Appendix 1 - Information available to safety representatives

Information held by the University Safety Office

(a) The following items are held by virtue of a relevant statutory provision within the meaning of section 53(1) of the Health and Safety at Work etc Act 1974 and copies are sent routinely to senior safety representatives:

  • University Statement of Health and Safety Policy
  • University Policy Statements
  • reports made to the HSE of accidents, dangerous occurrences, and diseases
  • analyses of asbestos samples and air tests for asbestos contamination
  • departmental statements of safety organization.

(b) The following items are routinely copied to senior safety representatives:

  • enforcement notices issued by the HSE, Environmental Health Officers or the Fire Authority
  • safety memoranda
  • other accident reports
  • notifications of pre-contract site meetings for asbestos removal work
  • lists of heads of departments, departmental safety officers and their deputies.

(c) The following items are available for inspection by safety representatives.  Reasonable requests for photocopies of individual items will be granted, but routine photocopying of large amounts of information will not normally be permitted.

  • formal reports to departments following an accident investigation or a fire
  • formal reports to departments following an inspection of working practices or facilities by the University Safety Office
  • formal recommendations made to departments by the University Safety Office concerning matters raised by the trade unions
    laser registrations
  • portable electrical equipment test returns from departments
  • registration forms of departments undertaking genetic manipulation
  • fire certificates
  • insurer’s reports on lift examinations
  • waste disposal notifications
  • first aid training attendance registers
  • fire prevention training course registers
  • information held in the Safety Library.

Information held by departments

(d) The following are examples of items held in departments by virtue of a relevant statutory provision within the meaning of section 53(1) of the Health and Safety at Work etc Act 1974 and they must be made available to safety representatives:

  • risk assessments
  • records of annual examinations of engineering control measures under COSHH
  • records of annual examinations of pressure vessels
    • records of annual examinations of lifting gear.

(e) The following are examples of information that would affect the ability of the safety representatives to function efficiently and which must be made available to safety representatives:

  • copies of departmental safety inspection reports
  • copies of accident reports (subject to the provisions of the Data Protection Act – see Safety Office Memo M15/03)
    • minutes of  pre-contract site meetings for asbestos removal work
      records of fire drills

(f) Trade effluent consents - a copy should be held by the Department and Estates

Departments are not required to routinely supply copies of these items, but safety representatives are entitled to take copies of them if they wish. The lists are not exhaustive and advice should be sought from the University Safety Office where there is any doubt as to a safety representative’s entitlement to information.