HSE roles

Målgruppe: Medarbeidere Studenter Tema: HMS
Tagger: hse hmsr63 roles

On this page you will find different descriptions of roles related to HSE.

Norsk versjon - HMS-roller

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

Responsibilities, roles and tasks #

Faculties, departments and University Administration units have HSE responsibilities for their own employees and other individuals who work at their facilities, cf. The Working Environment Act §§ 2-1 and 2-2 (in Norwegian).

Everyone in management has HSE responsibilities, see illustration 1. Students should refer to the Student chapter. Those with management and safety representative responsibilities should communicate continuously regarding HSE matters.

The most important task of the safety representative is to look after employees' interests. The safety representative should contribute to making sure that measures are carried out as planned, and that the systematic HSE efforts at the unit work well.


Illustration 1: Management and safety representatives

The Board #

The Board approves the general goals, strategies and plans for HSE and makes sure that these are implemented. The Board supervises this through the annual HSE report. The Board must make sure that adequate resources are allocated to follow up on the goals, strategies and plans that are put in place.

The Rector #

The Rector is responsible for ensuring a completely safe working environment at NTNU. The Rector must ensure that HSE efforts is systematically established, developed and maintained. The Rector must ensure that the units receive the necessary training and assistance, present to the Board an annual report about the HSE situation at NTNU, and ensure that measures are taken to reach the goals set for HSE efforts. The Rector should assess whether it is necessary to change NTNU's HSE system, using the management's review (in Norwegian). The Rector can delegate HSE tasks to subordinate units.

Line manager #

The line manager (see illustration 1) is responsible for HSE efforts in their own areas of responsibility and work.

The line manager must:

  • Ensure a completely safe working environment.
  • Make sure that adequate resources are allocated to HSE efforts.
  • Be familiar with legislation, regulations, HSE guidelines and other requirements applicable for the unit.
  • Ensure that the employees are familiar with central and local guidelines, and that these are complied with.
  • Ensure that the employees have adequate knowledge and skills in systematic HSE efforts, and that any necessary training is provided.
  • Involve the safety representative (VO) in the HSE work.
  • If HSE tasks are delegated, for instance to the HSE coordinator, the line manager must make sure that he or she is given regular updates. Delegation of HSE tasks must be documented in writing. If nothing else is documented, the line managers should perform HSE tasks themselves.
  • If the unit has activities in the same facilities as other establishments, it must make sure to prepare coordination agreements (in Norwegian) to define and distribute HSE responsibilities.
  • Make sure to identify HSE challenges (in Norwegian), prepare plans of action (in Norwegian) and follow up on HSE efforts (in Norwegian).

Tasks delegated by the Rector #

HSE Director

Responsibilities:

  • Development, maintenance and follow-up of NTNU's HSE system, incl. HSE guidelines.
  • Be familiar with applicable laws, regulations and other HSE requirements. Applicable legal and regulation requirements are included in NTNU's HSE guidelines.
  • Assisting in working environment matters.
  • Reporting to the Working Environment Committee (AMU) and the Board.
  • Identifying areas for improvement.
  • Assist with the management's review (in English).

Refer to the HSE Division and Occupational Health Services pages for more information.

Safety and Emergency Manager

Responsibilities:

  • Carrying out risk and vulnerability (ROS) analysis of the emergency preparedness.
  • Coordinating emergency preparedness efforts.
  • Planning and implementation of activities related to unwanted, intentional incidents (safety/security).
  • Initiation of risk-reducing measures.
  • Planning and implementation of emergency preparedness exercises.
  • Operation and maintenance of the emergency rooms.
  • Revision of NTNU's central emergency preparedness plan.

Human Resources Director

Responsibilities:

  • Assist in matters of employee relocation.
  • Organizing internal rehabilitation when the unit is unable to do this itself.
  • Processing applications for financial support related to internal rehabilitation.
  • Keep track of absences due to illness.
  • Processing complaints related to unacceptable behaviour, victimization and conflicts. See Unacceptable behaviour – harassment and conflict for more information.
  • Processing reports of problematic conditions at NTNU. See Whistleblowing for more information.

Student Director

Responsibilities:

  • Supervision and accommodation for students with disabilities.
  • Performing a secretariat function for the Learning Environment Committee.

Property Director

Responsibilities:

  • Planning, maintenance and development of NTNU's buildings. HSE-related problems have high priority.
  • Required processing and implementation of property-related measures in the Working Environment Committee (in Norwegian) (AMU) and implementation in accordance with applicable legislation.
  • Follow-up on building regulations related to building and maintenance projects.
  • Development, maintenance and follow-up of fire protection guidelines.
  • Serve as the contact person for the fire department and participate in fire protection inspections.
  • Follow-up on NTNU's environmental ambition.
  • Keeping the overview of area allocations in NTNU's buildings current. After revisions, the revised overview must be submitted to NTNU's emergency group (Securitas) and made available on the page Emergency preparedness – operative emergency preparedness plan (in Norwegian).

Operating Manager

Responsibilities:

  • Operation and maintenance of the buildings and outdoor areas in accordance with legislation and regulations.
  • Access control and building security.
  • Operative, local electricity supervision.
  • Keeping an operative, technical preparedness team.

Finance Manager

Responsibilities:

  • Preparing and maintaining NTNU's central guidelines for procurement and approved orderers. For more information, see the Economy portal (in Norwegian).
  • Making sure that products in quotations are subject to relevant environmental requirements, when necessary.
  • Registration and reports related to NTNU's procurement data.

Employee responsible for managing or supervising other employees #

Employees and students who are responsible for managing or supervising other employees and/or students during work in the field, laboratories or workshops, have HSE responsibility and must:

HSE coordinator #

The HSE coordinator is responsible for performing tasks delegated from the line manager. The HSE coordinator should report to the line manager and keep them informed about important conditions related to HSE work. The tasks must be agreed in writing between the HSE coordinator and the line manager. Possible tasks:

  • Keeping track of HSE guidelines that apply to the unit, making sure that these are made known and provide suggestions to the line manager if the HSE guidelines are insufficient.
  • Participation and assistance in risk assessments.
  • Participation in the HSE processes.
  • Participation in local HSE committees/forums. For faculty HSE coordinators: Local Working Environment Committee (LAMU), if applicable.
  • For faculty HSE coordinators: Participation in central HSE and emergency preparedness forum.
  • Other tasks may be assigned.

Radiation protection coordinator #

The tasks of the radiation protection coordinator are agreed to with the line manager in accordance with the Radiation Protection Regulation (in Norwegian) and NTNU's organization of radiation protection. For more information, see Radiation protection – responsibility and task delegation.

Normally, the radiation protection coordinator is employed in another position at the unit, and spends as much time as necessary working with radiation protection. The radiation protection coordinator should keep the line manager informed about important matters related to the radiation protection work.

Substance database contact person #

The substance database contact person is responsible for updating the NTNU substance database and keeping it current. The substance database contact person should make sure that safety data sheets / information sheets are provided in the correct locations, that the necessary information is registered and that risk assessments are carried out when new chemicals / biological factors are purchased/created. See also:

Employee #

Everyone who performs work for NTNU is considered an employee, cf. the Working Environment Act § 1-8 (in Norwegian). Student assistants, apprentices and PhD candidates with employment agreements are considered employees. If there is any doubt as to whether NTNU is the employer of an individual, this should be clarified in each case with a written agreement about any employer responsibilities. The provisions of the Working Environment Act regarding duty of participation apply to all NTNU employees, cf. the Working Environment Act § 2-3 (in Norwegian).

Student #

Students are obligated to follow the HSE guidelines applicable to NTNU. Work such as practical training of students for the purpose of education or research, is subject to the provisions of the Working Environment Act when the work takes place in conditions that might cause danger to life and health. This applies, for instance, when the education includes the use of machinery or substances that might cause danger to life and health. In these cases, the students' rights and obligations in terms of systematic HSE efforts are the same as for employees, cf. the Regulation of the application of the Working Environment Act related to persons who are not employees, § 1 (in Norwegian).

Students who receive supervised professional training in an establishment are considered employees of that establishment. This means that they are subject to the rights and obligations of the Working Environment Act, cf. the Regulation of the application of the Working Environment Act related to persons who are not employees, § 5 (in Norwegian).

The provisions of the Working Environment Act do not apply to students during general study activities. The University and University College Act, § 4-3 (in Norwegian) provides a description of how the students' physical working environment should be developed. Contact the Academic Administration (in Norwegian) for more information.

Safety representatives #

The safety representative at NTNU consists of the safety representative (VO), local senior safety representatives (LVHO) and senior safety representative (HVO). The central HSE principles also apply to safety representatives; matters should be resolved at the lowest possible level. If a matter cannot be resolved on the lowest level, it should be brought to the local senior safety representative and the Dean/Director, and possibly to the senior safety representative and the Rector (see illustration 1).

Substitutes for safety deputies, local senior safety representatives and the senior safety representative are responsible for take care of these functions in case of absences.

See also:

Faculty representative (FTR) for students #

The faculty representatives represent the students in matters of safety and environment, and are responsible for the students' interests in matters related to the working and learning environment. Matters can be brought before the the Learning Environment Committee.

Applicable committees, forums and organizations #

This contains a description of the forums/committees at NTNU that process matters important to HSE.

Occupational Health Services (BHT) #

NTNU's Occupational Health Services (BHT) is part of the HSE Division. The HSE Division has approval as part of NTNU's Occupational Health Services. Occupational Health Services has a free and independent position in working environment matters. More information:

The Working Environment Committee (AMU) #

The Working Environment Committee participates in planning and organization of HSE efforts and deals with HSE matters at NTNU. If the Working Environment Committee deems it necessary, it can also initiate measures to protect the safety and health of employees. The Working Environment Committee can decide to establish local working environment committees (LAMU).

You can find additional information about working environment committees here:

The central HSE and emergency preparedness forum #

The central HSE and emergency preparedness forum should attend to the connection between HSE work and safety / emergency preparedness. The participants are:

  • The HSE Director
  • The Safety and Emergency Manager
  • The Fire Protection Manager
  • The IT Safety Manager
  • A representative from the industrial services and building safety groups
  • The HSE advisor/coordinator from all the faculties, the University Museum, the University Library, the Rector's staffs and organization, as well as the Finance and Property departments.

The central HSE and emergency preparedness forum cannot make any decisions, but the HSE Director and the Safety and Emergency Manager can bring matters before the organization's director or the Working Environment Committee (AMU) for further processing.

The Learning Environment Committee (LMU) #

The Learning Environment Committee is an advisory committee for the NTNU Board and should contribute to a safe learning environment for students at NTNU. The Learning Environment Committee performs this task by participating in the planning of measures regarding the learning environment, and by following the development in matters concerning the safety and welfare of the students. The Learning Environment Committee delivers an annual report to the Board concerning NTNU's learning environment work.

The students and NTNU each have four members in the committee. See also the University and University College Act § 4-3 (in Norwegian).

Local HSE forums/committees #

The faculties and University Administration units can choose to create local HSE forums/committees.

HSE forums/committees can consist of the Dean/Director, line managers at subordinate units or persons authorized by these units (e.g. the HSE coordinator), the local senior safety representative and safety representative for subordinate units, and student representative(s) from environments where students are occasionally considered as employees (see Student (in Norwegian)).

Possible tasks:

  • Participate in the planning and organization of HSE efforts
  • Revise and follow up reported HSE nonconformities / suggestions for improvements
  • Revise risk assessments and plans of action, and provide suggestions for which measures should be prioritized and coordinated
  • Decide on HSE priorities and goals
  • Contribute in investigations of HSE related matters
  • Having the right and duty to address matters that are considered relevant
  • Reporting to the line manager

The Central Works Council (SESAM) #

Through the Government's General Agreement (in Norwegian) and NTNU's agreement for accommodation of the General Agreement (in Norwegian), the management and employee organizations have determined how participation should be carried out at NTNU based on applicable legislation and agreements. Through the accommodation agreement, the parties have established works councils as permanent bodies for employee representative participation in decisions related to the working situation of employees. In the Central Works Council, the Rector and the employee representatives deal with decisions that concern NTNU as a whole or employees at several units.

Local work councils (LOSAM) #

To ensure participation at the unit level, the parties have established a local work council where the unit's Dean/Director and employee representatives make decisions concerning the unit's employees. The local work councils should take responsibility for information activities, discussions and negotiations regarding matters concerning the unit. See also:

Employee organizations #

The employee representative system is based on a collective agreement or general agreement, and is not directly governed by law. The main unions at NTNU are YS-Stat, Akademikerne, Unio and LO-Stat. The employee representatives in the employee organizations assist their members in matters regarding contracts, wage terms and working conditions, and provide advice and help with everything related to the employees' working situation. The employee representatives and safety deputy can cooperate in HSE related matters. See also:

Contact #

Approval/signature #

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

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