HEALTH SAFETY & WELFARE COMMITTEE

Minutes of the meeting held at 10.00 am 7th Oct 2009

Venue Lloyd Board Room, Gipsy Lane

Present:

Mr B Price, Director Human Resources, Chair
Mr T McGill, University Health and Safety Officer
Mr S Simpkins, Deputy Director, Prop Services
Mr D Whittingham, S.U. General Manager
Mr G Bailey, Safety Officer, Property Services
Mr R Beresford, UCU, Business School
Mrs L Francis, Head Student Disability Services / Ms C Rainbird, Occupational Health Advisor
Dr T Bradshaw, School of Life Sciences
Mrs K Brockington, Health and Social Care
Mr A Rowles, School of Technology
Mrs J Middleton, Westminster Inst of Education
Mrs E Mitchell, School of Life Sciences
Mr G Langford, Assistant Safety Officer, Secretary
ACTION
ACTION
GB
ACTION
BP
CR/TMcG
CR
BP
ACTION
SS
TMcG
ACTION
TMcG
TMcG
GL
BP / 1. Membership and Apologies for Absence
Apologies were received from
Mr P Large, Acting Registrar
Mr S Clark, Head of Campus Services
Mr A Friend, UNISON, Computer Services
Mr A Glass, School of Built Environment
Miss G Almond, Deputy Director, Hospitality Services
2. Minutes of the Meeting held on 17th June 2009
Two typographical errors were noted and corrections made.
It was agreed to amend minute 9.1, referring to the Activities of the Occupational Health Team, from ‘The case load is reported to be steady but not excessive’ to ‘The case load is reported to be steady but relatively high in comparative terms’
Otherwise, the minutes were agreed to be an accurate record.
3. Matters Arising
3.1 (3.5) Presentation of Snow and Ice Clearance Policy
Geoff Bailey, Property Services Health and Safety Officer, has drawn up a draft policy which defines the responsibilities of various Estates and Facilities Management teams, namely, Campus Services, Property Services and Hospitality Services, in relation to the clearing of snow and ice from the University’s sites in order to reduce the likelihood of a person sustaining an injury. The policy will define a priority hierarchy for the clearance of paths and roads and the procedures to be used. The draft policy has been distributed to managers for comment. It was confirmed that Safety Committee approval is not required for implementation of the policy. The meeting recommended that procedures for placing signage to warn against the use of routes which had yet to be cleared should also be included in the policy. It was noted that snow clearance is included in the University’s business continuity planning.
3.2 (3.5) Proposals to reduce the likelihood of slips in ice at Clive Booth Hall
Tim McGill, University Safety Officer, reported on discussions he had had with Gillian Almond, Deputy Director, Hospitality Services, regarding the actions to be taken to reduce the likelihood of falls in snow at Clive Booth Hall, given the relatively high occurrence of falls at this location last winter. Gillian confirmed that the policy that is already in place will be superseded by the revised version, (3.1 above) and confirmed that she will ensure that it will be implemented. In addition, students within Clive Booth Hall will be notified by email of precautions to be taken, routes to follow and routes to avoid.
3.3 (3.6) Proposed update to Travelling and Working Overseas Safety Notice
The proposed updating of the Safety Notice OBUHSN-38, Travelling and Working Overseas was discussed. The notice has been revised to ensure that all foreign travel is properly risk assessed and that details of staff overseas are readily accessible. This will be especially useful in situations such as civil unrest or severe weather conditions.
Prior to the meeting, a draft version of the revised Safety Notice had been circulated.
The proposed revisions include;
·1 a health screening, which may occur annually for those travelling regularly, or at other appropriate intervals depending on the nature of travel and personal circumstances.
·2 a more prescriptive approach to assessing and managing the risks for the travel and for the activities which are to occur at the destination
·3 clear definitions of the responsibilities of all parties, the person(s) travelling, their line manager and the travel coordinator.
·4 a robust system to enable knowledge of the proposed locations and activities of those travelling on behalf of the University.
·5 systems to ensure that guidance and information such as the Foreign and Commonwealth website and Control Risk, a service provided by the University’s insurance company, are appropriately utilised.
The goal is to have a centrally located database system for all foreign travel and in the interim, to have the information readily available in the relevant School and Directorate.
The Chair said that the Notice should be referred the Executive Board, in order to gain approval for the University wide adoption of the procedures and the provision of appropriate resources, including the setting up of the proposed central database.
It was confirmed that the procedures would apply to both students and staff. A process will need to be found to deal with the health evaluation of students.
It was agreed that following further revision of the Safety Notice, it should be made available online, with the intention that it be utilised as a framework for dealing with travel overseas prior to adoption by the EB.
3.3 (3.8) Proposal to equip sites with defibrillators
Christie Rainbird, Senior Occupational Health Advisor, presented a summary of a report (Appendix 1, page 7) of the options for the use of defibrillators within the University. The UK Resuscitation Council’s advice is that it would be useful to have a defibrillator available in a location where it is likely to be used at least once a year. No events have been identified in recent years, when a defibrillator might have been used on University premises. It was agreed that there were no grounds for making this piece of equipment available across the University. Priority should be given to ensuring that access to first aiders is readily available at all locations.
3.4 (3.7) Progress of Stress Management Training for Managers
It was confirmed that good progress is being made in delivering Stress Management training to the University’s line managers, with just over half having received training to date. Those Schools and Directorates which have a low uptake in managers’ training, namely Arts and Humanities, Corporate Affairs and Westminster are to be targeted.
3.5 (3.9) Proposals for smoking shelters
At the last meeting it was agreed that smoking shelters should be installed in the area between HKSC and Willow at Headington Hill campus and at the location currently used by smokers on Marston Road campus. The project will include removal of wall mounted ash trays and similar receptacles in order to encourage the use of the shelters. Steve Simpkins, Deputy Director Property Services, confirmed that funding has been allocated to this project from the Campus Brightening budget. Tim McGill, University Safety Officer, reported that he understood that the intention to install a shelter at Headington Hill had been quashed; Bob Price agreed to seek clarification from Paul Large, Acting Registrar.
3.6 (3.10) Identification of students with disabilities to appropriate persons
Linda Francis, Head of Student Disability Service, reported that information regarding students who declare a disability or medical condition is shared with appropriate academic staff, hall managers, and the exams unit, where there is a need to know, in order that reasonable adjustments may be made.
It was agreed that the University’s first aiders should not be expected to know the identity of all students with disabilities or health conditions, but it would be reasonable for tutors or fellow students to disclose this fact to a first aider in the event of first aid being given.
3.7 (3.5) Review risk of falls from windows in halls of residence
An assessment of all windows within the University’s halls of residence has been carried out, to take into account the extent to which they can be opened, the height of the sills, the likelihood and consequence of a person falling from them.
A project is underway to reduce the risks of falls by making appropriate modifications to the windows. The intention is that these be carried out in order of highest risk. Steve Simpkins agreed to report back on the progress at the next meeting.
4 H&S Audit of Department of Hospitality
Prior to the meeting, the report of a health and safety audit of the Department of Hospitality, within the Directorate of Estates and Facilities Management had been circulated. The audit, which was carried out by the Safety Team during the first half of the year, using HAZMAP techniques, made a thorough examination of the application and management of health and safety within the department.
The findings were that many of the audit themes met or were very close to meeting the target of level three (legal compliance). The department has drawn up an action plan that is making good progress in addressing the issues which have been identified. A review meeting is scheduled with the Safety Team. Progress will be reported back to the next meeting.
5 Safety Inspections, Crescent Hall, and School of Social Sciences and Law
Tim McGill, University Safety Officer, gave a summary of the safety inspections which had been carried out since the last committee meeting, reports of which had been circulated prior to this meeting.
In all cases the premises were found to be well managed and generally clean and tidy with only relatively minor infringements noted. These proved to be further examples of a well managed Hall and School.
6 UCEA revised H&S Guidance for Placement Students
Prior to the meeting the revised version of the UCEA Health and Safety Guidance for the placement of Higher Education students had been circulated. The revised guidance is now far more risk based, no longer making it a requirement to inspect low risk workplaces, such as typical offices within the UK, but rather to carry out actions appropriate to the perceived level of risk. The risk assessment should take into account the nature of the work, the travel arrangements (both to and at the workplace), the location, the environment, the individual student (taking account of health and disabilities) and insurance.
It was concluded that in instances of low risk, the processes may be simplified, but may be more complex where higher risks are identified. It was confirmed that the Student Disability Service do currently participate in placement assessments when requested to do so, but are not equipped to deal with the level of health screening which may be called for.
It was agreed that there is a need to ensure that all Schools are made aware of these changes and modify their procedures accordingly. Tim McGill agreed to draw up a policy for student placements.
7 Occupational Health Annual Report
Prior to the meeting the Occupational Health Annual Report had been issued and Christie Rainbird, Senior Occupational Health Advisor summarised the key points. It was noted that the sickness absence rate amongst staff is at a level lower than the national average, although there is anecdotal evidence that there may be under reporting by academic staff.
It was noted that 40% of the cases handled by the occupational health team were mental health issues, of which 75% were related to stress; often a key issue being that of relationships and many were related to out of work factors. It was reported that these issues are often resolved, with permission of the person affected, by contact being made by occupational health with the line manager, usually resulting in communication between the parties and resolution of the issues.
A review of the counselling service was given. In the vast majority of cases counselling resulted in the person being able to stay at work rather than take sickness absence.
There was concern than many health screening appointments were being missed. As a result of which the appointments process is to be changed in order to include line managers in the process.
Christie concluded that it had been a productive and busy year for the Occupational Health team.
8 Health and Safety Annual Report
Prior to the meeting the Health and Safety Annual Report had been issued, a summary of which was given by Tim McGill, University Safety Officer.
Tim reported that despite additional demands due to various building projects, a significantly higher level of inspections, audits, and safety training had been conducted by the Safety Team this year compared to recent years. In addition, updating of the Universality’s Safety Notices had been carried out.
A 17% reduction in the number of accidents was seen to be encouraging; the importance of the need to report all accidents and incidents was stressed. The number of accidents reportable to the HSE had fallen from seven to six, two of which were a result of the unusually severe winter conditions in the reporting period.
There was concern that the level of accidents attributable to manual handling had risen, despite an increased amount of manual handling training.
It was noted that there appears to have been under reporting of accidents from the Students’ Union. It is anticipated that reporting will improve following the introduction of a new management structure within the Students’ Union.
It was noted that several more applications for home working have been processed by the Safety Team. Tim McGill agreed to produce a breakdown of the numbers of approved home workers in each school and directorate.
Following concerns made to Oxfordshire Fire and Rescue Service by a member of staff and a subsequent inspection by a Fire Officer, fire safety modifications to the Tonge Building, including the installation of a new fire exit, are underway.
In response to a question regarding the updating of the location list for fire marshals, it was confirmed that this is currently a manual process, relying on feedback from fire marshals or a comparison with the staff phone directory. It was agreed that a technique, similar to that used to identify the names and location of first aiders, which utilises the staff training database, should be used to identify the names and location of fire marshals and evacuation chair operators.
Bob Price agreed to seek the support of Deans and Directors to find further members of staff willing to become fire marshals or evacuation chair operators in locations where deficiencies are found.
9 Any Other Business
There was no Any Other Business
10 Date of next meeting
2pm Wednesday 2nd December 2009, Venue to be confirmed
Further meetings will be arranged during March 2010 and June 2010

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