Environmental Management System Procedures Procedure Title Environmental Communications, Training and Awareness Procedure Ref No EMS-Proc-4 ISO 14001 Reference 4.4.2 and 4.4.3 Record of Revisions Revision Level Date Description Sections Affected Rev/ auth 1.0 26.7.12 Original Release of Document All BA Purpose/Scope This procedure defines the process for: Internal environmental communications / awareness within the organisation. Determining whether communications of the organisation’s environmental aspects will be made externally, and recording that decision. Documenting the methods environmental communication between the organisation and external interested parties, such as regulatory authorities, local community groups and the public. Activities Affected All Exclusions None Definitions External Communications: communication that is relevant to the Environmental Management System, which may be written or electronic correspondence, telephone conversations and oral discussion or meetings with anyone external to the organisation. These may be complaints, compliments, information requests or service requests. Forms used None References ISO 14001 clauses 4.4.2 and 4.4.3 Procedure Internal Communications, Training and Awareness Communications, Training & EMS Controlled Document Page 1 of 3 Awareness EMS-Proc-4 All saved and hard copies of this document are uncontrolled – refer to website master copy Environmental Management System Procedures Internal environmental communications will be implemented to ensure those personnel at each relevant level and function are aware of the following: the Environmental Management System; the importance of conformance with the environmental policy, procedures and EMS; the potential consequences of system non-conformances; individual roles and responsibilities in achieving conformance with procedures, including emergency preparedness and response; and the significant environmental aspects associated with work activities and the environmental benefits of improved personal performance. Internal environmental communications may be accomplished by the use of: Notice boards, posters and newsletters Websites, web portal announcements, group emails, social media Awareness training of all staff Environmental training of relevant job functions, as appropriate Promotional campaigns and behaviour change programmes Team and Committee meetings and meeting minutes Management reviews and meeting minutes Corrective Action Requests. Environmental communications and issues from employees, students and the public will be forwarded to the Environmental Sustainability Team for appropriate action. Where necessary the ES Team will refer these to SHEEC and/or top management. The Area or Department Manager will handle communication of changes to legal & other requirements to employees, where relevant to working practices. Training needs analysis will be undertaken by managers (in many cases supported and/or prompted by the ES Team) and records kept of the results and recommendations, normally as part of the staff appraisal process. All staff, including new, part-time, off site and transferred employees, as well as permanent on-site contractors, will be included in the environmental training program. Records of each individual’s environmental training will be will maintained. All persons performing tasks that have the potential to cause a significant environmental impact(s) are identified by the relevant departments and the Sustainability Team. Those staff Communications, Training & EMS Controlled Document Page 2 of 3 Awareness EMS-Proc-4 All saved and hard copies of this document are uncontrolled – refer to website master copy Environmental Management System Procedures are deemed competent on the basis of appropriate education, training and experience. Competency is determined by the employee’s supervisor, through the standard performance and staff management processes. Any environmental or indeed other training needed will be identified and scheduled. External Communications Senior management has determined that the University will communicate our Environmental Policy freely to external parties. External communications concerning the environmental aspects of the organisation should be directed to the EMR. The EMR is responsible for: Deciding whether to respond to inquiries from interested parties and regulatory agencies; and responding, or asking a member of the ES Team to respond sending current copies of the environmental policy to interested parties responding to media communications determining the need for and preparation of any notification to regulatory agencies on an as needed basis maintaining records of external environmental communication. Where expedient these responsibilities may be delegated to a competent authorised deputy. General Rules None Communications, Training & EMS Controlled Document Page 3 of 3 Awareness EMS-Proc-4 All saved and hard copies of this document are uncontrolled – refer to website master copy