Health & Safety Self Assurance Questionnaire - 2015

Heads of departments are expected to satisfy themselves each year that the health and safety arrangements within their departments meet the requirements of University policy statements.  To help heads of department do this, the 2015 health and safety self assurance questionnaire is now available.

Departmental safety officers should have received a separate email describing how to access the toolkit.  If you have not received an email, as expected, please contact the Self Assurance Helpdesk:

toolkit_support@admin.ox.ac.uk

Departments are asked to submit the completed questionnaire by 9 October 2015.  . 

Heads of department are responsible for ensuring the questionnaire is completed within this timescale.  However, it is assumed that departmental safety officers (DSO) will be nominated to undertake the review, complete the questionnaire and submit this to their head of department for approval.  If someone other than the DSO is going to complete the questionnaire, please notify the University Safety Office.  Once the head of department has approved their questionnaire, it will be forwarded to the University Safety Office. 

The toolkit should provide a clear indication of effective health and safety management systems within the department and help identify where improvements might be required.  Departments are expected to use these findings to plan and develop ways of implementing improvements.  Departments may therefore wish to consult their departmental safety advisory committees, area safety officers and the University Safety Office for advice. 

The 2015 questionnaire is again based upon the University’s HASMAP audit indicators (See University Policy Statement S1/11) and follows the same format as the 2013 questionnaire.  As before, you are asked to consider the department’s current health and safety management systems against the performance statements outlined in the questionnaire and then select the most appropriate statement.  You are then asked to provide some form of evidence, be that a written statement or attachment.  For those departments who completed the questionnaire in 2013, the evidence you provide should be based upon the following three questions:

  1. Has performance for this question improved, stayed the same, or deteriorated since 2013?
  2. Does the department consider the current performance for this question to be sufficient?
  3. If no, what further actions are required to improve performance?

 To help you identify possible improvements, the questionnaire includes additional information and ‘sub-questions’ which can be considered.  Department safety officers are not expected to answer every ‘sub-question’, but to simply use this information to support their own knowledge and identify where improvements might be required, commensurate with the range and type of hazards encountered.  This is particularly true for those areas with few known health and safety risks or where many of the health and safety arrangements are covered by Facilities Management on behalf of the department, faculty or office.

The 2015 questionnaire does include a specific question (Q.9) on Emergency Planning and Response.  Here the question includes a series of ‘Yes / No / NA’ questions which reflect the requirements of University policy.  Again, the questions should help departments review their current arrangements, but the information supplied will also help the development of University policies and guidance.  If the department has any questions, comments or suggestions on this subject, this can be recorded in the evidence section.

The exercise is ultimately aimed at supporting departments, but the anonymised results will be used to monitor the University’s overall performance.  The results will not be used to rank departments in any way.  A summary report from the 2013 exercise is available from the following website. 

http://www.admin.ox.ac.uk/safety/selfassurance/

To help those completing the questionnaire, a training course is available on the 20 August 2015.  Full details of this course are again included in the above website, as well as a link to the toolkit itself.

If there any questions, please contact the Self Assurance Helpdesk or the University Safety Office directly.

06 August 2015