CARDIFF METROPOLITAN UNIVERSITY
WORKPLACE HEALTH & WELLBEING PROTOCOLS
1. Introduction
Cardiff Metropolitan University is committed to improving performance in health
and safety and is also committed to health promotion by encouraging the
adoption of healthier lifestyles by staff. The philosophy which underpins this
commitment is one of self-help and individual responsibility within a corporate
framework, promoting and supporting good practice to comply with legislation,
addressing key workplace risks to health and encouraging a healthy lifestyle
culture. The university Health and Safety Policy states that the health, safety and
well-being of staff is recognised as being essential to success of UWIC
(1.2.refers). Workplace health and well-being is a key element of the HR Strategy
2010 – 2015. Whilst a range of specific procedures have been adopted in
support of this Strategy and are set out in more detail below, the aim is to embed
health & well-being in all university activities.
Further details on Cardiff Metropolitan University Workplace Health & Well-being
Strategy can be accessed at:
http://staffportal.uwic.ac.uk/Units/HumanResources/ohs/whwb/Pages/defa
ult.aspx
2. Management Arrangements
Whilst the Vice Chancellor, accountable to the Board of Governors, is ultimately
responsible for ensuring that the Workplace Health and Well-being Protocol is
observed and subject to regular review, a Workplace Health and Well-being
Steering Group, Chaired by the Director of Operations, has been established with
the principal purpose of developing specific health and well being policies and
initiatives. The Group also acts as a forum of two way communication between
employees and management on workplace health and well-being issues. The
Group reports to the Health and Safety Committee, and the full terms of
reference are set out in the attached Appendix.
3. Responsibilities
All persons at Cardiff Metropolitan University have individual responsibilities to
take reasonable care of their own health, safety and well-being and that of others
who might be affected by their acts or omissions. Under delegated arrangements
Deans of Schools/Heads of Units are responsible for ensuring that the Workplace
Health and Well-being Protocol is observed within their respective areas of
responsibility.
4. Organisational Culture and Communication
The university aims to develop an organisational culture which encourages
openness, effective internal communications, staff participation and engagement.
The university is committed to the provision of a safe and healthy working
environment. All staff are encouraged to participate in positive health and wellbeing activities and lifestyle behaviours and where reasonable will be permitted
to attend university organised health and well-being events within normal working
hours.
5. Actively Managing Employee Health and Well-being
Occupational Health, Safety and Well-being
The Occupational Health, Safety and Well-being unit provides a range of largely
proactive health, safety and well-being advice. The team oversees the
implementation of the university’s health, safety and well-being elements of the
corporate HR Strategy. Staff can access occupational health and well-being
advice via a confidential self-referral service. Managers can refer staff to
Occupational Health via a formal referral service. The Occupational Health
Advisor co-ordinates phased return to work plans for staff returning following
absence and is also the conduit to other specialised occupational health
provisions within the university and beyond. The Occupational Health Advisor
also coordinates the university’s Health Surveillance programme. Full details of
the Occupational Health service can be accessed at HERE.
Mental Health and Well-being
The University’s health and well-being strategy aims to improve not only the
physical health of staff but also the emotional and psychological health. The
university recognises the importance of striving towards an engaged workforce
and the mutual benefits in performance, quality and staff’s health. A range of
policies and procedures have been developed to help enhance staff health and
well-being and improve engagement. Examples include;
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organisational stress risk assessments
Staff development training
Mental Health First Aid
Work Life Balance
The university offers a range of family friendly policies which can provide
opportunities for staff to develop a good work/life balance.
A positive attitude to flexible working can assist a good employer to recruit and
retain high quality staff who may otherwise be overlooked for employment by a
“traditional” employer. Flexible Working is a general term that can include a
number of innovative working arrangements and methods that can benefit the
employer; and the employee through promoting the importance of a positive work
life balance. Examples include;
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Flexible Working
Job Share
Career Breaks
Examples of the benefits of flexible working arrangements for employees are:
helping parents combine work and bringing up their children; many employees
want to work part-time; some may want to work from home, perhaps on particular
days of the week; others want to be able to fit their working day around their
family responsibilities or other concerns.
Further details can be accessed at
http://staffportal.uwic.ac.uk/Units/HumanResources/hr/policiesproceduresg
uidelines/Pages/FamilyFriendlyandFlexibleWorking.aspx
Staff Development and Performance Review
The success of the university as a higher education institution is dependent upon
the contributions made by staff whether at individual or team level. Cardiff
Metropolitan University is therefore committed to providing a planned investment
in the development of all academic and support staff to ensure that the success
of the university is maintained and improved. The principles that underpin staff
development and training are aimed to create a culture of high performance, high
quality and commitment amongst all staff. Staff development at Cardiff
Metropolitan aims to benefit individual employees by:
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Assisting in the professional and career development of all staff;
Providing opportunities for all staff to improve, update and adapt their skills,
knowledge, professional approaches and personal abilities in pursuit of
standards of excellence;
Increasing staff motivation and job satisfaction.
Staff performance review aims to support a constructive partnership between
staff and managers in matching individual and organisational needs and
aspirations. This is a two way process with objective setting being a ‘top down’
approach and objective reviewing being a ‘bottom up’ approach.
The purpose of the Staff Performance Review Scheme is to provide a structured
approach to objective setting and agree clear action plans to support the aims of
the university. The scheme aims to:
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review individual performance annually and to provide a formal context for
feedback;
identify personal development needs and learning outcomes and arrange
a means of meeting them, in order to improve the individual’s and the
university’s performance;
identify organisational and other factors which may have a bearing on the
future objectives of the individual and their priorities;
provide an open and transparent process which is consistent with the
university’s Equal Opportunities Policy;
provide a further opportunity for staff to give feedback to managers on any
matters of concern to them including recommendations for School/Unit
and university strategies.
Further details can be accessed at:
http://staffportal.uwic.ac.uk/Units/HumanResources/sd/Pages/default.aspx
Managing Stress
Stress can be defined as “the adverse reaction people have excessive pressure
or other demands placed upon them” (Health & Safety Executive [HSE]). There is
a clear distinction between pressure and challenges which can be stimulating
and provide incentive, and stress which is a reaction to too much pressure.
Stress can be caused by a combination of factors and can be attributable to
circumstances
which
are
partly/wholly
outside
of
the
working
environment. Cardiff Metropolitan University’s health and well-being strategy
aims to improve (both physical and mental) health of staff and reduce stress.
Although the primary focus will be on recognising and preventing work related
stress, it is envisaged that the Health and Well-being Strategy will help staff be
more resilient to externally related stress.
The university’s risk assessment guidance seeks to identify likely sources of
harm and reduce the risk of harm to the least practicable level. Risks include
psychological as well as material hazards. Training for managers on stress
management is part of the Corporate Staff Development programme and specific
stress risk assessment procedures have been developed. The HR Manager
(Occupational Health, Safety and Well-being) has conducted an organisational
risk assessment using the HSE’s ‘Stress Management Standards’. The outcomes
of the risk assessment are reviewed periodically by the Workplace Health and
Well-being Steering Group. Staff can access online training modules on personal
stress management and the university participates in National Stress Awareness
Day.
The university’s stress management arrangements are closely based on the
Health and Safety Executive’s (HSE) Stress management Standards and the
university’s Staff Health and Well-being Survey, which is conducted every two
years incorporates the HSE’s questionnaire and toolkit. Information from the staff
survey helps inform the university’s Stress Risk Assessment.
The Occupational Health Advisor investigates all stress related absences and
has a range of occupational health interventions to support staff.
Further details can be accessed at:
http://staffportal.uwic.ac.uk/Units/HumanResources/ohs/mghs/RA/Pages/default.a
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Staff Counselling Service
All university staff have access to confidential on-site staff counselling service.
The service, which is provided by an independent company, can be accessed
directly by staff via email or from a dedicated telephone line. Click HERE for
more details.
Bullying and Harassment
The university does not accept bullying or harassment of any kind and
recognises the damaging affect that such behaviour can have on individual
members of staff and on the university’s reputation as a good employer. The
university has a Bullying and Harassment Policy which can be accessed HERE.
Social and Recreational Facilities
Through a range of social and recreational facilities/groups the university aims to
foster a sense of community and encourage good relationships at work as well
as provide amenities for relaxation and for the development of personal interests.
It is recognised that this aspect is important to the well-being of staff and
encourages staff engagement and improved health and work performance.
Facilities and amenities include;
The university has libraries and IT facilities on each of its learning and teaching
campuses. Staff have access to an extensive range of printed and electronic
collection of books.
The university has a diverse range of art work dispersed across its campuses
and a dedicated gallery on the Howard Gardens Campus. An Art for Cardiff
Metropolitan University Committee has been established with an aim to enhance
the quality of the working and learning environment through consultation and
liaison with the university community. Cardiff Open Art School provides a wide
range of short personal interest courses during the summer periods which staff
can access.
A Bicycle User Group (BUG) Group has been formed to encourage cycling to,
from and between campuses and staff walking groups have been formed for
lunch time and weekend walks. The university’s Travel Plan encourages staff to
commute to and from work using active forms of transport such as cycling,
walking or public transport. Regular Cycle/Walk to Work weeks are held
throughout the year where staff are encouraged to leave their cars at home and
walk, cycle or use public transport.
Further details can be accessed at:
http://www3.uwic.ac.uk/English/AboutUs/Pages/LIS.aspx
http://www3.uwic.ac.uk/English/AboutUs/CampusesAndLocations/bug/Pag
es/Home.aspx
http://www.csad.uwic.ac.uk/summergallery.htm
http://www.csad.uwic.ac.uk/csad/coas.htm
Equalities and Diversity
The university is committed to providing a working and learning environment free
from any form of harassment, intimidation, victimisation or discrimination on the
grounds of nationality, sex, race, colour, ethnic or national origin, disability,
religion, sexual orientation, age or marital status, language, social origin, political
opinion, property and birth or status. All individuals will be treated with dignity,
respect and valued for their contribution.
Further details can be accessed at:
http://staffportal.uwic.ac.uk/Units/HumanResources/hr/policiesprocedures
guidelines/Pages/HumanResourcesPolicies.aspx
Physical Activity
Physical activity is a key factor in maintaining a healthy lifestyle, and can
contribute to the prevention and management of many conditions and diseases
including coronary heart disease, diabetes, cancer, positive mental health and
weight management. It is recognised that the workplace provides a platform from
where increased physical activity can be promoted. The university’s Workplace
Health and Well-being strategy aims to encourage staff to exercise through
initiatives including specific organised physical activity events such as the
university’s annual ‘Step Into Action’ and walk and bike to work weeks. The aim
of such initiatives is to support lifestyle change and enable staff to build exercise
into their daily life.
Active Transport
Staff are actively encouraged to travel to, from and between workplaces using
active transport (walk, cycle or public transport). Regular ‘Bike and Walk to Work’
weeks are held throughout the year. The Occupational Health, Safety and Wellbeing team have worked closely with colleagues from the university’s Facilities
unit and the Bicycle User Group (BUG Group) to improve facilities on campuses.
Facilities available include secure cycle storage, changing facilities and
dedicated cycle access routes. More information is available HERE.
Sport and Exercise
UWIC offers a multitude of excellent sport facilities and an extensive range of
activities to cater for everyone form elite athletes to students, staff and the wider
community. The university's sports and leisure facilities are open to all and offer a
range of activities and courses on the recreational programme to meet the
various ages and abilities of all participants. Staff and their families can join the
university Sports and Fitness Club at discounted rates and staff can also access
Cardiff Council’s Active Leisure Centre membership at a much reduced rate
through the Corporate Membership discount scheme.
Further details can be accessed at:
http://www3.uwic.ac.uk/english/aboutus/facilities/sport/club/pages/member
ship.aspx
Health Promotion
The university seeks to enhance the management of workplace health by
integrating all elements of well-being in the workplace, whilst introducing
‘proactive’ health management into the corporate culture. This approach goes
beyond the more traditional reactive methods of dealing with health in the
workplace, which largely focuses resources on individuals who are absent or
unwell. The university’s policy is to raise awareness amongst all staff of health
and well-being provision available, encourage exercise through the promotion of
active transport and provide supportive mechanisms to enable staff to make
informed health oriented lifestyle choices. Health promotion events will be held
periodically and all staff will be actively encouraged to take part.
Further details can be accessed at:
http://staffportal.uwic.ac.uk/Miscellaneous/HWB/Pages/default.aspx
Occupational Health
The Occupational Health service is an important element of Human Resources
(HR) and is an integral part of the health and wellbeing provision at the
university. The service is accessible to managers requiring assistance in
ensuring the health and wellbeing of their staff, and also to individual members of
staff who may require assistance in resolving a particular personal health
concern. In addition to providing access to expert information on work related
health, the service also provides a link to specialised health services including an
occupational health physician, counselling service, physiotherapy and eyesight
screening.
Further details can be accessed at:
http://staffportal.uwic.ac.uk/Units/HumanResources/hr/policiesproceduresg
uidelines/Pages/Sickness.aspx
Diet and Nutrition
Cardiff Met offers a range of venues in which staff can enjoy healthy and
nutritionally balanced meal or snack. Many of the foods are locally sourced and
the university is committed to offering a balanced selection to enable staff and
students a healthy balanced diet. Healthy Eating Master classes are regularly
held around campuses and staff are encouraged to attend. An Eat well campaign
was launched in 2012 which aims to make the healthier choice the easier choice.
Further details can be accessed at:
http://staffportal.uwic.ac.uk/Miscellaneous/HWB/eventscalendar/march2009
/Pages/HealthyEatingMasterClasses.aspx
Smoke Free Campuses
A strategic goal of the university’s Workplace Health and Well-being Strategy is
to work towards smoke free campuses. Presently smoking is only permitted in a
limited number of external designated areas. Staff are actively encouraged to
give up smoking via regular smoking cessation promotions including events
organised around National No Smoking Days. During 2012/13 ASH Wales will be
working with the university to support staff and students through smoking
cessation campaigns and advice on dealing with smoking related concerns.
Further details can be accessed at;
http://staffportal.uwic.ac.uk/Units/HumanResources/hr/draftpolicies/Pages/
default.aspx
http://staffportal.uwic.ac.uk/Miscellaneous/HWB/Pages/NoSmokingArrange
ments.aspx
Alcohol & Substance Misuse Policy
For many people drinking alcohol socially is a positive part of life and does not
cause any health problems. However inappropriate use of alcohol can affect
health and lead to accidents at work. The university has an Alcohol and
Substance Misuse Policy which can be accessed from the link below. Adviser
and guidance on alcohol related issues can be discussed with the Occupational
Health Advisor either via self or a manager’s referral. Alcohol Policy click HERE
Musculoskeletal Disorders
Musculoskeletal disorders are the most commonly reported work related illness
in the Wales. Schools and Units are required to ensure that manual handling
activities are risk assessed and that appropriate measures are introduced to
reduce the risk of injury. Staff with back pain or other musculoskeletal disorders
can access occupational health advice and support via self or manager’s referral.
The Occupational Health Advisor investigates all musculoskeletal related
absences and can provide a range of health interventions to support staff.
General Health
As part of the university’s ongoing commitments to encourage healthy lifestyles,
regular events are scheduled which target particular common health concerns.
Additionally staff can access ‘Health MoT’s’ during working time at different
periods of the year. Health MoT’s or health checks are carried out by the
Occupational Health Advisor and staff from within the university’s schools of
Health Sciences and Sport.
6. Monitor and Review
The Occupational Health and Safety unit is established as an integral part of
Human Resources with the purpose of providing an effective policy monitoring
and advisory service. In addition to providing advice and guidance on workplace
health and safety issues, the service also provides advice and support that
assists staff in controlling personal health problems and positive health
behaviours, thereby enhancing their quality of life, productivity, and well being.
The Health and Well-Being Protocol will be reviewed annually by the Workplace
Health and Well-being Steering Group.