University of Exeter Consultative Health and Safety Committee Terms of Reference 2015/16

  • Chair (senior member of staff)
  • Lay Member of Council
  • Nominees of Senate (2)
  • Colleges and Professional Services (Assistant College Managers or equivalent)
    • The Business School
    • Engineering, Mathematics & Physical Science
    • Humanities
    • Life & Environmental Sciences
    • Social Sciences & International Studies
    • University of Exeter Medical School
    • Campus Services
    • Academic Services
    • Cornwall Campus representative
  • Guild Health and Safety Co-ordinator
  • University of Exeter Construction Health and Safety Officer or equivalent representative
  • Trade Union (TU) Health and Safety Representatives of:-
    • UCU
    • Unite(2)
    • Unison

In attendance

  • Safety, Health and Wellbeing Service (4)
  • Insurance and Business Continuity (1)

Membership of this Committee will be reviewed annually to ensure that it remains appropriate and that there is diversity of representation. As part of UoE commitment to equality and diversity, these Terms of Reference provides transparency about the role that each attendee represents at the group and a gender balance will be sought as far as is practicable, whilst bearing in mind that many members are determined by their University role.

The timing of meetings will take account of other responsibilities (e.g. academic, clinical, and caring) to enable as many members as possible to attend. Prospective members are encouraged to discuss workload implications with their line manager prior to involvement in the Group.

A quorum shall be represention from:

  • The Chair or nominated deputy
  • Two TU staff
  • Two Colleges
  • One Professional Service
  • One member of the Safety, Health and Wellbeing Service (for competent advice)

This committee will meet once per academic term.

The Health and Safety Committee is authorised by the Council to investigate any activity within its terms of reference.

5.1 Key role of the committee

a) To act as a consultative committee for nominated health and safety representatives from recognised Trades Union.
b) To receive reports from Colleges and Professional Services regarding safety arrangements and improvement made in those areas and agree any actions required
c) To approve the health and safety policy and standards via an agreed consultation process
d) To receive a report on University incident, accident and Ill health data and agree any actions required
e) To take annual Radiation Protection Reports from the University Radiation Protection Officer and agree any actions required
f) To take annual reports from the Fire Safety Implementation Group and agree any actions required
g) To carry out an annual review of the Statutory Health and Safety Committee Terms of Reference
h) To monitor that progress is made regarding staff wellbeing
i) To agree an Annual Walkabout Inspection Programme (approx. 20 per year). Union members and Managers will volunteer to carry out joint Health and Safety Walkabout Inspections between formal meetings. The Committee will receive a summary of outcomes for each inspection and monitor any action arising.
j) To recommend expenditure against the Health & Safety Committee Budget of £5,000
k) To promote the University’s co-operative relationship with other organisations, such as the Guild of Students, Falmouth Exeter Plus, and the University College of Falmouth (with respect to the University of Exeter in Cornwall).
l) To prepare an annual report to Council.

5.2 Key reports to the committee

(a) Receive a report at each meeting from the Safety, Health and Wellbeing Service which outlines:

  • Incident and accident data (including details of RIDDOR injuries) within the reporting period
  • Occupational health referrals
  • Mandatory health and safety training compliance
  • Progress and improvement for each safety standard
  • Any legal updates
  • Any enforcement action
  • Any other information on changes and improvements

 (b) Receive reports at each meeting from Colleges, Professional Services and Cornwall campuses which outline:

  • Incident, accident and ill-health referral data over time (qualitative and quantitative report) and discussion on the action required to improve
  • Numbers of staff in support roles (first aid, fire etc) compared to numbers needed
    • Assurance that College level Health and Safety Committees are taking place and action is being taken to improve
    • Any improvements made to the health, safety and welfare of staff and students  in the reporting period

(c) Receive reports from the Walkabout Safety Inspection Programme for the academic year and an update on agreed actions from the previous inspections

(d) Receive results of the University Safety Monitoring Programme (measurement of compliance for each safety standard) and agree action plans (this will develop throughout 2014-15)

(e) Receive an update at each meeting on Radiation Protection against the requirements of any outstanding action plans

(f) Receive an update at each meeting from the Fire Safety Implementation Group and identify progress against any action plans in place

(g) To receive any other reports from specialist groups or standards at the request of the Committee.

The Statutory Health and Safety Committee shall report to the Council annually. These reports will be prepared by the Assistant Director HR (Safety, Health and Wellbeing). Where exceptions arise within the annual calendar the Chair will report to the Council Lay Member who will recommend a course of action to escalate matters.