Safety management responsibilities

The Council

1. The Council's principal responsibilities include:

a. Approving the mission and strategic objectives of the College, its long-term business plans and key performance indicators, and ensuring that these take account of the interests of the College's stakeholders.

b. Safeguarding the good name and values of the College.

c. Ensuring the establishment of systems of control and accountability, including financial and operational controls, risk assessment, and procedures for managing conflicts of interest; and monitoring the effectiveness of these systems.

d. Ensuring that processes are in place for the regular monitoring and evaluation of the performance and effectiveness of the College against its approved plans and key performance indicators.

e. Acting as the College's legal authority and, as such, ensuring that systems are in place so that all its legal obligations, including those arising from contracts and other legal commitments made in its name, are properly met.

2. The Council thus carries ultimate responsibility for health and safety and for ensuring that the College allocates sufficient resources in terms of staff, training and funds to fulfil its legal obligations. The Council is also responsible for approving the College's Health and Safety Policy Statement and for monitoring health and safety performance. To this end it receives an annual report on health and safety from the College Safety Director.

3. Executive responsibility for the development and implementation of health and safety policy is delegated to the Rector.

The Audit Committee

4. The Audit Committee is responsible, on behalf of the Council, for monitoring the effectiveness of the University's risk management policy and procedures, and in this regard, it receives annual reports from the Rector on Risk Management and the management of Health and Safety within the University and itself reports annually to the Council on these issues.

The President

5. The President is accountable to the Council for maintaining and promoting the efficient and proper leadership of the University, including responsibility for its organisation, administration, finances, and for the effective implementation of College health and safety policy. In this regard, the President has overall responsibility for health and safety at the College and for:

a. Ensuring that appropriate systems are in place and adequate resources are available to provide for the effective management of health and safety at the College.

b. Promoting a positive health and safety culture throughout the College.

c. Advising the Council on its statutory health and safety obligations and of the effect of new or amended legislation on the management of health and safety at the College.

d. Delegating health and safety duties, and the necessary authority and resources to discharge them, to the College's Principal Officers (that is, those staff reporting directly to the President).

e. Ensuring that independent monitoring and audit mechanisms are in place to verify that compliance and performance standards are met.

f. Ensuring that the Principals of the Faculties and of the Business School, Heads of Departments/ Divisions and other senior College officers adequately discharge their health and safety duties in accordance with the requirements described here.

g. Appointing as the Safety Champion one of the Principal Officers, who must also be a senior academic.

h. Reporting to the Audit Committee and the Council on the College's performance in the management of Health and Safety.

i. In addition, he has certain specific statutory responsibilities, including The Regulatory Reform (Fire Safety) Order 2005, under which he is designated as the "responsible person".

The Safety Champion

6. The Safety Champion is a senior member of the College appointed by the Rector from among the Principal Officers, and is responsible for:

a. Assisting the Rector in promoting a positive health and safety culture throughout the College.

b. Ensuring that the Management Board is made aware of the health and safety implications of all strategic and operational developments.

c. Chairing the meetings of the College's Health, Safety and Environment Committee and Health and Safety Consultative Committee.

Principal Officers

7. The Principal Officers are the senior members of staff who report directly to the Rector and to whom the Rector has delegated the local management of health and safety together with the necessary authority and resources to discharge these duties. They are accountable to the Rector for the health and safety of their Faculties, Departments or Divisions and for their compliance with College and statutory requirements.

8. Within their management areas the Principal Officers are responsible for:

a. Ensuring that effective local arrangements are in place for implementation of College health and safety policies, procedures and codes of practice.

b. Promoting a positive health and safety culture by, for example:

(1) Ensuring effective communication of health and safety information.

(2) Including safety as an agenda item at all management level meetings.

c. Delegating health and safety duties, and the necessary authority and resources to discharge them, to the managers who report directly to them.

d. Appointing competent persons to advise on the effective management of health and safety.

e. Ensuring that adequate resources are allocated to mitigate health and safety risks.

f. Ensuring that there is proper coordination, cooperation and communication with other users of shared and/ or adjacent space.

g. Suspending activities where health and safety is being, or is likely to be, compromised or the environment damaged.

h. Taking appropriate disciplinary action where staff have breached the College's Health and Safety Policies and Procedures.

i. Ensuring that arrangements are in place for the regular monitoring, auditing and review of health and safety performance.

j. Personally attending the annual presentation of the Faculty's Departmental/ Divisional Reports on health and safety.

The Chief Operating Officer

9. In addition to his or her responsibilities as a Principal Officer, the Chief Operating Officer is the line manager for the Director of Risk Management and Disaster Recovery, Director of HR and the Director of Facilities Management and is responsible for:

a. Promoting a positive health and safety culture throughout the College.

b. Supporting the Rector in the discharge of his or her health and safety responsibilities.

c. Ensuring that adequate resources are allocated to the management of health and safety across the whole College.

Heads of Departments / Divisions

10. Heads of Department/ Division are accountable to the Principal of their Faculty or, for those outside the Faculties, to their line manager for the health and safety of their Department/ Division and its compliance with College and statutory requirements. They must ensure that proper arrangements are in place to discharge their responsibilities.

11. Within their management areas Heads of Department/ Division are responsible for:

a. Ensuring that effective local arrangements are in place for the implementation of College health and safety policies, procedures and codes of practice.

b. Promoting a positive health and safety culture by, for example:

(1) Ensuring effective communication of health and safety information.

(2) Attending and normally Chairing the Departmental/ Divisional Health and Safety Committee.

(3) Including safety as an agenda item at all management level meetings.

(4) Taking a personal and proactive interest in safety inspections and audits.

c. Delegating health and safety duties, and the necessary authority and resources to discharge them, to the managers and safety officers who report directly to them.

d. Appointing, in consultation with the Safety Department, competent persons to advise on the effective management of health and safety (follow this link for the DSO appointment pro-forma)

e. Ensuring that they themselves are aware of the principal hazards and risks present in their Department/ Division, that appropriate risk assessments of all hazardous items, areas and activities have been undertaken, and that work is being carried out in accordance with specified controls.

f. Ensuring that staff and students comply with College health and safety policies, procedures and codes of practice.

g. Ensuring that appropriate induction and training is provided for all staff, students, visitors and contractors and that staff attend such training.

h. Ensuring that arrangements are in place for the regular monitoring, auditing and review of health and safety performance.

i. Personally co-ordinating and presenting the annual Departmental/ Divisional Report on health and safety.

j. Ensuring that there is proper coordination, cooperation and communication with other users of shared and/ or adjacent space.

k. Ensuring that health and safety is considered in planning and budgeting and that resources are used effectively and in proportion to the local risks.

l. Suspending activities where health and safety is being, or is likely to be compromised.

m. Taking appropriate disciplinary action where staff and students have breached the College's Health and Safety Policies and Procedures.

n. Ensuring that proper arrangements are in place for dealing with emergencies, providing first aid and reporting accidents, incidents and non-compliances.

o. Ensuring that thier staff are aware of - and discharge - their health and safety responsibilities for students.

p. Ensure that academic supervisors fully understand their health and safety responsibilities in relation to postgraduate students (whether for lectures, practical classes, projects, hosted research or fieldwork).

(1) For the purposes of this document, the term "Departments/ Divisions" includes academic departments, divisions, institutes and centres, the support service divisions and other significant organisational units.

President of the Imperial College Union

12. The President of the ICU has the same responsibilities for health and safety as a Head of Department/ Division. In addition, the President is responsible for ensuring that the Union meets its legal obligations for health and safety in respect of all its activities.

Heads of Section

13. Heads of Section are accountable to their Head of Department/ Division or their line manager for the health and safety of their Section and for its compliance with College and statutory requirements. They must ensure that proper arrangements are in place to discharge their responsibilities.

14. Within their management areas Heads of Section are responsible for:

a. Ensuring that effective local arrangements are in place for the implementation of College health and safety policies, procedures and codes of practice.

b. Promoting a positive health and safety culture by, for example:

(1) Ensuring effective communication of health and safety information.

(2) Where applicable, chairing the local Health and Safety Committee.

(3) Including safety as an agenda item at all section-level meetings.

(4) Taking a personal and proactive interest in health and safety by, for example, accompanying the Departmental Safety Officer on inspections and audits.

c. Delegating health and safety duties, and the necessary authority and resources to discharge them, to the managers who report directly to them.

d. Liaising closely with the persons appointed by the Department/ Division to advise on health and safety.

e. Ensuring that they themselves are aware of the principal hazards and risks present in their Section, that appropriate risk assessments of all hazardous items, areas and activities have been undertaken, and that work is being carried out in accordance with specified controls.

f. Ensuring that all staff, students and others working under their control comply with College health and safety policies, procedures and codes of practice.

g. Ensuring that appropriate induction and training is provided for all staff, students, visitors and contractors and that staff attend such training.

h. Ensuring that arrangements are in place for the regular monitoring, auditing and review of health and safety performance.

i. Ensuring that there is proper coordination, cooperation and communication with other users of shared and/ or adjacent space.

j. Ensuring that health and safety is considered in planning and budgeting and that resources are used effectively and in proportion to the local risks.

k. Suspending activities where health and safety is being, or is likely to be compromised.

l. Taking appropriate disciplinary action where staff have breached the College's Health and Safety Policies and Procedures.

m. Ensuring that proper arrangements are in place for dealing with emergencies, providing first aid and reporting accidents, incidents and non-compliances.

Principal Investigators

15. Principal Investigators have the same responsibilities as Heads of Section. In addition, they must ensure that:

a. All project proposals and grant applications take full account of the health and safety risks of the proposed research and that the likely costs of mitigating these risks are included in the proposal/ grant application.

b. An initial risk assessment is completed and that all hazardous activities are assessed and that controls are identified and implemented before work commences.

c. All risk assessments and control procedures are regularly reviewed, are properly documented and that these records are managed appropriately.

d. Individuals are properly supervised until they have received the necessary instruction, information and training to ensure that they are competent to carry out their work.

Staff

16. Each member of staff is legally responsible for looking after their own health and safety and that of others with whom they are working. To this end, members of staff have the following specific responsibilities:

a. Complying with all local and College health and safety policies and procedures and with the arrangements in place to control health and safety risks.

b. Ensuring that their working area does not present unnecessary or uncontrolled risks to themselves or to others.

c. Attending appropriate induction and training.

d. Reporting to their line manager any accidents, unsafe circumstances or work-related ill health of which they become aware.

e. Not interfering with any equipment provided for Health and Safety.

f. Where a member of staff is not confident that he or she is competent to carry out a work activity safely, informing his or her line manager rather than compromising his or her own safety or the safety of others.

Director of Undergraduate Studies

To ensure that health and safety is properly coordinated for undergraduate programmes within the Department and to be answerable to the Head of Department on such matters.

Director of Post Graduate Studies

Must ensure that procedures exist to monitor the health and safety management processes described unde 'Supervisors of Postgrads' and ensure that health and safety responsibilities are properly communicated to relevant persons.

Programme Director

18. Supervisors of postgraduate students are responsible for and must ensure:

a. Risk assessments for student-related activities – i.e. areas and equipment, demonstrations and class practicals, research projects, hosted research, field work and placements - are in place and that these cater for the relative inexperience of students

b. Risk assessments are conducted by competent persons, recorded and acted upon as necessary.

c. There is a system in place for a suitably competent person to check and verify any risk assessments conducted by students.

d. There is a system in place to review risk assessments routinely and in the event of a significant change or an incident.

e. Students are informed of any significant risk and its outcomes

f. Students have appropriate vaccinations and health control measures depending on the work and its location (the supervisor having sought advice from the College Occupational Health department), e.g. Hepatitis B, Tetanus etc

g. Where students are known to require Personal Emergency Evacuation Plans (PEEPS), they are notified to the Faculty/campus safety officers and the College Fire Officer and the College Disability Officer.

h. The training requirements of students are identified, attendance / progress is monitored, and reviewed.

i. Students are instructed in and made aware of the fundamental health & safety requirements at the beginning of their courses, and this is supplemented during the course of their studies in teaching and research environments.

j. Students are given area inductions - and training in procedures, associated hazards and their controls, and emergency procedures should these fail - and records of that training are kept locally.

k. There are appropriate levels of supervision for the student(s)

l. Incidents (accidents, near misses and failures of control measures) are reported and action taken to prevent further incident; any lessons learnt are communicated to the Director of Studies for dissemination and further action if appropriate.

m. They consider and act upon if necessary, any health and safety concerns raised by students and tutors.

n. They escalate any health and safety concerns to the appropriate level (Department, School, Faculty)

o. They encourage students to feed-back health and safety concerns and positive suggestions for improvement.

Supervisors of Post Graduate Students

18. Supervisors of postgraduate students are responsible for and must ensure:

a. Risk assessments for student-related activities – i.e. areas and equipment, demonstrations and class practicals, research projects, hosted research, field work and placements - are in place and that these cater for the relative inexperience of students

b. Risk assessments are conducted by competent persons, recorded and acted upon as necessary.

c. There is a system in place for a suitably competent person to check and verify any risk assessments conducted by students.

d. There is a system in place to review risk assessments routinely and in the event of a significant change or an incident.

e. Students are informed of any significant risk and its outcomes

f. Students have appropriate vaccinations and health control measures depending on the work and its location (the supervisor having sought advice from the College Occupational Health department), e.g. Hepatitis B, Tetanus etc

g. Where students are known to require Personal Emergency Evacuation Plans (PEEPS), they are notified to the Faculty/campus safety officers and the College Fire Officer and the College Disability Officer.

h. The training requirements of students are identified, attendance / progress is monitored, and reviewed.

i. Students are instructed in and made aware of the fundamental health & safety requirements at the beginning of their courses, and this is supplemented during the course of their studies in teaching and research environments.

j. Students are given area inductions - and training in procedures, associated hazards and their controls, and emergency procedures should these fail - and records of that training are kept locally.

k. There are appropriate levels of supervision for the student(s)

l. Incidents (accidents, near misses and failures of control measures) are reported and action taken to prevent further incident; any lessons learnt are communicated to the Director of Studies for dissemination and further action if appropriate.

m. They consider and act upon if necessary, any health and safety concerns raised by students and tutors.

n. They escalate any health and safety concerns to the appropriate level (Department, School, Faculty)

o. They encourage students to feed-back health and safety concerns and positive suggestions for improvement.

Students

19. Each student is responsible for looking after their own health and safety and that of others affected by their College-related work and leisure activities. To this end, each student must:

a. Comply with all local and College policies, procedures and codes of practice and with the arrangements which the College has in place to control health and safety risks.

b. Ensure that their activities do not present unnecessary or uncontrolled risks to themselves or to others.

c. Attend appropriate induction and training.

d. Report any accidents, unsafe circumstances or work-related ill health of which they become aware to the appropriate person.

e. Not interfere with any equipment provided for Health and Safety.

f. Where a student is not confident that he or she is competent to carry out a work or leisure activity safely, inform his or her supervisor or the person in charge of the activity rather than compromise his or her own safety or the safety of others.

Other employers, consultant and contractors

20. Other employers (for example subsidiary or spin-out companies),consultants and contractors working for the College have a responsibility to look after their own health and safety and that of their employees and not to put others at risk through their activities. They must:

a. Comply with College health and safety policies, procedures and codes of practice.

b. Comply with warning signs and reasonable health and safety directions and instructions given to them by College staff.

c. Advise their employees of College Health and Safety policies, procedures and requirements.

d. Inform the appropriate College Officer of any risks from their activities which could affect others at the College and the control measures being employed to mitigate these risks.

e. Report to the appropriate College Officer any accidents or unsafe circumstances of which they become aware.

Visitors

21. Visitors to the College have a responsibility to look after their own health and safety and that of others with whom they come into contact. They must comply with warning signs and reasonable health and safety directions and instructions given to them by College staff. The College also expects them to report to a member of the College's staff any accidents or unsafe circumstances of which they become aware.

Related support arrangements

Faculty Operating Officers (FOOs)

22. A FOO's primary role is to provide operational support to the Faculty Principal.  As senior members of staff within their Faculties, the FOOs are well placed to enter into cross-faculty discussions on the identification and promulgation of best practice. 

23. In his or her Faculty each FOO must:

a. Support the Principal in the discharge of his or her health and safety responsibilities.

b. Advise the Principal on the appropriate arrangements for resourcing, managing and monitoring health and safety in the Faculty's Departments/ Divisions.

c. Have an understanding of the Faculty's principal hazards and the necessary controls for managing the associated risks.

d. Have a knowledge of, and where appropriate coordinate, Faculty planning (including that for new research initiatives as well as proposals for refurbishments, relocations and any new build initiatives) to ensure that these do not conflict with, or compromise, existing safety controls and arrangements.

e. Where Faculties have appointed Faculty Safety Manager(s) (FSMs), manage the work of those FSMs.

f. Support the Principal in the development of an effective communication strategy for health and safety information within the Faculty.

g. Ensure that appropriate arrangements are in place for effective liaison on health and safety matters with other parts of the College.

Faculty Safety Managers (FSMs) and Campus Safety Advisers (CSAs)

24. Where Faculties have appointed FSMs and CSMs to support the Principal and the FOO to provide advice to the Faculty's Departments/ Divisions on implementing College Safety policies, sharing best practice and monitoring safety performance.

25. FSMs and CSMs do not have line management responsibility for health and safety in their Faculty.  This responsibility lies with the Principal and the Heads of Department/ Division.

26. The FSM or CSM must:

a. Support the Principal in the discharge of his or her health and safety responsibilities.

b. Advise the Principal on the appropriate arrangements for managing and monitoring health and safety in the Faculty's Departments/ Divisions.

c. Understand the Faculty's principal hazards and the necessary controls for managing the associated risks.

d. Ensure that best practice is communicated to, and shared between, the Faculty's Departments/ Divisions.

e. Monitor safety performance across the Faculty.

f. Carry out safety inspections and audits within the Faculty.

g. Attend meetings of the faculty and departmental/ divisional health and safety committees.

27. To carry out their duties, FSMs and CSMs must be competent (i.e. appropriately qualified, experienced and trained) and must:

a. Recognise situations with the potential to cause damage or harm.

b. Design and implement effective preventive or protective measures.

c. Communicate effectively with staff and senior management.

d. Advise on compliance with statutory and College requirements and standards.

e. Advise on safe systems of work.

f. Advise on the selection of suitable staff for health and safety duties.

g. Identify areas of weakness in health and safety arrangements and take appropriate action, including sanctioning the suspension of activities where health and safety is being, or is likely to be, compromised or damage caused to the environment.

h. Understand the limits of their own health and safety competence and seek advice from the College's health and safety specialists where necessary.

i. Follow a programme of continuing professional development.

Departmental Safety Officers

28. Departmental/ Divisional Safety Officers (DSOs) are appointed by, and are responsible to, their Heads of Departments/ Divisions. There is normally one DSO in each Department/ Division, but more safety specialists may be appointed where the Head deems this to be necessary (for example, a Department/ Division may have additional safety officers covering biological safety, genetic modification, laser safety and/ or radiation protection).  The DSO may be full or part-time depending on the size, complexity and risk profile of the Department/ Division. Where no DSO has been appointed, the Head of Department is, by default, the DSO. Follow this link for the DSO appointment pro-forma.

29. The DSO's primary responsibility is to assist his or her Head of Department/ Division in the development, implementation, monitoring and review of the Department's health and safety management systems.  The DSO must also:

a. Support the HOD in the discharge of his or her health and safety responsibilities.

b. Advise the HOD on the appropriate arrangements for managing and monitoring health and safety in the Department/ Division.

c. Understand the Department/ Division's principal hazards, and check that risk assessments are carried out and that the necessary controls for managing the risks are implemented effectively.

d. Advise Principal Investigators, Heads of Section, departmental/ divisional staff and students on day-to-day operational safety and compliance with College and statutory requirements.

e. Co-ordinate health and safety training across the Department/ Division, including the provision of appropriate information and induction training for staff, students, visiting workers and contractors.

f. Monitor safety performance across the Department/ Division.

g. Carry out safety inspections and audits within the Department/ Division.

h. Investigate accidents and near misses within the Department/ Division.

i. Ensure that best practice is communicated to and shared across the Department/ Division and that arrangements for effective co-operation with other Departments and Divisions, including the occupational health service, estates, external contractors and other employers, are maintained.

j. Be a member of the Departmental/ Divisional Health and Safety Committee.

30. To carry out their duties, DSOs must be competent (i.e. appropriately qualified, experienced and trained) and must:

a. Recognise situations with the potential to cause damage or harm.

b. Design and implement effective preventive or protective measures.

c. Communicate effectively with staff, students, contractors and visitors.

d. Advise on compliance with statutory and College requirements and standards.

e. Advise on safe systems of work.

f. Advise on the selection of suitable staff for health and safety duties.

g. Identify areas of weakness in health and safety arrangements and take appropriate action, including sanctioning the suspension of activities where health and safety is being, or is likely to be, compromised or damage caused to the environment.

h. Understand the limits of their own health and safety competence and seek advice from the College's health and safety specialists where necessary.

i. Follow a programme of continuing professional development.

Safety Coordinators

31. Safety Co-ordinators (SCs) are appointed by, and are responsible to, their Heads of Departments/ Divisions in consultation with Heads of Section.
 
32. The SC's primary responsibility is to assist his or her Head of Section in the day-to-day implementation and monitoring of the Department/ Division's health and safety management systems.  The SC must also:

a. Support the Head of Section in the discharge of his or her health and safety responsibilities.

b. Advise the Head of Section on the appropriate arrangements for managing and monitoring health and safety in the Section.

c. Have a detailed understanding of the Section's hazards, and advise on the conduct of risk assessments and the controls necessary for managing the risks identified.

d. Advise Principal Investigators, Section staff and students on day-to-day operational safety and compliance with College and statutory requirements.

e. Co-ordinate health and safety training within the Section, including the provision of appropriate information and induction training for staff, students, visiting workers and contractors.

f. Monitor safety performance within the Section.

g. Carry out safety inspections and audits within the Section.

h. Investigate accidents and near misses within the Section.

i. Ensure that best practice is communicated to and shared within the Section and that arrangements for effective co-operation with other Sections, Departments and Divisions, including the Occupational Health Service, estates Divisions, external contractors and other employers, are maintained.

j. Be a member of the Departmental/ Divisional Health and Safety Committee.

33. To carry out their duties, SCs must be competent (i.e. appropriately qualified, experienced and trained) and must:

a. Recognise situations with the potential to cause damage or harm.

b. Design and implement effective preventive or protective measures.

c. Communicate effectively with staff, students, contractors and visitors.

d. Advise on compliance with statutory and College requirements and standards.

e. Advise on safe systems of work.

f. Advise on the selection of suitable staff for health and safety duties.

g. Identify areas of weakness in health and safety arrangements and take appropriate action, including sanctioning the suspension of activities where health and safety is being, or is likely to be, compromised or damage caused to the environment.

h. Understand the limits of their own health and safety competence and seek advice from the College's health and safety specialists where necessary.

i. Follow a programme of continuing professional development.

Health and safety coordination for campuses and buildings

Campus Deans

34. On the campuses other than South Kensington work is often carried out by more than one Department/ Division and there is consequently a risk that, without careful liaison, gaps in health and safety coverage may occur between the Departments/ Divisions concerned. It is therefore essential that health and safety arrangements on these campuses are properly co-ordinated. This particularly applies on the medical campuses where there is a further need to co-ordinate health and safety arrangements with the associated NHS Trusts.

35. The Campus Dean's primary health and safety role is that of facilitating and co-ordinating the work of the Departments and Divisions on their Campus. Their responsibilities in this regard are to:

a. Co-ordinate the health and safety arrangements for all of the College Departments/ Divisions, staff and students on the Campus.

b. Ensure that campus-wide safety controls, such as fire precautions, waste disposal arrangements, statutory licences and electrical testing regimes, are in place and are regularly reviewed.

c. Chair the Campus Health and Safety Committee.

d. Liaise with the local NHS Trust and/ or other external organisations represented on the Campus.

e. Prepare and present to the College Health and Safety Consultative Committee the annual report on health and safety on the Campus.

f. Develop, co-ordinate and, where necessary, implement the Campus Disaster Recovery Plan.

36. In addition, each Campus Dean should have a knowledge of:

a. The principal hazards on the Campus.

b. Campus planning issues (including new research projects as well as proposals for refurbishments, relocations and any new build initiatives) to ensure that these do not conflict with or compromise existing safety controls and arrangements.

Building Managers

37. The Building Manager's primary health and safety role is to ensure that Health and Safety operations associated with the delivery of Facility Services in the building(s) for which he or she is responsible are carried out in a safe manner. His or her responsibilities in this regard are to:

a. Ensure that operations associated with the delivery of Facility Services, are properly assessed for risk and carried out in a safe manner and that College safety policies and procedures are followed.

b. Ensure that building safety controls, such as fire precautions, waste disposal arrangements, statutory licences and electrical testing regimes, are in place and are regularly reviewed.

c. Be a member of relevant safety committees and building user groups.

d. Take the lead on building matters, ensuring that health and safety is given appropriate priority and managing any conflicts in priorities where necessary.

e. Be the designated 'Duty Holder' representing building operation issues in the coordination of capital projects.

f. In close liaison with the Departments/ Divisions occupying the building(s)/ campus, manage minor projects and works on behalf of the Facilities Management Division to ensure that they are carried out in accordance with College procedures.

g. Liaise with the College's specialist advisory services, including the Safety Department, the Occupational Health Service, the Fire Department and the Security Department and with the specialist safety staff within Faculties and Departments/ Divisions, including the FSMs, DSOs and SCs.

h. Liaise with the local NHS Trust and/ or other external organisations occupying the building(s)/ campus where appropriate.

Maintenance Team Leaders

38. The Maintenance Team Leader's primary health and safety role is to:

a. Coordinate with the Building Managers, ICT and the FM Helpdesk to help ensure that building plant and interfaces with departmental equipment are maintained, repaired, inspected and tested as required.

b. Communicate to the BM (for onward transmission), any planned and reactive maintenance work programmes which may impact on the building operation or its users.

c.Inform the BM (for onward transmission) of any serious breakdowns or stoppages which may affect building users adversely or be a potential business risk (e.g. for research).

d. Ensure that contractors and College personnel who have good reason to enter into FM-controlled space have a health and safety induction.

e. Operate a Permit-to-Work system for areas they control.

f. Abide by the Permit-to-Work system for certain activities (such as hot work), and areas controlled by others, such as laboratory staff

g. Conduct or ensure risk assessments are in place for areas, equipment, processes and persons they control. 

h. Ensure that all staff within the Team are provided with sufficient information, instruction and training to carry out their roles safely. 

i. Conduct both formal and informal inspections of areas they are responsible for and report back any significant findings to the Head of Maintenance Operations.

j. Regularly review the safety performance of the Team and strive for continuous improvement.

Specialist health and safety advice

College Safety Director

39. The College Safety Director reports to the College Secretary and Registrar and is responsible for:

a. Promoting a positive health and safety culture throughout the College.

b. Advising the College on its statutory health and safety obligations and of the effect of new or amended legislation on the management of health and safety at the College.

c. Developing the College's health and safety management system and the policies and procedures necessary to ensure the College's compliance with legislation and the effective control of its health and safety risks

d. Developing appropriate guidance and codes of practice to support these policies and procedures.

e. Advising College senior managers of their health and safety responsibilities.

f. Providing specialist health and safety advice, information and support to all parts of the College, including the dissemination of good practice.

g. Inspecting, monitoring and auditing the implementation of health and safety policies, procedures and codes of practice across the College.

h. Developing, setting and reviewing health and safety performance standards and targets as necessary.

i. Advising on health and safety training needs and providing in-house training and instruction.

j. Ensuring that best practice on health and safety is communicated to, and shared across, the College.

k. Managing the interface between the College and the Health and Safety Executive (HSE), the Environment Agency (EA) and other regulatory and enforcement agencies.

l. Suspending activities where health and safety is being, or is likely to be, compromised or the environment damaged.

m. Managing the Safety Department.

n. Liaising with the Safety Champion and with the College's specialist advisory services, including the Occupational Health Service, the Fire Office, the Facilities Management Division and the Security Department and with the specialist safety staff within Faculties and Departments/ Divisions, including the FSMs, CSMs, DSOs and SCs.

o. Co-ordinating the investigation and reporting of accidents, near misses and dangerous occurrences across the College.

p. Providing reports on health and safety to the Health, Safety and Environment Committee and Health and Safety Consultative committee.

Director of Occupational Health

40. The Director of Occupational Health reports to the Director of Human Resources and is responsible for:

a. Promoting a positive health and safety culture throughout the College.

b. Advising the College on its statutory obligations regarding health issues in workplace and of the effect of new or amended legislation.

c. Developing the policies and procedures necessary to ensure the College's compliance with legislation and the effective control of its occupational health risks

d. Developing appropriate guidance and codes of practice to support these policies and procedures.

e. Advising College senior managers of their responsibilities for the health and welfare of their staff.

f. Providing specialist advice, information and support to all parts of the College including the dissemination of good practice, on the management of occupational health risks.

g. Advising on the appropriate provision of clinical and mental health services to protect College staff and students against work-related health risks,

h. Arranging provision of clinical occupational health services including pre-employment screening, fitness assessments, health surveillance, travel advice and vaccination services.

i. Inspecting, monitoring and auditing the implementation of occupational health policies, procedures and codes of practice across the College.

j. Developing, setting and reviewing performance standards and targets as necessary.

k. Advising on training needs.

l. Ensuring that best practice on health matters is communicated to and shared across the College.

m. Managing the interface between the College and the Health and Safety Executive (HSE) on occupational health issues and the local authorities on food safety issues.

n. Suspending activities where occupational health or food safety is being, or is likely to be, compromised.

o. Managing the Occupational Health Service.

p. Liaising with the Safety Champion and with the College's specialist advisory services, including the Safety Department, the Facilities Management Division and the Security Department.

q. Co-ordinating the investigation and reporting of occupational ill-health and disease across the College.

r. Providing reports on occupational health matters to the Health and Safety Management and Consultative Committees.

Chief Fire Officer

41. The Chief Fire Officer reports to the Director of Facilities Management and is responsible for:

a. Promoting a positive health and safety culture throughout the College.

b. Advising the College on its statutory obligations regarding fire safety and of the effect of new or amended legislation.

c. Developing the College Fire Safety Strategy and the policies and procedures necessary to ensure the College's compliance with legislation and the effective control of its fire hazards, including conducting building fire risk assessments and issuing hot work permits.

d. Developing appropriate guidance and codes of practice to support these policies and procedures.

e. Advising College senior managers of their responsibilities for fire safety.

f. Providing specialist advice, information and support to all parts of the College including the dissemination of good practice, on the management of fire safety.

g. Inspecting, monitoring and auditing the implementation of fire safety policies, procedures and codes of practice across the College, including the testing and maintenance of fire fighting equipment and fire alarm systems.

h. Developing, setting and reviewing performance standards and targets as necessary.

i. Advising on training needs and providing in-house training and instruction, including arranging regular fire drills.

j. Managing the interface between the College and the local fire authorities.

k. Suspending activities including closing down College Buildings, or parts of buildings, if he believes there is a serious risk of fire. 

l. Managing the Fire Department.

m. Liaising with the Safety Champion and with the College's specialist advisory services, including the Safety Department, the Facilities Management Division and the Security Department.

n. Liaising on fire safety matters with associated NHS Trusts, contractors working on College premises and external organisations with a presence on College campuses.

o. Providing reports on fire safety matters to the Health, Safety and Environment Committee and Health and Safety Consultative Committee.

Support Services

Director of Risk Management and Disaster Recovery

42. The Director of Risk Management and Disaster Recovery is the line manager for the Safety Director and is responsible for:

a. Promoting a positive health and safety culture throughout the College.

b. Supporting the Chief Operating Officer in the discharge of his or her health and safety responsibilities.

c. Overseeing the development, review and updating of health and safety policies, procedures, training and audit.

d. Ensuring that adequate resources are allocated to the Safety Department.

Director of Human Resources

43. The Director of Human Resources is the line manager for the Director of Occupational Health. His or her responsibilities include:

a. Promoting a positive health and safety culture throughout the College, including running the Rector's Excellence in Health and Safety Award Scheme.

b. Supporting the Chief Operating Officer in the discharge of his or her health and safety responsibilities with respect to Occupational Health.

c. Ensuring that health and safety responsibilities are properly reflected in individual job descriptions for all College employees.

d. Ensuring that health and safety performance is one of the factors taken into account in the annual appraisal of all staff.

e. Encouraging effective liaison between the Staff Development Unit and the Safety Department on the provision of health and safety training.

f. Providing support and advice to managers taking disciplinary action as a result of breaches of health and safety policies and procedures.

Capital Projects and Planning

44. The Director of Capital Projects and Planning is responsible for:

a. Promoting a positive health and safety culture throughout the College.

b. Ensuring that the design and construction of all major new builds and refurbishments of College building meet the highest health and safety standards.

c. Advising the College on its statutory obligations regarding the health and safety of building construction and of the effect of related new or amended legislation.

d. Developing the College's construction health and safety policies and procedures necessary to ensure the College's compliance with legislation and the effective control of construction hazards.

e. Developing appropriate guidance and codes of practice to support these policies and procedures.

f. Inspecting, monitoring and auditing the implementation of construction policies, procedures and codes of practice across the College.

g. Developing, setting and reviewing related performance standards and targets as necessary.

h. Ensuring that all contractors working on College major projects comply with College health and safety policies and procedures.

i. Ensuring that all staff and principal contractors involved in construction work on College buildings receive appropriate induction and other training.

j. Managing the interface between the College and the local planning authorities.

k. Suspending construction activities where health and safety is being, or is likely to be, compromised. 

l. Liaising with the Safety Champion and with the College's specialist advisory services, including the Safety Department, the Facilities Management Division, the Fire Department and the Security Department.

m. Providing reports on construction safety matters to the Health and Safety Management and Consultative Committees.

Director of Estates

46. The Director of Facilities Management is the line manager for the Chief Fire Officer, Head of Security and Campus and Building Managers.  He is responsible for:

a. Promoting a positive health and safety culture throughout the College.

b. Supporting the Chief Operating Officer in the discharge of his or her health and safety responsibilities with respect to Fire Safety.

b. Ensuring that the maintenance of College buildings meets both statutory obligations and the highest health and safety standards.

c. Developing the health and safety policies and procedures for the maintenance of buildings necessary to ensure the College's compliance with legislation and the effective control of hazards.

d. Developing appropriate guidance and codes of practice to support these policies and procedures.

e. Inspecting, monitoring and auditing the implementation of maintenance policies, procedures and codes of practice across the College, including statutory testing of equipment such as lifts, pressure vessels and water and ventilation systems.

f. Developing, setting and reviewing related performance standards and targets as necessary.

g. Developing, maintaining and reviewing the College's Asbestos Management Plan.

h. Ensuring that all maintenance and cleaning contractors working on College premises comply with College health and safety policies and procedures.

i. Ensuring that all such contractors and College staff involved in maintenance work on College buildings receive appropriate induction and other training.

j. Suspending maintenance activities where health and safety is being, or is likely to be, compromised. 

k. Liaising with the Safety Champion and with the College's specialist advisory services, including the Safety Department and the Estates Major Projects Division

l. Providing reports on maintenance health and safety matters to the Health and Safety Management and Consultative Committees.

Director of Property Management

45. The Director of Property Management has delegated duties from the Chief Operating Officer. In addition to his or her duties as a Head of Division, he or she is responsible for ensuring that:

a. The College meets its legal obligations for health and safety in respect of all premises it leases to third parties.

b.  Tenancy agreements place the College's tenants under a legally enforceable obligation to comply with the College's health and safety policies and procedures.

Representation

Trade Union Safety Representatives

47. Recognised College Trades' Unions are responsible for appointing health and safety representatives and notifying these in writing to the College. The number of representatives appointed is a matter for discussion between the Trades' Unions and the College. Safety Representatives represent all staff in their category (whether or not those that they represent are members of the union).

48. A Union Safety Representative should be a competent person who has been employed by the College for two years or has worked in similar employment for at least two years.

49. In order to fulfill their functions, these representatives should take all reasonably practicable steps to keep themselves informed of legal requirements relating to:

a. The health and safety of persons at work (particularly the group of staff they directly represent),

b. The particular hazards of the workplace and the measures deemed necessary to eliminate or minimise the risk deriving from these hazards, and

c. The College Health and Safety Policy Statement and the organisation and arrangements for fulfilling that Policy.

50. Safety representatives should promote a positive health and safety culture across the College by:

 a. Encouraging cooperation between the College and the staff they represent.

 b. Promoting and developing essential measures to ensure the health and safety of these staff.

 c. Checking the effectiveness of these measures.

 d. Bringing to the College's attention any unsafe or unhealthy conditions or working practices or unsatisfactory arrangements for welfare at work which come to their attention.

51. Safety Representatives will be given time off for basic training as soon as possible after appointment, and further training where they have special responsibilities or where such training is necessary to meet changed circumstances or legislation. All such training should be arranged in consultation with their Department/ Division.

52. Safety Representatives have the following rights and functions:

a. To attend meetings of their Departmental/ Divisional health and safety committees.

b. To investigate potential hazards and dangerous occurrences at the workplace and examine the causes of accidents in the workplace.

b. To investigate complaints by staff they represent relating to health, safety and welfare at work.

c. To make representations to the College on matters arising out of the above, as well as on general matters affecting the health, safety and welfare at work of staff.

d. To carry out inspections of the workplace. (4)

e.  To inspect and take copies of any document relevant to the workplace or to the staff they represent which the College is required to keep by virtue of any relevant statutory provision. (5)

f. To represent the staff which they are appointed to represent in consultations at the workplace with inspectors of the Health and Safety Executive and of any other enforcing authority

g. To receive information from inspectors in accordance with Section 28(8) of the Health and Safety at Work Act 1974.

53. None of the above functions impose any duties on Safety Representatives.

54. The College will provide such facilities and assistance as Union Safety Representatives may resonably require to carry out their functions. Union Safety Representatives will also be afforded reasonable time off with pay to fulfil these functions and to undergo training.

55. The College recognises the key roles that Union Safety Representatives and effective consultation can play in preventing deaths, injuries and ill health at work and promoting good standards of health and safety in the workplace.(6)

(4) The Head of Department/ Division must be given reasonable notice in writing of the intention to carry out inspections. Except where there has been a substantial change in the conditions of work or legislation, inspections should not be carried out more frequently than once every three months other than with the agreement of the Head of Department/ Division. Where there has been a notifiable accident or dangerous occurrence, Safety Representatives may conduct an inspection of the workplace providing that it is safe to do so and having first notified their Head of Department/ Division of their intention where it is reasonably practicable to do so.

(5) Such documents must relate to health, safety and welfare. In accordance with the Data Protection Act, Safety Representatives are not entitled to access a document consisting of, or relating to, any health record of an identifiable individual without the written permission of that individual.

(6) The duties of a Union Safety Representative should be regarded as a normal part of their work. Union Safety Representatives should not suffer a disadvantage as a result of their involvement with health and safety.

College Health, Safety and Environment Committees

  • All Management Committees
  • Purpose of College Health and Safety Committees
  • Nuclear Safety Committee 
  • Faculty Management Committees & the Support Services Committee
  • Departmental / Divisional Health & Safety Committees 
  • Campus Health & Safety Committees 
  • College Ionisation Radiation Safety Committee
  • Campus Genetic Modification Safety Committee 
  • Building User Groups
     

All Management Committees 

"Health and safety" should be an agenda item at every level of management meeting in the College.  This is to encourage consideration, planning and management of health and safety at every level and activity, and communication to the departmental Health and Safety Committee for further input if necessary. Where a matter cannot be resolved locally or may have faculty or College-wide implications, then this may be escalated to the Faculty Management Committee and possibly to the College Health, Safety and Environment Committee.

Purpose of College Health and Safety Committees

1. The purpose of the College's various health and safety committees is to help ensure that health and safety matters are discussd at the correct level and by the right persons, that everyone can contribute to the most appropriate committee, and that outcomes are available to all those who are affected, via the publishing and distribution of minutes.  For example, where the College is based on campuses where other employers are present, then their representatives are invited to join the relevant College Campus Health and Safety Committee.

2. The College's Health and Safety Environment Committee and the Health and Safety Consultative Committee, have been established to meet this essential communication requirement and to meet the legal requirement for management input, employee representation and Trade Union consultation.  Both these committees are serviced by the College Secretariat, and their arrangements, Term of Reference, composition, minutes and meeting dates may all be found on the relevant Secretariat webpages.

3. The College Nuclear Committee and the College's Genetic Modification Safety Committee also meet specific legal requirements.  Further specialist committees will be established to meet statutory requirements where necessary.

4. The communication structure and arrangements for other College, Departmental/Divisional health and safety related committees along with their agendas, are described below.

Imperial College Health and Safety Management Communication Structure

printable pdf of Health and Safety Management Communication Structure

Nuclear Safety Committee

Preamble

1. The Nuclear Safety Committee is constituted under the Nuclear Site Licence issued by the Health and Safety Executive (HSE) under the Nuclear Installations Act 1965, as amended.  Its Terms of Reference and Arrangements for Handling Urgent Safety Case Proposals ( ) are produced to meet the mandatory requirements of Site Licence Condition (LC) 13(2) for the CONSORT Research Reactor at the Silwood Park Campus. This document provides an executive summary of the full procedure.

2. LC 13(2) requires the Licensee and the Operating Body, the Imperial College of Science, Technology and Medicine, to set up and maintain a senior level committee to consider and advise the College on all matters which may affect safety on or off the licensed site.

3. The [Director of Risk Management] is the nominated representative of the Licensee, responsible to the Chief Operating Officer, the Rector and the Governors of the College for ensuring that it is complian t wit h the conditions of the Licence.  The Director of Reactor Operations and Safety is responsible for operations on the Licensed Site and is the Licensee’s representative on the Licensed Site.  The Director of Reactor Operations and Safety provides the [Director of Risk Management] with regular reports on all regulatory matters.

4. The Nuclear Safety Committee’s function is advisory, not executive.  It comprises a group of suitably qualified and experienced technical experts drawn from:

a. Within the College but outside the Reactor Centre Operating Team.

b. Outside the College and not employed by it (external members).

c. Members of the Operating Team.

5. The Licensee, through the Director of Reactor Operations and Safety, is required to notify the HSE as soon as is practicable if he or she intends to reject all or any part of the advice proffered by the Nuclear Safety Committee.

Terms of Reference

6. To con sider and advise on matters which affect the safe design, construction, commi ssioning, operati on and decommissioning of installations on the Licensed Site.

7. To consider and advise on any o ther matters releva nt to Reactor safety on or off the Licensed Site.

Constitution

Chairman

To be appointed by the [Director of Risk Management] in his capacity as the College representative of the Licensee.

Members

The Director of Reactor Operations and Safety ex officio

Not less than seven members to be appointed so as to ensure there is an appropriate range of expertise for the Committee to advise authoritatively upon the safety, particularly nuclear and radiological, of all the activities undertaken on the Nuclear Licensed Site.  Details of the appointees shall be furnished to the HSE in accordance with LC 13(5). The HSE may write to the Licensee to notify the College that it does not agree to an appointment.

Not less than one external member.

Secretary

To be appointed by the Director of Reactor Operations and Safety

Reporting

8. The Nuclear Safety Committee advises the Operating Body through the Director of Reactor Operations and Safety and the [Director of Risk Management]. The Nuclear Safety Committee provides a non-protectively marked summary (2) of this advice to the Health and Safety Management Committee.  Where issues discussed by the Nuclear Safety Committee relate to impacts on the Reactor from other parts of the College or impacts by the Reactor on other parts of the College, its advice is also made available to:

a. The Silwood Park Campus Health and Safety Committee through the Director of Reactor Operations and Safety and the Reactor Safety Officer, whose duties require them to have membership of the Nuclear Safety Committee and the Silwood Park Campus Health and Safety Committee.

b. The Health and Safety Management Committee and the Health and Safety Consultative Committee through the Director of Risk Management, whose duties require him or her to be a member of these Committees.

(2) Where items discussed by the Committee relate to sensitive information as specified within the Office for Civil Nuclear Security guidelines “Finding A Balance: Guidance On The Sensitivity Of Nuclear And Related Information And Its Disclosure” these items will be covered within a protectively marked annex, with distribution and storage tightly controlled within the procedures laid out in the Reactor Security Plan.

Meetings

9. Frequency of Meetings. The Committee will meet as often as is necessary to achieve the continued safe operation of the Reactor and its facilities, through to decommissioning and de-licensing. This will normally entail meetings in the Summer and Winter Terms, but in any case at least once a year.

10. Attendance by Non-members. Other persons, who are not ‘experts’ and do not meet the requirements for competency to be able to offer formal advice to the Licensee, may be invited to attend Committee meetings from time to time.  Such persons may include senior members of staff of the College, contractors working on projects, trades’ union representatives, health and safety representatives and student and staff representatives.

11. Consultation Outside Meetings.

a. In accordance with LC 13(11), if a safety matter (such as a serious Category 1 or 2 incident) requires urgent consideration and it is impractical to convene a formal meeting of the Committee, with the agreement of the Chairman, the Director of Reactor Operations and Safety shall confer outside a meeting with as many members as possible by the most practical means (post, e-mail, fax, telephone, personal meeting or video-conference) to take advice on “urgent safety proposals”.  This procedure is only to be used for matters of safety and not for the purposes of efficiency or convenience of operations. At least one of the members so consulted must be an external member.  A synopsis of all advice received shall be circulated to all members for comment, where practicable, before action is taken.  Members’ advice and comments, together with the resolution of the problem, shall be reported to the HSE as soon as is practicable.  This report shall also be presented at the next scheduled committee meeting.

b. The Chairman and/ or the Director of Reactor Operations and Safety may also invite members to take part in ad hoc technical discussion outside the Committee, or to discuss specific topics where advice from the full Committee is not required, prior to the submission of papers to the Committee.

Quorum

12. In accordance with LC 13(4), the minimum Committee membership is seven members, of whom at least one must be an independent, external member.  The quorum for Committee meetings is five members, of whom at least one must be an independent, external member.

Reviews

13. The Chairman will review the membership of the Committee and its members’ updated CVs at least every two years to ensure that the range of expertise available remains adequate.

14. The [Director of Risk Management] shall review the appointment of the Chairman at least every five years in consultation with the Director of Reactor Operations and Safety and the incumbent Chairman.

Documentation

15. Papers and Minutes of the Nuclear Safety Committee shall comply with the documentation standards set out in ICRC/MP/01 “Documentation Standards”.

16. Where documents must be revised, the following criteria will be used for re-issuing the documents:

a. Where the revisions significantly affect safety arguments, the documents will be re-submitted to a further meeting of the Nuclear Safety Committee for consideration.

b. Where the revisions have mino r safety significance, or where the principles for the changes have previously been endorsed by the Nuclear Safety Committee, the documents shall be furnished to members and the endorsement of the Chairman obtained prior to re-issue.

c. Where the revisions have been endorsed at a meeting of the Nuclear Safety Committee, or are for clarification only, or have no safety significance, documents will be re-issued without further reference to the Nuclear Safety Committee.

Faculty Management Committees and the Support Services Committee

1. The Faculty’s senior Committee (usually the Faculty Management Committee or Principal’s Advisory Group) and the Support Services Committee must include in its terms of reference responsibility for monitoring the Faculty’s or Support Services’ Health and Safety Management Systems and for advising the Principal or Chief Operating Officer on health and safety matters as appropriate.

2. It must consider health and safety as a priority standing agenda item at each of its meetings.

3. It should receive reports on significant health and safety matters from the Faculty’s Departmental/ Divisional safety committees and from College Health and Safety Officers.

4. To receive reports from the College Health and Safety Commitees via representative members.

Departmental / Divisional Health and Safety Committee

1. Departmental/ Divisional Health and Safety Committees are a key part of the College’s health and safety advisory and monitoring framework. They are the forum for discussing operational issues and supplement the Department/ Division’s management arrangements for health and safety, but do not substitute for them.

Model Terms of Reference 

2. The remit of the Departmental/ Divisional Health and Safety Committee is to advise and assist the Head of Department/ Division in the effective discharge of his or her health and safety responsibilities and in this respect to:

a. Promote a positive health and safety culture by, for example:

(1) Ensuring effective communication of health and safety information eg. by transmitting relevant information from and to Faculty Management Committees and Support Services Committees.

(2) Disseminating best prac tice across the Department/ Division.

(3) On an occasional basis, conducting its own safety inspections and audits.

b. Monitor, review and advise on the local arrangements for the implementation of College health and safety policies, procedures and codes of practice.

c. Monitor, review and advise on the Department/ Division’s Health and Safety Risk Register, which sets out the principal hazards and risks present in the Department/ Division.

d. Monitor new initiatives and grant proposals being proposed by the Department/ Division, consider the health and safety implications of any new hazards which have been identified, and advise on the appropriate mitigating action.

e. Monitor, review and advise on the induction and specialist training provided for all Departmental/ Divisional staff, students, visitors and contractors.

f. Monitor, review and advise on the inspection and audit programme of the Department/ Division’s health and safety performance, receive the resultant reports and recommend action as appropriate.

g. Act as the Departmental/ Divisional forum for consultation with staff and students on health and safety matters

h. Ensuring that there is proper coordination, cooperation and communication with other users of shared and/ or adjacent space, for example through the consideration of reports from building user groups.

i. Monitor and review the arrangements for dealing with emergencies and the provisions for emergency evacuations, evacuation drills, first aid and reporting accidents, incidents and non-compliances.

j. Receive reports of accidents, near misses and work related health problems and monitor follow up action as appropriate.

k. Consider reports from trades’ union and employee safety representatives.

Link to Departmental/Divisional Health and Safety Committee agenda

Model Constitution

3. The Committee should be as compact as possible, compatible with the adequate representation of the interests of management and all staff and students.

4. The membership should be determined by the Head of Department/ Division and should include:

a. The Departmental/ Divisional Safety Officer.

b. Staff with specialist health and safety duties and/ or responsibilities.

c. Representatives of departmental / divisional management.

d. Trades’ Union Safety Representatives.

e. Representation from undergraduate and postgraduate students.

5. The Head of Department/ Division should always attend and will normally chair the Committee.

6. College Health and Safety Officers or their nominees have the right to attend meetings of any Departmental/ Divisional safety committee.

Reporting

7. The Committee shall report:

a. After each meeting by sending a copy of its minutes to the Faculty Principal, the Safety Director and the Director of Risk Management.  The minutes should also be made available to all Departmental/ Divisional staff after the meeting.

b. Annually through the Head of Department/ Division to the College Health and Safety Management Committee

Meetings

8. The Committee should meet regularly, normally at least once a term, and may meet more frequently at the discretion of the Chairman.

Campus Health and Safety Committees

1. On the campuses other than South Kensington work is often carried out by more than one Department/ Division and there is consequently a risk that, without careful liaison, gaps in health and safety coverage may occur between the Departments/ Divisions concerned. It is therefore essential that health and safety arrangements on these campuses are properly co-ordinated. This particularly applies on the medical campuses where there is a further need to co-ordinate health and safety arrangements with the associated NHS Trusts.

Model Terms of Reference

2. The Campus Health and Safety Committee’s primary role is that of advising and supporting the Campus Dean in discharging his or her responsibilities for facilitating and co-ordinating the work of the Departments and Divisions on the Campus. The Committee’s remit is to:

a. Promote a positive health and safety culture by, for example:

(1) Ensuring effective communication of health and safety information across the Campus.

(2) Disseminating best practice across the Campus.

b. Monitor, review and advise on the coordination of the health and safety arrangements for all of the College Departments/ Divisions, staff and students on the Campus.

c. Monitor, review and advise on the Campus Health and Safety Risk Register, which sets out the principal hazards and risks present on the Campus

d. Monitor, review and advise on the campus-wide safety controls, such as fire precautions, emergency evacuation drills, first aid, waste disposal arrangements, statutory licences and electrical testing reg imes.

e. Receive reports of accidents, near misses, non-compliances and work related health problems and monitor follow up action as appropriate.

f. Facilitate liaison with the local NHS Trust and/ or other external organisations represented on the Campus.

g. Act as the Campus forum for consultation wi th staff and students on health and safety matters.

h. Assist with the preparation of the Campus annual repo r t on health and safety.

i. Assist with the development, co-ordination and, where necessary, i mplementation of the Campus Disaster Recovery Plan.

Model Constitution

Chairman

The Campus Dean

Members

Three senior academic representatives nominated by the Campus Dean to represent the Departments/ Divisions with a presence on the Campus.
The Campus Administrator, ex officio
The Departmental/ Divisional Safety Officers of the Departments/ Divisions with a presence on the Campus, ex officio.
Representatives from other employers with a presence on the Campus (e.g. NHS Trust, MRC, GSK).
Where appropriate the relevant Faculty Safety Manager, ex officio.
The Chair of the Campus GM Safety committee, ex officio.
Where appropriate the Chair of the Campus Radiation Safety committee, ex officio
A representative of the Facilities Management Division (normally the relevant Building Manager)
A representative of the Security Department based on the Campus
Where appropriate, representatives from Central Biomedical Services and any other Support Service Divisions with a presence on the Campus
Trades’ Union Safety Representatives
A representative of the Imperial College Union.

In attendance

The Radiation Protection Officer
The College Safety Director, or nominee
The Director of Occupational Health, or nominee
The College Chief Fire Officer, or nominee

Secretary

Nominated by the Campus Dean

Reporting

3. The Committee shall report:

a. After each meeting by sending a copy of its minutes to the Hea d of each Department / Division with a presence on the Campus and to the relevant Faculty Principals.  The minutes sho uld also be made available to all campus staff after the meeting.

b. Annually to the College Health and Safety Management Committee.

Meetings

4. The Committee shall meet regularly, normally at least once a term, or more frequently at the discretion of the Chairman.

SPECIALIST COMMITTEES

College Ionising Radiation Safety Committee

1. The College Ionising Radiation Safety Committee’s remit is to ratify and endorse the implementation of radiation protection policy.  It assists in the formulation of radiation protection compliance statements and endorses radiation protection Codes of Practice and Guidance.

Terms of Reference

2. To develop and keep under review the College’s policies, procedures and codes of practice for radiation protection, including:

a. The College Ionising Radiations Policy

b. Radiation Protection Compliance Statements

c. Ionising Radiation Codes of Practice and Guidance

3. To ensure that the College complies with such authorisations, registrations and management conditions as may be set by the Ionising Radiations Regulators  and that the advice provided by the Radiation Protection Manager on these requirements is formally adopted and implemented by the College.

4. To consider the potential environmental impact of work involving ionising radiation at the College.

5. To consider the security of radioactive materials held at the College.

6. To advise on the arrangements for disposing of radioactive waste materials held at the College.

7. To advise on the radiation protection training requirements of staff and students who will be carrying out work involving radioactive materials.

Constitution

Chairman

The College Safety Director

Members

The College Radiation Protection Adviser, ex officio.
The College Radiation Protection Officers, ex officio.
Three Departmental/ Divisional Safety Officers from Departments/ Divisions in which work involving ionising radiations is carried out.
Three Departmental/ Divisional Radiation Protection Supervisors with particular skills or experience that are useful to the Committee.
A member of staff from the Reactor Centre, appointed by the Director of Reactor Operations and Safety

Secretary

The Assistant Radiation Protection Officer

Reporting

8. The Committee is to provide an annual Report to the College Health and Safety Management Committee.

Meetings

9. The Committee is to meet at least twice a year.

Quorum

10. The Quorum for the Committee is to be the Chairman, the College Radiation Protection Adviser or a Radiation Protection Officer and at least two other members. 

Campus Genetic Modification Safety Committees

1. The Genetically Modified Organisms (Contained Use) Regulations place a statutory duty on the College, as an employer wishing to conduct activities involving genetic modification, to establish a Genetic Modification Safety Committee (GMSC) prior to commencing these activities. The College has a number of GMSCs, each representing GM Centres registered to conduct GM activities.

Terms of Reference

2. To advise on and review in detail new and amended GM activities on the campuses covered by the Committee.

3. To review in detail the risk assessments presented to the Committee, confirm their accuracy and ensure that they have been completed in accordance with the GMO (Contained Use) Regulations and Advisory Committee on Genetic Modification Compendium of Guidance (ACGM).

4. To determine whether the containment facilities, as indicated by the risk assessment, are available and appropriate.

5. To advise on the genetic modification safety training requirements of staff and students who will be carrying out GM work.

Constitution (3)

Chairman

The Chairman should be an academic member of Imperial College staff nominated by the GMSC and formally appointed by the Campus Dean in consultation with the Safety Director.

Members

Principal Investigators carrying out work involving genetic modification on the campuses covered by the Committee(4)
The Biological Safety Officer(s) of the Departments/ Divisions carrying out GM work on the campuses covered by the Committee.
Representatives of the Technical staff of the Departments/ Divisions carrying out GM work on the campuses covered by the Committee.
The College Genetic Modification Safety Officer (GMSO), ex officio.
The Departmental/ Divisional Safety Officers of the Departments/ Divisions carrying out GM work on the campuses covered by the Committee.
Representatives from other employers potentially affected by the GM work on the campuses (e.g. NHS Trust, MRC, GSK).

In attendance

The Principal Investigator or representative from any project group intending to carry out a particular GM activity.

Secretary

The College Biological Safety and Radiation Protection Administrator

(3) The Chairman and members must be familiar with:
• GMO (Contained Use) Regulations.
• ACGM Compendium of Guidance.
• Advisory Committee on Dangerous Pathogens (ACDP) “The management, design and operation of microbiological containment laboratories” ISBN 0 71762034 4.
• Control of Substances Hazardous to Health Regulations (COSHH).
• All other relevant publications.

In addition, the Chairman must:
• Be trained by the GMSO.
• Ensure that each application is dealt with in an unbiased manner.
• Provide technical advice regarding proposed GM projects.
• Issue red rejection forms to the Principal Investigator following a GMSC meeting and ensure that the risk assessment form has been amended as requested.
• Issue green approval forms to the Principal Investigator following the successful submission of a GM risk assessment form to the GMSC.

(4) The number and choice of Principal Investigators is to be determined by the Committee depending on the range and quantity of GM activities being carried out on the campuses concerned and the competencies of the individual Principal Investigators. 

Reporting

6. The Committee shall report after each meeting by sending a copy of its minutes to the Head of each Department/ Division carrying out GM work on the campuses concerned and to the relevant Departmental/ Divisional Administrators and Departmental/ Divisional Safety Officers.

Meetings

7. The Committee should meet regularly, normally at least once a term.

Building User Groups

1. The Facilities Management Division is responsible for maintaining, altering, upgrading and servicing the College’s estate, managing these duties locally through dedicated Building Managers and specialist teams. Services are delivered through a mixture of in-house and contracted resources.

2. Building User Groups are established by the Facilities Management Division as local forums, in which key building occupants can monitor and influence the delivery of the Facilities Management function to enable the local Facilities Management team to provide a quality service.

Model Terms of Reference

3. The  Building User Group’s remit is to:

a. Identify and prioritise the business critical facilities requirements of the building’s occupants.

b. Identify and allocate responsibilities for the performance of maintenance, testing, repair and soft services between the Facilities Management Division and De partments/ Divisions with in the Building.

c. Assist i n the planning and logistical delivery of building or service related activities.

d. Consider the impact of any new activities on the building╠Á 7;s operation and function s.

e. Review the effectiveness of the services provided by the Facilities Management Division and suggest ways of improving them.

f. Ensure that health, safety and environmental issues related to the operation of the building and its services are identified, considered and reviewed.

g. Complete the Building User Checklist, identify and prioritise actions arising from it, allocate responsibilities for completing these actions, monitor their implementation and review the Checklist annually.

h. Keep under review the hazards survey and emergency response plan for each building.

Standing Agenda  Items

4. The following issues are to be considered at each Building User Group Meeting as Standing Agenda Items:

a. Departmental issues affecting the other building users

b. Health and Safety (including new hazards).

c. Fire.

d. Security.

e. Environmental Issues, including energy, cleaning and waste management.

f. Maintenance, testing and repair.

g. New Projects and Refurbishments (including those conducted by other employers on the same site).

h. Tenant Issues (new tenants, induction, exchange of information on hazards).

i. Relocations.

j. Accident and Incident Reports.

k. Building Checklist Issues and Progress.

l. Any Campus-wide issues affecting the Building.

Model Constitution

Chairman

The Building Manager for the Building or Campus

Members

Departmental/ Divisional representatives nominated by the Heads of Department/ Division represented in the building.
The Maintenance Team Leader (where applicable)
The local Catering Supervisor (where applicable)
Representative(s) from maintenance contractor(s) (where applicable)

Reporting

5. The Group shall report after each meeting by sending a copy of its minutes to the Head of Building Operations, the Head of each Department/ Division with a presence in the building and to the relevant Campus Dean  and Faculty Principals.  Copies of the minutes will also be sent to the Safety Director and the Director of Risk Management.

Meetings

6. Building User Groups shall meet at least once a term. 


Revisions:
ToR and nomenclature for Health and Safety Committee amended November 2008.

Preamble, Organogram, Health, Safety and Environment and Consultative Committees arrangements amended March 2014