UNIVERSITY PROCEDURE
SAFETY HEALTH AND ENVIRONMENT RISK
MANAGEMENT PROCEDURE
Document No
CU/11/RM/Pr/1.0
Area Applicable
All Cardiff University
Review Year
2014
1
Document History
Author(s)
Revision
Number
Date
Mike Turner
Date
Amendment
Name
October 2011
Approved by
.01
2
SAFETY HEALTH AND ENVIRONMENT RISK MANAGEMENT PROCEDURE
[HAZARD AND ENVIRONMENTAL ASPECT IDENTIFICATION, RISK ASSESSMENT
AND DETERMINING CONTROLS]
I.
PURPOSE:
To minimize and manage risk by ensuring that the University has a methodology
for the identification of hazards and environmental aspects, evaluation of the
risk of the hazards / aspects and or the identification of appropriate controls
II.
SCOPE:
This procedure applies to all areas of the University in relation to the risk
management.
III.
DEFINITIONS:
Hazard: source, situation or act with the potential for harm in terms of human
injury and / or ill health or damage to property or environment (see Section B).
Aspect: element of an activity or product that has the potential to impact on
the environment (see Section B).
Risk (assessment): likelihood of an occurrence of a hazardous event and the
severity of injury / ill health affect on the environment as a result of the event
(see Section C).
Control measure: measures put in place to reduce the risk of harm to as low as
reasonably practical in line with the hierarchy of controls (see section D).
IV.
RESPONSIBILITY:
Director of OSHEU: Is responsible for ensuring that there are robust
mechanisms in-place to assist the University in identifying current and future
hazards / aspects and that these are communicated to the wider University.
These include monitoring processes.
If, in the opinion of the Director of OSHEU, there is potential for serious or
imminent danger the Director of OSHEU has the authority to stop the work until
satisfied that the situation has been addressed.
Head of School / Directorate: Is responsible for ensuring that there are
systems in place within their area of responsibility to identify hazards/ aspects,
evaluate the risk and put in place identified controls in order to minimize the
risk to as low as is reasonably practicable and for the monitoring of the
effectiveness of the controls.
Managers / Supervisors: are responsible for identify hazards / aspects,
evaluating the risk from the hazards/ aspects, for the determining and
3
implementation of the controls and for ensuring staff, students and visitors
under their control are aware of the significant hazards and controls.
Furthermore, they are responsible for the authorization and review of the risk
assessments and for the evaluation of the effectiveness of the controls.
Staff, Students and visitors: are responsible for following the instruction and
training given as a result of the risk assessment process.
IV.
PROCEDURE:
OVERVIEW OF THE SYSTEM
Identify hazards /
aspects
(Section A)
Assess risk
(Section B)
Determine control
measures
(Section C)
Implement control
measures
(Section D)
Monitor effectiveness of
the control measures
and review the
assessment
(Section E)
4
SECTION A: HAZARD / ASPECT IDENTIFICATION
A1 This section describes a systematic approach to the identification of hazards and
environmental aspects.
It is the responsibility of managers and supervisors to ensure hazards and aspects
are identified and controlled.
When identifying hazards and aspects managers and supervisors should consider
the following:
Mechanical hazards
including, but not
limited to:
• shearing points
• impact and crushing
areas
• cutting areas
• entanglement
• stabbing points
• abrasion areas
• flying particles
• protrusions which could
cause injury
Non-mechanical
Environmental aspects
hazards including but including but not limited
not limited to:
to:
• ergonomic hazards
including manual
handling and Display
Screen Equipment use
• electrical shocks and
burns
• chemical burns,
toxicity, flammability
• noise
• vibration
• radiation (ionising and
non ionising)
• mist, dust, fumes
• suffocation
• biological hazards
including animal
allergens
• slipping, tripping and
falling hazards
• falling objects
• high pressure gases and
fluids
• contact with high
temperature devises
• working in very hot or
cold
substances
or
conditions
• stress
• appropriate
containment of
spillages
• use of the correct
disposal routes for
wastes
• water usage
• power usage
• other resources linked
to the task
5
A2.
The process of hazard / aspect identification is better done through
consultation with workers engaged in the task. Methods for identifying the
hazards and aspects include:






Thorough analysis of all aspects of the task.
Findings from workplace inspections
Findings from audits
Manufacturers guidance
Approved codes of practice.
OSHEU guidance
SECTION B: RISK ASSESSMENT
B1
The risk assessment process is designed to evaluate the potential for harm
(person or environment) against the likelihood of the event occurring for any
work activity or procedure. This process is a requirement under the provisions of
the Management of Health and Safety at Work Regulations and can initially be a
simple consideration of the activity/procedure in order to identify potential
hazards. Should none be identified, no further action is required. If a potential
hazard or hazards are detected, then a full assessment using the University Risk
assessment
form
must
be
carried
out
(see:
http://www.cardiff.ac.uk/osheu/toolkit/raindex.htm).
B2
Prior to carrying out the risk assessment, the procedure should be written out in
the form of a method statement or safe operating procedure or reference made to
an appropriate existing procedure to ensure that you have included and considered
all of its components.
B3
It is expected that the risk assessment is carried out by at least one person
competent to carry out a risk assessment by virtue of training and by at least
one person competent to undertake the task being assessed [this could be the
same person]. It is expected that the risk assessment is authorized by the
manager or supervisor.
B4
For each hazard / aspect consideration must be given as to who might be
harmed [i.e. groups of people] remembering that some workers have particular
requirements, e.g. new and young workers, new or expectant mothers and
people with disabilities may be at particular risk.
B5
Extra consideration should be given to some hazards; cleaners, visitors,
contractors, maintenance workers etc, who may not be in the workplace all the
time; members of the public, if they could be hurt by the activities; if it is a
6
shared workplace, consideration must be given as to how the work affects
others present, as well as how their work affects your staff.
B6
The hierarchy of measures employed to control the hazard / aspect should
primarily be aimed at eliminating or reducing the hazards in a procedure,
followed by containment options and only as a last resort by personal
protective equipment (PPE) [See: Section C ‘Determination of Control
Measures
and
Guidance
notes
for
risk
assessment
form
http://www.cardiff.ac.uk/osheu/toolkit/raindex.htm] .
B7
Any special training required to ensure that persons involved in the work
activity can operate safely should be detailed. This is particularly important so
that persons can understand and comply effectively with a Standard Safe
Operating Procedure (SOP), Scheme of Work, Method Statement, or Permit to
Work, where this has been formulated.
B8
Risk should be calculated for an existing activity taking into account any
control measures in place. This is estimated by considering both the likelihood
of exposure to a risk and the severity of the consequences of such an exposure.
The calculation of risk should be done as follows:
Select an appropriate number for both Likelihood and Severity from the bottom
of the table and multiply them together. Cross reference your score on the
coloured part of the table and this is your risk rating.
5
4
3
2
1
Likelihood
Almost Certain
Very Likely
Likely
Unlikely
Very Unlikely
5
4
3
2
1
No Injury
/ Illness
1
10
8
6
4
2
First Aid
Required
2
15
12
9
6
3
Minor
Injury
3
Severity
20
16
12
8
4
Major
Injury
4
25
20
16
10
5
Death
5
Key
Score Action to be taken:
0-5
Low Risk
No further action needed.
6-9
Medium Risk Appropriate additional control measures should be implemented
10-25 High Risk
Work should not be started or should cease until appropriate,
additional control measures are implemented.
B9
Contingency planning is required to limit the extent of the risk arising from an
accident or emergency (e.g. uncontrolled release or spill of a hazardous substance)
and for regaining control of the area as quickly as possible.
7
SECTION C: DETERMINATION OF CONTROL MEASURES
C1
Risk assessment identifies need for control
measures
Control measures are identified in order of the following hierarchy:
1
2
• Elimination - remove or eliminate hazard
• Substitute - substitute the hazard for something less hazardous
3
• Engineering Controls - separate the hazard from the person through
barriers
4
• Safe Systems of Work - establish local instructions and permits to
work
5
• Personal Protective Equipment - use of gloves, masks etc
Review the control measures in light of:
Review of risk assessment
incidents,
changes in legal and other requirements
new processes or products
8
SECTION D: IMPLEMENTATION OF CONTROL MEASURES
D1
Once the most appropriate control measures available have been identified to
control the hazards and prevent or minimise risks in the workplace, the next
step is to put these controls in place.
Effective implementation of the controls should involve:

specify the preferred control options

set out the steps that need to be taken to implement the control measures

identify and allocate the resources necessary to implement the control
measures (i.e. time and expenses)

allocate responsibilities and accountabilities (i.e. who does what and when)

set the timeframe for implementation (i.e. when it is to be completed by)

set a date for reviewing the control measures.
D2
Managers and supervisors must inform workers and others about the types of
control measures that will be implemented, how they will be implemented and
who will be involved in the implementation. It is also important to explain the
reasons for the changes, how they will benefit the workers’ safety and the
consequences if they fail to follow the control measures.
D3
It is important to provide training and instruction for the workers and others in
relation to any new control measures and the application of any safe work
procedure that has been introduced.
Managers and supervisors are responsible for developing training programs for
workers to ensure they have the necessary expertise to carry out their jobs.
[note: they must also ensure workers who are returning to work after being
absent during the implementation stage, receive training and instruction about
the controls or procedures that have been implemented].
D4
Supervisors should be responsible for:

making sure new workers are aware of the control measures

ensuring that new control measures are being implemented and used as
planned and correcting behaviour where necessary

ensuring that the safe work procedures are being followed by the
workers.
D5
It is important for managers and supervisors to develop enforcement
procedures to ensure work procedures are followed and control measures are
used appropriately. These should detail the consequences for workers who do
not follow the procedures, such as wearing their PPE correctly etc.
Enforcement should be integrated into the University’s processes and should be
both formal (recorded/planned) and informal (e.g. routinely checking and
enforcing).
9
SECTION E: MONITORING OF EFFECTIVENESS OF CONTROL MEASURES AND RISK
ASSESSMENT REVIEW
E1
It is the responsibility of managers and supervisors to monitor the effectiveness
of the measures used to control hazards and aspects on an ongoing basis. As
part of the assessment process a target date for reviewing the assessment must
be set.
E2
Monitoring must be done proactively and reactively in order to provide a true
measure of performance.
Proactive monitoring will involve routine processes such as, regular checking
and inspection of the workplace (see:
http://www.cardiff.ac.uk/osheu/toolkit/toolkit.html ‘Workplace inspection
templates’), audits (internal and external), environmental sampling and
through consultation with workers.
Reactive monitoring is the examination of data / information that arises from
incidents, details of machinery breakdown, and sickness trends etc.
E3
It is expected that risk assessments are routinely reviewed (preferably on an
annual basis) and routine review dates be identified on the assessment form. In
addition there are circumstances that would trigger a review within that time
period. These include:
• Investigation into an accident
• If there is a significant change like a new machine or new work process
 Change in personnel or workers personal circumstances (e.g. pregnancy or
disability etc)
 Results of workplace inspections
• Information from monitoring incident report forms and absence records
• New information about the hazards
• Changes to legislation
• Increased number of defects or faults reported
• Departmental restructure
• If it is suspected to be no longer valid.
10