The Head of School is accountable to the Dean for the line management of the Heads of Department within the School. As such the responsibility for health and safety is cascaded through the management structure and requires that the Head of School asks suitable pertinent questions of the Heads of Department and that feedback on health and safety performance is provided to the Dean.

The Heads of School will be members of the Faculty Health, Safety and Wellbeing Committee and will attend the quarterly meetings, alongside the Heads of Department.

The Heads of Department have delegated responsibility for health and safety within their Department or as a consequence of their activities, and for any additional activities as agreed and delegated to them (e.g. where they accept responsibility for day-to-day safety arrangements for staff who have other line managers, for reasons of geographical location).  This is defined in the University's Health and Safety Arrangement Chapter 18 (working across organisational boundaries).   The Head of Department is acting on behalf of the Head of School and must provide assurance to the Head of School that health and safety is being managed to the high standards expected by the University in their Department.

The Head of Department must ensure they are aware of the provisions of the University’s Health and Safety Policy and the requirements of legislation.  In addition, each Department will have a local Health and Safety Policy and arrangements in place.  More detailed information on the specific roles and responsibilities is provided in the policy and the Head of Department should familiarise themselves with these requirements.

The Head of Department should establish and chair a Departmental Health and Safety Committee which will fulfil the functions of a Health and Safety Committee in accordance with the University’s Health and Safety Arrangement Chapter 14 (this also includes details of membership).  The Committee should meet quarterly and the Head of Department will report to the School Senior Leadership Team on a rotational basis on any health and safety matters that arise within the Department. Heads of Department will update the School Leadership Team periodically on lessons learnt and to share best practice, based on local incidents and near misses.

All Heads of Department will be members of the Faculty Health, Safety and Wellbeing Committee and will attend the quarterly meetings, alongside the Heads of School.

The organisational chart represents the lines of managerial and organisational responsibility in regards to health and safety only (other line management in relation to Human Resources matters may be different).  Lines of communication are shown through a dotted line. 

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The Head of School Operations, School Operations Manager and Deputy School Operations Manager provide a supporting role to the Head of School and Head of Department in ensuring that a high standard of health and safety is adhered to across the School and Departments.

The health and safety management of research projects is the responsibility of the Head of Group but is usually delegated to research supervisors; this is assumed unless an alternative arrangement is agreed with the Head of Group and Head of Department and recorded appropriately.

Managers and Supervisors are responsible for:

• Understanding and implementing the appropriate arrangements of the Department and the University health and safety policy.
• Providing and maintaining safe places of work, safe means of access and egress, plant, equipment and systems of work, working environments and arrangements for the safe use, handling, storage and transport of articles and substances.
• Ensuring all risk assessments are in place before work commences and that they are suitable and sufficient.
• Ensuring all control measures are carried out, the effectiveness of the risk assessments are reviewed regularly as the research proceeds and that everybody involved in the work activity has read and understood the risk assessment.
• Ensuring that costs of implementing suitable risk control measures are included in project funding, to ensure appropriate resources for safety equipment, plant maintenance disposing of any hazardous substances or material and safety training are provided.
• Maintaining suitable records of exposure to substances hazardous to health in accordance with University policies and guidance.
• Disseminating safety information effectively.
• Ensuring all personnel in their area receive appropriate induction, information, instruction, training, supervision and support to safely execute their work with appropriate records kept.
• Arranging particular care of less experienced personnel. Ensuring they are trained and supervised until fully competent.
• Ensuring that all staff or research group members respond to and co‐operate with any requests for them to attend for training, health surveillance and advice.
• Consulting additional expertise as and when competence cannot be provided within the team.
• Liaising with the Department’s safety advisors, Faculty safety advisors and other special hazards advisors and providing information on request about the risks and control measures.
• Promoting best practice and maintaining good health and safety standards continuously.
• Monitoring performance regularly and taking appropriate actions to rectify all issues identified.
• Ensuring that all new staff and temporary staff receive an appropriate Department health and safety induction and additionally are inducted locally to the specific hazards in their respective areas.
• Ensuring that any health and safety rules, procedures, and systems of work are followed, and any necessary protective clothing or safety equipment provided is maintained, used and stored appropriately.
• Ensuring all personnel in their area know how to disclose health issues that may affect their work or that have arisen as a result of their work.
• Reporting and investigating accidents, near-misses, incidents and dangerous occurrences in a timely manner, according to the University’s policy and statutory requirements.
• Keeping up to date with the relevant health and safety legislation, policies and standards.
• Recognising their own limitations and seeking health and safety advice and guidance whenever necessary.

These are the general duties applicable to all staff and visitors although, additional responsibilities may be specified:

• To read and understand the Department and University Health and Safety policies and carry out work in accordance with their requirements and any safe system of work or procedure so as not to endanger themselves or any person who may be affected by their activities.
• To immediately report any hazard or defect that could affect the health and safety of staff or others to their line manager or Safety Advisor.
• Not to misuse or interfere with any equipment, including any health and safety equipment or clothing provided.
• To receive appropriate induction, training and supervision in order to work safely when instructed to do so.
• Not to operate any equipment or facility unless adequate training, instruction or supervision is in place.
• To report all accidents, incidents, ill-health and near-misses to their line manager and Safety Advisor and co-operate with all investigations.
• To assess, know and understand the risks arising from their work activities and to implement the control measures identified by following safe systems of work, procedures and instructions and to wear any protective clothing or equipment provided as necessary.
• To take particular care of less experienced members of staff or students and ensure they are properly supervised until they have been trained and deemed competent to work with less supervision.
• To know the evacuation procedure and location of assembly point in the event of a fire or other emergency.
• To be familiar with the location of first aid facilities and first aiders.
• To ensure that the procedures for safe storage, use and disposal of any hazardous materials are followed, paying particular regard to those covered by specific legislation.
• To keep working areas, access and egress free from obstructions at all times.
• To attend any health surveillance as requested.
• To avoid improvising or taking short-cuts that would entail unauthorised and unnecessary risks.
• To recognise own limitations and seek health and safety advice and guidance whenever necessary.

These are the general duties applicable to all students, both undergraduate and postgraduate:

• To read and understand the Department and University Health and Safety policies and carry out studies in accordance with their requirements and any safe system of work or procedure so as not to endanger themselves or any person who may be affected by their activities.
• To undertake appropriate training, induction and supervision in order to work safely.
• To immediately report any hazard or defect that could affect the health and safety of others to their supervisor or Safety Advisor.
• Not to misuse or interfere with any equipment, including any health and safety equipment or clothing provided.
• Not to operate any equipment or facility unless adequate training, instruction or supervision is in place.
• To assess, know and understand the risks arising from their work activities and to implement the control measures identified by following safe systems of work, procedures and instructions and to wear as necessary any protective clothing or equipment provided.
• To know the evacuation procedure and location of assembly point in the event of a fire or other emergency.
• To be familiar with the location of first aid facilities and first aiders.
• To ensure that the procedures for safe storage, use and disposal of any hazardous materials are followed, paying particular regard to those covered by specific legislation.
• To report to staff all equipment faults, building defects and any hazards in a timely manner.
• To report all accidents, incidents, ill-health and near-misses to the supervisor and Safety Advisor and co-operate with all investigations.
• To attend any health surveillance as requested.
• To keep working areas, access and egress free from obstructions at all times.
• To avoid improvising or taking short-cuts that would entail unauthorised and unnecessary risks.
• Recognise own limitations and seek health and safety advice and guidance whenever necessary.

Any individual working off-site must abide by the local rules of that organisation. The Department expects any individual working off-site to work safely.

The primary responsibilities of the Safety Advisor are to advise and brief the Head of Department and other staff members and students on safety matters, operationalise the local Health and Safety policies and to liaise between the Department and the Faculty/University Safety Co-ordinator and other Safety Co-ordinators/Advisors.

The Safety Advisor will prepare and keep up-to-date a Statement of Department Health and Safety Policy for approval by the Head of Department, Department Health and Safety Committee and Head of School, which describes the specific organisation and arrangements within the Department.

Specialist Safety Advisors are available in Biological / Genetically Modified Organisms, Laser and Radiation Protection and will carry out the duties outlined below in sections 1.10, 1.11 and 1.12 within their own specialism.

In accordance with Chapter 3 of the University of Manchester’s Health and Safety Arrangements, the biological activities carried out in the Department are overseen by FSE Biological /GM Safety Committee. The Faculty of Science and Engineering (FSE) has appointed Biological Safety Advisors (BSAs) to advise on the Health and Safety arrangements relating to work with biological material as listed in Chapter 3 within the Department. The duties of the BSA are detailed in Chapter 3.

The Laser Safety Advisor is appointed by, and responsible to the HoD. The LSA plays a fundamental role in assisting the University Laser Safety Officer (LSO) and ensuring that the University complies with the requirements of the Health and Safety at Work Act 1974 and the Management of Health and Safety at Work Regulations 1999. The LSA must be officially appointed by letter by the Head of Department, a copy of which must be sent to the LSO. The LSA should be directly involved with the Department's work with lasers, preferably in a line management position, to ensure that the work is done in accordance with the University Laser Safety Arrangements chapter and follows the University Laser Safety Manual. It is recognised that in some large departments the LSA may not be the immediate line manager or supervisor overseeing the work with lasers. In these cases, the supervisor/line manager takes on these duties.

General duties and responsibilities include:

• To regularly inspect (at least annually) all laser activities to ensure that safety requirements are followed.
• To take an active role in the Department Health and Safety Committee and submit a report at each meeting.
• To attend the University LASER TAG meetings.
• To assist the LSO in cross‐auditing of other Departments.
• To record the findings of the inspections and to report to the LSO and H&S Committee.
• To ensure that a Laser Safety Management Programme (LSMP) workbook is maintained for all activities, which will include risk assessments and local rules.
• To inform the LSO and H&S Committee of any new or significantly different activities involving lasers.
• To inform the LSO and H&S Committee of details of new or newly acquired lasers.
• To inform the LSO of details of changes in users.
• To ensure that all users have access to a copy of the University Laser Safety Manual (ULSM).
• To ensure that accidents involving lasers are reported and investigated.
• To ensure that all users have satisfied that they are competent to work with lasers safely. This must occur before they start working with lasers in the University, and will normally consist of ensuring the users have been taken through the safety checklist. This task can either be carried out by the LSA or the Supervisor/Principal Investigator, or both.
• To identify staff or students who would benefit from appropriate occupational health surveillance.
• To ensure all users have attended or are booked to attend an appropriate University Laser Safety Training Session.
• To ensure regular refresher training is carried out.
• To recognise own limitations and seek advice and guidance whenever necessary.

It is essential that the LSA is informed of the intention to purchase any new laser systems or the change of use of existing systems to ensure the relevant safety checks and documentation can be completed PRIOR to any use.

The Non-ionising radiation advisor is appointed by, and responsible to the HoD. The non-ionising radiation advisor reports directly to the Head of Department on all issues concerning non-ionising safety in School of Natural Sciences/Department of Physics and Astronomy and have executive authority to halt work if they believe there is an immediate risk to staff, students, property, or compliance. They will keep themselves fully briefed to a level of competence that will allow them to fulfil this role affectively.

General duties and responsibilities include:

• Recognise that responsibility of compliance with the Regulations lies with the Head of School; this responsibility cannot be delegated to the School Safety Advisor
• Understand the requirements of the relevant legislation in so far as they affect the work of the School
•  Have the personal authority and be given the time to carry out the full functions of the role
• Understand the precautions needed to restrict exposure to non-ionising radiation
• Monitor to ensure that all work with sources of non-ionising radiation within his/her area of responsibility is taking place in accordance with current legislation and accepted good practice
• Monitor the inventory of non-ionising radiation sources within his/her area; checking that they remain at their specified locations under appropriate management control
• Provide non-specialist advice to staff, students and management in regard to non-ionising radiation protection matters
• Refer promptly to the Head of School any radiation protection problem that cannot be resolved locally on a time scale commensurate with the risk.
• Liaise with University Safety Co-ordinators and other central advisers in Health and Safety matters
•  Attend meetings of the relevant committees when required and in particular the Non-Ionising Radiation Safety Technical Advisory Group
• Ensure that accidents/incidents involving non-ionising radiation are reported and investigated
• Disseminate non-ionising radiation protection information and reports to appropriate staff and students.
• Ensure that new members of the School receive adequate information, instruction and training with respect to non-ionising radiation protection matters
• Identify staff or students in his/her area who would benefit from appropriate radiation protection training or occupational health surveillance.
• Co-ordinate the implementation of advice from the Non-Ionising Radiation Technical Advisor
• Periodically (and not less frequently than annually) review non-ionising radiation protection procedures within his/her area to ensure that the training received by all individuals is reinforced by safe practice.

The Department Radiation Protection Supervisor (RPS) is appointed by and responsible to the HoD. The RPS plays a fundamental role in assisting the University Radiation Safety Unit (RSU) and ensuring that the University complies with its legal requirements. The RPS must be officially appointed by letter by the Head of Department, a copy of which must be sent to the RPS. The RPS should be directly involved with the Department's work with ionising radiation, preferably in a line management position, to ensure that the work is done in accordance with The Ionising Radiations Regulations 2017, the Environmental Permitting Regulations 2016 and University Health and Safety Arrangements: Chapter 25 Ionising Radiation Safety. It is recognised that in some large departments the RPS may not be the immediate line manager or supervisor overseeing the work with ionising radiation. In these cases, the supervisor/line manager takes on these duties.

General duties and responsibilities include:

• Monitoring to ensure that all radiological work within the Department is taking place within agreed Local Rules, current legislation and accepted good practice.
• Monitoring the inventory of radiation sources and nuclear materials within the Department and checking that they remain at their specified locations under appropriate management control; and that they are ultimately disposed of by an official route.
• Monitoring the list of radiation workers within the Department. The Radiation Safety Unit (RSU) must be informed of any changes.
• Providing non‐specialist advice to staff, students and management in regard to radiation protection matters.
• Referring promptly to the Head of Department any radiation protection problem that cannot be resolved locally on a time scale commensurate with the risk.
• Liaising with fellow RPSs, the site RPA, the Head of Safety Services, University Safety Co‐ordinators and other central advisors in Health and Safety matters.
• Taking an active role in the Department Health and Safety Committee and submitting an RPS report at each meeting.
• Attending the Ionising Radiation Safety Working Group meetings.
• Ensuring that accidents involving radiation are reported and investigated.
• Disseminating radiation protection information and reports to appropriate staff and students.
• Ensuring that new members of the Department receive adequate information, instruction and training with respect to radiation protection matters.
• Identifying staff or students who would benefit from appropriate radiation protection training or occupational health surveillance.
• Co‐ordinating the implementation of advice from the RSU.
• Periodically (and not less frequently than annually) reviewing radiation protection procedures within the Department through inspections.
• Ensuring all users have attended or are booked to attend an appropriate University TLCX215E Radiation awareness training.
• Ensuring regular refresher training is carried out.
• Ensuring dosimetry is occurring and being monitored, where necessary.
• Recognising own limitations and seek advice and guidance whenever necessary.

The Head of Department is responsible for first aid provisions within the Department and must ensure:

• There are appropriate numbers of staff members who can render first aid to its employees, students and visitors if they are injured or become ill at work.
• That first-aiders receive suitable training to carry out these requirements and, so far as is practicable, that their competence is maintained.
• Adequate and appropriate finances, facilities and equipment are available to enable first-aiders to render first aid to others and that the facilities and equipment are suitably maintained.
• Employees and students, and others who may need them, are informed of the arrangements made for the provision of first aid and the location of facilities, equipment and first-aiders.

First Aiders must:

• Hold a valid First Aid certification at all times and attend re-qualification and refresher courses at the appropriate time.
• Keep a copy of any first aid certificate in either electronic or paper form and be able to provide it on demand whilst at work.
• Respond to any call for first aid at any reasonable time and as far as they reasonably can within their designated area at work.
• Ensure a completed Accident/Incident/Ill Health Report form is submitted to Safety Services, this form includes the details of an event involving the administration of first aid. The form is available at: http://www.healthandsafety.manchester.ac.uk/toolkits/accidents/reporting/

This should include summary details of the treatment given. Alternatively, the injured person or their manager should be directed to complete one as appropriate. Forms should be sent to the University Safety Services at the earliest opportunity so that investigations can be undertaken as required.

• Keep additional records locally for reporting to their own Department, directorate, and safety committees, as required.
• Keep first aid kits fully stocked, and replenish after use, or delegate this task to nominated local staff.
• Maintain their knowledge and skills (e.g. through refresher training, updates from the University First Aid Administrator, or relevant IT & media resources).
• Inform the HoD of any changes to their certification, location or contact details and maintain accurate information on online directory.

The HoD is appointed as the “responsible person” for fire arrangements within the Department. The HoD receives an annual briefing on fire safety, covering incidents of note at the University and elsewhere, statistics and trends, and any particular matters they need to address during the next year and must:

• Minimise the risk of fire breaking out as a result of their activities.
• Make staff, students and visitors aware of the action to take in the event of a fire breaking out or fire alarm activation, and refresh relevant training, information and instruction at appropriate intervals.
• Ensure that emergency procedures (including those for emergency evacuation of buildings because of fire, bomb, oxygen depletion or other threat to health or safety) have been agreed for the premises occupied by their staff and students.
• Keep records of such information, instruction and training.
• Provide information about activities relevant to fire risk and fighting fires to the University Fire Safety Officer, Safety Services and Fire Evacuation Marshals (FEMs), and assist the Fire & Rescue Service in dealing with any fire safety issues or incident.
• Inform the Faculty Estates Teams of any significant proposed changes in use of a building or room that might affect the fire risk assessment.
• Inform the University Fire Safety Officer of any changes to information contained in the building fire safety information boxes positioned near the fire alarm panels.
• That line managers understand their responsibility towards people who may have difficulties in emergency evacuation of a building.
• Appoint FEMs with responsibility for each part of a building they occupy, using the following criteria to assess how many should be appointed:

1. At least 1 FEM per floor per fire exit stair protected to a final exit.
2. FEMs should be able to sweep an area without adding more than 1-2 minutes to their own evacuation time.
3. A higher number may be needed in areas where special fire risks have been identified and a fire risk assessment shows that this is necessary.
4. Sufficient FEMs to monitor each exit from the building (unless minor exits can be secured from premature re-entry).
5. Where reasonably practicable, cover for absences.

• Provide assistance and support in the investigation of any incidence of fire in accordance with these arrangements.
• Ensure that all students with disabilities are supported by a Department nominee through the process of defining their emergency escape arrangements, and the production of a PEEP where appropriate.

1.15.1.      Fire Evacuation Marshals (FEMs) duties include:

• Assisting in the evacuation of people from a building in the event of fire alarm activation and at any time to report defects or problems with the fire safety arrangements to the local safety advisor, safety office or Estates and Facilities Helpdesk. The training is co-ordinated by the University Fire Training and Evacuation Co-ordinator.
• Being familiar in detail with the following fire safety aspects of the working areas they have been appointed for with:
• 1. Means of escape and how they work (including where necessary, door security devices) and whether any escape route is temporarily taken out of use.
  2. Location of the fire alarm call points and how they work.
  3. The alarm signals.
  4. Correct procedures to be followed when discovering a fire or hearing the alarm.
  5. Physical layout of the building.
  6. Special risks associated with the work area and the presence of any permanent or temporary features of the work that result in a higher risk of fire or explosion.
• They should advise the HoD about temporary cover arrangements in place when they are on leave or away from normal work station, or that new appointments or arrangements are necessary.
• FEMs should initially undertake the L&OD (Learning and Organisational Development) training course TLCF101e Fire Evacuation, and have building familiarisation training with the School Safety Advisor. Team work within a building and between FEMs will be facilitated by the School Safety Advisor.
• During an alarm and evacuation: FEMs are not expected to put themselves at risk. Their role is to ensure the evacuation proceeds smoothly and quickly, that all persons are responding to the alarm, and that the spread of fire (and especially smoke) is hampered by closed fire doors. FEMs will assist Security in coordinating short term evacuations. Specifically, FEMs must:
• 1. Ensure all people are evacuating from the areas for which they are responsible including any computer clusters allocated to them.
  2. Urge people to leave their rooms / area but without unduly delaying others.
  3. Check locked doors, toilets, inner rooms and places where people work alone.
  4. Report any person at a refuge point to security staff and assist in their evacuation if necessary and if suitably trained.
  5. Keep people moving and clear corridors quickly, and encourage them to take the quickest and nearest route out of the building.
  6. Ensure exit routes do not become blocked by people congregating directly outside the final exit points.
  7. Once outside, all FEMs should encourage people to move away from the building towards the assembly point.
  8. Report any known casualties to the emergency services immediately.
  9. Comply with the specific arrangements agreed for their building, and in particular stand by the exit they have been assigned to and instruct people not to enter or re-enter until the all-clear is given by the Fire & Rescue Service or University Fire Safety Officer or Security. (Silencing of the fire alarm is NOT the signal to re-enter).

  FEMs are not expected to:

  • Carry out a rescue in a fire zone.
  • Stay and tackle the fire.

1.15.2.      Duties of all Staff and Students in relation to Fire include to:

• Co-operate with managers and supervisors and those with fire safety responsibilities, and comply with the implementation of the University Fire Safety arrangements.
• Ensure they know what to do in the event of fire, leave equipment in a safe condition, and be familiar with escape routes from their work location.
• Consider the risk of fire from their activities and reduce or control that risk.
• Not interfere with or abuse any equipment provided for fire safety.
• Check during the weekly alarm tests whether the fire alarm is audible in their areas of work and report any deficiencies.
• A member of staff or a student with a disability that hinders their emergency escape is responsible for notifying their manager or supervisor (staff) or their Department disability co-ordinator (student), of their disability, so that a personal emergency evacuation plan (PEEP) can be drafted for them.
• If disabled, be familiar with their PEEP and take responsibility for keeping it up-to-date.
• Respond promptly to all activations of the fire alarm (except the weekly tests at the designated time), and not wait to be moved on by an FEM or other person. This is particularly important for people working out of hours or alone.
• Staff with groups of students should stop teaching, instruct them all to leave, and follow them out, ensuring doors are closed as they exit the building.
• Ensure good housekeeping standards are maintained in areas they occupy and arrange for routine maintenance of any equipment or machinery they are responsible for.
• Properly dispose of their own combustible waste materials and report any accumulations that are not being removed or which obstruct fire exit doors or corridors (on Estates & Facilities Helpdesk, or by ringing 52424, or to House Services staff).

All staff should note paragraph 7 of the University’s Fire Safety arrangements, which makes non-compliance a serious matter subject to disciplinary procedures.

The Head of Department is responsible for DSE provisions within the Department and must ensure that an adequate assessment of the health and safety risks to DSE users takes place.

DSE assessors must ensure:

• That they undertake the appropriate training e.g. L&OD, course HSST191.
• New users undergo training and self-assessment as part of the induction process.
• Ensure existing users undergo training and self-assessment on an ongoing basis.
• Follow up self-assessments to resolve problems.
• Carry out face to face full DSE assessments where necessary.
• Make referrals to the University Occupational Health Department where appropriate.

The Department recognises that to maintain an effective health and safety management system all staff and students within the Department need to be consulted and receive adequate communication on health and safety.

Whilst consultation and communication on health and safety takes place informally on a daily basis in accordance with work activities, formal communication arrangements include the:

• Department Intranet
• Department H&S Notice Board
• Safety Inductions
• Safety Posters
• Safety Inspections
• Safety circulars via emails
• Safety Advisor report at the Departmental Forum Meetings
• Department HSW Committee

The HoD will ensure:

• In consultation with the Director of Estates & Facilities, participation in the arrangements for building‐related work by external contractors and in‐house staff, to ensure that all such work is adequately supervised by competent people.
• Notification of the Director of Estates & Facilities of defects in the fabric and common services of buildings, and take every reasonable step to minimise risk arising from any defects until remedial work has been carried out, even if this means taking a particular facility out of use.
• In University of Manchester controlled buildings, the permission of the Director of Estates & Facilities is sought for any installation, construction, modification or alteration of building fabric or engineering service, so that safety checks for asbestos and other hazards can take place.

Others may be invited to attend specific meetings where a need suggests this is appropriate. Five members are required for the meeting to be quorate.

1.19.1.5.     Meetings:

• Topics for the agenda will be collated by the School Safety Advisor (Department of Physics).
• The School Safety Advisor (Department of Physics), Technical Operation Manager (I&F), Jodrell Bank Safety Advisor, Biological Safety Advisor, Laser Safety Advisor, Radiation Protection Supervisor and Non-ionising Radiation Advisor are required to submit a report to the Committee on Health and Safety matters arising within their respective areas. Other members should inform the Committee of any issues, concerns, good practice or new hazards within their respective areas.
• Meeting papers will be circulated to all members for the Committee by its secretary one week prior to the meeting.
• Meetings will be held quarterly. 

1.19.1.6.     Review

The Health, Safety & Wellbeing Committee will review its Term of Reference every year and be a standing item of the agenda at that agreed meeting.

Alexander Bitadze

This is a standing committee that covers Health and Safety issues at the Jodrell Bank Observatory. The purpose is to:

• Share good practice in Health and Safety.
• Ensure all departments and groups are following safety procedures.
• Regularly review our Health and Safety procedures and ensure they are up to date.
• Ensure staff are appropriately trained for their roles.
• Review incidents/near misses since previous meeting.
• Identify and make changes or improvements following incidents (involving internal staff or contractors on site).
• Propose procedures/guidelines/method statements/etc. required for certain activities and review our existing procedures on a regular basis. Our remit also often extends beyond our own 'groups and departments' - we consider whether contractors have proposed safe methods of working, review their procedures and any incidents that arise in connection with external contractors working on our site(s) or having a potential impact on our staff.
• Continuously improve the site and equipment.

This group meets three times a year. Minutes are sent to the Head of Department and reported to the Department Committee. The current membership is:

Continuous monitoring and review is essential to ensure that high standards are maintained within the Department. Monitoring can be formal (inspections and audits) or informal (day to day checks and observations).

1.21.1.      Informal Checks

Academic Supervisors and Managers are responsible for upholding health and safety standards in the respective areas they manage. They should carry out informal safety tours regularly to check on compliance in their areas and any shortcomings should be rectified to ensure high standards are upheld.

1.21.2.      Inspections

The Department will ensure that all laboratories and workshops are inspected annually. Offices’ self-inspections should also take place annually. The area to be inspected will be given notice of two weeks of their inspection date. The report and recommendations should be sent within one month of the inspection date. Academic Supervisors and Managers should ensure remedial actions are implemented, any issues should be directed to the Safety Advisor. Follow-up inspections will occur approximately 6 weeks after the report being received.

At JBO the Site Safety Advisor is responsible for the scheduling and organisation of inspections and the presentation of inspection reports at the Department Safety Committee meetings.

Inspections may increase in areas where poor safety standards have been identified or after an accident or significant change has occurred. Additionally, Biological, Laser and Radiation inspections will be conducted in all Biophysics, Laser and Radiation laboratories annually by the BSA, LSA and RPS.

Finding from all inspections will be sent to the Department’s HSW Committee meetings. Lack of action after follow-up inspections will be discussed and reviewed at the Committee and the Head of Department will ultimately decide what action should be taken.

1.21.3.      Accident Data Trending

Accidents will be investigated and accident data analysed to ensure that any noticeable trends can be acted on to prevent future failures from occurring again.

1.21.4.      Safety Sampling

Safety sampling is systematic sampling of particular dangerous activities, processes or areas. Sampling should take place at a random times and dates so that bias cannot take place.  Academic Supervisors, Managers and Safety Advisors should regularly safety sample their areas to give an indication of compliance on a specific topic, such as number of users wearing the correct PPE, ensuring no food or drink is present in laboratories or workshops, ensuring all safety devices and guards are being used and are working correctly in the workshops.

1.21.5.      Monitoring Report

The School submits an OHSTAG (Occupational Health, Safety and Training Advisory Group) monitoring report to Safety Services annually, giving an opportunity to review the achievements and failings from the previous year and setting targets for the next year. This report is monitored and discussed at each Faculty HSW Committee meeting. Any actions relevant tom the Department will be discussed at the Department HSW Committee meeting. 

1.21.6.      HASMAP Audits

The University uses HASMAP (Health And Safety MAnagement Profile) a standard set of criteria developed for the higher education sector, to assess health and safety performance.

This can be carried out in a number of ways

• Self-assessment by Faculties, Directorates, Schools, Institutes etc. using the Self assessment tool (SAT)
• Safety Services undertaking bespoke audits 

The recommendations from the report are discussed at each HSW Committee meeting. Actions should be implemented in a timely manner.

It is expected that any lessons learned from an audit are shared locally, with the expectation that managers assess their current practice and review their own health and safety performance.