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Health and Safety Inspections (OBU-HAS-PROC-11.00)

1. Purpose

1.1 This procedure provides the University with a process to assist in its responsibility to provide a safe place of work and minimise risk to the health and safety (H&S) of individuals. All staff have a responsibility to report any health and safety concern in a timely manner.

1.2 The purpose of this procedure is:

To ensure that an appropriate level of proactive H&S monitoring is undertaken by the H&S department of higher hazard areas such as laboratories and workshops, lower hazard areas such as offices and communal areas and residential accommodation.

To provide an opportunity for the H&S department to further engage with staff and students regarding H&S issues.

To provide the framework for Faculties and Directorates to undertake H&S monitoring of their higher hazard areas.

2. Scope

2.1 This procedure applies to all areas of Oxford Brookes for which the University is responsible such as laboratories, workshops, plant rooms, offices, teaching facilities and communal areas including kitchens, corridors, toilets, storage rooms and outside areas.

2.2 The scope of this procedure is to provide a framework for proactive H&S inspections undertaken by competent staff, focused on certain basic criteria, compliance with which may be established by visual inspection of the environment and brief conversations with occupants. It is important to note that:

  • Regular and routine management to control hazards e.g. slips, trips and falls should be a daily function with immediate action taken to remove the hazards.
  • The purpose of a workplace inspection is to identify whether existing control measures are properly implemented or monitored. This would indicate the requirement to review the risk assessment control measures or in the absence of a risk assessment or the completion of one.

3. Definitions

3.1 HSWOC Health, Safety and Welfare Operations Committee.

3.2 HSWSC Health, Safety and Welfare Strategic Committee.

3.3 Lower Hazard Environment: These are typically areas such as offices, teaching rooms and communal spaces which are not classed as higher hazard environments.

3.4 Higher Hazard Environment: These are typically areas such as workshops and laboratories where activities are undertaken which are beyond those that would be undertaken in a lecture room or office.

4. Responsibilities

4.1 Pro-Vice-Chancellor Deans (PVC Deans) and Directors of Directorates are responsible for:

  • Ensuring processes are in place to support the completion of H&S inspections of their higher hazard areas (where they exist).
  • Reviewing inspection reports at their local H&S meetings/committees

4.2 The H&S Department are responsible for

  • Advising the Faculties and Directorates of the requirement to undertake inspections
  • Issuing the rota for inspections and distributing to all those concerned
  • Arranging and undertaking (along with Campus Services Managers - TBC) inspections of lower hazard areas/buildings
  • Ensuring the results of inspections are made available to the relevant Faculties/Directorates for inclusion in their H&S meetings/committees.
  • Communicating the results of inspections, they have undertaken, to the HSWOC & HSWSC
  • Monitoring the implementation of actions arising from High, Low and Residential Inspections.

4.3 Campus Services Managers are responsible for

  • Undertaking, with the Health & Safety Team, the Lower Hazard inspections
  • Completing those actions that it is their responsibility to address.

5. Training and competency

5.1 Where necessary, inspection training will be provided. Training requirements for those involved in workplace inspections will be kept under review.

6. Procedure

Lower Hazard Inspections

Personnel

6.1 Ideally, the following persons should be present for an inspection of a lower hazard environment:

  • A member of the H&S team who will liaise with the Campus Services Manager member to arrange an appropriate date/time.
  • The Campus Services Manager responsible for the building to be inspected

Frequency of lower hazard Inspections

6.2 It is anticipated that lower hazard areas will require a formal inspection once a year Where the inspection highlights significant H&S concerns the frequency may be increased.

6.3 Ideally, inspections should be carried out when areas are occupied by staff and students, to facilitate a true picture of conditions and practices

Documentation

6.4 When completing the inspection, the following form will be used. Additional questions may be added, as necessary, under ‘other items’ to satisfy local inspection requirements. The inspection report identifies areas that need action either by ECS or the Manager of those occupying the area. 

6.8 When completing the inspection, this form will be used. Additional questions can be asked depending on the local issues highlighted. Hard copy inspection forms will be retained electronically within the H&S filing system.

Residential Inspections

6.9 The Residential Services team undertake regular inspections of the properties they manage and this procedure does not replace these inspections. Inspections by the H&S team will involve taking a representative sample of each residential block and undertaking a visual inspection.

Personnel

6.10 Inspections will be undertaken by a member of the H&S team and a member of the Residential Services Team.

Frequency of Inspections

6.11 Each ‘block’ will be inspected once a year under this procedure. Where significant concerns are identified, additional subsequent inspections may be undertaken

Documentation

6.12 Residential inspections are to be completed using this form. Hard copy inspection forms will be retained electronically within the H&S filing system.

Inspections by Faculties/Directorates

6.13 Proactive monitoring the effectiveness of H&S controls ensures these remain operational and effective. These should be undertaken on a regular basis

6.14 An example inspection template is provided for inspections of laboratories and workshops illustrating the standard items that should be included in the inspection. It is recognised that there may be additional controls depending on the specific hazards of the area. These should be reflected in the local inspection form.

Frequency of Monitoring

6.15 Faculties/Directorates are best placed to determine the frequency of monitoring for their area based on the following criteria – this decision should be recorded within the local Organisation and Arrangements Document.

AreaRecommended Frequency
  • Presence of chemicals/workshop type machinery
  • Frequent/regular use of area by staff and/or students
Monthly
  • Areas without chemicals/ workshop type machinery or
  • Used on an infrequent basis
6 Monthly
  • Areas that are used on a very infrequent basis (less than once a month)
Used as a pre-use check of controls

6.16  Where there are safety concerns relating to the actions/behaviours of staff, students or visitors in the laboratory/workshop area, staff should notify the appropriate line manager/supervisor and their associated Health and Safety Advisor of their concerns.

7. Review

7.1 This procedure will be reviewed every three years or before if it is evident that changes are required.

8. References and Links

8.1  Lower Hazard Inspection form

8.2  Higher Hazard Inspection form

8.3  Residential Inspection form

8.4  Laboratory Inspection form

8.5  Workshop Inspection form