FACILITIES MANAGEMENT
Duty Holders process, FM and University
James Stapleton
FM Health, Safety and Risk Manager
FACILITIES MANAGEMENT
Duty Holders new process – why?
Objective: to more accurately define who does
what when managing specific areas of H&S
legislation or risk, and put in place a refined
system to appoint key personnel to manage
the risks.
This is a refinement of paper SAF12-P12 that was presented in
February 2012
FACILITIES MANAGEMENT
Governance structure for FM
FACILITIES MANAGEMENT
Definitions of nominated staff
Duty Holder: Vice Chancellor (senior person responsible)
The Vice Chancellor (VC) is the Statutory Duty Holder and, as the senior person
responsible, has overall accountability for all aspects of the management of health
and safety in the University organisation. Some elements of H&S management may
be discharged via the Committee system and be undertaken by the Deputy Vice
Chancellor (DVC) or Chief Operating Officer (COO).
Designated Person: Director of Facilities Management (FM)
A person appointed by Loughborough University who has managerial authority and
responsibility for the control of health and safety legislation within FM.
Auditor / Verifier of Authorised Persons
An individual or company with the required knowledge, training and experience with
necessary independence from local management to undertake independent audits
within the organisation and propose remedial action. This individual will also assess
the suitability and appointment of Authorised Persons, once
proposed by the Duty Authorised Person.
FACILITIES MANAGEMENT
Definitions of nominated staff
Duty Authorised Person: (currently termed ‘Duty Holder’)
A person, either employed by the University or another organisation, with the required
knowledge, training and experience, appointed by the Director of FM in writing, to
take managerial responsibility for the implementation of FM policy and procedures for
a specific area of health and safety legislation.
Authorised Person: (currently termed ‘Nominated Deputy’)
A person, either employed by the University or another organisation, possessing
proficient technical knowledge and having received appropriate training, appointed by
the Duty Authorised Person in writing to take responsibility for the implementation of
policy and procedures as specified of a specific area of H&S legislation.
Competent Person: (new term – but a very important person in the chain)
The operative / individuals, either employed by the University or another organisation,
recognised by the Authorised Person as having the competence to undertake the
task and follow the relevant process / procedure. This person
undertakes the task at the place of work.
FACILITIES MANAGEMENT
Responsibilities of Schools and Support Services
• The new suite of FM policies (Legionella, LEV and Fume Cupboards, Pressure
systems etc.) place clear responsibilities on the user, as well as FM
• There needs to be a H&S governance structure across the University to enable
operators and users of the equipment (i.e. Schools and non-FM departments)
to discharge their responsibilities, that mirrors the standards set by FM
• Work has been undertaken by FM & University Health and Safety Office to
produce a University wide governance chart that helps describe this process
FACILITIES MANAGEMENT
Responsibilities of Schools and Support Services
• A policy has been produced by the University Health and Safety Team to explain
this process in more detail for Schools and non-FM departments
List of FM policies to which this Management policy applies
• POL 1.0001
Buildings on
Bacteria
• POL 1.0002
• POL 1.0003
Policy for the Water Storage and Distribution Facilities of
Campus in Order to Prevent and Control Legionella
Policy for the Safety of Pressure Systems
Policy on Fume Cupboards and Local Exhaust Ventilation
This list of FM policies is not exhaustive and further policies shall be
added over time
FACILITIES MANAGEMENT
The next steps
•
Deans / HoSS to formally appoint all Duty Authorised Persons for
specific policy (topic) areas
• FM are happy to share the certificate templates
•
Duty Authorised Persons to formally appoint all Authorised Persons
using new certificates, when satisfied the APs are competent
•
DAPs and APs to manage the processes accordingly, and engage with
colleagues where necessary
•
Audits will commence on the topics in the coming months, led by
University Health and Safety Team
•
University Health and Safety Team will be able to provide additional
advice and guidance where needed
• It is recognised these teams will need support