inspection report, New or modified Local Exhaust Ventilation (LEV) systems
• Consider what involvement Heads of Department and Supervisors
take in implementing the measures outlined in the other questions.
Points to Consider
9. How does your department manage health and safety in respect to the following ‘key topic’ – Emergency Plans & Response?
Answers
• Fire
• Hazardous Substances
• Workshop / Machinery
• Fieldwork / Overseas Travel
• Miscellaneous (e.g. floods, asbestos, electrical, lasers)
Points to Consider
9. How does your department manage health and safety in respect to the following ‘key topic’ – Emergency Plans & Response? (cont.…)
Evidence
• Risk Assessments:• What type of incidents might arise?
• Have you considered and identified all possible emergencies e.g. fire, flood, electrical shut-down, spillage exposure, needle-stick exposure, trip / slip / fall, machinery / work equipment, medical emergency, asbestos, legionnaire's disease, personal attacks?
• Do you have different buildings, or people working abroad or in remote locations? Could there be different types of emergency?
• Is there anyone in the department who might need specific assistance in an emergency?
Points to Consider
9. How does your department manage health and safety in respect to the following ‘key topic’ – Emergency Plans & Response? (cont.…)
Evidence
• Emergency Procedures/Equipment• Is there a set procedure for dealing with an emergency?
• Do you need to provide clear instructions outlining what to do?
• What about external agencies e.g. emergency services, security services, Trust / University estates, safety office? Do you know what their response will be in an emergency? Have you produced relevant information e.g. Building Contingency Plans, First Response Plans?
Points to Consider
9. How does your department manage health and safety in respect to the following ‘key topic’ – Emergency Plans & Response? (cont.…)
Evidence
• Emergency Procedures/Equipment• Is there any specialist equipment required?
• Is this equipment available and appropriate?
Points to Consider
9. How does your department manage health and safety in respect to the following ‘key topic’ – Emergency Plans & Response? (cont.…)
Evidence
Training / Testing• Who might be involved with an incident e.g. facilities, first aiders,
dedicated escorts, supervisors, lab managers?
• Are there deputies for all these people?
• What training have these people received?
• What about people working alone or out of hours?
• What other incidents might occur out of hours?
• What escalation procedures do you have?
• What tests / drills / checks are conducted?
Points to Consider
9. How does your department manage health and safety in respect to the following ‘key topic’ – Emergency Plans & Response? (cont.…)
Evidence
• Post-Event• Who decides it is safe to re-enter a building or re-use an area?
• Is there any plant / equipment that needs to be checked or manually re-started to ensure controls are functioning correctly after an incident?
• Do you have systems for cleaning up & disposing of hazardous substances e.g. human blood, needles, chemicals?
• Does your incident reporting system capture all types of incident?
• Do you need to include anyone else in your incident investigation?
• Does the department consider the need for counselling following certain incidents?
Points to Consider
10. How does your department ensure health & safety is seen as an integral part of the department's overall objectives?
Answers
• Changes in research or teaching activities
• Planned improvements for the forthcoming year
Evidence
• Consider building projects
• Consider new groups or equipment arriving
• Consider individuals collaborating with other departments
• Consider emerging or new technologies
• Implement a plan for improvement based on overall findings.
And finally…
• Toolkit open at least End of September, 2015
• Identify areas of improvement and use the findings to devise some form of action plan for 2015/16
• Discuss the findings during safety committees
Any questions?
• http://oxford.financesat.co.uk/content
• http://www.admin.ox.ac.uk/safety/selfassurance/