Health, safety and environment (HSE) policy

Introduction

As the employer, the Executive Board of the UT is responsible for pursuing a proper health, safety and environment (HSE) policy. In order to do so, both an internal and an external HSE organization were set up several years ago. The so-called Arbo- en Milieudienst (AMD) was the party responsible for HSE at the internal level.

As of 1 January 1998, Dutch universities have been obliged to call in support from an internal or external certified Health and Safety service when implementing their working conditions and sickness absence policy. At the time, when considering the possibility of outsourcing several tasks, the Executive Board and the head of AMD decided to set up an external Health and Safety service, named Santar.

On 1 January 1998, the UT entered into a contract with Santar. The Executive Board and the head of AMD/director of Santar decided at the time, partly to keep UT costs down, that AMD would continue to perform all tasks (both the Health and Safety service's and the employer's tasks). The performance of the Health and Safety service's tasks was in the hands of ADM staff (an occupational hygienist, a safety expert, a company doctor and a so-called Arbeids- en Organisatiedeskundige, a type of Health and Safety adviser also involved in effective organization make-up and sickness absenteeism prevention training ) and was in conformity with Santar's quality system.

Now, after having been merged with the so-called Human Resources, AMD is part of Human Resources. All of AMD's executive tasks have been transferred to Santar, except for the task of training prospective emergency assistance (Dutch: BHV) staff.

On 7 May 2012, the name 'AMD' changed into HumanCapitalCare Arbozorg B.V. (HCC). The change of name followed on the takeover of Santar by Health and Safety service HumanCapitalCare in 2011.

The table below includes an overview listing both HumanCapitalCare's and HR's HSE tasks. In the overview, a distinction is made between tasks to be performed by the Health and Safety service (those which are part of the basic package of services a certified Health and Safety service has to provide) and other tasks (to be performed by the employer). The HR tasks on the one hand involve offering support to the Executive Board, while on the other offering support to the units (the administrators and the so-called AMCs, the Working Conditions and Environment Coordinators), although in the latter case, the tasks performed are often at a higher organizational level.

The tasks to be performed by HumanCapitalCare have been laid down in a service provision agreement. Some tasks, HumanCapitalCare performs as part of the agreement, but tasks which are not part of the agreement are only performed upon acceptance of a quotation.

HR and HCC tasks regarding health, safety and environment at the University of Twente

 

Task

Performed by*)

Comments

Health and Safety service tasks

1

Providing reintegration assistance

HCC

Conducting a sickness absence analysis is part of the agreement.

2

Holding consulting hours on the topic of working conditions

HCC

Employees are entitled to attend the Health and Safety service's consulting hours during working hours.

3

Validating the hazard identification and risk assessment (RI&E)

HCC (quotation)

The employer is permitted to conduct the RI&E himself, but he is obliged to submit the written report to the Health and Safety service. The service then checks whether the analysis was conducted in a 'proper and systematic' manner and consequently draws up a validation statement. In principle, one of the HR key experts (Dutch: kerndeskundigen) may also validate the analysis.

4

Conducting the occupational health medical examination (in Dutch referred to as PAGO/PMO)

HCC (quotation)

The employer is obliged to give employees who are exposed to health risks (e.g. physical strains) during the performance of their work the opportunity to undergo PAGO/PMO from time to time. The Health and Safety service is the party to perform this examination. It is the employer who, on the basis of the RI&E and in consultation with each of the employees, decides which employees are to be examined and how often the periodical examination is to take place.

5

Conducting examinations

HCC (quotation)

In some professional groups, the selection procedure requires a medical examination of the candidates. This is, for example, the case when selecting employees who will be dealing with radiation. This examination has to be performed by the Health and Safety service.

 

Other (employer's) tasks regarding health, safety, and environment, BHV and radiation

6

Offering psychological assistance and doing business social work

HCC

 

7

Planning the 'social medical team consultation' (Dutch: Sociaal Medisch Teamoverleg, a meeting of all of the people involved in individual sickness absenteeism and reintegration)

HCC

 

8

Planning the reintegration conversation between the employer (or direct manager), the employee and a psychologist or coach (Dutch: re-integratie-driegesprek)

HCC

 

9

Providing first aid (Dutch: EHBO)

General practitioner

 

10

Planning the consultation between the Executive Board and the University Council as well as drawing up the annual report on HCC's provided services

HCC

 

11

Coordinating the sickness absence policy and keeping it up to date

Registering sickness absenteeism

HR

HR

 

12

Conducting a sickness absence analysis

HCC

Every six months, sickness absence analyses are conducted with the help of an automated system. They are used to track bottlenecks both at department and at organizational level.

13

Taking care of health and safety policy/health and safety management system/environmental policy (UT level)

·

Formulating them, coordinating them, supervising them, offering assistance in their implementation and keeping them up to date

·

Preparing the policy: offering assistance in the implementation of legislation and regulations

·

Coordinating and executing health, safety and environment projects

·

Designing and developing the RI&E instrument

·

Preparing and taking care of environmental permit applications

·

Administering permits, including the coordination of the performance of tasks related to granted permits

HR

HR

HR

HR

HCC (quotation)

HR

HR

The units have to conduct the RI&E and report on their findings themselves. HR plays a supporting role in the execution (offering advice) The employer may decide to have HCC conduct the RI&E (quotation) HCC has to validate the RI&E (see also 3).

14

Pursuing BHV policy (UT level)

·

Coordinating BHV staff and teams (structuring and shaping BHV organization and training BHV staff) (UT level)

·

Keeping the emergency crisis plan up to date and organizing dry runs

HR

HR

 

15

Pursuing ionizing radiation policy (UT level)

·

Coordinating all ionizing radiation activities (UT level)

·

Preparing and taking care of permit applications regarding radiation

·

Coordinating the performance of tasks related to granted permits

·

Performing meter read-outs and keeping records of the badges for employees working with ionizing radiation

HR

HR

HR

HR

 

16

Assessing workstations with regards to their compliance with health and safety guidelines, rules and regulations

AMC

HCC (quotation)

The assessment of Display Screen Equipment (DSE) workstations can be performed by a UT unit or service department Health, Safety and Environment Coordinator (AMC). HR has published all necessary information.

In case of a large-scale assessment or when measurements need to be taken (of sound or climate, for example), HCC can be contacted (quotation). The same can be said for safety assessments (machinery, electricity, etc.)

17

Developing general guidelines/a general policy for specific health, safety and environment themes

HR

 

18

Registering, analyzing and reporting on accidents (UT level)

HR

 

19

Assisting AMCs and gearing all UT AMC activities to one another

HR

 

20

Being or setting up a/the helpdesk for AMCs, the management and individual employees

HR

 

21

Coordinating AMC meetings

HR

 

22

Maintaining contacts with competent external authorities such as the Labour Inspectorate (health and safety), the city of Enschede (environment) and the district water board (Dutch Pollution of Surface Waters Act)

HR

 

23

Offering advice on renovation and new building projects

HR

 

24

Providing information

HR

Unit

HCC (quotation)

This is the task of providing UT-wide information, for example by placing information on the website or by publishing an information leaflet (of how to prevent RSI, for example).

The provision of information to specific staff/students is a task of the relevant unit (for example the AMC). Units can make use of information material developed by HR (the RSI information, for example, also consists of a PowerPoint presentation + video).

HCC can be contacted to provide information about several health and safety-related topics.

25

Maintaining contacts with other universities about health, safety and environment (SAAZUNIE)

HR

 

*) HCC = tasks which are part of the agreement concluded by HCC and the UT

HCC (quotation) = tasks which are not part of the agreement concluded by HCC and the UT; these require the prior request for (and acceptance of) a quotation with HCC