Paperwork Audit

Document / system check

  • Is the Health and Safety Management Statement up to date?

  • Date last reviewed

  • Date and recent example of health and safety communication via a team meeting.

  • Example:

  • Date and subject of last H&S bulletin communicated.

  • Example:

  • How does the department ensure all employees have done mandatory H&S and fire safety training?

  • How does the department ensure new employees have H&S induction?

  • Date employees were last reminded of emergency arrangements had how to report accidents, hazards and safety concerns.

  • This includes Basic Fire Safety, Computer Safety and Managing H&S ( briefing or IOSH). H&S Essentials is required for new employees.

  • How does the department ensure new employees have H&S induction?

  • Date employees were last reminded of emergency arrangements had how to report accidents, hazards and safety concerns.

  • This includes Basic Fire Safety, Computer Safety and Managing H&S ( briefing or IOSH). H&S Essentials is required for new employees.

  • How does the department ensure new employees have H&S induction?

  • Date employees were last reminded of emergency arrangements had how to report accidents, hazards and safety concerns.

  • This includes Basic Fire Safety, Computer Safety and Managing H&S ( briefing or IOSH). H&S Essentials is required for new employees.

  • How does the department ensure new employees have H&S induction?

  • Date employees were last reminded of emergency arrangements had how to report accidents, hazards and safety concerns.

  • This includes Basic Fire Safety, Computer Safety and Managing H&S ( briefing or IOSH). H&S Essentials is required for new employees.

  • How does the department ensure new employees have H&S induction?

  • Date employees were last reminded of emergency arrangements had how to report accidents, hazards and safety concerns.

  • This includes Basic Fire Safety, Computer Safety and Managing H&S ( briefing or IOSH). H&S Essentials is required for new employees.

  • Do you have sufficient trained fire evacuation stewards and evacuation chair operators?

  • How have you informed employees and other room users in your department about the new fire evacuation arrangements on Colchester Campus (flashing red beacons).

  • How does the department control the use of prohibited electrical items?

  • Do records show that portable electrical appliances have been inspected and, where appropriate tested at the required frequency?

  • Date PAT last carried out

  • Are inspection records for hazardous work equipment used by the department ( e.g. Stepladders, trolleys, university owned vehicles) up to date?

  • Record what items are inspected. If date included state what items it relates to.

  • Date of last inspection.

  • Have actions from the previous inspection been addressed and the action plan updated?

Risk Assessment

  • Has the department updated or completed a stress risk assessment based on the staff survey results?

  • Are the following risk assessments in place and up to date and based on current templates?

  • Office risk assessment.

  • Date last reviewed

  • Driving for work.

  • Date last reviewed

  • If applicable (dept requires or University owned vehicles) date of last licence and insurance check.

  • DSE assessment for employees using computers.

  • Date last reviewed

Indicate whether risk assessments are carried out for the following, where required

  • New and expectant mothers

  • Field trips or outings with students?

  • Visits to high or extreme risk overseas locations.

  • Advise HSLO that travellers to high/ extreme risk locations need to complete online travel security course and that this is being monitored as a KPI.

  • Activities /events

  • Have manual handling activities been reviewed following the guidance in the Lifting and Carrying Health and Safety Standard.

Additional notes.

  • If there are significant projects or changes to work activities for the forthcoming year that will require risk assessment during planning, has the responsible person contacted HSAS?

  • Does HSLO need further advice? Is there any guidance the HSLO would like HSAS to develop?

  • Is HSLO aware of Getting it Right? Does HSLO have any suggestions for future subjects?

  • Does HSLO want to set date of next year's inspections?

  • Select date

Physical Inspection

Physical inspection.

  • Areas inspected (e.g all, all Colchester, sample 1/3)

  • Room number(s) and items found.

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