UNIVERSITY PROCEDURE
Control of Safety Health and Environment
Documents
Document No
CU/11/DOC/Pr/1.01
Area Applicable
All Cardiff University
Approved by
Director of OSHEU
Review Year
2014
Document History
Author(s)
Consultation process
Revision
Number
.01
Date
19/01/13
Mike Turner, Katrina Henderson
October 2011
 OSHEU
 This internal process did not have wider consultation
Amendment
Addition of ‘OSHEU Internal Safety,
Health and Environment Document
Control Procedure’
Name
Mike Turner
Approved by
Andy Berry
CONTROL OF SAFETY HEALTH AND ENVIRONMENT DOCUMENTS PROCEDURE
I.
PURPOSE:
To ensure that the University has a method for controlling all documents
relating to the Safety, Health and Environmental (SHE) Management System.
II.
SCOPE :
This procedure applies to the control of all documentation relating to the
Safety, Health and Environmental Management System.
III.
RESPONSIBILITY:
Director of OSHEU: is responsible for ensuring there are mechanisms in place
for authorizing, issuing and maintaining all documents relating to the
overarching Safety, Health and Environment Management System.
Heads of Schools / Directorates: are responsible for ensuring that they
following the relevant documentation contained within the SHE Management
System and for the development and control of local policies and procedures in
accordance with the requirements of the University SHE Management system.
Safety, Health and Environmental Committee: is responsible for consulting
and approving significant documentation relating to the Safety, Health and
Environmental Management System.
University Management Board: is responsible for providing a consultative
forum for major policy development.
IV.
PROCEDURE:
a) All documents produced as part of the SHE Management System will be
controlled documents containing:
1. a unique reference number
2. a creation date and author
3. a revision date
4. approving committee (where appropriate)
b) All documents are stored in an electronic form on the OSHEU common drive
within the Management System Folder.
c) With the exception of the Environmental Aspects Register, all key
documents relating to the SHE Management System will be located on the
OSHEU website. Only OSHEU have write access and therefore control. Any
Document No CU/11/DOC/Pr/1.01
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other printouts of SHE documentation will be uncontrolled copies, and
cannot be treated as an up-to-date version.
d) OSHEU are responsible for ensuring that any new documentation or changes
to existing documentation are consulted on and communicated to the wider
university
through
established
communication
streams
(see:
Communication, Participation and Consultation Procedure).
e) OSHEU will advise of the potential for any training requirements that may
arise as a result of any new or amended documentation.
f) SHE documentation will be reviewed as part of the Management Review.
g) An amendment control record will be maintained by OSHEU for all
documentation relating to the SHE Management System.
Document key:
*P= Policy; Pr=Procedure; G=Guidance
**a draft document should be numbered as 0.1 increasing in number as the
number of drafts increases. Ratified documents are coded as 1.0. First
amended document is coded as 1.1 etc. A full rewrite of the document will
be coded as 2.0.
Document No CU/11/DOC/Pr/1.01
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OSHEU Internal Safety, Health and Environment Document Control Procedure
IDENTIFICATION
OSHEU management system identifies the requirement for drafting or review of safety, health and
environmental document type [i.e. Policy, Procedure, Guidance, Form] in line with routine review, changes in
legislation / guidance , changess in University Hazard Register or changes in University procedures.
SCOPING
Management team identify the Lead for the development of the document and other individuals who will be
involved . For new documents this will involve an assesment of the concerns and opportunities presented by the
new document. For existing documents the development process will begin with a review of the effectiveness of
the policy, procedure, guidance or form. The lead person will facilitate this process .
Document authorised by senior OSHEU managers prior to consultation
DRAFTING
Initial draft of the document is distributed within OSHEU for comment and assigned an appropriate code,
template and document history e.g. CU/Year/Initials of document title/document type*)/version number of
document**
CONSULTATION
Once the draft document has been finalised it will undergo consultation with the wider University. The
consultation groups will or may include members of the Safety, Health and Envronment Committee, Trades
Union Representatives , Departmental Safety Officers and Eco-Champions.
Procedure, Guidance and Forms
Document authorised by senior OSHEU managers prior
to publishing
Policy
Document authorised by senior OSHEU managers
prior to publishing
Draft document then submitted to Cardiff
University Health Safety and Environment
Committee for consultation , approval / formal
ratification.
Document published and is communicated appropriately throughout the University as well as on the OSHEU
website.
Document reviewed as set out in review schedule
and amendments recorded in document history .
The effectiveness of the document is monitored
through the University monitoring procedures
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