/ Site: Newcastle University / Code:
Author:Samuel Boot / Version: 01
Approved by:Sean Anthony Jobling & Hannah Owens / Issue date: 25/06/2015

EMS and EnMS ManagementResponsibility

Purpose:

  • To show how individuals and committees are assigned the responsibility for establishing, implementing, maintaining and improving the Environmental Management System (EMS) and Energy Management System (EnMS).
  • To explain how roles and responsibilities are communicated to those involved.
  • To cover the requirements of the ISO 14001 ‘Resources, roles, responsibility and authority’ clause under an integrated ISO 50001 ‘Management Responsibility’ procedure.

Scope:

All individuals and committees responsible for the EMS and or EnMS.

Method:

The individuals and committees responsible for implementing the Environmental Management System (EMS) and Energy Management System (EnMS) are shown in Figure 1:

EMS and EnMS Top Management

Appropriate top managers are appointed to the ESC or CMSG. These committees have the responsibility for reviewing and improving the performance of the EMS and EnMS respectively as well as providing the human, financial and technological resources required to establish and operate the EMS and EnMS. They also have the responsibility for defining the University’s environmental and energy policies.

The details regarding the roles and responsibilities associated withEMS and EnMS senior management are as follows:

Vice Chancellor

Gives commitment to the EMS including its Environmental Policy, and the EnMS including its Energy Management Policy.

Environment and Sustainability Committee (ESC) (EMS Top Management)

Membership:

  • Chaired by Prof. Tony Stevenson, Deputy Vice Chancellor and Executive Board Portfolio Holder for Sustainable Development.
  • Senior managers from Estate Support Service, Accommodation and Hospitality Services, IT and Procurement.
  • Academics from sustainability related disciplines, including the Director of the Institute for Sustainability.
  • Representative from University Council- executive governing body of the University
  • Acts as Management Review committee in relation to 4.6 of the ISO 14001 standard.

Members of the Environment and Sustainability Committee are drawn from all areas of the institution. The committee meets on a regular basis to:

  • Ensure that the EMS is implemented and maintained in accordance with the ISO14001 standard.
  • Ensure the availability of resources essential to maintain and improve the EMS.
  • Ensure the Environmental Sustainability Policy is implemented and maintained.
  • Monitor the performance of the EMS
  • Devise and promote initiatives to inform interested parties about the EMS.
  • Help the EMS Manager to regularly audit the EMS.
  • Conduct management reviews and resource reviews.

Carbon Management Steering Group (CMSG) (EnMS Top Management)

Membership:

  • Chaired by Prof. Tony Stevenson.
  • Senior Manager from each faculty and Estate Support Service.
  • Acts as Top Management in relation to 4.2.1 of the ISO 50001 Standard.

The committee meets on a regular basis and holds responsibility for:

  • Securing the resources required to establish, implement and maintain the EnMS.
  • Define an Energy Policy and ensure it is established, implemented and maintained.
  • Appointing a management representative (EnMS manager) and approving the formation of an energy management team.
  • Monitoring the performance of the EnMS through ensuring the results are measured and reported at determined intervals outlined in the management review procedure.
  • Ensuring the Energy Performance Indicators (EnPIs) are appropriate to the University.
  • Establishing, reviewing and revising the institution’s energy management objectives and targets.
  • Devising and promoting initiatives to inform interested parties about the EnMS.
  • Considering energy performance in long-term planning.
  • Assisting the EnMS Manager in the regular auditing of the EnMS.
  • Conducting management reviews and resource reviews.

EMS and EnMS Management Representative

Sustainability Team

The Sustainability Team are responsible for the development and communication of the EMS and environmental improvement initiatives as well as the EnMS and energy management improvement initiatives. The EMS team, but ultimately the EMS Manager, has overall responsibility and authority for establishing, implementing and maintaining the EMS in accordance with the requirements of EcoCampus Scheme and ISO 14001 Standard, along with the Sustainability team and the Environmental Sustainability Committee (ESC). Likewise, the EnMS Team, but ultimately the EnMS Manager has overall responsibility and authority for establishing, implementing and maintaining the EMS in accordance with the requirements of the EcoCampus Scheme and the ISO 50001 Standard, along with the sustainability team and Carbon Management Steering Group (CMSG)

EMS Manager (EMS Management Representative)

  • Represents the environmental programme at Management Review Committee meetings.
  • Reports to the ESS ESG and ESC meetings.
  • Coordinates environmental reviews.
  • Identifies and prioritises environmental aspects and impacts.
  • Identifies those (both internal and external) whose roles have or could have a significant impact on the environmentand ensures they are aware of their impact and are following the appropriate operational procedure.
  • Coordinates the setting of objectives and targets.
  • Organises the environmental management programme.
  • Assigns roles, responsibility and authority and informs individuals about their obligations including suppliers and contractors.
  • Manages the environmental training programme.
  • Compiles, updates, approves, controls, stores and distributes documents such as procedures to those involved including suppliers and contractors.
  • Ensures all relevant legislation and requirements are identified, listed and updated.
  • Checks that the institution complies with relevant legislation and requirements.
  • Organises the programme of internal audits and management reviews.
  • Ensures internal EMS auditors are appropriately trained.
  • Reports to the Management Review Committee on the functioning of the EMS.
  • Implements the recommendations/corrective actions from audits and Management Review Committee meetings.
  • Revises procedures, instructions and other EMS documentation.
  • Coordinates external audits as required.

EnMS Manager (EnMS Management Representative)

  • Acts as the Management Representative according to the ISO 50001 Standard.
  • Represents the energy management programme at Management Review Committee meetings.
  • Identifies person(s), authorised by the appropriate level of management, to work alongside the management representative in support of energy management activities.
  • Reports to top management on energy performance of the EnMS.
  • Ensures the planning of energy management activities support the Energy Policy, through the identification of EnPI’s and targets outlined in the action plan to achieve objectives outlined in the policy.
  • Defines and communicates responsibilities and authorities in order to facilitate effective energy management.
  • Determines criteria and methods needed to ensure the operation and control of the EnMS is effective.
  • Promotes awareness of the energy policy and objectives at all levels within the University.

Environmental Coordinators and Green Impact Teams

Membership:

  • Representatives from each academic faculty and unit across the University.

Purpose:

  • Assist the Head of School in managing and implementing everyday sustainable activities to ensure procedures are adhered to for regulatory compliance and best practice.
  • Act as the principle school contact for both staff and students who raise environmental or energy management issues.
  • Liaise with appropriate members of school staff and students to highlight training needs.
  • Liaise with the appropriate members of school staff to ensure all new starters are trained and aware of the procedures.
  • Assist the appropriate person in the production and continued review of localised procedures.
  • Assist the appropriate person in ensuring all employees are aware of changes to procedures and the reasons behind the change.
  • Assist in the collation of information and appropriate data.
  • Represent the School / Service at meetings.
  • Liaise directly with the appropriate staff within the Estate Support Service.

Staff

The recruitment process and follow up PDRs ensure that individuals hired by the university possess the competence needed for their role. Job descriptions are reviewed annually via the Performance and Development Review (PDR) to assess any training required.

Staff outside the Sustainability Team who play a significant role in the EMS and or EnMS have their responsibility communicated through the relevant operational procedure. They are given appropriate environmental and or energy management training related to their roles and responsibilities and encouraged to join the Environmental Co-ordinator network.

Specific members of staff shall:

  • Liaise with suppliers and contractors to ensure that they meet the institution’s energy management requirements.
  • Provide the EMS and EnMS Managers with appropriate operational control records.

Suppliers/Contractors

  • Through the procurement system, the institution’s suppliers/contractors should satisfy the EMS and EnMS Managers that they are conforming to the relevant EMS and EnMS procedures.
  • Provide the EMS and EnMS Managers with appropriate operational control records.

For further information, see ‘EMS and EnMS Effective Personnel Log’ and ‘Log of Stakeholders’ also found within the ‘Management Responsibility’ folder.

Effects and actions on non-compliance:

If this procedure is not applied it will result in:

  • A failure to identify the EMS and EnMS Management Structure, Top Management and Management Representative(s).
  • A failure to demonstrate Top Management commitment to support the EnMS and EMS.
  • A failure to correctly assign roles and responsibilities for establishing and maintaining the institution’s EMS and EnMS;
  • Non-conformance with the requirements of the EcoCampus Scheme and or the clauses of ISO 14001 standard and ISO 50001 standard.

Departures from this procedure are addressed using procedure ‘Nonconformity, corrective action & preventive action’.doc.

Changes to the Procedure:

If there are any changes to this procedure please contact the EMS or EnMS manager at .

Version / Reason for the change / Date