This procedure sets out how consultation will take place on new health and
safety policies and standards that apply across the University. The purpose is
compliance with legal requirement to consult staff or their representatives
on matters that affect their health and safety
that those affected have the opportunity to input into its development,
thereby helping to ensure suitable, practical standards are produced
Sets out the University’s direction, responsibilities for action and
arrangements for implementation. The Health and Safety Policy includes a
statement reflecting the University’s ethos, objectives and the overarching
health and safety responsibilities which apply to all health and safety
These are the University’s arrangements for implementing the Health and
Safety Policy and meeting legal requirements. They describe what action needs to
be taken and by whom. There are various types of standard.
Codes of practice / Management policies and plans detail the
University’s arrangements for ensuring compliance with the law and gives details
of what line managers, heads of departments and others need to do to meet their
health and safety responsibilities as laid down in the University’s Health and Safety Policy. Generally these are produced for more complex risk
areas, where detailed responsibilities and requirements are necessary. They are mandatory.
Local rules are produced where specific legislation requires
(eg. ionising radiation regulations). They should normally be local to the area
where the activity presenting the risk takes place.
Generic risk assessments describe what must be in place to
achieve a safe workplace and meet University/legal requirements in a risk
assessment format. The standards within them are mandatory, though there is
flexibility to suit local needs. Managers can produce their own assessments (to
a similar standard) rather than use the generic ones.
Guidance is short web-based information which describes how
to meet responsibilities in relation to specific subjects. There will be a
mixture of mandatory requirements and good practice, which will be clear from
the language used.
The consultation process
flow chart (.pdf) outlines the consultation process. The aim is to have a
system that allows for adequate consultation, but is also flexible, thereby
enabling new and revised standards to be published more quickly.
Normally, the Health and Safety Advisory Service (HSAS) will lead the
development of University wide health and safety standards to meet legal
requirements for health, safety, occupational health and fire safety.
The exception is the development of premises related health and safety
standards, which will be led by Estate Management Section, in consultation with
HSAS. Some occupational health related standards may also be led by the Director
of Human Resources in consultation with HSAS.
The first draft of new or significantly revised standards should be
accompanied by a brief outline for the reasons why the standard or proposed
changes are needed.
Straightforward standards and revisions will be consulted on via consultation
groups of key people identified as having a particular interest in the subject, either by email or meeting.
Standards or revisions to standards that will significantly impact on current
practice must be approved by Health and Safety Group and USG.
The Health and Safety Policy and revisions to it must be approved by
University Steering Group and Council.
In some cases it may be necessary to produce a standard at short notice, to
respond to a particular issue. In such cases consultation periods and the extent
of those included in consultation may be reduced. However the Unions will always
be consulted. The standard will also be included on the Health and Safety Group
meeting immediately following its publication.
Generally consultees will be given four weeks to consult on each draft,
unless there is a good reason why a shorter timescale is justified.