Statement of Health and Safety Organisation

As the Chairman of Mathematics, I am responsible for ensuring compliance with University Health and Safety Policy in both the Mathematical Institute and the offices occupied by Mathematics in Dartington House and the Gibson Building.

My responsibilities are set out in the Annex. I have delegated some parts of these responsibilities to others and this document describes these and also describes the advisory arrangements within the Department.

1) EXECUTIVE RESPONSIBILITY FOR SAFETY

Every employee with a supervisory role is responsible for ensuring, in accordance with the law, the health and safety of staff, students and other persons in their area of responsibility and also anyone who may be affected by their work activities.

As it is my duty to ensure adherence to the University’s Health and Safety Policy, I instruct every employee with a supervisory role and the Departmental Safety Officer to report to me any breach of the Policy.

All those with executive responsibility should notify me and the Departmental Safety Officer (Dr Keith Gillow) of any planned, new or newly identified significant hazards in their areas and also of those control measures needed to avert any risks involved. As it is my duty to ensure adherence to the University Health and Safety Policy, I instruct every employee with a supervisory role and the Departmental Safety Officer to report to me, any breach of the Policy.

Throughout the Mathematical Institute, the Head of Administration and Finance (Elizabeth Ogden) is responsible for making arrangements for visitors, including contractors, and for confirming the necessary risk assessments have been made (e.g. by OUED or the contractor etc).

2) ADVISORY RESPONSIBILITY FOR SAFETY

I have appointed those listed below to advise me on matters of health and safety within the department. If any member of the Department does not take their advice, they should inform me. If they discover danger that requires immediate action, they are authorised to take the necessary action and inform me subsequently.

• DEPARTMENTAL SAFETY OFFICER (DSO) - Dr Keith Gillow [email: safety-officer [-at-] maths [dot] ox [dot] ac [dot] uk]

I have appointed Dr Keith Gillow as Departmental Safety Officer. He is responsible for

• advising me on the measures needed to carry out the work of the Department without risks to health and safety
• co-ordinating any safety advice given in the Department by specialist advisors and the University Safety Officer
• monitoring health and safety within the Department and reporting any breaches of the Health and Safety Policy to me
• informing me and the Director of the University Safety Office if any significant new hazards are to be introduced to the Department

3) DEPARTMENTAL HEALTH & SAFETY COMMITTEE

In addition to the above arrangements I have set up a Departmental Health & Safety Committee.

The committee provides a forum for discussion of health and safety matters for all levels of employees and student representatives. Copies of the agendas, papers and Minutes to be forwarded to the University Safety Office. The nature of the committee is advisory and its deliberations do not remove the day-to-day responsibility for health and safety from the Head of Department [see University Policy Statement S2/01]

4) OTHER FUNCTIONS

First Aid: see first aid page.

Accident and incident reporting: A set of blank forms is kept in each building (by Elizabeth Ogden in F13 in St Giles, by Ruth Preston in DH17 in Dartington House and by Michaela Hicks in RI1.7 in the Gibson Building). In the event of an incident a report forms is to be completed and passed to the Head of Administration and Finance (Elizabeth Ogden) who will assess the form and promptly pass on a copy to the University Safety Office.

Display Screen Equipment Assessments: see DSE page. Staff currently qualified to perform DSEA include Michael Stone, Michael McCluskey, Phillip Whitfeld, Nathan Ruthiranathan, Elliott Nichol and Keith Gillow.

5) INDIVIDUAL RESPONSIBILITY

All Departmental employees, students and all other persons entering onto the Department's premises or who are involved in Departmental activities are responsible for exercising care in relation to themselves and others who may be affected by their actions. Those in immediate charge of visitors and contractors should ensure that the visitors adhere to the requirements of University Health and Safety Policy.

Individuals must

a) Make sure that their work is carried out in the approved way and in accordance with University Safety Policy.

b) Protect themselves and others by properly using any safety equipment or devices.

c) Protect themselves by properly wearing any personal protective equipment that is required.

d) Obey all instructions emanating from the Head of Department in respect of health and safety.

e) Warn me and the Departmental Safety Officer of any significant new hazards to be introduced or newly identified significant risks found in present procedures.

f) Ensure that their visitors, including contractors, have a named contact with the Department with whom to liaise (in general the named academic host of a visitor is expected to be responsible).

g) (a)Attend training where managers identify it as necessary for health and safety.

h) Register and attend for health surveillance with the Occupational Health Service when required by University Safety Policy.

i) Report all fires, incidents and accidents immediately to either the Departmental Safety Officer [Dr K. Gillow] or the Head of Administration and Finance [Ms Elizabeth Ogden].

j) Familiarise themselves with the location of fire fighting equipment, alarm points and escape routes, and with the associated fire alarm and evacuation procedures.

Individuals should

a) Report any conditions, or defects in equipment or procedures, that they believe might present a risk to their health and safety (or that of others) so that suitable remedial action can be taken.

b) Offer any advice and suggestions that they think may improve health and safety.

c) Note that University Policy Statements are available on the web at http://www.admin.ox.ac.uk/safety/policy-statements/

Prof. S.D. Howison

Chairman, Mathematics

February 2013

ANNEX

It is my responsibility, as the Chairman of Mathematics, directly, or through written delegation

1) To ensure adherence to the University's Health and Safety Policy and in particular to ensure that sufficient resources are made available for this.

2) To plan, organize, control, monitor and review the arrangements for health and safety including the arrangements for students, contractors and other visitors,, and to strive for continuous improvements in performance.

3) To carry out general and specific risk assessments as required by health and safety legislation and University Safety Policy.

4) To ensure that all work procedures under my control are, as far as is reasonably practicable, safe and without risks to health.

5) To ensure that training and instruction have been given in all relevant procedures including emergency procedures.

6) To keep records of all cases of ill health, accidents, hazardous incidents and fires, to report them to the University Safety Office, and to ensure any serious or potentially serious accidents, incidents or fires are reported without delay.

7) To inform the University Safety Office before any significant hazards are introduced or when significant hazards are newly identified.