UNIVERSITY OF ESSEX
HEALTH AND SAFETY GROUP
Tuesday 07 October 2015
(11.00am to 1.00pm)
MINUTES
Chair
Mr Bryn Morris, Registrar & Secretary
Present
Mr Oldham, Ms Morgan, Miss Manning, Ms Saunders, Ms Carmel, Mr Crust, Mr Couch, Mrs
Hardy, Ms Seabrook, Mr Wakeman, Mr Vinter (standing in for Mr Neale), Mr Wilding, Ms A
Fletcher
Secretary
Health & Safety Assistant
1. APOLOGIES & ANNOUNCMENTS
Apologies
Mr Neale, Mrs Provan, Dr Carrington
Not in
attendance
Miss Lucas, Mr Awil, Mr McAuley, Mr Samuels
2. STARING OF AGENDA ITEMS
Agenda item 3 MINTUES OF THE MEETING HELD ON 28 APRIL 2015 was starred.
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3. MINUTES OF THE MEETING HELD ON 28 APRIL 2015
Paper HSG/15/13 received.
In reference to agenda item 8 (Health and Safety Key Performance Indicators). Mr
Wilding reiterated that he believes the subject of stress at the University should be a KPI
monitored issue.
The group agreed to cover the topic of stress under agenda item 13 of this meeting.
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Minutes approved
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4. MATTERS ARISING FROM THE MINUTES NOT APPEARING ELSEWHERE ON THE AGENDA
Paper HSG/15/14 received.
None. Paper approved.
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5. UNIVERSITY ANNUAL REPORT ON HEALTH, SAFETY & WELLBEING PERFORMANCE 2014/15
Paper HSG/15/15 received.
The group discussed sections of the University’s Annual Report on Health, Safety
and Wellbeing Performance, prepared by the Health & Safety Advisory Service;
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Mr Wilding commented that section 1.8.2 (Staff survey) of the report should be
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reported on through HSG however, the group agreed that the HSG was not a suitable
group to perform this function.
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Ms Seabrook commented on Appendix A1, page 17 of the annual report (University
Health and Safety Performance Targets) and provided an update on outstanding
targets from the Faculty of Science and Health. PAT test training has been arranged
for 28 October 2015 and improvements have been made to PAT testing. The
outstanding inspection action plan will also be forwarded to HSAS before the end of
October.
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Section 2.4 (New Builds) of the report was raised by Mr Wakemen, who emphasised
the importance of a pre-occupation health and safety inspection.
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Ms Hardy commented on section 1.11.3 (Departmental record keeping).
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The group agreed that:
The annual Health, Safety & Wellbeing report will be updated with the latest
performance indicator information before being sent to USG for approval.
ACTION,
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Inspections by the Health & Safety Advisory Service will be carried out in new
buildings before staff members begin cleaning or portering activities. Union members
will be invited to join inspections.
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Record keeping practice for health and safety related processes will maximise the
use of existing software where possible e.g. i-HR (iTrent).
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Paper approved for USG.
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6. DETAILED STATISTICAL REPORT AND SIGNIFICANT HEALTH & SAFETY AND FIRE SAFETY
INCIDENTS 2014/15
Paper HSG/15/16 received.
A verbal update was provided by Ms Saunders covering the most significant incidents
that have occurred since the last HSG meeting. A discussion was also held on the
statistics provided in the report which covered the academic year 2014/15.
Mr Wakeman commented on the number of ‘dangerous behaviour’ incidents in the
2014/15 report. Ms Saunders explained that dangerous behaviour incidents are a
new category for 2014/15 and cover such incidents as throwing glass bottles,
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tampering with fire equipment and assisting intoxicated individuals.
The group agreed that:
A breakdown of the ‘dangerous behaviour’ section of the detailed report will be
circulated to members of the HSG before the next meeting.
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Occurrences of ‘dangerous behaviour’ incidents will be monitored by HSAS to detect
patterns and highlight areas of concern.
ACTION,
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Incidents of tampering with firefighting and detection equipment will be removed from
the dangerous behaviour section of the detailed report.
ACTION,
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7. STUDENTS UNION ANNUAL REPORT ON HEALTH, SAFETY & WELLBEING PERFORMANCE
AND
UNIVERSITY OF ESSEX CAMPUS SERVICES ANNUAL REPORT ON HEALTH, SAFETY & WELLBEING
PERFORMANCE
Papers HSG/15/17 and HSG/15/18
No comments were made on the annual reports provided by the Student Union and
UECS. The chair thanked the Student Union and UECS for their reports.
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8. REVIEW OF UNIVERSITY HEALTH, SAFETY & WELLBEING POLICY, MANAGING HEALTH AND
SAFETY CODE OF PRACTICE AND TERMS OF REFERENCE TO THE HEALTH AND SAFETY GROUP
Papers HSG/15/19, HSG/15/20, HSG/15/21 and HSG/15/22
The group agreed to co-opt Mr Steve Couch, University Insurance and Risk
Manager to the Health and Safety Group for 2015/16. This has been reflected in
the revised Terms of Reference for the Health and Safety Group which will be
presented to Council for approval in July 2016.
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Papers HSG/15/19, HSG/15/20, HSG/15/21 and HSG/15/22 approved for USG.
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9. REVIEW OF HEALTH AND SAFETY COMPETENCE TRAINING MATRIX
Papers HSG/15/23 and HSG/15/24 received.
No comments were added to papers HSG/15/23 and HSG/15/24. Papers approved.
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10. STAFF SURVEY UPDATE (VERBAL REPORT BY KAREN BUSH)
A Staff Survey Group (SSG) has been created to work on results of latest Staff
Survey to help engage staff through new communication efforts such as the
monthly questions email and HR blog. A new ‘staff survey’ email address has been
created to allow staff to comment and provide feedback to members of the Staff
Survey Group in HR.
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So far there has been good engagement and feedback to the staff survey monthly
questions and email with around 250-500 responses per month. The main
engagement is coming from Professional Services staff members with a limited but
important number coming from faculty staff groups.
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A project to assess the workload of staff in faculty departments across the
University is underway and being led by members of the HR team. Departmental
Administrators within the faculties are the main focus of the review which aims to
improve workflow and reduce stress on staff working in busy departments.
Alongside this review of workload there is an assessment being carried out on the
software currently being used by staff in administrative roles.
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The University’s action plan on stress at work is progressing and developing with
the feedback provided by staff. Departmental level stress risk assessments are
being worked on with the target to complete departmental risk assessments by the
end of September 2016.
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The chair updated the group with feedback from the USG meeting of 5th October
2015, regarding the agreed actions of the Safe Overseas Travel recommendations
presented to USG in early October 2015.
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USG approved the following:
That a communication be issued making clear the University’s expectation that staff
and students intending to travel to high and extreme risk areas complete a travel
application at least two weeks prior to departure and, where required, complete
University risk assessments and training before travel.
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11. SAFE OVERSEAS TRAVEL
Paper HSG/15/25 received.
Continued use of AIG online travel training for staff and students visiting high /
extreme risk locations.
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Provision of staff training on the completion of overseas travel risk assessments.
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Investigation of the provision of travel health advice by the University’s
Occupational Health Service.
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USG did not approve recommendations for:
Bespoke online or face to face training for experienced travellers; on the grounds
that the University should not allocate funds and resources to duplicate what
service is already available from AIG for free. The ongoing maintenance and
development of bespoke University software would not be fit for purpose.
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Compulsory completion of the AIG online travel training for all students, as it felt
that the same standards should be applied to staff and students (i.e. only required
for those travelling to high / extreme risk locations). However USG did state that
attendance at the Essex Abroad conference should be compulsory for all students.
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The use of personal tracking alarms for those visiting extreme risk locations.
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The group discussed the current online Overseas Travel Security training provided
by AIG and the current number of university staff members completing the course.
Compliance with the online training is not at a sufficient standard and requires
improving to 100% adherence. The group went onto discuss the number of staff
completing the required travel insurance and risk assessment documentation that is
required before travel to certain overseas locations. Adherence to this protocol
could also be improved. It was felt inappropriate to add now requirements until an
appropriate level of compliance has been achieved in relation to existing
requirements.
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The group agreed with USG’s decisions in relation to the Safe Overseas Travel
paper.
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12. CHANGES TO FIRE EVACUATION POLICY (JOHN CRUST – FIRE SAFETY OFFICER)
Papers HSG/15/26 and HSG/15/27 received.
Mr Crust provided a verbal update on the key recommendations and changes
within the Fire Evacuation Policy.
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The revised Fire Evacuation Policy is to contain guidance on assisting those who
need help during an evacuation.
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Many buildings at the University have now had fire alarm ‘zoning’ applied to allow
for smaller areas or just a single floor to be evacuated when the fire alarm
activates.
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Personal Evacuation and Escape Plans (PEEPs) are currently administered by the
University Fire Officers. It is recommended that this function be shared with
departments who are directly involved in the welfare and management of
individuals who require a PEEP. More complex PEEP cases will still be
administered by the University Fire Officers.
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The Health and Safety Advisory Service is to engage with the Academic Section
and develop a working PEEP process to improve capture of students and staff who
require an evacuation plan.
ACTION
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Papers HSG/15/26 and HSG/15/27 approved.
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13. STRESS (JOHN CRUST – UCU) Paper HSG/15/28
Paper HSG/15/28 received.
Mr Crust summarised the UCU paper submitted to the Health and Safety Group
adding that he believes stress is an issue that needs to be tackled at the University.
Resources are required to reduce stress and are required within a reasonable time
frame.
The group discussed the current project underway with the i-HR software system
that will allow for accurate data capture on causes of illness and absence relating to
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work related stress. The group also discussed the current holiday and sickness
absence systems used by the faculties and what improvements can be made to
this process to capture relevant information relating to absence and illness caused
by work related stress.
The University’s strategy for handling stress in the workplace is being led by the
Head of Workplace Health and Wellbeing. A verbal update was provided regarding
the progress of this project:
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 Resilience training for staff, supervisors and managers continues to take
place throughout the University
 Cognitive Behavioural Therapy (CBT) services are present and are being
successfully used by staff members
 A review of the workload on faculty Departmental Administrators continues
to produce useful findings that will be turned into actions points for
departments to take forward
 A review of stress within the Essex Business School is underway using the
HSE stress management guidance.
 Mental Health First Aid training courses are being delivered to managers
and front line staff. Trained members of the Occupational Health team are
coaching managers of effective mental health first aid skills.
 Mental Health First Aid training has also taken place for members of the
Student Resident Life team.
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Mr Crust commented that the measures delivered by the University Occupational
Health Service sit outside of what the HSE requires to tackle stress. Results
obtained from the Validium service used by University staff members show that
workload is not the main cause of work related stress at the University. Mr Crust
went on to add that Stress Risk Assessments have been requested from the
University by Union Representatives but none have been received to date.
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Mr Wakeman added that ‘back to work’ monitoring for staff members following
sickness absence only appears to be taking place in the Accommodation Essex
department of the Professional Services section. Other departments within
Professional Services do not perform this function for their staff members.
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On behalf of the Health and Safety Group; The Chair requested that Mrs Carmel
and Ms Saunders produce a formal response to the UCU paper and
recommendations, which should address the following:
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 We have a Stress Policy and need to focus on implementing the Policy.
 Information gathering: We need an evaluation of what comes out of the
Department / Section risk assessments.
 Incremental approach: There should not be an institutional survey / audit
until we have looked at results from the Department / Section risk
assessments. We also need data on stress related sickness absence.
 Training: should be targeted and linked to risk.
 Ongoing reporting to line mangers and groups such as HSG (inc KPIs to be
considered).
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Mr Crust stated he and UCU were disappointed with the response to the paper
submitted and added that postponing any action for six months is a poor response.
Mr Crust reiterated the legal entitlement of Union Representatives to be involved in
departmental and sectional risk assessments. Requests by Union Representatives
to obtain information relating to illness and absence caused by stress need to be
acknowledged and actioned.
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The Chair advised that an incremental and staged approach to implementing
measures to tackle work related stress remains the focus of the University. Data
Protection measures as well as, in some cases, individual consent need to be
considered when responding to requests for confidential information from the
University. Certain individuals may be recognised even if data is anonymised. A
short term solution was suggested whereby Union members who have suffered
work related stress are able send individual reports to Unions Representatives
rather than obtaining this information through the University.
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14. DANGEROUS WORK PRACTICES (JOHN WAKEMAN – UNISON)
Paper HSG15/29 received.
The group discussed the paper submitted by Mr Wakeman regarding Dangerous
Work Practices at the University and what reporting mechanism is suitable for
witnesses of unsafe working practice.
The group agreed that; when witnessing an unsafe work practice by staff members
or contractors the incident should be reported to Patrol Officer staff. Once the
incident has been resolved an incident report form is to be completed by Patrol
Officers and submitted to the Health and Safety Advisory Service.
A health and safety bulletin is required to communicate the Dangerous Work
Practice reporting protocol.
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15. RISK ASSESSMENT AUDIT (JOANNA CARRINGTON – HEALTH AND SAFETY ADVISER) Papers
Papers HSG/15/30 and HSG/15/31 received.
No comments were added to papers HSG/15/30 and HSG/15/31.
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16. HEALTH AND SAFETY STANDARD IMPLEMENTATION REVIEW: LASER SAFETY AND
ARTIFICIAL OPTICAL RADIATION SAFETY (JOANNA CARRINGTON, UNIRPA)
Paper HSG/15/32 received.
No further comments were added to the paper.
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17. GETTING IT RIGHT HEALTH AND SAFETY FORUM 2015 Paper HSG/15/33
Paper HSG/15/33 received.
No comments were added.
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18. MINUTES FROM SUB COMMITEES:
No meetings have taken place for sub committees of the Health and Safety Group
since the last meeting.
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19. ANY OTHER URGENT BUSINESS
None.
20. DATE OF NEXT MEETING:
Tuesday 26 April 2016 at 2pm to 4pm in room 4SA.6.19 (HR Training room) Colchester Campus.
Abigail Fletcher
H&S Assistant
October 2015
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