Health and safety policy

The University considers that the health and safety of its employees and that of others who may be affected by University activities are of vital importance to all business operations.

The Senior Managers of Birkbeck, University of London:

• accept their responsibility to manage health, safety and welfare, will lead by example and ensure that all activities are planned, organised, monitored and managed with full consideration to health, safety and wellbeing;
• will take such measures as are required to ensure that our statutory duties are met; and,
• will promote a culture where health, safety and wellbeing is accepted as being of equal importance to other performance indicators and incorporated as an integral part of all University practices and activities.

The achievement of this policy requires commitment and co-operation from employees at all levels by working in a safe manner, taking reasonable care to avoid accidents to themselves and others, and by adhering to University health, safety and welfare policies, systems, procedures and instructions.

The importance of working safely is recognised. Employees at all levels are provided with training, information and other support as necessary to enable them to safely carry out their work activities.

The University regularly reviews the management of health, safety and wellbeing. It sets performance standards and objectives and measures actual performance against these as part of a commitment to a continuing improvement in performance.

This policy is supported as necessary by policies on specific subjects. The second part of this policy details the organisational structure for the management of health and safety, the general responsibilities and sets out the general arrangements for implementation of this policy.

This policy will be reviewed at least annually and revised where necessary.

Professor Sally Wheeler

Vice-Chancellor

This policy applies to all permanent and fixed-term employees at Birkbeck, University of London, regardless of length of service, during their employment with the University. This policy also applies to students, workers and contractors or visitors who are protected by our Health and Safety procedures.

The following aims and objectives focus on the University's core health and safety activities to meet legal requirements and prevent work related accidents and ill health:

1. To provide a safe and healthy University in which employees, students and others take a proactive approach to health, safety and wellbeing

To achieve this aim we will:

• maintain health and safety policies and plans that take account of legislative and organisational requirements
• implement new and creative ways of engaging and educating employees and students on health and safety
• develop a profile of operational health, safety and fire risks across the University as part of the development of local risk registers
• ensure there are suitable and sufficient arrangements in place for the management of the operational health, safety and fire risks identified on the risk register
• create a safe and healthy physical working environment which supports and enables employees and students to reach their full potential.

2. To embed health and safety as a core value in everything we do

To achieve this aim we will:

• work collaboratively, to develop health and safety arrangements that support the University's Strategic Plan and embed health and safety into the University’s management systems and processes.

3. To ensure that we have governance arrangements in place that enable us to demonstrate compliance with health and safety and fire safety legislation.

To achieve this aim, we will:

• improve health and safety record keeping, to support managers and leaders in meeting their health and safety responsibilities
• monitor health and safety performance to provide assurance on the management of significant risks to the health and safety of employees, students and others affected by the University’s activities.

The arrangements for implementing this policy are detailed in relevant University policies, procedures, codes of practice and guidelines and specific health and safety standards covering a range of activities.

Health and safety standards include policies, codes of practice, local rules, procedures and risk assessments which detail how we do things safely and meet legal obligations for health and safety. Because of their legal status, they are mandatory and therefore it is important that managers and employees follow them.

Standards covering the whole University can be found on the University's website. Policies relating to premises health and safety risks are produced by Estate Management. Individual departments may also produce health and safety standards covering risks arising from their work.

Our Health and Safety Plan which details specific actions to be taken to meet the aims and objectives of this policy has also been produced and will be reviewed on a twice-a-year basis. The plan focuses on the University's core health and safety activities and ensures that they promote a healthy and safe environment for all, meet legal requirements and prevent work-related accidents and ill health.

The Health and Safety at Work Act 1974 (HASWA1974) places a duty on an employer to ensure, so far as is reasonably practicable, the health, safety and welfare of all employees and others (including students, visitors, contractors) who may be affected by its acts or omissions. This includes the provision and maintenance of safe plant, machinery, equipment, and safe systems of work.

Although ultimate responsibility for compliance rests with employers, every employee has a responsibility to ensure that no one is harmed because of their acts or omissions during the course of their work.

The Health and Safety Executive (HSE), with local authorities (and other enforcing authorities), is responsible for enforcing the HASWA1974 and a number of other Acts and Statutory Instruments relevant to the working environment. Under the HASWA1974, there are a suite of specific regulations related to provisions for health, safety, and welfare at work. These are not all listed here; however, the University is committed to meet its statutory duties under these regulations.

The Management of Health and Safety at Work Regulations 1999 require an employer to suitably assess work-based activities and implement any appropriate controls to manage potential risks to the health, safety and welfare of employees and others (including students and visitors). Breach of these legal duties can constitute a criminal offence and could lead to prosecution, resulting in a fine and/or a term of imprisonment.

This policy sets out general, overarching responsibilities. Other health and safety standards give details of more specific actions employees, line managers, heads of department and others need to take to meet their responsibilities. Further information on these can be found within this section of the policy.

It is important that everyone understands their responsibilities and what they have to do to meet them.

Governors have ultimate responsibility for the strategic direction of the University and the health and safety impact of policy decisions. Decisions taken by Governors must comply with health and safety legislation and the University’s Health and Safety Policy.

Governors are responsible for:

• demonstrating their commitment to the achievement of high standards of health and safety
• approving the University's policy and strategy on Health and Safety
• seeking assurance on the effectiveness of risk controls for significant health and safety risks to the organisation
• ensuring that adequate resources are allocated to ensure the effective management of health and safety risk
• as necessary, seeking competent health and safety advice before making a decision that may affect the health and safety of employees and students
• ensuring that appropriate arrangements are in place for the effective management of health and safety, for monitoring operational health and safety performance and for ensuring appropriate consultation on health and safety issues that affect employees and students is undertaken
• ensuring that they are kept informed about significant health and safety risks and issues
• receiving reports on the health and safety performance of the University, to enable Governors to monitor and evaluate the implementation and effectiveness of the University’s Health and Safety Policy and arrangements for risk control. Also to receive ad hoc reports, as required, to enable them to be kept informed of and alert to significant health and safety risks to the University and relevant health and safety management issues.

The Vice-Chancellor has delegated authority for the academic, corporate, financial, estate and personnel management of the University.

As the most senior employee responsible for the implementation of the University’s Health and Safety Policy, the Vice-Chancellor has overall accountability to Governors for health and safety at the University.

University Strategy Board (USB) has delegated authority from Governors for the effective implementation of the University’s Health and Safety Policy. All members of USB are collectively and individually responsible for the overall health and safety management of the University. Their responsibilities are to:

• demonstrate, through their leadership actions, that they are committed to the achievement of high standards of health and safety
• ensure that health and safety risks are identified as part of the University's risk registers and the planning of new projects and strategic plans
• review significant health and safety risks (through oversight of the Risk Management Group (RMG)), seeking assurance from the risk owners on the effectiveness of risk controls
• agree and keep under review a University-wide Health and Safety Plan, which details how the objectives of this policy will be met
• ensure that employees or their representatives are consulted in good time on any health and safety issues that affect them, including at the planning stage of new projects
• ensure that adequate resources are allocated to the effective management of health and safety risk
• ensure that they and Governors are kept informed of and alert to significant health and safety risks to the University and relevant health and safety management issues
• ensure that Governors are advised of the potential effect on the health and safety of employees and students of their strategic policy decisions
• receive an annual report on the health and safety performance of the University, and ad hoc reports, as required, to enable them to be kept informed of and alert to significant health and safety risks to the University and relevant health and safety management issues
• establish sub-groups to enable operational health and safety performance to be monitored effectively and to bring issues to the attention of USB as appropriate.

Ensure due consideration is given to health and safety risks and requirements in strategies and policies for research activity.

Ensure due consideration is given to health and safety risks and requirements in strategies and policies for curricular and extra-curricular educational experience.

Executive Deans are each responsible for strategic leadership and management of their faculty. This includes ensuring the effective implementation of the University's Health, and Safety Policy and standards throughout the faculty. They are responsible for:

• ensuring that the strategic plans of faculties take account of health and safety risks
• ensuring that significant health and safety risks arising from the work of the faculty are identified and recorded in the University's operational risk register and monitoring the effectiveness of risk controls
• keeping the Vice-Chancellor, and USB, informed of significant health and safety risks in their faculty
• ensuring that Heads of School are competent to carry out their health and safety responsibilities
• monitoring the implementation of the Health and Safety Policy and Plan in their faculty and ensuring that Heads of School are meeting their health and safety management responsibilities
• monitoring, and where necessary reporting to the Health and Safety Committee, USB and/or Governors on, the health and safety performance of their faculty, including the reporting of any significant health and safety concerns that cannot be resolved.

Heads of School are each responsible for:

• ensuring that health and safety is considered as part of the planning of new educational and student employability activities and projects, seeking competent advice where there may be a significant effect on the health and safety of employees or students
• keeping the Executive Dean and Pro-Vice-Chancellor Education and Student Experience alert to significant health and safety risks arising from educational and student employability activities.

The Chief Property Officer is responsible for ensuring that all premises used and owned by the University are maintained in a safe condition and are fit for purpose, and that statutory requirements relating to buildings, grounds and services are met. This includes:

• ensuring that the University’s responsibilities under the Construction (Design and Management) Regulations are met and that construction and refurbishment projects meet the health and safety needs of the University
• taking overall responsibility for the strategy, implementation and review of the University's Legionella Management Plan and Asbestos Management Plan
• ensuring that the health and safety competence of contractors appointed to assist with the implementation of the capital programme, or the carrying out of construction and maintenance is assessed and monitored
• ensuring that co-operation, co-ordination and communication takes place to minimise risks to contractors from the University's activities, or risk to building users, from contractor activities
• ensuring that health and safety responsibilities are clearly defined in tenancy agreements and that co-operation and co-ordination takes place with tenants, to ensure that statutory health, safety and fire requirements are met
• identifying hazards relating to the built environment that present significant health and safety risks if they are not adequately controlled. Recording them in the appropriate operational risk register and monitoring the effectiveness of their risk controls. Where necessary, alerting senior managers to failures in risk control.
• maintaining appropriate security arrangements, in accordance with the assessed health, safety and security risk
• ensuring that regular health and safety inspections are undertaken in common areas, including plant rooms and other areas under the control of Estate and Facilities Management
• monitoring the condition of the University's premises and services (including arranging statutory inspections, examinations and tests) and undertaking a risk-based programme of maintenance and repair within available resources
• ensuring that the responsibilities and arrangements for health and safety are included as part of agreements for letting or sharing University premises
• notifying USB of projects or significant premises maintenance issues that require additional resources for health and safety reasons.

The Director of Estates Operations will:

• provide competent fire safety staff who can give specialist advice, direction and, as appropriate, management to the University and its subsidiaries on fire safety precautions and the implementation of the Regulatory Reform (Fire Safety) Order
• ensure the University and its subsidiaries are supported in undertaking and organising fire risk assessments
• ensure provision of fire safety training to students and employees of the University, and employees of its subsidiaries
• ensure adequacy of fire protection arrangements across the University
• support Health and Safety Manager on the submission of estates-related reports and investigations.

The Director of Human Resources is responsible for:

• ensuring that the University's Human Resources policies, procedures and codes of practice support the provision of a good working environment and supportive culture to the benefit of employee health and safety and the University
• supporting the development of management and leadership capability to enable the effective management of people and implementation of Human Resources policies
• monitoring the implementation and effectiveness of the University’s Human Resources policies, procedures and codes of practice.

The Chief Financial Officer is responsible for:

• ensuring that purchasing systems consider health and safety issues and place responsibility on the purchaser to consider health and safety when planning the purchase of equipment, substances or services.

All employees are responsible for:

• looking after their own work-related health and safety and the health and safety of others affected by their work activities
• co-operating with the University by following safe working practices and carrying out their health and safety responsibilities as detailed in this and other University health and safety-related policies and standards
• timely reporting of accidents, work-related ill-health, health and safety related incidents, hazards, near-misses or inadequacies in health and safety procedures, in accordance with their departmental and University procedures
• taking part in any health and safety training and development identified as necessary by the University, their department or line manager
• using work equipment safely and in accordance with instructions and/or training
• ensuring that activities, events or projects (including research projects) that they organise that involve employees, students, contractors, volunteers or other visitors to the University, are risk-assessed as part of the planning stage and suitable control measures implemented
• seeking advice if they feel they require additional training to enable them to undertake their role safely and carry out their responsibilities.

In addition, employees may be given specific health and safety-related roles or responsibilities. These may be detailed in their department or faculty health and safety management statement, their job description or other University health and safety-related policies.

All employees are responsible for contributing to the health and safety education of students, whether this be through educational activities, involving them in the safe design of research projects or student events, or leading by example in exhibiting safe behaviours.

Academic employees and academic supervisors and employees who organise activities and events for students are responsible for the health and safety of students whilst they are under their supervision. This includes ensuring that they understand the risks associated with academic or educational activities and follow health and safety instructions.

Principal Investigators (PIs) are responsible for the health and safety management of research work under their control. They must ensure that risks are assessed during the planning of research proposals, costs of implementing risk control measures are taken account of in funding, and that risks are kept under review throughout the project.

Principal Investigators are also responsible for the health and safety of the employees they line manage and research students under their supervision during the research project. This includes:

• ensuring employees and students are given appropriate information, instruction and training, to enable then to carry out tasks assigned to them safely and without risk to health
• the health and safely induction of new employees
• co-ordination and communication with co-investigators, employees and others affected by research activities to enable health and safety risks to be effectively managed
• ensuring risk assessments are carried out and the control measures recorded and implemented
• monitoring and reviewing health and safety risk assessments and safe working procedures relating to the project in response to changes to research plans as a part of regular project review.

Students are responsible for:

• looking after their own health and safety and the safety of others who may be affected by their actions whilst on the University’s campuses or undertaking activities (e.g. fieldwork, work/study placements) under the supervision of the University
• following the University's and their faculty's health and safety standards and requirements. Also, for following any instructions given to them by an employee of the University for their health and safety.
• reporting any related health and safety incidents or concerns (including accidents, ill-health, near-misses and premises hazards) in accordance with their faculty and University procedures
• taking part in any health and safety training identified as necessary by the University, their school or their academic supervisor
• not intentionally interfering with or misusing equipment or resources provided for fire or health and safety protection.

NOTE: Students carrying out work for the University either under contract of employment (for example Associate Lecturers) or as part of training for employment will be treated as employees under this Policy.

Line managers and supervisors are responsible for the implementation of the Health and Safety Policy in their area of responsibility. As a general rule, the direct responsibility of managers for health and safety is determined by the extent to which they have authority to take action. That is, if they have the authority to make a general decision about some aspects of the work, they are responsible for the health and safety implications of that decision.

Their responsibilities include:

• positively promoting high standards of health and safety
• making sure that those managers, supervisors and employees within their area of responsibility carry out their health and safety responsibilities
• effectively communicating relevant health and safety information to their employees and others affected by their work activities
• consulting employees and their safety representatives on risk assessments and on changes to their working practices that may substantially affect their health and safety
• sharing information and co-ordinating arrangements for controlling health and safety risks arising from their activities which may affect other departments, employers' employees, contractors, or users of the University's premises
• making sure that employees within their area of responsibility are competent in health and safety, and capable of meeting their health and safety responsibilities
• making sure the Health and Safety Policy and relevant health and safety standards are implemented in their area of responsibility
• supporting their Head of School/Department in the development and review of risk assessments and health and safety standards
• ensuring risk assessments are carried out and implemented in their area of control
• advising their Head of School/Department on hazards which, if not adequately controlled, present significant health and safety risks to the organisation. Keeping them informed on the effectiveness of risk controls and alerting them to failures of risk control.
• ensuring equipment and substances provided for use at work are fit for purpose, used safely and maintained in a safe condition
• carrying out regular monitoring and review to ensure that the work environment is safe and that employees are meeting their responsibilities and working safely
• as appropriate, informing their manager, DSC/HOO, or the Health and Safety Manager of any health and safety concerns that they cannot address, including the need to review risk assessments or health and safety-related standards
• taking account of the effect of work on employee health and the health of the employee on work when delegating work and assessing health and safety risks.

Safety Co-ordinators support their Executive Deans and Directors of Professional Services with implementation of the Health and Safety Policy and arrangements in their department. The Safety Co-ordinator role within faculties is undertaken by Heads of Operations.

Safety Co-ordinators are responsible for:

• supporting the Executive Dean or Director on the development, review and revision of the faculty or department's health and safety management statement
• acting as the main point of contact between the faculty/department and Health and Safety Manager (H&SM) on matters affecting health and safety in the faculty/department
• ensuring that health and safety concerns raised by employees are taken to the appropriate person/section for action (for example Executive Dean, Director, Estate Management, or H&SM)
• ensuring that where relevant the Executive Dean or Director of Professional Services and other managers and team leaders are kept informed of health and safety issues (for example by including them on the agenda of management group meetings)
• communication and consultation on health and safety. ting up and keeping under review departmental arrangements for:
  • communication and consultation on health and safety
  • health and safety induction and training of employees and students
  • first aid
  • fire and emergency evacuation
  • portable electrical appliance testing
  • risk assessment
  • display screen equipment (DSE) assessment
  • reporting of health and safety incidents, hazards and concerns
  • monitoring health and safety (including inspections and health and safety incident investigations).

In addition, Safety Co-ordinators are responsible for:

• supporting their Executive Dean or Director in co-ordinating the development, review and revision of activity risk assessments and health and safety standards
• keeping up to date with health and safety requirements and best practice relating to the risks that impact on their faculty/department
• providing advice on health and safety matters within their department, insofar as it is within their level of competence to do so
• assisting with monitoring health and safety and incident investigation.

Health and Safety Manager (H&SM) is responsible for health and safety management; Human Resources are responsible for occupational health management. Both work together with the University community to enable the continuous improvement of health and safety, providing competent occupational health and safety advice and assistance to the University in accordance with the Management of Health and Safety at Work Regulations.

Health and Safety Manager is responsible for:

• advising the University's leaders on health and safety strategy and planning
• providing health and safety advice and support to Executive Deans, Directors, managers, supervisors and Health and Safety Committee, enabling them to meet their health and safety responsibilities
• examining new legislation and best practice guidance and advising on the practical application to the University's activities
• developing and keeping under review University-wide health and safety policies, standards and guidance, and advising Safety Co-ordinators on the development of departmental health and safety codes of practice and local procedures
• supporting the University's governance processes by advising on the University's health and safety risk profile, establishing systems for the monitoring and review of health and safety performance and delivering a programme of health and safety audits
• advising on health and safety competence and capability, and organisational training and development needs
• development and delivery of health and safety training to suit organisational needs
• producing health and safety performance data and supporting the development of performance reports
• promoting and communicating health and safety to the University community
• support the University and its subsidiaries in carrying out fire risk assessments
• provide fire safety training to employees and students of the University
• co-ordinate regular fire evacuation drills and maintain appropriate records
• provide advice and guidance for staff and student Personal Emergency Evacuation Plans (PEEPs).

5.3.1 Biological safety

The following roles are defined in detail in the School of Natural Sciences Code of Practice for Safe Working in Laboratories for the Malet Street Main and Extension Buildings and School of Natural Sciences Code of Practice for Work in Genetic Modification Laboratories:

5.3.2 College Biological Hazards Safety Officer (CBHSO) and College Genetic Modification Safety Officer (CGMSO) - advises on technical requirements and procedures to enable the University to meet statutory requirements in relation to biological hazards and genetic modification (GM); and submits approved GM schemes of work to the Health and Safety Executive (HSE);

5.3.3 School Genetic Modification Officer (SGMO) - advises the faculty on all matters relating to genetic hazards and appraises all GM schemes of work before they are sent to the CGMSO; Co-ordinates day to day operational activities and pre-screen local issues before they are sent to the CGMSO or GMSC; Confers with CGMSO as to whether Class 1 activities can be signed off or should be escalated to the Sub-Committee. They may obtain expert competent technical advice where appropriate.

5.3.4 Genetic Modification Sub-Committee (GMSC) – The Executive Dean of Science chairs the Genetic Modification Sub-Committee. The GMSC gives final approval for the risk assessments and schemes of work for biological agents and genetically modified organisms. The GMSC reviews in detail experimental proposals involving genetic modification prior to approval as required by the appropriate legislation. The GMSC secretariat is responsible for submitting relevant, approved GM schemes of work to the Health and Safety Executive (HSE). The GMSC reports to the Health and Safety Committee (HSC) and meets on a twice-yearly basis.