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HSE - systematic work

Målgruppe: Medarbeidere Tema: HMS

**The HSE Policy was revised 14.02.2020, but is not yet translated to English.** #

This page is a checklist for your unit's systematic HSE efforts.

Norsk versjon - HMS – systematisk arbeid

This is one of three pages about NTNU's formal HSE policy.

1. HSE policy | 2. HSE – Roles | 3. HSE – Systematic work | Subject page about HSE


NTNU's HSE model

Illustration: NTNU's HSE model

Initiate #

  • Take the initiative to get the work started.
  • Inform, motivate and take part.
  • Agree on tasks and authority.
  • Establish goals.
  • Organize and plan the implementation of systematic HSE work.

Take the initiative to get the work started: The line manager should take the initiative to get the work started. The work should be performed in cooperation with the safety deputy and the other employees.

Inform, motivate and take part: Employees should take part in the process. It is important that employees who have experience dealing with HSE challenges contribute with their knowledge and suggestions.

Agree on tasks and authority: An overview of HSE responsibilities, tasks and authority should be distributed and be available at the unit.

Establish goals: The unit should establish a goal for its HSE work. The goal should be in line with NTNU's goals (in Norwegian) and be as specific as possible. At the turn of the year, the unit must assess whether it has reached its goal, and possibly establish a new goal.

Organize and plan the implementation of systematic HSE work #

Appoint a diverse group and make sure that one person is given the responsibility and authority to ensure progress.

Survey #

  • Get an overview of applicable laws, regulations, HSE guidelines and other requirements.
  • Identify and assess HSE challenges.
  • Identify the need for HSE training.
  • Make sure the necessary documentation is available.

Get an overview of applicable laws, regulations, HSE guidelines and other requirements: All units must have an overview of the requirements that apply to their own activities. The activities should be organized according to these requirements. For an overview of NTNU's HSE guidelines, see HMS guidelines – summary page.

Identify and assess HSE challenges: NTNU has four different tools to identify and assess HSE challenges;

  • Performance assessment interview
  • Work environment survey
  • Risk assessment
  • Overview of HSE nonconformities

Using these tools forms the basis for plans of action. Plans of action and annual reports from previous years document HSE challenges and can be good sources of information.

A) Performance assessment interview: An important purpose of the performance assessment interview is to create a better foundation for achievements and a good working environment. The interview is a supplement to the continuous, everyday dialogue between manager and colleague.

The interview should be open, straightforward and confidential. For the manager, the interview is a good way to learn about the colleague's expertise and motivation in terms of achieving the unit's goals. For the colleague, the conversation is an opportunity to talk about his or her working situation and how he or she wants working conditions to develop in the future. See Appraisal interview for employees for more information.

B) Work environment survey: The work environment survey is carried out to survey, follow up on and improve the psychosocial working environment. See Work environment survey for more information.

C) Risk assessment: A risk assessment is a systematic review of factors that can cause unwanted future incidents in the workplace. The risk assessment should assess whether existing measures are adequate, or if new measures must be initiated to reduce the risk.

Risk assessments can be carried out at all levels at NTNU. As a minimum, departments/units in the University Administration should survey which tasks and activities are performed, and whether any of these can cause injury/damage to humans, materials/equipment and/or the environment.

Lower-level units, e.g. sections, laboratories, subject groups, research projects, etc., should prioritize risk assessments of the most hazardous tasks. Surveys performed at the department/unit level in the University Administration can be used as a basis.

The faculty or highest unit in the University Administration can get an overview of the risks based on the surveys performed in departments and lower-level units. See also:

D) HSE nonconformities: Situations that can cause, or have caused, injury/damage to humans or the environment should be reported as HSE nonconformities in the NTNU nonconformity system (in Norwegian). Material damage that can cause injury to humans and material damage that remains unrepaired over a long period of time should also be reported as HSE nonconformities. Other material damage should be reported via e-Caretaker. An overview of HSE nonconformities can provide useful information about HSE challenges and be an important part of the preliminary work before other tools are used.

See also:

Identifying the need for HSE training: All employees who are responsible for leading or supervising other employees at the unit, or who are assigned the role of HSE coordinator or safety deputy, must have the necessary expertise, which is at least equivalent to being able to master the contents of the HSE platform. The line manager should assess the need for additional competence and make sure that this competence can be acquired.

The line manager should also make sure that employees who function as radiation protection coordinators or substance database contact persons get the necessary training.

For more information about the requirements for training of safety representatives and Working Environment Committee (AMU) members, see Regulation of organization, management and partaking §§ 3-18 to and including 3-20 (in Norwegian).

Ensure documentation: Existing documentation must be systemized and stored. Examples:

  • Overview of the distribution of responsibilities, tasks and authorities at the unit
  • Employment agreements
  • Reporting absences due to injury or illness
  • Overview of completed HSE training; name of participants, course contents, duration, etc.
  • Fire protection documentation

Planning and prioritizing measures #

  • Local procedures
  • Coordination agreement
  • Plans of action
  • Make sure the necessary documentation is available.

Local HSE procedures: If NTNU's HSE guidelines are insufficient and cannot be altered to meet the unit's needs, the unit can create local HSE routines. The HSE routines should, if possible, be implemented at the faculty level. See the template for HSE routines (in Norwegian).

Coordination agreement: Where NTNU shares facilities/activities with other establishments, e.g. SINTEF and St. Olavs Hospital, the line manager must make sure that written agreements are made between the establishments. The agreement should state which establishment is considered the main establishment. The main establishment is responsible for coordinating the HSE work in the common facilities/activities. When a coordination agreement is in place, the yearly schedule should be implemented. See Coordination agreement for more information.

Plans of action: A plan of action should provide an overview of measures to be initiated, as well as costs, responsibilities and deadlines.

Make sure the necessary documentation is available: The following should be documented in NTNU's archives (in Norwegian):

Anything that is documented in the nonconformity or risk assessment systems does not have to be transferred to the archives. However, personal information that cannot be recorded in the nonconformity system is stored in the archives.

Follow-up #

  • HSE process
  • Nonconformity management
  • Indicators
  • Management's review

HSE process #

The HSE process is a check of the current working conditions. The HSE process is designed to check whether measures identified during the risk assessment have been implemented and if they work as intended. Findings from the HSE process can be used as a basis for revising the risk assessment or conducting a new one. The HSE process should be performed at least once a year. See HSE process for more information.

Nonconformity management #

NTNU has a digital system for reporting and managing HSE nonconformities (in Norwegian). The overview of HSE nonconformities provides an opportunity to identity trends, make sure that the nonconformities are managed and prioritize measures. See also HSE nonconformities under Surveys (in Norwegian).

Indicators #

Indicators are used as a measure of employee health, safety and environmental impact.

Health:

  • Every four months, the HSE Division reports the following to the Working Environment Committee (AMU):
    • The number of HSE nonconformities at the faculties and the University Administration
    • The number of reported personal injuries at the faculties and the University Administration
  • The HSE Division annually reports the following to the Board through the annual HSE report:
    • The number of HSE nonconformities at the faculties and the University Administration
    • The number of reported personal injuries at the faculties and the University Administration
    • The percentage of absence due to illness at the faculties and the University Administration [%]
    • H1 value

Environment:

See NTNU Environment (in Norwegian) for more information about environmental work at NTNU and environmental indicators.

Energy consumption (electricity and district heating):

  • Every four months, the Technical Division reports the following to the departments / University Administration units:
    • Specific energy consumption [kWh/m2]
  • At the end of the year, the Technical Division reports the following to the HSE Division:
    • District heating consumption [GWh]
    • Electricity consumption [GWh]
    • Total energy consumption [GWh]
    • Total degree-day-corrected energy consumption [GWh]
    • Specific energy consumption [kWh/m2]
    • CO2 emissions connected to long-distance heating and electricity [tonnes].

Waste:

  • At the end of the year, the Technical Division reports the following to the HSE Division:
    • Amounts for the different waste sections [tonnes]
    • Total amount of waste [tonnes]
    • Waste sorting percentage [%]

Procurement:

  • At the end of the year, the Procurement Section reports the following to the HSE Division:
    • The percentage of quotations > NOK 500,000 when there have been environmental requirements [%]
    • Emphasis on environmental requirements in quotations [%]
    • Percentage of invoices received in digital format [%]

Travel / video conference:

  • At the end of the year, the framework providers of travel agency services report the following to the HSE Division:
    • Total number of booked return flights
    • The number of return flights Trondheim-Oslo
    • The number of destinations

Management's review #

The Rector should perform an annual review of the HSE system and make sure that the HSE system:

  • is in accordance with legislation and internal requirements.
  • is suitable to reach NTNU's HSE goals and contributes to continuous improvement.
  • is used and maintained.

The Rector should assess the need for changes to the HSE system. The management's review should be documented in NTNU's archives (in Norwegian). Participants:

  • The HSE Division
  • Occupational Health Services
  • The senior safety representative
  • The senior employee representative

The following issues should be revised:

  • last year's management's review
  • changes to applicable legislation
  • supervision and checks performed by public authorities / external actors
  • policies, HSE goals, subsidiary goals and indicators
  • Inclusive Working Life (IA) goals
  • work processes and services; making sure that these are in accordance with legislation and guidelines
  • internal revisions and revision plans for coming years
  • Risk and vulnerability (ROS) analyses
  • working environment survey; trends and assessing the need for changes
  • HSE nonconformities; trends and reporting culture
  • environmental performance; trends and follow-up of measures
  • emergency preparedness
  • fire protection
  • special issues / unwanted incidents during the current year
  • suggestions for priorities for next year
  • suggestions from applicable committees and networks

Contact #

Approval/signature #

Approved by the Director of HSE – 2 February 2015 – HMSR63

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