Kilmarnock College - Ayrshire · PDF fileKilmarnock College Annual Health, Safety & Wellbeing...
Transcript of Kilmarnock College - Ayrshire · PDF fileKilmarnock College Annual Health, Safety & Wellbeing...
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CONTENTS
Introduction 2
Executive Summary 3
Health and Safety Planning 4
Health and Safety Management System 4
Risk Register
Advice and Support
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The Role of the Health and Safety Facilitator 6
Health and Safety Training 6
Student Placements 7
Health, Safety and Wellbeing Committee 7
Consultation/Task groups 8
Policies and Guidance 8
Accident and Incidents 9
Health and Wellbeing 10
Enforcement Agencies 12
Future Direction 12
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Health, Safety & Wellbeing Annual Report: 2011- 2012
Introduction
The annual Health, Safety and Wellbeing report provides a summary of the College’s
health and safety performance for the 2011/12 academic year.
This report provides an overview of the work carried out by and on behalf of Kilmarnock
College. It highlights key projects undertaken, issues considered over the past year,
and reflects on Human Resource Service’s performance against the Kilmarnock
College and Human Resources Operating Plans.
The report also provides a summary of incident statistics for the period 2011- 2012,
based on the number of incident reports submitted to the Health, Safety and Wellbeing
Advisor.
The College has continued to raise awareness of a range of Health, Safety and
Wellbeing issues during the year through updates, publications and identification of
significant seminars. Wherever possible, the College has sought to collaborate with
other agencies working in the area of Health & Safety, and to engage in joint projects
that would benefit the FE sector.
This report also provides a summary of work that is currently on-going or planned for
the future. The College will continue to align its future Health & Safety activities to
changes taking place within the sector and nationally.
In March 2011, the Government established an Independent Review of Health and
Safety legislation to make proposals for simplifying the existing raft of health and safety
legislation. Since the report, several legislative changes have been implemented, these
include, the change to the reporting of accidents, otherwise known as RIDDOR. The
timeframe for reporting is now extended from 3 to 7 days.
The changes remove the duty to report in cases where the information is of little use or
better collected through other means, while still ensuring that sufficient, quality data is
available.
The proposals include self-employed people no longer having to report injuries or
illness to themselves, and the removal of both the duty on employers to report
dangerous occurrences outside of high-risk sectors/activities and requirements to report
most occupational diseases.
Health, work and well-being is a crucial part of delivering on the Government’s
commitment to improving the health and well-being of the working age population and is
a central element of the wider welfare reform agenda.
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'Health Work Wellbeing is a cross departmental partnership between the Department
for Work and Pensions, the Department of Health, the Health and Safety Executive and
the Scottish Executive. The programme aims to help reduce health inequalities and
social exclusion by demonstrating clearly that work helps people maintain and possibly
improve their overall personal health and well-being. The aim is to prevent people
becoming injured or ill; keep them healthy in work and provide accessible support to
enable them to remain in or return to work more quickly.
The College continues to promote Wellbeing themes in partnership with NHS Ayrshire
and Arran departments.
Regulator Action and Visits
Since the 1st October 2012, the HSE will now implement a charging system when
visiting a company as the result of an incident.
The tariff charged by the HSE for a visiting inspector is costed at £124.00 per hour, and
this will multiply by the number of inspectors present.
Due to a serious incident which occurred in October, the College received a visit from
HSE inspectors. An external contractor was electrocuted whilst maintaining a coffee
machine in the Fairtrade Café, he touched a live element and became attached to the
power source.
The HSE are still investigating the incident and have reassured the College that they do
not intend to take any action against the College. Their focus is centred on the
contractor’s employer ‘Tchibo Coffee Company’, and their methods of work. The
College insurance broker is aware of the incident.
Executive Summary
Kilmarnock College Strategic Plan and an annual Human Resource Services
Operational Plan, setting KPIs have set the direction and focus for the period 2011-
2012. Both provide a yearly focus on health and safety priorities; and reviewed where it
is felt that immediate matters require action.
All Safety Policies and Procedures were reviewed during August 2012 and are available
through the staff extranet site.
During this period, there were a number of familiarisation visits by Fire Precautions
enforcement officers to both Holehouse Road and COSE campuses.
An external audit of Health and Safety Management was undertaken by BDO in May
2012 and covered:
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• The College Health, Safety and Wellbeing Policy, Strategy and Framework;
• The Terms of Reference and Responsibilities of Board members;
• The College Risk and Operational Risk Register for Organisational Development;
• The Health, Safety and Wellbeing Report 2010-2011.
The College received an excellent report from BDO on all areas assessed.
Health and Safety Planning
Planning is a crucial part of any organisation’s strategy for progress and forward
thinking. Health and Safety is a subject that requires planning to enable priorities to be
identified and progress monitored.
The use of an annual HR Services Operating Plan has been extremely useful to the
College in providing direction and focus over a shorter period, impact is measured
through KPIs.
The annual plan is constructed with Health, Safety and Wellbeing priorities identified on
a risk assessment basis and linked to national targets for the further education sector.
Monitoring the progress of the plan is undertaken via several sources, the Senior
Management Team (SMT) the Organisational Development Committee (OD) and the
Health, Safety and Wellbeing Committee with regular update reports from the Estates
Management Group. It is crucial for the success of the plan that identified priorities are
realistic, achievable and can be discharged within the allocated time and resources.
Health and Safety Management System
The ‘Safety Management Template’, has been tailored to include a defined set of
standards for safety management.
HASMAP is similar to the HSE model for “Successful Health and Safety Management”
which sets out a comprehensive management system for effective risk control.
The HASMAP indicators address the 4 indicators that are essential to a well founded
health and safety management system. The indicators are:
Commitment: ‘Commitment of the senior people in any organisation is recognized as
an essential element of good health and safety practice.
Organising: ‘Organising is regarded as consisting of four inter related and
interdependent set of arrangements i.e. control, co-operation, communication and
competence.
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Planning and risk control: ‘There should be an effective procedure for hazard
identification, risk assessment and risk control.
Measuring and reviewing performance: ‘There should be arrangements for
monitoring the management of health and safety in the organisation against pre-
determined plans and meaningful performance standards.
HR Services - Health and Safety Risk Register
HR Services maintain a risk register for each service, including a health and safety risk
register. The register mirrors the format of the College’s overall Risk Register.
The register summarises the main areas of health and safety risk and the risk control
arrangements which are in place.
During the course of each year the Health, Safety and Wellbeing Committee will satisfy
themselves that the scoring for each risk is an accurate reflection of the assessment of
the risk controls which are in place.
To this end, the Health, Safety and Wellbeing Committee will discuss the register on a
semi-annual basis.
The Health, Safety and Wellbeing Committee will also consider the adequacy of the risk
controls and where improvements should be made.
Advice and Support
The primary health and safety advice resource for the College is provided through the
Health, Safety and Wellbeing Advisor (HSWA) who advises on all aspects of health,
safety and wellbeing for both staff and students.
The HSWA’s core work involves:
• The provision of advice and support
• Health and safety management audits
• Safety inspections
• Accident investigations
• Assessing new and proposed health and safety legislation and its impact on the
College
• Consulting on health and safety policies and procedures
• Attending relevant meetings and committees
• Development and circulation of guidance on a variety of health and safety related
subjects
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• Provision of statistics and appropriate reports for committees, local site health and
task groups
• Liaising on first aid matters including First Aider training
• Administration of the Display Screen Eye Training and support
• Health and Safety training – Fire, Stress, Risk Assessment and Wellbeing topics
• Supporting Departmental Health and Safety Facilitators /Champions
• Liaising with Occupational Health Provider(s)
The Role of the Health and Safety Facilitator/Champion
Although the Health, Safety and Wellbeing Advisor strive to meet customer demands,
there is no substitute for day to day advice and support from within a department.
This important role provides extra support at departmental level for the advisory
element of the health and safety management system.
The departmental Health and Safety Facilitator/Champion will provide support and
advise staff and managers and aid them to discharge their health and safety
responsibilities.
The champions will report to the Health, Safety and Wellbeing Committee on
departmental issues and ensure that regular inspections of workplaces are undertaken.
Health and Safety Training
A range of Health and Safety courses are regarded as mandatory and are now
delivered as part of the e-learning programme.
Mandatory e-learning courses:
Course Name Staff undertaking
the courses 2011-
2012
Pass Resits
Assessing Risk 289 149 140
DSE/Workstation Safety - NEW 49 44 5
Fire Safety and Evacuation 257 154 103
Health and Safety at Work 269 149 120
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Mandatory e-learning courses continued/…..
Course Name Staff undertaking
the courses 2011-
2012
Pass Resits
Personal Safety - NEW 57 51 6
Slips, Trips and Falls 257 149 108
Stress At Work 264 118 146
Additional courses and non e-learning courses delivered during this period
include:
Induction Delivered within one week of new staff
member starting employment.
Health and Safety Awareness February and June staff development days
Stress Management Awareness June staff development days
First Aid Courses External provider (as required)
Fire Safety Awareness On-going as required
IOSH Managing Safely Service Leaders via British Safety Council
Student Placements
A procedural document and Health and Safety checklists were prepared to assist staff,
students and placement providers together with a range of risk assessments which
cover most work placement types, are available on the staff intranet site.
Scotland’s Colleges are currently working on a project to simplify the evaluation and
vetting of host organisations.
Health, Safety and Wellbeing Committee
The College Health, Safety and Wellbeing Committee is formed under statute and is the
principal consultation forum on health and safety within the College. The committee
meets at regular intervals and is chaired by the Assistant Principal for Human
Resources and Organisational Development.
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Membership represents all work groups and trade union and student representation.
The following provides an illustration of the primary issues dealt with by the committee
during the 2011-12 periods:
• Discussion on annual and termly accident reports
• Received overview of the Health & Safety management audit
• Discuss impact of legislative changes
• Advise on the College Health, Safety and Wellbeing Policy
• Advise on amendments to existing forms and documents
• Discussion on asbestos identification and management action plan
• Monitored progress on the College’s Annual Operating Plan
• Consideration of all College Campuses in respect of Wellbeing and Safety initiatives
including staff’s personal safety
Consultation/Task Groups
The College has an extensive consultation framework in respect of Health, Safety and
Wellbeing.
In addition to the Health, Safety and Wellbeing Committee, other key work groups
include the HR and Facilities Management Working Group and the RESPECT Working
Group.
Periodically, task groups are formed to deal with specific subjects that require more
additional thought and consideration; examples include The Wellbeing Day Working
Group and The Graduation Day Working Party, whose members meet at specific times
of the year to provide good quality and practical advice for the specific activity or event.
The RESPECT and the Facilities Management Group provide operational reports which
will form part of the agenda of the College Health, Safety and Wellbeing Committee.
Policies and Guidance
The College Health, Safety and Wellbeing Policy and associated Procedures were
reviewed in August 2012, and all Health, Safety and Wellbeing documents can be found
on the staff extranet site, under the HR Services page, transferring the reader to the
Health and Safety or Wellbeing as shown in the extracts below.
During this reporting period, the pages have been updated to include a dedicated
section on Wellbeing which is proving very popular.
The section provided booking details for this year’s Staff Wellbeing Day in June 2012,
and more recently International Stress Awareness Day in November 2012.
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Staff and Students are accessing self-help booklets and leaflets as part of their
curriculum training materials.
Front Page-HR Staff Site Extract from Wellbeing Page
Accident and Incidents
The College is required by statute to record and maintain records of accidents that
occur in connection with its work, learning and teaching. Quarterly accident reports are
compiled for submission and scrutiny by the Senior Management Team, Organisational
Development Committee, Health, Safety and Wellbeing Committee and the Estates
Management Group.
To date, comparing statistics has been difficult largely due to the varying nature of
recording; some Colleges use the HSE method of incident recording, whilst others
favour different methodology. The College system mirrors that of the HSE accident
reporting system.
During this reporting period, there were 64 incidents reported to the Health, Safety and
Wellbeing Advisor.
Eight of the incidents were medical related illness, which are not normally recognised in
a typical workplace reporting system; however because of the nature of the College
environment, medical ratios have been included for trend analysis purposes.
Figure 1 provides details of the incidents reported within this period. Other covers Near
Misses and Dangerous Occurrences. Three incidents involved members of the public.
Two potentially dangerous situations arose when fires occurred in the Gallery. Another
dangerous occurrence involved a delivery vehicle, which ran into a power supply.
There were no incidents were reported to the HSE, however due to the serious nature
of the incident in October 2012, this has been included in the annual report.
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Figure 1: Incident Figures Sept 2011 – Sept 2012
Month
Total
Number of
incidents
Staff Student Contractor MOP HSE
RIDDOR
Medical
Related
Incident
V&A Other
Sept 2011 13 13 0 2 2
Oct 2011 4 4 0 2
Nov 2011 12 2 10 0 2 2
Dec 2011 5 1 4 0
Jan 2012 1 1 0
Feb 2012 3 1 2 0 1
Mar 2012 11 10 1 0 2 2
Apr 2012 2 2 0 2
May 2012 4 3 1 0 1 1
June 2012 1 0 1 0 1
July 2012 1 1 0
Aug 2012 2 1 1 0 1
Sept 2012 5 5 0 2
Total for
Period 64 4 56 1
3 0 13 7 3
Health and Wellbeing
SALUS – Occupational Health Provider’s Report
Appointments Attended DNA
Late
cancel Cancelled Total
Doctor - New Management Referral – as follows
Infections 1
Musculo skeletal 3
Neurological 2
Psychological/Psychiatric 1 7 1 1 3 12
Doctor - Medical Review 4
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Doctor - New Management Referral Tele Consult 1
1
Nurse - New Management Referral Tele Consult
2 2
Nurse - Medical Review Tele Consult 1 1
2
Pre-employment Paper Screen 93
93
Pre-employment Telephone Screen 5
5
Case Conference 1
1 2
Total 112 2 1 6
121
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ECS – Employee Counselling Service’s Report
Service Analysis Clerical/
Admin
Manual/
Operational
Teacher/
Lecturer
Undisclosed Totals
Referrals - Personal Problems 1 0 2 3
Referrals - Work Related 0 1 0 1
Total First Appointments Kept 1 1 2 4
Failed To Attend First Appointment 1 0 0 1
Phoned To Cancel Appointment 0 0 0 0
Helpline contacts
A Personal Problems 5 5
B Work related Problems. 1 1
C Enquiry For Structured Counselling 0
D General Support / Information 2 2
Total Helpline Contacts 0 0 0 8 8
Total New Contacts 2 1 2 8 13
Wellbeing Day
Following a previous successful Staff Health and Wellbeing Day in 2010, the Wellbeing
Team scheduled another event for June 2012. Despite inclement weather conditions,
College staff demonstrated their incredible endurance, exuberance and determination.
Events commenced with an inspirational talk by Chris Moon MBE, followed by activities
and fun events which included: Fishing, Golf, Football, Samba Drumming, Relaxation
Therapies which culminated with a delicious barbeque prepared by Mark Hunter and the
Catering team. During the barbeque celebrations, trophies were presented to the
winners of the Fishing, Golf and Football events by the Principal, which concluded a
joyous event.
Stress Management
All staff received the HSE Stress Management Questionnaire during August 2012, with
46% of staff returning a completed form.
HSE’s guidelines suggest that a return of less than 50% should be treated with caution.
Curriculum Returns Service Returns Overall Returns
68 60 128
Follow up focus group meetings will support the overall analysis and conclusions and a
finalised Stress Management Report will follow as a separate paper.
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Enforcement Agencies
The College is still one of the largest local community employers and is subject to a
substantial number of statutory regulations. Therefore, it is not uncommon for the
College to be the subject of visits and inspections by a number of enforcement
agencies. Ensuring a positive relation with enforcement agencies has reduced the
potential for enforcement action.
The following summarises the visits to the College by relevant enforcement bodies
during the period under review.
Fire Authorities (Strathclyde Fire and Rescue) undertook routine familiarisation
visits.
Fire evacuations in Holehouse Road and COSE campuses were planned, and
included evening evacuations.
Environmental Health Services (East Ayrshire Council) were invited by Mark Hunter,
Catering Services Leader to audit the Kaleidoscope Café, and were satisfied with
the premises safety and services provided.
The Health and Safety Executive visited the College in October 2012 following a
serious incident involving a catering contractor. The damaged apparatus has now
been returned to the Catering Supplier. The College has since been cleared of any
wrong doing in relation to the incident.
Future Direction
Operating Plans
The College and Human Resources Operating Plans have identified the key areas for
future direction.
Key performance indicators are used to track how the College is doing in terms of
achieving Health and Safety goals. These indicators are used as a way of collecting
data and communicating trends relating to safety. Leading indicators serve as a
predictive indicator of future performance.
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A review of the Manager’s Self Audit Process
The current Self Audit template was based on HSE guidelines “HSG65, Successful
Health and Safety Management”, with department managers being asked to complete
the template in January of each year. This information gathered is matched against the
HR and Health and Safety Action Plans and KPI’s to ensure the department offers
suitable and sufficient training and support.
Generic findings from the 2011 – 2012 Self Audits:
More work is required to support those work groups with less experience in undertaking risk assessments.
Staff agree they have an increased awareness of Health and Safety, however, many staff require to undertake mandatory training.
Off Campus Trips are not always advised in advance of the trip and as per the timescale required.
Accident and Incident reporting is sporadic. All areas are under review with appropriate training provided.
The Health and Safety Management Profile Audit, as a replacement to
the HSG65 model.
The Health and Safety Management Profile Audit, has been accepted by the
Health and Safety Executive as a valid audit method for Higher and Further Education.
The overall purpose of the system is to reassure the relevant management of how well
they are complying, and to identify potential areas of concern and also provide
indications of how improvements can be made.
The Audit is broken down into a number of key indicators, covering such aspects as
leadership, risk analysis, organising controls, and monitoring. The outcome of the audit
gives a clear indication on areas of good performance or areas where improvements
can be made.
The new Audit template will be available for completion during February 2013.
Regionalisation Meetings
An initial introduction meeting took place in Kilmarnock College between Health and
Safety representatives from James Watt, Ayr and Kilmarnock College and provided an
opportunity to align many of the common processes in place.
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The programme of meetings are scheduled to commence late November 2012; with a
view to providing a benchmarking platform.
During the remainder of 2012 and through 2013, the Health and Safety Work stream
will endeavour to align all three Ayrshire Colleges Policies, Processes and Practices.
Liz Burley
Health, Safety and Wellbeing Advisor
November 2012