Safety Statement (Model S)
The SS work manual comprises 4 Volumes and Appendices
Please choose from the links below to enter the different sections (sub documents). If you are not sure what you are looking for browse through all sections or consult the FAQ tab over.
Users are also encouraged to utilise the new Dept Risk Assessment reconciliation/estimator workbook tool ( Excel spread sheet) given in the second section tab below.
The School/Dept Safety Statement must be based on an adequate Risk assessment(s) of the tasks/all work activities. (Vol 3). An adequate RA must be in place before the work/task commences. ( This is an operational line management responsibility & legal SHWW Act requirement)
Please choose from the links below to enter the different sections (sub documents). If you are not sure what you are looking for browse through the index or volume links given below.
Users are also encouraged to make use of the new Dept Risk Assessment reconciliation/estimator workbook tool ( Excel spread sheet) given in the first section tab below.
Note: The content of a departments Safety Statement (SS) should match the extent of risks identified in dept work activities using the new RA reconciliation/estimator tool.
The SS work manual comprises 4 Volumes and Appendices:
Volume 1: University Safety Management System (Applied Scientific & Services)
Volume 2: Requirements for the Control of Hazards and Risks (Applied Scientific & Services)
Volume 3: Hazard Identification and Risk Assessment (Applied Scientific & Services)
Volume 4: Safety Action Plans
Appendices: (Applied Scientific & Services)
Preface to Model (S)
This is the third issue of the Safety Statement manual that was produced to:
- Meet new Health & Safety legislative changes
- Take account of restructuring and management re-organisation within the University
- Make minor revisions or corrections to some sections including date proofing
- Add new sections or include extra detail to other sections
- Be available in e-format on the University intranet
Apart from template revisions and seelcted revised RA forms as now contained within the attached, there is no universal need for Colleges/Schools/ Departments to change everything they have created in relation to their existing risk assessments or other records, since most of this issue is identical to the first manual.
Where actions are required in individual Sections, these are indicated in Section 2.4 and should be reviewed, if applicable. Revised reporting relationships of schools/departments must be reflected in the safety statements as must the overall H&S responsibilities of the senior functional managers for the outturn of the constituent schools/departments within his/her function area.
As stated previously in the first issue, the purpose of this manual is to comply with current Health & Safety legislation and to provide a template, aid or guide for the Colleges/Functional areas of the University and their constituent Schools/Departments/Centres to produce or customise their own Department’s Safety Statement, to a professional standard.
Its objective is to give general guidance aimed at the prevention of accidents and occupational ill health in the workplace and to ensure compliance with the requirements of current Health & Safety legislation. The Work Manual is not intended as a legal interpretation of this legislation .
The Manual establishes the structure/format and typical contents, which Colleges/functional areas with Schools/Departments with disciplines referenced in the model title, should adopt. It consists of 4 constituent Volumes, which in turn are divided into numerous Sections. These may be adopted in full or altered to suit the individual School/department. The Manual also has an Appendix that contains miscellaneous information relevant to the content of the Manual.
It must be emphasised that whilst the scope and content of this Manual is reasonably comprehensive, it does not purport to be an exhaustive or comprehensive safety manual, which covers every aspect of the activities of the University and its Colleges/ functional areas. Each constituent school/department within the respective functional areas of the University, must initially identify and continually update the unique hazards encountered in their sphere of activity. Hazards thus identified and not covered by this manual must be included for by the College/Functional areas within the safety statements of the constituent areas in question. This should be catered for by revising and/or devising new sections.
Colleges/Functional areas and their constituent Schools/Departments should adapt the contents of the manual, in particular ‘Arrangements and Controls’ in Volume 2, to the circumstances in their own department. Schools/Departments may alter, amend any section to simplify and take account of its circumstances/work practices, providing it does not diminish:
- It ’s legal obligations or responsibilities and
- Best safety practice requirements, Codes of Practice or guidelines established or recognised by EU/National Standards, the Health & Safety Executive, the Health & Safety Authority or guidelines produced by Expert Advisory Committee’s at National level in the University Sector or University Health and Safety Office.
Departments must alter /reset the template dates and revision numbers to reflect their own document generation and revision history.
|Volume 1: College/ School/Dept. responsibilities, University Safety Management System & policies (S)|
This Volume contains Sections 1 - 17 of the school/department safety statement and should be read in conjunction with Volume Nos. 2,3 & 4. This Volume sets out the proactive safety management system (S.M.S), which is intended to secure the safety, health & welfare of staff and students whilst ensuring compliance with current and developing health and safety legislation within a College/ Functional areas and its constituent School/Department/Centres.
It details the safety responsibilities for all management personnel therein, together with the arrangements for safety monitoring, safety consultation, training, first aid and up-keep of the safety statement .
|Volume 2: Control of Hazards and Risks (Model S)|
This Volume contains Section 18 of the departmental safety statement, this section sets out requirements for the Control of Hazards and Risks (C.H.R.) within the College/functional areas and relevant School/Department.
This should be read in conjunction with Volume No. 3, the Departmental Hazard identification and Risk Assessment (H.R.A.).
It summarises the individual hazards and risks that may be found within the College/ Functional area and those associated with the activities of the relevant school/department/centre. It also indicates the requirements to eliminate or control the hazards and risks .
|Volume 3: Hazard identification and Risk Assessment (Model S)|
This Volume contains Section 19 of the school/department safety statement, this deals with Departmental Hazard identification and Risk Assessment (H.R.A.). This should be read in conjunction with Volume No. 2.
It outlines terminology and risk assessment methodology used to control and monitor hazards for the entire department's activities, rooms, equipment, processes, work undertaken and substances/agents used.
Specimen checklists are also provided in relation to specific regulations/ specific headings to enable hazards/ safety issues to be identified. Once identified, risk levels may require to be assessed and appropriate arrangements and controls identified. This information together with a programme of implementation will form the basis for the Safety Action Plan (D.S.A.P.) of the School/department in Volume No.4. and that of the relevant College/Functional area.
|Volume 4: School / Departmental Safety Action Plan (Model S)|
This Volume contains Section 20 of the department safety statement, details a prioritised phased programme of actions, for the School/Departmental and the College/ Functional area in the overall sense by way of a Safety Action Plan (S.A.P.). This is necessary to implement the arrangements and controls necessary to reduce hazards/risks identified in Volume No. 3. It should also be read in conjunction of Document 2, under the relevant sections.
Volume 1 (S): University Safety Management System (2021/2022)
|4.0 College-Function-School-Department-Safety-Organisation-and-Responsibilities 2021|
|5.0 Responsibilities-of-University-College-Officers-Designated-Officials Dec 2021||
|6.0 Resources 2014||6.1 University Responsibility
6.2 College/School/Department/Unit/Centre Responsibility
|7.0 Training-Jan-2022||7.1 Legal Requirements
7.2 Department responsibility for training
7.2.1 Undergraduate and Post Graduate Safety Training
7.2.2 Employee/ Post Doc Safety Training
7.3 Specific Training
7.4 Completion of Training records
7.5 Responsibility for training
|8.0Safety-Consultation-and-Safety-Reps 2021||8.1 Legal Requirements
8.2 Safety Representatives
8.3 Safety consultation at department level
8.3.2 School/Departmental Safety Officer and Department Safety Action Team
8.3.3 Safety queries and concerns
|9.0 First-Aid-Health-and-Welfare 2020||9.1 General
9.2 Provisions of First Aid Boxes/Kits at Department level
9.3 Location and Number of First Aid Boxes within the Department
9.4 names and Location of Department First Aiders
9.5 Names and Telephone Numbers of Emergency Services
9.6 Emergency First Aid Procedure
9.10 Welfare - Drinking Water
9.11 Smoking Proscription
|10.0 Accident-and-Dangerous-Occurrence-Reporting May 2021||10.1 General
10.2 UCC internal reporting system
|11.0 Safety-Auditing-Occupational-Health-and-Hygiene Jan 2022||11.1 Audits and Inspections
Occupational Health and Surveillance
11.2.1 Legal Requirements
11.2.2 Department/Unit/Centre health surveillance
11.2.3 Pre-employment health screening
11.2.4 Occupational Hygiene (air analysis monitoring and personal dosimetry
|12.0 Postgraduate-and-Undergraduate-Students 2014||12.1 General
12.2 Graduate Students
12.4 Student Projects
12.5 Responsibilities of Supervisors for Student Projects
12.6 Project Risk Assessment and Levels of Supervision
|13.0 Persons-with-Special-Needs 2020|| 13.1.1 Pregnant employees, employees who have recently given birth or who are breastfeeding
13.1.2 Individuals who suffer from medical conditions
13.1.3 Individuals who have visual, aural or mobility impairments
13.1.4 Young persons/persons of an advanced age
13.2 Arrangements for Persons with Special Needs
|14.0 Members-of-the-public-Visitors-Contractors-Shared-Workplaces 2020||14.1 Members of the Public and Visitors
14.3 Employers Sharing the same Workplace
14.4 Typical Health & Safety Requirements for Inclusion in Contracts with Third Parties
|15.0 Atypical-Working-Times 2014||15.1 Introduction
15.2 Night work and Shift Work Employees
15.3 Late and Off-Peak Working
|16.0 Permit-to-Work-Systems-and-Safe-Operating-Procedures 2014||16.1 Permit to Work Systems
16.2 Safe Operating Procedures
16.3 Specimen Permit to Work form 2014 UCC permit to work general e-template 2014
|17.0 17.0 Student Placements in the workplace 2014||17.1 Introduction
17.3 Placement Approval/Appraisal
17.4 Review and Feedback
Volume 2 (S): Controls of Hazards and Risks
Requirements for the Control of Hazards & Risks
Note: all docs have individual rev #'s ( most current document in each case).
The list below is not exhaustive. Schools/Depts should add to the list below based on their Dept RA reconciliaiton. (With an summation of the appropriate risk controls listed and the persons responsible operationally for managing said risks)
Volume 3a (S): Hazard Id. & Risk Assessment - General S.O.P.
How to identify hazards and manage and assess risks
After reading 19.1 to 19.7, and appendix IV, commence with using the Dept RA reconciiation tool. Once this has been filtered down to the activities of relevance, then proceed to complete 19.10 in that light. ( for the risks identified).
|Dept RA Reconciliation 2016 (77kB) Guide to FA & Dept RA reconciliation 2016|
Volume 3b(S): Scientific/ Services Hazards - Simple RA Checklists
Note: Only use those sections or elements therein as are relevant to the Departments activities as and where work is conducted both within and external to UCC.
Add additonal content to cover activities that are not captured within the above. B&Es inputs may be needed for 19.3.5, 19.3.6 and 19.3.9.
Repeat travel journeys by an individual or group may be covered by an initial travel RA provided the circumstances remain constant/ unchanged.
A VDSE RA must be conducted for each staff workstation ( to capture different personal circumstances and set ups).
Please adapt the Field work code for indepth treatment & RA of any/ all fieldwork trips conducted by the School/Department. Please also see the section following for Covid-19 virus pandemic checklists. There are community public health related in nature and were generated by the H.S.A. based on the latest Government return-to-work guidance.
Footnote: The UCC Risk Assessment SOP and Risk Assessment topic and activity forms generally apply to wherever work is undertaken. No special Risk Assessment forms are needed for remote working. Such places of work should be assessed using the standard Risk Assessment forms provided commencing with the Basic Hazard Spotting Exercise (19.10), the General Workplace Safety Checklist (19.3.1) and the VDSE Risk Assessment 2020 (19.3.4) in particular.
Revised September 2020
|H.S.A. Covid-19 Checklists updated May 2022|
|19.3.22 HSA Covid-19 Employers Checklist 1: Planning & Preparing (updated July 2021)|
|19.3.22 HSA Covid-19 Employers Checklist 2: Control Measures (defunct Feb 2022)|
|19.3.22 HSA Covid-19 Employers Checklist 3: Induction (defunct Feb 2022)|
|19.3.22 HSA Covid-19 Employers Checklist 4: Dealing with Suspected Cases (defunct Feb 2022)|
|19.3.22 HSA Covid-19 Employers Checklist 5: Cleaning & Disinfection (updated July 2021)|
|19.3.22 HSA Covid-19 Employers Checklist 6: Employee Checklist (updated July 2021)|
|19.3.22 HSA Covid-19 Employers Checklist 7: Worker Representative Checklist (updated July 2021)|
|19.3.22 HSA Covid-19 Employers Checklist 8: Ventilation (July 2021)|
|19.3.22 HSA Covid-19 Employers Checklist 9: Returning to the Office (August 2021)|
|19.3.22 Review of Existing OH&S RA & Controls Arising from Covid-19 Checklist (#20) (updated August 2021)|
For the most recent content of checklists 1, 5-9 (of Feb 2022) under the Government Transitional Protocol - Good Practice Guidance for Continuing to Prevent the Spread of Covid-19, please click here.
Note: the remaining checklists above will be updated as and when the Health & Safety Office workload/resources allow over the summer 2022 period.
Volume 3c (S): In-depth risk assessment tool
Note: the afore mentioned should be used for complex activities or where a RA via a simple checklists does not cover or can not resolve. The latter includes where a need for more consideration becomes evident (e.g. the scope of a simple yes/no checklist does not allow a satisfactory conclusion on the risk being adequately controlled.
An example would be a Slip trip and fall RA involving use of old stairways or wide ranging activities such as use of vehicles/driving for work or working at heights ( accessing materials stored at heights) or work at external locations.
The following Appendices provide Examples of an In Depth Risk Assessment:
Volume 3d (S): Summary of Dept Hazards/Assessed Risks
Note: A risk conclusion should be available to coincide with all hazards/risks that were indentified as applying to the departments work activities ( per the Dept Rsk Reconciliation Tool)
Volume 4 (S): Dept Safety Action Plans
|21.0||21.0 Record and Status Report Form|
|22.0 & 23.0||22 & 23 Record and Status Report Forms- Part I and II|
This must be dynamic. It must be reviewed at least annually and revised regularly.