Occupational Health and Safety Directorate
Service Level Agreement
and Statement of Responsibilities
Queen Mary Occupational Health and Safety
Directorate, on behalf of Queen Mary, University
of London
(2) Queen Mary University of London Students’
Union
(3) QMSU Services Limited
(1)
(Ref: QM_OHSD_GA019)
QM_OHSD_GA019_ Service Level Agreement and Memorandum of Understanding
Status: Draft – June 2013
Author: Marion Richards
Contents
1.
Introduction .................................................................................................................... 3
2.
Occupational Health and Safety Advisory Services ........................................................ 4
2.1
3.
Service Objectives .................................................................................................. 4
Scope of Service Provided by OHSD to QMSU/QMSU Services Limited ....................... 4
3.1
Advice ..................................................................................................................... 4
3.2
Health and Safety Training...................................................................................... 4
3.3
Accident and Incident Investigation ......................................................................... 5
3.4
Fire Safety Advice ................................................................................................... 5
3.5
Occupational Health Services ................................................................................. 5
4.
Service Locations........................................................................................................... 5
5.
Duration of Agreement ................................................................................................... 5
6.
Key Contacts ................................................................................................................. 5
7.
Service Level Agreement – Key Performance Indicators................................................ 7
8.
Responsibilities and Monitoring Arrangements ............................................................ 14
9.
Summary of Responsibilities, QMSU/QMSU Services Limited ..................................... 20
10.
Further Development ................................................................................................ 21
QM_OHSD_GA019_ Service Level Agreement and Memorandum of Understanding
Status: Extant – June 2013
Author: Marion Richards
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Service Level Agreement and Statement of Responsibilities between:-
(1) Queen Mary Occupational Health and Safety Directorate (OHSD), on behalf of
Queen Mary, University of London (QMUL);
(2) Queen Mary, University of London Students’ Union (QMSU); and
(3) QMSU Services Limited,
in relation to occupational health and safety, fire safety and occupational health, entered
into pursuant to a Memorandum of Agreement (MOA) between QMUL, QMSU and
QMSU Services Limited
1. Introduction
1.1. The OHSD is a Directorate of QMUL and is serviced by QMUL employed staff
working out of QMUL premises.
1.2. QMSU and QMSU Services Limited are both separate legal entities independent
from QMUL, operating from premises provided by QMUL. QMSU provides support
and services, and QMSU Services Limited provides services, to QMUL students.
1.3. Some staff working for QMSU and/or for QMSU Services Limited are employed
under contracts of employment with QMUL and some under joint contracts of
employment with QMUL and QMSU. QMSU also employs some staff direct and
also engages third party contractors.
1.4. QMSU and QMSU Services Limited have (as they are required to by law and/or in
accordance with best practice) their own health and safety policy and their own
health and safety procedures. Where necessary, such policies and procedures
seek to take into account relevant QMUL health and safety policies and procedures.
1.5. Where appropriate, the policy and procedures supplement QMUL policies and
procedures by stipulating additional requirements on staff working for QMSU and/or
QMSU Services Limited, in the context of their duties, and on students and others
affected by QMSU’s and/or QMSU Services Limited’s services and activities.
QMSU and QMSU Services Limited also have in place safe systems of work,
standard operating procedures and emergency operating procedures, which include
provisions specific to health and safety in their respective services and activities.
1.6. Section 2 of the Health and Safety at Work etc. Act 1974 requires employers to
ensure, so far as is reasonably practicable, the health, safety and welfare at work of
all their employees. The Act also states that employers are responsible for the
health and safety of their employees who are working in another person’s premises.
1.7. Section 3 of the Health and Safety at Work etc. Act 1974 requires employers to
conduct their business in such a way as to ensure, so far as is reasonably
practicable, that they do not expose people who are not their employees, but who
could be affected by the work or the workplace, to unacceptable risks to their health
and safety. In the case of QMUL and QMSU this applies to visitors, students and
contractors. Contractors are persons working on the premises who are employed by
a separate employer, or who are self-employed.
1.8. Regulation 11 of the Management of Health and Safety at Work Regulations 1999
requires employers sharing a workplace to cooperate and coordinate their activities
QM_OHSD_GA019_ Service Level Agreement and Memorandum of Understanding
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Author: Marion Richards
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to ensure that fire safety and other health and safety provision is compliant with
relevant legislation and that information relating to the risks to the health, safety and
welfare of persons working in the undertaking is shared.
1.9. Article 22 of the Regulatory Reform (Fire Safety) Order 2005 places the same
duties of cooperation and coordination with respect to fire safety on employers and
others sharing premises.
1.10.In order to ensure acceptable means of cooperation and coordination are in place it
is important to establish which employing or other entity is responsible for which
aspect of occupational health and safety, fire safety and occupational health.
1.11.This Service Level Agreement and Statement of Responsibilities sets out the
services provided by QMUL to QMSU and/or QMSU Services Limited and sets out
the responsibilities of each party with respect to the aspects referred to above..
2. Occupational Health and Safety Advisory Services
2.1 Service Objectives

Provision of accurate, timely occupational health and safety advice and
information that assists in assuring compliance with health and safety and
associated legislation.

Provision of a high quality Occupational Health Service

Provision of training that enables health and safety competence and awareness
to be enhanced in QMSU and QMSU Services Limited.

Monitoring to ensure that the arrangements for managing Health and Safety,
Occupational Health and Fire Safety in QMSU and QMSU Services Limited are
suitable and sufficient.

Reporting on the Management of Health and Safety, Fire Safety and
Occupational Health at QMSU and QMSU Services Limited to the extent relevant
to QMUL to the Council via H&S committees, advisory groups and reports, so
providing assurance that QMSU and QMSU Services Limited are compliant with
health and safety and associated legislation to the extent relevant to QMUL.
3. Scope of Service Provided by OHSD to QMSU/QMSU Services Limited
QMSU and QMSU Services Limited use the services of an independent H&S advisor
on contract to them. The following services are currently provided by OHSD to
QMSU and QMSU Services Limited.
3.1 Advice
Advice in relation to current and proposed projects within QMSU and QMSU Services
Limited related to health and safety issues in the built environment.
3.2 Health and Safety Training
Health and safety training as available from the portfolio of courses available to QMUL
staff via the Learning Institute. Additionally, bespoke courses can be developed and
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provided. Internal recharges may be applied for accredited or specialist courses and non
–attendance.
3.3 Accident and Incident Investigation

Assistance with accident investigation and statutory reporting in order to:

Assist in compliance with prevailing H&S legislation

To learn the lessons from unplanned adverse events and put measures in place
to reduce the risk of a recurrence

To provide information and intelligence to QMUL in relation to adverse incidents
and accidents on QMUL premises
3.4 Fire Safety Advice

Provision of Fire Safety advice and Training:

Fire Safety Advice pertinent to buildings issues – alarms, evacuation plans etc.

Fire Drills

Fire Safety Advice relevant to new building projects or refurbishments

Fire Marshall Training

Fire Safety Training
3.5 Occupational Health Services
Provision of OH services as follows:

Pre-employment/pre-placement screening

Referral advice in relation to the management of sickness absence
4. Service Locations
The Occupational Health and Safety Directorate is located at 404 Bancroft Road,
London E1 4DH on the Mile End Campus
5. Duration of Agreement
This agreement will commence on 01/08/2013 and will be reviewed annually.
6. Key Contacts
Service area
QMUL OHSD
Health and Safety
Marion Richards 8966
QM_OHSD_GA019_ Service Level Agreement and Memorandum of Understanding
Status: Extant – June 2013
Author: Marion Richards
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QMSU
John Reddy - 3983
Fire Safety
Keith Vagg - 8384
Occupational Health
Marcia BennettPompey - 8704
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Status: Extant – June 2013
Author: Marion Richards
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Occupational Health & Safety Directorate
7. Service Level Agreement – Key Performance Indicators
Performance
Category
Service
Aspect
Service
Health and
Safety Advice
(this will not be
routine as
QMSU/QMSU
Services
Limited have
their own H&S
Adviser)
OHSD
Training
Accident and
Incident
Investigation
Performance Standards
By return – dependent of availability of OHSD
personnel
Maximum 2 working days.
The OHSD will endeavour to accommodate
training requests within 2 scheduled courses.
The OHSD seeks to respond by return –
dependent of availability of OHSD personnel
Maximum 2 working days.
QM_OHSD_GA019_ Service Level Agreement and Memorandum of Understanding
Status: Draft – June 2013
Author: Marion Richards
Measurement Criteria & Process
Performance
Target (KPI)
Performance to be discussed at
SLA/MOA review meetings
Indicative
response
times met
95%
The number of persons trained by
agreement with the OHSD as a
percentage of those for whom training
was requested
90%
Performance to be discussed at
SLA/MOA review meetings.
Investigation reports will capture
response times and required times for
closing out actions
Indicative
response
times met
99%
Performance
Category
Service
Aspect
Performance Standards
Measurement Criteria & Process
Performance
Target (KPI)
Fire safety advice – The OHSD seeks to respond
by return – dependent of availability of OHSD
personnel
Maximum 2 working days
Fire Safety
Service
Fire incident investigation – 2 working days for
first response
Performance to be discussed at
SLA/MOA review meetings.
Generic building assessment – 5 working days to
undertake assessment. 10 working days for report
Fire Investigation reports will capture
response times and required times for
closing out actions
Fire risk assessment – 5 working days to
undertake assessment. 10 working days for report
Indicative
response
times met
95%
Fire safety training – courses scheduled every
month apart from July and August
Pre-employment/placement health questionnaires
screened and advised within 3 working days
Occupational
Health
Services
Appointments in relation to the above within 5
working days
Tracking and reporting available via OH
database.
Appointments following referral of staff regarding
sickness absence
Performance to be discussed at
SLA/MOA review meetings
With OH adviser – within 5 working days
With OH physician – within 10 working days
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Indicative
response
times met
95%
Performance
Category
Service
Aspect
Performance Standards
Measurement Criteria & Process
Performance
Target (KPI)
A combined annual health and safety
management return (annual return) to
be submitted to the OHSD within 56
working days of it being requested
Indicative
response time
met
Submission of an annual return
confirming that risk assessments are
comprehensive, up to date and that
actions have been closed out within
agreed timescales
100%
Annual return
Indicative
response
Reports provided to QMSU/QMSU Services
Limited management within 2 working days
Service
QMSU/QMSU Assurance of
Services
compliance
Limited
Confirmation that QMUL OHSD health and safety
requirements have been met
Confirmation that all general and specific risk
assessments relating to QMSU/QMSU Services
Limited’s activities have been carried out. All
significant risks have been recorded and required
control measures have been implemented where
possible.
Risk
assessment
Risk assessment and control measures have
been undertaken before persons are exposed to
tasks or conditions involving significant risk
Where it is not possible to implement required
control measures an action plan is place
demonstrating means and time scales for
achieving reasonably practicable control of the
risks
Training
Training needs identified within 10 working days
All staff and contractors given a health and safety
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Status: Extant – June 2013
Author: Marion Richards
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Performance
Category
Service
Aspect
Performance Standards
Measurement Criteria & Process
Performance
Target (KPI)
and fire safety induction within 3 working days
Staff appraisals
times met
All training received is recorded
Training
Needs
Assessed –
95%
Managers ensure their staff’s attendance at
training if it is decided the training is mandatory
Training
attended 95%
Induction 99%
Training
Recorded
100%
All accidents and incidents are recorded.
Significant incidents (those where serious injury
did occur or could have occurred) have been
investigated.
Incident
reporting and
Investigation
Unplanned incidents that did or could have
resulted in harm, injury or damage to QMUL staff
or students have been reported to the OHSD as
soon as possible. Within one working day
maximum.
RIDDOR reportable incidents involving
QMSU’s/QMSU Services Limited’s staff or visitors
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Status: Extant – June 2013
Author: Marion Richards
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Incident investigation reports
Incident statistics
The annual return
Reporting,
recording and
investigation
of significant
incidents
100%
Performance
Category
Service
Aspect
Performance Standards
Measurement Criteria & Process
Performance
Target (KPI)
have been reported to the HSE within the HSE’s
defined timescales
Submission of
annual return
– 100%
Regular health and safety and fire safety tours
should be undertaken by managers and safety
coordinators.
Inspection
An annual formal health and safety and fire safety
inspection should be undertaken by managers
and safety coordinators. Trade Unions should be
invited to participate
Action plans should be formulated to address
non-conformances identified during inspections
and tours. Action plans should be time scaled and
have responsible persons allocated for each
action.
The annual return should confirm that
regular inspections have taken place
and that appropriate action plans have
been developed and their progress
monitored
To manage fire safety in areas under
QMSU’s/QMSU Services Limited’s control
Fire Safety
To make improvements to fire safety
management within agreed timescales when
these are recommended by the OHSD Fire Safety
Team or the London Fire Brigade
To cooperate with the OHSD to hold regular
scheduled evacuations
To conduct regular tours and inspections to
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The annual return should detail the fire
safety management arrangements and
monitoring activities that have been
carried out by QMSU/QMSU Services
Limited.
inspection –
100%
Action plans –
100%
Actions
closed within
agreed
timescales –
95%
Submission of
annual return
– 100%
Actions
closed within
agreed
timescales –
95%
Up-to-date
Performance
Category
Service
Aspect
Performance Standards
Measurement Criteria & Process
ensure that adequate fire safety arrangements
and conditions are in place.
Performance
Target (KPI)
and complete
fire incident
record –
100%
To investigate fire incidents and false alarms in
conjunction with the OHSD or Estates and
Facilities
Annual
scheduled
evacuation
100%
To report fire incidents and unsafe conditions to
the OHSD and Estates and Facilities
To record fire safety incidents
To manage the arson risk in and around premises
under their control
Resource plan is up to date and all
People
OHSD –
Structure and
Resource
OHSD –
Management &
Leadership
Skills
OHSD –
Staffing &
Competence
changes to the organisation chart and
OHSD Annual Report
100%
Annual appraisal
95% training
needs met
resource plan have been implemented
Training needs assessment identifies where
management and leadership skills are required
There are sufficient staff in place to meet the
service levels described in this document
Staff are competent to undertake their specialist
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Status: Extant – June 2013
Author: Marion Richards
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Achievement of specified service levels
Competent staff recruited or trained to
be competent
Indicative
response
times met
Performance
Category
Service
Aspect
Levels
Performance Standards
Measurement Criteria & Process
health and safety, fire safety and occupational
health roles
Competence levels maintained by CPD
– CPD activities recorded in annual
development plan
Competence checked at annual
appraisal and by feedback from service
areas
To ensure that QMUL and its stakeholders are
aware of QMUL’s health and safety, fire safety
and occupational health management
arrangements, policy, standards and guidance
To ensure that any change, or planned change to
OHSD –
legislation or QMUL’s health and safety, fire
Communication
safety and occupational health standards or
guidance is communicated to stakeholders.
To give feedback on investigations, inspections
and audits conducted by the OHSD to relevant
parties
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Author: Marion Richards
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One-to-one meetings, emails, posters,
attendance at departmental, school and
faculty health and safety and fire safety
meetings, newsletter (four per year),
comprehensive information on website
accessible to staff and students
Lack of awareness identified at audit
Performance
Target (KPI)
95%
Development
plan – 100%
Annual
appraisals –
100%
No nonconformances
identified at
audit
8. Statement of Responsibilities - Responsibilities and Monitoring Arrangements
Area
QMUL OHSD Responsibilities
QMSU/QMSU Services Limited
Responsibilities
Monitoring Arrangements
Overall responsibility for the
Health, Safety and Welfare of
persons employed by QMUL
and working for QMSU/QMSU
Services Limited, and for
QMUL students working for
QMSU/QMSU Services Limited
Ensures QMSU/QMSU Services
Limited has adequate
arrangements in place to ensure,
so far as is reasonably practical,
that the health, safety and welfare
of QMUL staff and students.
A combined H&S Policy detailing
the commitment to managing
health, safety and welfare, the
persons responsible and their
responsibilities for health, safety
and welfare and the arrangements
in place to ensure, so far as is
reasonably practicable, that the
health, safety and welfare of
QMSU/QMSU Services Limited and
QMUL staff, students and third part
parties is not compromised by
QMSU/QMSU Services Limited’s
work activities or the workplace
itself
QMSU/QMSU Services Limited will
submit a combined annual return to
the OHSD confirming that an up-todate H&S Policy is in place.
General Health and Safety
Arrangements
QMSU/QMSU Services Limited
have their own H&S Adviser and do
not contact the OHSD for day-today H&S advice
To ensure that health and safety is
managed in accordance with QMUL
and QMSU/QMSU Services
Limited’s policy requirements.
QMSU/QMSU Services Limited
should prepare and annual report
of their H&S performance and
submit it to the OHSD
Information is given to staff on
persons responsible for health and
safety and H&S reporting lines and
reporting requirements
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The QMUL OHSD will audit the
H&S management arrangements of
QMSU/QMSU Services Limited.
Unsafe acts or conditions are
reported to the relevant
managers/advisers (e.g. safety
problems with the built environment
are reported to QMUL Estates and
Facilities Directorate) and the
situation monitored to ensure
unsafe acts are not tolerated and
unsafe conditions are rectified
Unsafe equipment is taken out of
use
Statutory testing is carried out
PAT testing is carried out
There are systems in place for
identifying health and safety
training needs and organising
appropriate training
Proper health and safety records,
including training records and workrelated absence are kept
There are systems in place to
communicate health and safety
information, standards and
processes to staff and contractors
There are safe systems of work in
place for tasks that pose significant
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risks
Risk assessment
Seeks regular assurance from
QMSU/QMSU Services Limited that
each has a management system in
place for identifying and controlling,
so far as is reasonably practicable,
the risks to QMUL staff and
students arising from work or the
workplace.
QMSU/QMSU Services Limited
should identify and record the
significant risks arising from general
and specific work activities and the
reasonably practicable control
measures put in place to manage
these risks.
Specific risk assessments should
be in place for:
Work with display screen
equipment
Manual handling activities
Work with substances hazardous to
health
Working at height
QMSU/QMSU Services Limited will
submit a combined annual return to
the OHSD confirming that it has
assessed, recorded and controlled,
so far as reasonably practicable,
general and specific significant
health and safety risks relating to
QMSU/QMSU Services Limited
activities or premises under their
control.
The OHSD will conduct regular
audits of the QMSU/QMSU
Services Limited risk assessment
management system to ensure it
meets the required standards (as
defined by legislation and the
QMUL H&S Policy)
Tasks for which personal protective
equipment is required
Training
Provide regular relevant health and
safety and fire safety training
courses.
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Status: Extant – June 2013
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QMSU/QMSU Services Limited will
identify the health and safety and
fire safety training needs of
QMSU/QMSU Services Limited
staff, QMSU students and third
parties each employs. These will be
QMSU/QMSU Services Limited will
submit a combined annual return to
the OHSD confirming that each has
carried out a training needs
assessment, has given a H&S
induction to all new starts within
based on staff’s prior experience
and learning and the nature of the
tasks employees are being asked
to undertake.
QMSU/QMSU Services Limited
should give an H&S induction to
new staff who take on new roles.
This should detail local health and
safety and fire safety
arrangements, related
responsibilities and reporting lines
and arrangements.
agreed timescales and has
recorded all the training staff have
received.
QMSU/QMSU Services Limited will
monitor the number of persons
trained by agreement with the
OHSD.
All training, including the induction,
should be recorded
Incident reporting and
investigation
Assists QMSU/QMSU Services
Limited to investigate accidents,
near misses and dangerous
occurrences and to develop
realistic action plans to reduce the
risk of their recurrence
Immediately inform the OHSD of
accidents, near misses and
dangerous occurrences involving
QMUL staff or students, or
occurring as the result of some
problem with the built environment.
The OHSD will report RIDDOR
reportable incidents involving
QMUL staff working for
QMSU/QMSU Services Limited to
the HSE
Work with the OHSD to identify the
causes and realistic remedial
actions.
Record all accidents, incidents and
dangerous occurrences.
Report RIDDOR reportable
incidents involving directly
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The OHSD will monitor progress
with closing out actions arising out
of the incident investigation in line
with agreed timescales.
QMSU/QMSU Services Limited
should submit their incident
statistics to the OHSD in their
annual report
Incident statistics are collated by
the OHSD and reviewed by HSAG.
HSAG may seek further information
relating to the monitoring of
employed QMSU/QMSU Services
Limited staff and students and
those involving visitors to the HSE
particular incident causes.
Inspection
The OHSD can assist
QMSU/QMSU Services Limited to
carry out H&S Inspections
Should carry out a formal health
and safety inspection, at least
annually, and generate an action
plan to remedy unsafe conditions
QMSU/QMSU Services Limited will
submit a combined annual return to
the OHSD confirming that it has
carried out a formal H&S Inspection
in the last 12 months and closed
out remedial actions in line with
agreed timescales
Fire safety
Fire Safety Advice pertinent to
buildings issues alarms, evacuation
plans etc
Implement advice given by the
OHSD Fire Safety Team within
agreed timescales
Scheduled Fire Evacuations – at
least one per year
Cooperate with the OHSD Fire
Safety Team to hold regular
scheduled evacuations
The OHSD annual health and
safety report will detail the
scheduled evacuations and fire risk
assessments carried out
Fire Safety advice relevant to new
projects
Fire risk assessments – every three
years
Fire Marshall training
Fire Safety Training
Involve the Fire Safety Team in
building projects or changes of use
Appoint fire marshals and ensure
they are trained
Ensure all staff are aware of the fire
emergency arrangements and
actions
Report any fire incidents or unsafe
conditions to the OHSD
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QMSU/QMSU Services Limited will
submit a combined annual return to
the OHSD confirming that it has
carried out regular fire safety
inspections, closed out remedial
actions in line with agreed
timescales and has a sufficient
number of fire marshals.
The annual return should detail the
number of fire safety incidents and
persons trained in fire safety.
Record all fire incidents
Follow QMUL’s fire safety
procedures
Occupational Health
Pre-employment / placement health
screening
OH advice re: management of
sickness absence
Ensure that OH is made aware of
persons requiring pre-employment
health screening.
Implement OH advice relating to
the management of work-related illhealth issues.
Follow QMUL HR guidance for
managing cases of sickness
absence and refer within these
codes as appropriate
Keep records of absence and
record work-related causes
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The Occupational Health Service
records numbers screened and
numbers of management referrals.
It also keeps records of OH
interventions
QMSU/QMSU Services Limited
should review staff records to
ensure all information related to
sickness absence management is
recorded
9. Summary of QMSU’s/QMSU Services Limited’s Responsibilities
Health and Safety
Health and Safety Management System detailing responsibilities and
arrangements for managing health and safety
Risk assessment and control programme in place
Induction given to new starts/staff with new responsibilities
Training needs identified and training arranged
Incidents and unsafe conditions reported to QMUL
Emergency procedures in place and communicated to staff
Ongoing monitoring of health and safety performance with remedial
actions taken where necessary
Confirm that Potable Appliance tests and Statutory Inspections have
been carried out
Annual report of health and safety performance returned to QMUL
OHSD
Fire Safety
Fire safety induction given to any person to be on premises for more
than three days
Suitable persons to act as fire marshals and fire marshal training
arranged with OHSD
Ongoing monitoring of fire safety measures in place
Incidents and unsafe conditions reported to QMUL
Actions arising from fire risk assessments and inspections to be closed
out within agreed timescales
Occupational Health
Risk assessment of job at pre-employment stage to allow preemployment health assessment to be carried out by QMUL OH
Refer staff with work related health conditions to QMUL OH
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Case management of sickness absence with QMUL OH
10. Further Development
Date
QMUL OHSD
QMSU
Services which could be
developed and offered (charges
may apply)
OH:
Travel health advice to include
immunisations etc
Health promotion activities
Statutory Health Surveillance
where identified as required
Health and safety training
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Status: Extant – June 2013
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Action
Responsible Person
Document Control
Initial Data
Author:
Marion Richards
Position:
Director of Occupational Health and Safety
Checked by:
Position:
Approved by:
Position:
Status:
Extant
Date of Issue:
April 2014
Version
No.
2
Date of alteration
and re-issue
25/04/14
Details of changes
Changes made by
Changes in terminology
Marion Richards
QM_OHSD_GA019_ Service Level Agreement and Memorandum of Understanding
Status: Draft – June 2013
Author: Marion Richards