Health and Safety Policy

UHSP/0/10

This Health and Safety Policy document comprises a Policy Statement and details the
organisation and arrangements for implementing and monitoring the Policy. This document is
a revision of UHSP/0/01.

A separate University Environmental Policy sets out the University's aims and objectives for
safeguarding the environment, and details the organisation and arrangements for
implementing and monitoring them (UEP/0/10). The University has a Food Safety Policy
Statement that covers all aspects of the provision of food, including from external caterers.

Trades Union and student representatives have been consulted in drawing up this policy and
are in agreement with the details and arrangements laid out. This Policy has been Impact
Assessed to ensure compliance with University Diversity policy.

Updated March 2011 to reflect that:

• The Vice-Chancellor has appointed an Executive Group to advise him and the
University Executive Board and to act on his behalf in matters relating to health and
safety.

• The former University Environment Health and Safety Committee and former Joint
Safety Advisory Committee have been replaced by one committee, (named the Joint
Safety Advisory Committee).

• The Joint Safety Advisory Committee no longer deals with environmental matters.
 Foreword to University
Health and Safety Policy
The aim of this policy is to foster a positive health and safety culture and in so doing
contribute to the wellbeing of the University community. The benefits of a fit and healthy
community of staff and students are self-evident.

The University as an employer, educator and research institution is committed to ensuring

that the many and varied activities that we engage in are carried out responsibly with an
understanding of the risks involved and with sensible and proportionate precautions put in
place to match those risks. The aim is for continuing improvement in the way that health and
safety risks are managed so that they become part of the way of doing business at the
University and that we build the competence of colleagues in this area.

Crucial to the delivery of this aim is effective leadership and the policy identifies key
leadership roles and accountabilities in the institution. Colleges and Corporate Services are
required to mirror this approach in their own systems for implementing this policy.

Collaboration with colleagues and in particular Trades Unions is also an important element of
our approach to Health and Safety and the policy establishes formal links with them and aims
to promote active involvement from their membership. Trades Unions and student
representatives have been actively consulted in drawing up this policy.

The University is a major employer in the region and recognises the need for partnership with
bodies such as the Health and Safety Executive and their partners and to engage with higher
education sector initiatives.

Underpinning this approach is the need to comply with statutory duties and the policy is
intended to address the University’s strategic risk relating to compliance with health and
safety management legislation including (i) The Corporate Manslaughter and Corporate
Homicide Act and (ii) The Health & Safety at Work etc. Act.

Under the authority of this Policy are a series of specific policies aimed at identified health
and safety issues. The University has carried out overarching generic risk assessments to
identify and classify hazardous materials and activities and the result of these risk
assessments is the specific policies and associated Guidance. These policies set the
standards for risk control and are further supported by guidance to assist those responsible to
meet these standards.

March 2010
UHSP/0/10

i
 CONTENTS
PAGE

POLICY STATEMENT 1

ORGANISATION AND ARRANGEMENTS FOR IMPLEMENTING THE POLICY 3

UNIVERSITY LEVEL ORGANISATION 3

Vice-Chancellor 3
Joint Safety Advisory Committee 3
Advisory Groups to JSAC 4
Expert Advisory Services 4

COLLEGES AND CORPORATE SERVICES ORGANISATION 5

Responsibilities of Heads of Colleges and Corporate Services 5
Colleges 5
Corporate Services 5
Heads of Colleges and Heads of Corporate Services 6
Heads of Schools and Other Senior Managers 7
Responsibilities of Supervisors 7
Responsibilities of Individuals 7
Responsibility for Premises and Plant and Common Areas 8

CONTRACTORS 8

TENANTS 8

SHARED PREMISES 8

APPENDIX

Terms of reference for Joint Safety Advisory Committee 9

Terms of reference for Advisory Groups 9

ii
 POLICY
1 The University of Birmingham, as an employer, is committed to providing and
maintaining a healthy and safe working environment that promotes wellbeing for all its
employees, students and any other people who may be affected by its activities. The
ultimate responsibility for ensuring implementation of this Policy lies with the University;
that is the University Council, the Vice-Chancellor as its Chief Executive and the
University Executive Board.

The Heads of Colleges and Registrar and Secretary are responsible for ensuring
compliance with University Health and Safety Policy within their areas of control and are
required to report annually on their health and safety action plans. They have a key role
in encouraging a positive attitude to health and safety through appropriate management
arrangements. Those with supervisory or managerial responsibility are accountable to
their Head of College or the Head of Corporate Service for managing risks to health and
safety under their control.

All staff and students have a responsibility to promote a healthy and safe working
environment to safeguard their own health and safety and that of their colleagues, and
are required to abide by rules and requirements made under the authority of this policy.
Failure to do so could result in disciplinary action.

2 This Policy applies to all premises and activities within the control of the University.
Other arrangements may apply to shared premises and activities (see under Shared
Premises below). The University has made detailed arrangements for implementing this
Policy outlined in a further section of the Policy entitled, Organisation and
Arrangements.

3 This Policy has the following objectives:

• to comply with requirements of relevant legislation and current good practice;
• to identify significant hazards (the potential for harm), assess risks (the likelihood
of that harm being realised) from activities involving those hazards and manage
those risks;
• to promote a positive attitude to health, safety and wellbeing at the University
amongst all staff and students
• to ensure that employees, students and others are adequately informed of the
relevant identified risks;
• to ensure that employees, students and others receive appropriate instruction,
training and supervision;
• to ensure that staff and students are competent to deal with the risks they
encounter;
• to ensure that the demands of activities do not exceed the capabilities of staff or
students to carry out the work safely;
• to consult widely with staff and students and with employees' representatives on
health and safety matters;
• ensure that this documentation and supporting information is made accessible,
primarily through the University’s web pages and at induction for staff;

• to make arrangements for co-ordination and co-operation with other employers

where:
o University employees or students share premises, facilities or activities
with persons working in other organisations;
o persons from other organisations, including contractors, are working in
University controlled activities;
• to monitor actively the management of risks to health and safety;

1
• to review the effectiveness of health and safety risk management and where
appropriate to implement improvements;
• to provide expert occupational health and safety advisory services;
• to ensure that arrangements made under this Policy also take into account
managing risks to the environment, in compliance with the University’s
Environment Policy.

Vice-Chancellor

March 2010

2
 ORGANISATION AND ARRANGEMENTS
FOR IMPLEMENTING THE POLICY
In order to implement the Health and Safety Policy the University has established clear lines
of responsibility at University and College and Corporate Service level. Individual Colleges
and Corporate Services are required to make arrangements for dealing with the risks
encountered within their sphere of activities and promoting a positive attitude to health, safety
and wellbeing.

UNIVERSITY LEVEL ORGANISATION

Vice-Chancellor
The Vice-Chancellor has a key leadership role in fostering an environment in which health,
safety and related issues are seen as essential and integral parts of the University’s activities.

The Vice-Chancellor has overall responsibility to Council for health and safety in the
University. In particular the Vice-Chancellor has a responsibility for ensuring that the
University has a policy on health and safety and that appropriate structures, systems and
procedures are in place to secure effective implementation of that policy and for assuring the
Council about these matters.

The Vice-Chancellor is advised in this by the Joint Safety Advisory Committee on the
management standards and systems to deliver agreed policies and objectives and ensure
that these systems are being effectively applied. The Vice-Chancellor or a Pro-Vice-
Chancellor as his nominee, acts as chair of the committee.

The Vice-Chancellor has appointed an Executive Group to advise him and UEB and to act on
his behalf in matters relating to health and safety, including taking appropriate action where
standards are not being met. The Group comprises the Provost, Chair of JSAC and the
Director of the Health and Safety Unit and reports termly to UEB.

Joint Safety Advisory Committee

The University Executive Board has established a Joint Safety Advisory Committee (JSAC).
The primary purposes of the Committee is to promote co-operation between the University
and its employees in all matters concerning health, safety and wellbeing at work, to advise the
University on health and safety policy and any measures to be taken to ensure the health,
safety and wellbeing at work of its employees and students and to promote and advocate
good practice in health, safety and wellbeing.

Terms of reference for JSAC are in the Appendix.

JSAC meets the statutory obligations under The Safety Representatives and Safety
Committees Regulations 1977 (as amended) and The Health and Safety (Consultation with
Employees) Regulations 1996. In addition the University has agreed with the trades unions a
Safety Representatives’ Charter.

3
JSAC Membership
• The Chair
• Five nominees from College Boards
• The Director of Estates
• The Director of Human Resources
• Trades Unions nominate an equal number of representatives

Additionally:
• The Director of the Health and Safety Unit (In attendance)
• Chairs of Advisory Groups (In attendance, as required)

By agreement the recognised trades unions extend their representation to all staff in particular
grades and do not limit their representations to those with Trades Union membership.

Advisory Groups to JSAC

In order that this Committee can receive expert advice on certain health and safety related
specialised topics it has established Advisory Groups. Terms of reference for the advisory
groups are in the Appendix.

Membership
The Advisory Group chairpersons are appointed by UEB from the senior academic staff of the
University. Members of an Advisory Group are appointed by JSAC and selected purely on the
basis of their expertise and ability to make a direct personal contribution to the work of the
Advisory Group.

The Director of the Health and Safety Unit and the appropriate specialist Advisers are ex
officio members of the respective Advisory Groups. Secretarial assistance is provided by
Human Resources.

Expert Advisory Services

The University is advised by experienced persons who have appropriate qualifications and
knowledge of occupational health and safety issues arising from its activities. The University
is committed to ensuring adequate resources for the functioning of these services.

The expert advisory services comprise a Health and Safety Unit and Occupational Health
Unit. In addition the University has appointed an Employee Support and Listening Service.

The purpose of these units is to:

• assist JSAC in its responsibilities;
• provide advice on occupational health and safety matters;
• keep up to date on developments in health and safety legislation and practice;
• provide occupational health surveillance, as appropriate;
• conduct statutory medicals;
• provide immunisation programmes for specific work exposures;
• provide advice on how to deal with the particular needs of individuals in the
workplace;
• monitor on behalf of JSAC the implementation of health and safety policy;
• recommend appropriate remedial action where standards are not met;

4
 • act as the formal point of contact between the University and relevant enforcing
authorities, in particular HSE, the Environment Agency, and any other relevant
authority;
• liaise with specialists in or outside the University, as appropriate;
• maintain certain statutory records, as defined in further policy;
• organise health and safety training and instruction;
• receive accident, ill-health and incident reports, investigate as appropriate,
compile and analyse accident and incident data and report to the appropriate
enforcing authority as required by legislation;
• liaise with staff and students and recognised trades unions and their appointed
workplace representatives on issues relating to health and safety;
• publicise and promote good practice in occupational health, safety and wellbeing
information, policies and guidance.

COLLEGE AND CORPORATE SERVICES

ORGANISATION
Responsibilities of Heads of Colleges and Corporate
Services
The Heads of Colleges and Registrar and Secretary are responsible for fostering an
environment in which health, safety and related issues are seen as essential and integral
parts of the College’s and Corporate Services' activities.

The Heads of Colleges and Registrar and Secretary are responsible to the Vice-Chancellor
for ensuring that risks to health and safety of staff, students, customers, clients and visitors,
are properly identified and controlled in conformity with University policy. This responsibility
extends to staff and student activities away from University premises including student
placements.

Colleges
In discharging their duties, each Head of College must appoint a College Board member to be
responsible for health and safety, a College Health and Safety Committee and a College
Health and Safety Co-ordinator. Where appropriate, further health and safety co-ordinators
and specialist health and safety personnel, e.g. Radiation Protection Supervisor, Biological
Safety Officer, Fire Wardens and First Aiders etc. will also need to be appointed. In
delegating some of the day-to-day tasks to such people the Head of College must ensure that
they have appropriate experience, special knowledge (of the equipment, process, materials or
activity), appropriate training and adequate resources (especially time and money) to carry
out their tasks. The duties of such persons should be agreed by the College Board in a written
statement of duties and responsibilities.

In some situations, it will be appropriate for health and safety personnel to be shared between
Colleges.

The Head is required to submit an annual health and safety plan to JSAC. The plan should
identify key objectives which are specific, measurable, achievable, realistic and have clear
deadlines for completion. In addition Heads are required to report to JSAC annually on the
implementation of the plan and monitoring of compliance.

5
Corporate Services
The Registrar and Secretary is responsible for ensuring that health and safety activities are
co-ordinated across Corporate Services. Heads of Corporate Services are accountable to the
Registrar and Secretary and must appoint one or more Health and Safety Co-ordinators and,
where appropriate, specialist health and safety personnel including fire wardens and First
Aiders. In some circumstances such personnel may be shared between divisions of
Corporate Services.

In delegating some of the day-to-day tasks to such people the Head of Corporate Service
must ensure that they have appropriate experience, special knowledge (of the equipment,
process, materials or activity), appropriate training and adequate resources (especially time
and money) to carry out their tasks. The duties of such persons should be agreed by the
Head of Budget Centre in a written statement of duties and responsibilities.

The Registrar and Secretary is required to submit an annual health and safety plan to JSAC
for Corporate Services. The plan should identify key objectives which are specific,
measurable, achievable, realistic and have clear deadlines for completion. In addition the
Registrar and Secretary is required to report to JSAC annually on the implementation of the
plan and monitoring of compliance with policy.

Heads of Colleges and Heads of Corporate Services

In particular, Heads of Colleges and Heads of Corporate Services (the latter co-ordinated by
the Registrar and Secretary) must ensure that:
• safe working procedures are produced from generic University,
College/Corporate Service or local risk assessments for all activities under their
control as required by current University Policies and that appropriate action is
taken to eliminate or control the risks identified;
• appropriate levels of safety supervision, instruction and training are provided for
students, staff, visitors and contractors who are under the control of the
College/Corporate Service;
• supervisors and managers are aware of their health and safety responsibilities
and are competent to fulfil them;
• equipment provided for use at work is suitable for its purpose, maintained in a
safe condition and any risks associated with the equipment are eliminated or
adequately controlled;
• workplaces are arranged to allow for the tasks to be carried out safely and
without risks to health;
• there is effective consultation and co-operation with appointed Trades Union
Safety Representatives within their College/Corporate Service and arrangements
exist to allow staff and students to raise health and safety matters. An
agreement known as The Safety Reps Charter has been signed by the
University and Trades Unions.
• suitable monitoring arrangements are introduced to ensure University Policy and
College/Corporate Service rules are being adhered to;
• proper arrangements are made for the disposal of hazardous wastes, in
particular; radioactive, biological (including clinical) and chemical wastes;
• accidents, incidents and fires are reported promptly to the University Health and
Safety Unit, according to current Policy;
• appropriate arrangements are agreed and in place for University staff/students
working in premises not under the sole control of the University; and
• appropriate arrangements are in place for student placements;

6
 • all premises under the control of the College/Corporate Service should be
inspected according to a planned schedule and the results of these inspections
recorded.

Heads of Schools and Other Senior Managers

Heads of School are accountable to their Head of College and responsible for the
implementation of and compliance with College Policy in their School. Heads of Operations
are accountable to their Head of College and within their area of management control are
responsible for implementation of and compliance with College Policy.

Senior managers in Corporate Services are accountable to their Heads of Corporate Service
and are responsible for implementation of and compliance with Policy in their area of control.

All of the above managers have a leadership role in championing a positive attitude to health
and safety in their Schools and Departments.

Responsibilities of Supervisors
Persons in supervisory positions, including any such persons not actually employed by the
University, have a crucial leadership role in ensuring that good health and safety practice is
promoted and encouraged in their areas of control. They have particular duties with regard to
health and safety when in charge of students, research workers, employees or visitors, either
individually or in groups.

Such persons must ensure that adequate safe working arrangements are based on suitable
and sufficient risk assessments. Supervisors should have copies of relevant risk
assessments. In cases of uncertainty, expert advice should be sought in the first instance
through the College/Corporate Service Health and Safety Co-ordinator or the University
Health and Safety Unit.

Responsibilities of Individual Staff and Students

Everyone has a role in promoting a healthy and safe environment in all that the University
does. Individual staff and students also have a duty to conduct themselves and their work or
study in a safe manner so as not to endanger themselves and others around them. Clearly
the degree of such responsibility carried by particular individuals will depend on the nature
and extent of their work.

Should any individual member of staff feel concern over the safety aspects of his or her work
or a more general concern about health and safety at the University, it should be brought to
the attention of the College/Corporate Service Health and Safety Co-ordinator, Trades Union
Safety Representatives and Head of College/Corporate Service or their nominee, and if
necessary the University Health and Safety Unit. Students should raise concerns through
their academic supervisor or tutor.

Individuals have a duty to co-operate with the University in complying with Policy
requirements that relate to their activities and actions in case of emergencies. Failure to do
so could result in disciplinary action. In addition, there is a duty to report accidents/incidents
and any concerns they have on health and safety.

7
Responsibility for Premises and Plant and Common
Areas
Whilst Heads of Colleges and Heads of Corporate Services are responsible for activities
within buildings, equipment and any substances or materials used, the Director of Estates is
responsible for the maintenance of premises in a safe physical condition and is also
responsible for those parts of the University estate not associated with other Colleges and
Corporate Services, e.g. university roadways, paths, steps and car parks.

Plant rooms, in most cases, come under the responsibility of the Director of Estates.
However, some Colleges and Corporate Services may control and be responsible for
specialist plant areas. Heads of Colleges and Heads of Corporate Services must ensure, in
liaison with the Director of Estates, that responsibility for such areas is clearly defined and
understood.

Contractors
Contractors must only carry out work that they are competent and contracted to do. They
must adhere to legislation and to the University’s health and safety policies and procedures
and ensure that their activities do not place themselves or the University’s employees,
students or visitors at risk.

There must be communication and co-operation between contractors and the University. Any
College or Corporate Service which engages a contractor must ensure that the contractor is
provided with relevant information relating to the University’s health and safety procedures,
particularly the arrangements for action to be taken in the event of fire or other emergency.
The College or Corporate Service must also inform the contractor of any special health or
safety concerns, requirements, or hazards relevant to the contractor’s activity. Similarly the
contractor must inform the College or Corporate Service of anything that may be a health and
safety concern to the University’s employees, students or visitors.

Where relevant, Colleges and Corporate Services will need to set out local safety
arrangements for managing any contractors that they engage.

As a major employer the University also has a role in promoting and encouraging good
practice in health, safety and wellbeing amongst contractors engaged by the University.

Tenants
Tenants/third parties occupying locations on campus are directly responsible for all health and
safety matters which relate to them and their occupation. They must comply with all current
health and safety legislation and the University’s current Health and Safety Policy, where
applicable, on such matters. Failure to do so could be classed as a breach of the tenancy
agreement.

Shared Premises
Where the University shares premises with another employer (e.g. NHS Trusts) or is the
tenant of another employer, special and specific arrangements must be agreed with the other
party to ensure that there is appropriate co-ordination and co-operation in relation to the
health and safety of University staff, students and visitors.

Advice should be sought from the Health and Safety Unit in such circumstances.

8
 APPENDIX
Terms of Reference for Joint Safety Advisory
Committee
• To formulate and keep under review health and safety policies, including general
policy and specific policies for identified risks; and/or any measures to be taken
to ensure the health and safety and welfare at work of its employees and
students;
• to ensure the full implementation of the health and safety policy by means of
monitoring and audit;
• to promote good practice in health, safety and wellbeing
• to foster a positive attitude to health, safety and wellbeing as an integral part of
University activities;
• to promote co-operation between the University and its employees in all matters
concerning health, safety and welfare at work;
• to receive the Executive Group’s termly report to UEB;
• to receive from Heads of College and the Registrar and Secretary their annual
health and safety plans and reports on the implementation of these plan and
monitoring of compliance.
• to receive reports from the expert advisory groups on matters within each
group's expertise;
• to receive reports from the Health and Safety Unit, Estates Office and other
relevant bodies on compliance with policy;
• to receive reports from the relevant statutory authorities outside the University;
• to receive reports from Trades Union Safety Representatives;
• to act as the forum for consultation between the University and safety
representatives:
o before the introduction of any University measures that may substantially
affect the health and safety and welfare of their members, including changes
to patterns of work;
o relating to the appointment of health and safety professionals;
o relating to the planning of health and safety training that may affect their
members.

Terms of Reference for Advisory Groups to JSAC

• to advise JSAC on the management of health and safety risk in the area of
expertise identified by JSAC;
• to formulate specific University Health and Safety Policies and programmes of
implementation, identifying standards to be achieved in order to comply with
legislation and good practice;
• to keep under review the implementation of health and safety policies to ensure
that they remain relevant and up-to-date;
• to monitor, as required by JSAC the performance of Colleges and Corporate
Services in achieving acceptable standards of health and safety management.

9
Conduct of Business of the Advisory Groups

Each Advisory Group is required to:

• meet at least twice a year and more frequently if necessary;
• produce a plan of action identifying priorities from within the terms of reference
and indicating a realistic time scale for achieving those objectives - the plan
should be reviewed annually;
• make an annual report to JSAC in the autumn term detailing the meetings held,
a summary of the business dealt with, policies drafted and reviewed, monitoring
activities and progress in achieving the plan of action.

p:\hsu\library\documents\health and safety policy\001.doc

Published 22 March 2010
Updated 23 March 2011

10