3.2 Policy making

(1) The Council

The Council governs, manages and regulates the finances, accounts, investments, property, and all affairs of the University. It is the ultimate policy-making body for the University executive.

(2) The Strategy, Planning and Resources Committee (SPaRC)

The SPaRC reports directly to Council which, in turn, reports to the Court.

Terms of Reference (relevant to H&S)

• To keep under review the performance of the academic Schools and Professional Services of the University, and to review and oversee the implementation of the mechanisms required to review performance.
• To keep under review the major risks facing the University, as well as the overall profile of risk, and to review and oversee the implementation of the mechanisms required to ensure that the University and Schools/Services are effectively managing risks.
• To consider and determine such matters as may be referred to it by Senate or Council.

(3) The Safety Committee

The Safety Committee is a sub-committee of the SPaRC and its establishment fulfils the University’s statutory obligation for trades union consultation (HASAW Act (1974)). The Safety Committee acts as a forum for consideration of health and safety matters arising from all parts of the University and determines University health and safety policy.

Terms of Reference

• To act in a statutory capacity concerning all matters of health and safety.
• To make policy decisions in the light of legislation and to advise and give guidance in this connection to Safety Groups and Schools, Services, Divisions and Units, etc.
• To recommend expenditure against a Safety Budget or to the SPaRC.
• To draft an annual report to be received by SPaRC & Council.

Membership

• A Deputy Vice-Chancellor (Chair & representative for SPaRC)
• Lay Member of Council (representative for Council)
• Secretary (member of the Health & Safety Office)
• Two members of the staff appointed by Senate
• Senior members (2) of Corporate Services
• Senior Members (2) of Academic Services
• Senior Members from Schools (with enhanced hazards, risk control):
  • Biosciences
  • Education & Lifelong Learning (SELL)
  • School of Engineering, Computing & Mathematics (SECAM)
  • School of Geography, Archaeology & Earth Resources (SoGAER)
• Representatives of recognised trade unions:
  • UCU
  • UNITE
  • T&GWU
  • UCATT
  • UNISON
  • Guild of Students

In Attendance

• The Health & Safety Office (2)
• The Occupational Health Service (2)
• A representative of Human Resources
• A representative from University of Exeter in Cornwall
• A representative from Finance Services (Insurance / Business Continuity)

A list of appointed staff are given in Appendix C

(4) The Safety Groups

The Safety Groups represent each College within the University and also those facilities shared by more than one College. They also include the specialist safety functions of radiation protection and genetic modification safety.

Each Safety Group is responsible to (reports to) the appropriate College Dean or Director of Building, who, in turn, determines the group’s membership and constitution.

Terms of Reference

• To determine College Health and Safety Policy and produce it in the form of a written document.
• To discuss College health and safety matters and, if necessary, forward these in writing for consideration by the University’s Safety Committee.

(5) Specialist Safety Groups

(a) The Radiation Protection Group

Membership

• University Radiation Protection Adviser
• University Radiation Protection Officer
• School Radiation Protection Officers
• School Radiation Protection Supervisors

Radiation protection may be defined as protection against sources of both ionising radiation (eg radionuclides) and non-ionising radiation (eg lasers) which may give rise to harm.

The University has a University Radiation Protection Adviser (URPA) and a University Radiation Protection Officer (URPO).

The URPA is a statutory requirement to enable the University to purchase, store, use and dispose of radioactive materials. The HSE requires that the RPA be competent to act in this capacity and he or she must hold a Certificate of Competence obtained from an HSE Approved Assessing Body. The post holder must be formally appointed, in writing, by the chief executive of the University (normally the Registrar & Secretary).

The URPO manages radiation protection within the University on a day-to day basis.

The roles of URPA and the URPO may be carried out by the same member of staff.

The University Radiation Protection Adviser (URPA) will:

advise on all matters of radiation protection, which include;

• the implications of statutory provisions;
• the storage, distribution and disposal of radioactive substances according to the registrations and authorisations granted by the statutory authorities;
• the control of exposure to radiation, to as low a level as reasonably practicable; and
• the identification of, and restriction of access to, controlled and supervised areas.

The University Radiation Protection Officer (URPO) will:

• operate a system of personal dosimetry and area monitoring;
• draft written systems of work and Local Rules;
• contribute to plans for new, or the alteration to existing , plant or premises which may affect radiation protection;
• investigate abnormal exposures to radiation;
• provide, or arrange for the provision of , radiation training;
• inspect, monitor and audit arrangements for radiation safety in Schools;
• liaise with the various statutory authorities and assist with their inspections;
• follow a programme of continual professional development so that the standard of professional expertise is maintained; and
• carry out any other radiation protection duties as may be assigned by the University.

The duties of other staff with responsibilities for radiation protection are given in the University Radiation Protection Local Rules (copies of which may be obtained from The Health & Safety Office).

Radiation Services

Radiation Services perform an advisory and monitoring service with respect of protection from both ionising and non-ionising radiation. The Service is based in the Health & Safety Office.

Membership

University Radiation Protection Adviser
University Radiation Protection Officer

(b) The Genetic Modification Safety Sub-committee (GMSS)

The Genetically Modified Organisms (Contained Use) Regulations (1992) require organisations who carry out genetic modification work (such as the University), to establish a Genetic Modification Safety Committee.

The Genetic Modification Safety Sub-committee is a Sub-committee of Safety Group Two; Biological Sciences (see Safety Groups).

Terms of Reference

The Genetic Modification Safety Sub-committee will:

• review in a detailed and systematic manner all proposals involving genetic modification and advise on the risk assessment, as described in the ACGM (Advisory Committee on Genetic Modification) / HSE Code of Practice and Guidance Notes;
• consider whether the containment category proposed agrees with that indicated in the relevant guidance; that appropriate containment is available; whether the training and experience of those involved are sufficient to carry out the work safely and whether arrangements for health surveillance are adequate;
• notify proposals to the HSE and include comments made by the GMSS as required by statute (Schedule 4 and 5, GM Regs);
• review, on a regular basis, general laboratory practice in genetic modification with regards to safety; consider all accidents and incidents;
• advise the College Dean on needs for further training and continually review whether experimental procedures are being carried out, so far as is reasonably practicable, in a safe manner; and
• advise on the drawing up of local rules to cover work involving genetic modification.