Safety Health & Environment Section
Environmental Management System (EMS)
FM/ENV/008
Terms of Reference
Environmental Sustainable
Development Governance
Structure
October 2015
Version 3.0
Document Review due: August 2016
Please Note – Prior to migration to SharePoint this document was on version 5.0.
This is a controlled document, please ensure you are using the most recent version available
on the staff intranet.
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Document History
Date
Author
Version
Description of modifications
00.00.2008
0.1
Initial draft of document issued for review.
28.10.08
S. Buckland
S. Buckland
0.1
Creation of document.
24.11.08
S. Buckland
1.0
Approval of original version.
04.10.10
S. Buckland
2.0
Update of original version to include Environmental
Management Plan and the change from Faculties to
Schools.
22/09/11
C.Challen
3.0
Update of version 2.0 to include new SD Governance
structure and change in Directorate lead.
13/09/12
C.Challen
4.0
Update to include change of name of the
‘Sustainable Development Literacy working group’ to
the ‘Sustainability Champions’.
12/03/13
C.Challen
4.1
Update to include change in Directorate lead and
move to two Environment and Sustainability
Managers, minor updates to 3.2 and 3.3 and
removal of SUG as an improvement group.
04.08.13
S. Buckland
5.0
Consolidation of FMENV008 Terms of Reference for
Environment & Sustainable Development Meetings,
FMENV007 Summary Environmental Sustainable
Development Governance Structure and FMENV005
Detailed Environment & Sustainable Development
Governance Structure.
26.09.13
S. Buckland
1.0
Migration to SharePoint.
26.08.14
C.Challen
2.0
Changes to Improvement Group structure.
14.10.15
C.Challen
3.0
Addition of sections 2.3 FM Green Team and 2.4
Sustainability Champions. Amendments to 3.1 and
3.2 to reflect staff changes.
References
#
Title
[1]
Sustainability Champions Network
Version
File Name
Intranet
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Document Control
Authorised:
Michael Ahern
Chief Operating Officer
Date
Approved:
Paul Morris
Director of Facilities Management
Date
Reviewed:
Christine Edwards
Safety, Health & Environment Manager
Date
Author:
Clair Challen
Environment & Sustainability Manager
Date
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Contents
1 Introduction
1.1
1.2
Purpose
Scope
2 Group Aims and Meeting Organization
2.1
2.2
2.3
2.4
Environmental Management Review
Improvement Groups
Facilities Management Green Team
Sustainability Champions
3 Structure, Reporting Lines, Membership and Functions of
Governance Meetings
3.1
3.2
Board and Senior Management Team
ISO 14001 Environmental Management System
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1
Introduction
1.1
Purpose
Due to the large and diverse nature of the University, an Environmental Sustainable
Development Governance Structure has been established to facilitate related internal
communication between the various levels and functions of the organisation.
1.2
Scope
The governance structure is made up of a series of regular meetings at various levels to enable
senior management, students, College, School and Service staff to review, discuss, develop
and implement the Environmental Sustainability Policy and the Environmental Management
Plan. The structure serves to maintain the continual improvement and management review
elements of the Environmental Management System. Alongside these structured meetings
there are staff groups and networks designed to coordinate sustainability related activity
across the organisation.
2
Group Aims and Meeting Organization
2.1
Environmental Management Review
The Environment and Sustainability Manager is responsible for managing the meetings
governing the ISO14001 Environmental Management System (see section 3). The
Environmental Management Review meeting is formally minuted and should be held in
advance of the University Safety, Health and Environment Committee whenever possible.
The principle aim of the group is to act as a Management Review for the Environmental
Management System. In line with this aim the following functions will be carried out by the
group on a rolling basis throughout each year:
 Present and review updates on work being conducted by the issue specific
governance meetings and monitor progress towards the objectives and targets
published in the Environmental Management Plan (related document FM ENV REC
058).
 Liaise with operational and academic staff representing the Colleges, Schools and
Services to heighten awareness and cooperation for environment and sustainable
development activities throughout the University.
 Review results of internal and external audits of compliance with legal and other
requirements to which the University subscribes.
 Review communications from external parties, including complaints.
 Report environmental incidents, non-compliances and near-misses and review
corrective and preventative actions.
 Follow up actions from previous meetings.
 Consider changing circumstances, including developments in legal and other
requirements related to the University’s environmental aspects.
 Consider recommendations for improvement.
 Consider final draft documents including policy, objectives and targets prior to
approval.
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Due to limits on time and resources the University prioritises the areas that require continual
improvement and also according to identification and assessment of the University’s
significant environmental aspects or changing circumstances.
2.2
Improvement Groups
The Sustainable Development Improvement Groups are managed by various members of
staff as indicated in section 3. A number of the Improvement Groups have been organised
outside of the Environment and SD Governance structure and have their own reporting lines,
in addition to those outlined below. All the groups are attended by either the Environment
and Sustainability Manager or the Environment and Sustainability Coordinator to ensure a
coordinated approach to Environment and SD Governance. Meeting notes rather than
formal minutes are accepted.
The table in section 3 lists the aims that the different groups are tasked with and at each
meeting the following functions should be carried out to ensure continual environmental
improvements to reach Objective Targets are met:
 Review progress against Environmental Management Plan actions
 Review of any outstanding Audit Actions and how these can be closed out
 Discuss any ‘Scope for Improvement Points’ raised in Audits
2.3
Facilities Management Green Team
The Green Team consists of various Facilities Management staff with the aim of providing a
central service for environmental communications and activity. It includes a shared emailbox to assist with communications and the team organise events such as the annual
Green Week to support staff and students with their sustainability efforts.
2.4
Sustainability Champions
The network of nominated College, School & Service Champions are key to ensuring that
the Environmental Sustainability Policy is cascaded throughout the Schools and Services
and for staff to share good practice and generate ideas to ensure widespread engagement
on sustainability issues.
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3 Structure, Reporting Lines, Membership and Functions of Governance Meetings
3.1
Title
Board and Senior Management Team
Scope
Attendance
(Chair in bold)
Name
Frequency
Board and Senior Management Team
University
Board
As representatives of the body corporate (the employer), the University Board carry
ultimate responsibility for Safety, Health & Environment (SHE). The Board must ensure
that a written SHE Policy is produced, implemented and reviewed on a regular basis. It
delegates the implementation of policy and associated procedures to the Vice Chancellor
and receives updates on implementation of the policy from the Vice Chancellor and
assurance that SHE is managed effectively from the Audit and Risk Committee.
For details of current
membership see Internet
Chair: David Taylor
Audit and Risk
Committee
Representing SHE issues:
The Audit and Risk Committee has delegated authority to review matters related to SHE.
The Chair is responsible for providing assurance to the University Board, that SHE is
managed effectively.
3 times a year
Michael Ahern
(Chief Operating Officer)
Chair: Jim Edney
Vice
Chancellor
The Vice-Chancellor, as Chief Executive Officer, has overall responsibility for SHE and
provides regular updates on implementation of policy to the Audit and Risk Committee and
an annual update to the University Board. The Vice-Chancellor delegates operational
management of SHE to the Chief Operating Officer.
University SHE
An environmental update is reported at this meeting
Committee
from the Environmental Management Review. The
Committee comprises of a wide representation of staff
Chief Operating Officer
Director of FM
SHE Manager
Mike Thomas
(Interim VC)
-
Michael Ahern
Paul Morris
Christine Edwards
3 times a year
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at all levels and also representatives of the recognised
Trade Unions. The main objective of Committee
meetings is to promote co-operation and effective
communication between staff, managers, students and
others - this is so that effective arrangements to protect
the health, safety and welfare and environmental
management can be developed and implemented.
Environment & Sustainability
Manager
SHE Adviser(s) as required
A representative from each
School and Service
SU General Manager
Human Resources Manager
Occupational Health Adviser
Trade Union Rep – Unison
Trade Union Rep – UCU
Clair Challen
SHE Adviser(s)
School/Service Reps
Peter Shilton-Godwin
Jacky Joseph
Tracie McCrudden
Mike McKrell or
David Orr
(SHE Section hold full list of
representatives)
3.2
ISO 14001 Environmental Management System
ISO 14001 Environmental Management System
Environmental
Management
Review
A meeting to allow senior management to review the
continuing suitability, adequacy and effectiveness of
the EMS in line with the requirements of ISO14001. It
is intended as a strategy and policy level meeting (See
Section 2.1 for more detail).
Director of Facilities
Management
SHE Manager
Environment & Sustainability
Mgr
Environment and Sustainability
Coordinator
Head of Development &
Business Enhancement (LIS)
Principal Technician
HR Managers
Partnership & Development
Manager
Paul Morris
3 times a year
Christine Edwards
Clair Challen
Amanda Jackson
Jane Anthony
Tony Dickson
Rebecca Hewitson or Gill
Bruce
Rachel Dyer
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Sustainable
Development
Improvement
Groups
There are a number of improvement groups aimed at supporting the Environmental Management Plan and implementing the
Environmental Sustainability Policy, their individual aims are described below. In general, the groups inform future improvement
programmes and improve environmental performance in identified areas (See Section 2.2 for more detail). The membership of the SD
improvement groups are subject to change and at the discretion of the Chairperson (in bold).
Development,
Maintenance
and Estates
(DME)
Land development and building projects summary
ensuring carbon reduction and other environmental
issues are considered at the early stages of land
acquisition, development or major refurbishment.
Identification of improvements in natural resource use
and implementation of the Carbon Management Plan.
Environment & Sustainability
Mgr
DME Admin Assistant
Energy & Carbon Mgt Officer
Building Services Manager
Principal Building Surveyor
Head of Grounds
Clair Challen
Sustainable Travel
Coordinator
Environment & Sustainability
Mgr
DME Admin Supervisor
Business Services Manager
Property & Performance
Manager
Jo Hall/Maternity Cover
Environment & Sustainability
Mgr
Buildings Operations Manager
Recycling Officer
Building Managers
Clair Challen
3/year
Dee Patel
Laura Carter
Steve Tyrer
David Griffiths
David Genther
Promotion and development of biodiversity, pollution
prevention, waste & resource use.
Sustainable
Travel
Discuss/ consult on implementation of Travel Plan and
identification of further improvements to reduce
University travel emissions.
Reporting back from BUG.
Waste &
Recycling
Develop plans and marketing to encourage greater
awareness of the waste hierarchy on campus to
improve performance. Investigate environmental
incidents relating to waste.
SHE Adviser (Hazardous
Waste)
Admin Assistant (Buildings)
8 weeks
Clair Challen
Alison Butterworth
Andy Coverdale
Nicola Duffy
3/year
Suzie Foster
Richard Allingham
Petra Heise/Kevin
McLaughlin/Sean Casby
Peter Hill
Joanne Gibbison
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Green Ladder
Project Board*
Fair Trade
Steering
Group*
Healthy, Safe
& Sustainable
Food Working
Group*
Opportunity to stay in touch with plans within SU and
the ‘Green Ladder’ project. Share expertise and update
on related developments within the University.
Arranging Fair Trade Fortnight and other fair trade
activities to ensure the University continues to maintain
FT status.
Promote and support the provision of healthy and
sustainable food at the University and implementation
of the Healthy, Safe and Sustainable Food Policy
SU Campaigns Officer
Environment & Sustainability
Coordinator
Green Ladder Project Manager
SU General Manager
SU Engagement Coordinator
SU Officers (Education and
Activities and Participation
Officer)
Lucy Haigh
Amanda Jackson
Catering Services Manager
Environment & Sustainability
Coordinator
Deputy Retail Manager
Essentials
SU Campaigns Officer
Hospitality & Marketing Manager
SU General Manager
SU Engagement Coordinator
Preston & South Ribble FT
Group
Assistant Marketing Manager
SU Commercial Manager
David Grime
Amanda Jackson
Healthy University
Coordinator
Catering Services Manager
Outlet & Vending Manager
Environment & Sustainability
Coordinator
Business Services Manager
Deputy Retail Manager
Essentials
Reader in Nutritional Sciences
Principal Lecturer (SSTO)
Lecturer (Health)
SU Commercial Manager
SU Chief Executive
Lecturer (GB School AC,E)
Sharon Doherty
Quarterly
Emma Bartlet
Peter Shilton Godwin
Matthew Webber
(Full list held by Emma
Bartlet)
3/year
Helen Gittins
Lucy Haigh
Jackie Cunningham
Peter Shilton-Godwin
Matthew Webber
Anne Garsed/ John
Wareing
Joanna Dunnagan
Jon Russ
3/year
David Grime
Liz Cleminson
Amanda Jackson
Andy Coverdale
Helen Gittins
Nicola Lowe
Carol Wallace
Chris Smith
Jon Russ
Peter Shilton-Godwin
Karl Williams
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Sustainable
Procurement*
A Sustainable Development standing agenda item has
been added to the existing Lead Purchasers Group to
promote and ensure implementation of the SD
Procurement Policy in University purchasing decisions.
Head of Purchasing
Environment & Sustainability
Manager
Senior Purchasing Officer
Lead Purchasers
(Full list held by Sharon
Doherty)
Leanne Horton
Clair Challen
Bi-annual
Dec & June
Alison Thomas
(Full list held by
Purchasing Office)
* These groups also have their own reporting lines within the University
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