Guidance for Employees Guidance for Employees

a) Looking after their own work-related health and safety and the safety of others affected by their work activities;

This covers the general legal duty of care we all have for each other.

The University must provide you with a safe place of work and safe work equipment, safe systems of work, risk assessments of significant risks, and training as required by risk assessments. Within this system employees are required to act diligently.

If employees believe that something or some activity has unacceptable health or safety risk they should raise it with any of the following:

Line Manager

Department Health and Safety Officer

Safety Services

Trade Union Safety Representatives

b) Co-operating with the University by following safe working practices and carrying out their health and safety responsibilities as detailed in this and other University health and safety related policies and rules;

Employees have a legal duty to co-operate with their employer.

Health & Safety Law: What you Should Know (HSE)

University health and safety related policies and rules can be found on the intranet.

There may be additional H&S policies, codes and rules that apply in your department.

Do not disregard any requirements placed on you by any of the policies, codes or rules.  If something appears incorrect to you, raise this issue immediately, as one should for any unacceptable H&S risk in a) above.

c) Reporting accidents, work-related ill-health, health and safety related incidents, hazards or inadequacies in health and safety procedures, in accordance with their School, Departmental and Univerversity procedures;

Forms for reporting accidents, hazards and H&S related incidents are available on the intranet.

d) Taking part in any health and safety training identified as necessary by the University, their School, their Department, or line manager;

Your line manager should produce a Health and Safety Training Record (in compliance with the UEA Health and Safety Training Strategy.)

Your training record should record what H&S training you have had and what is planned to maintain your competence to do your work safely.

e) Using work equipment safely and in accordance with instructions or training;

Where the use of work equipment may put you or others at significant risk if used incorrectly, you should receive training and instructions in the use of that equipment.  This training should form part of your training record (see d) above).

Work equipment has to meet certain standards of safety (often in excess of normal product requirements), further details are available in Work Equipment Guidelines.

An introductory guide to equipment provided for your personal protection (PPE) can be found here.

If you have concerns about work equipment or PPE provided to you, report your concerns as in a) above.

f) Reporting any defects they discover in work equipment or the work premises;

Defects in the work premises should be reported to Estates (telephone 2121 or email

Defects in work equipment should be reported to your line manager (or in accordance with local procedures).

g) Ensuring that activities, events or projects (including research projects) that they organise that involve employees, students, contractors, volunteers or other visitors to the University, are risk assessed as part of the planning stage and suitable control measures implemented;

Information on undertaking risk assessments is available on the intranet.

Consider attending one of the Safety Services' risk assessment courses.

There is also a very useful resource on the HSE pages on the internet.

For many activities there will be well established sector codes and standards.  Contact Safety Services for advice on these and for advice on undertaking a risk assessment.

h) Co-operating with health and safety investigations, monitoring and auditing;

It is recognised that in legislation and standards, effective health and safety is delivered by good management systems.  Consequently, investigations, monitoring and audits are looking at checking the management system arrangements and are not looking at individuals.

Only individuals who have been wilfully negligent will be identified and highlighted by such activities.

If you have been reasonably diligent in what you do then you have nothing to worry about with investigations, monitoring and audits.

i) Seeking advice if they do not feel competent to carry out their responsibilities;

Advice can be obtained by Safety Services.

In addition, employees may be given specific health and safety related roles or responsibilities.  These may be detailed in their department's health and safety management procedures, their job description or other University health and safety related policies and rules.

If you have any concerns that your role or responsibilities are unclear to you, then do raise the issue with your line manager and/or your Trade Union safey representative.

The IOSH Managing Safely Course is recommended for those employees given specific health and safety related roles or responsibilities.

All employees are responsible for contributing to the health and safety education of students, whether this be through teaching activities, involving them in the safe design of research projects (or student events) or leading by example in exhibiting safe behaviours.

Hopefully, this one is fairly obvious, i.e. for many students, University is a transition phase from secondary school through to the workplace.  Students will be influenced by what they see happening at the University.  If the students are exposed to good management of activities at the University, they will take that knowledge and attitude into their working careers.  Obviously, this doesn't just apply to health and safety, but to all aspects of how we manage activities professionally at the University.  Future employers of our students want graduates with good workplace skills in addition to their knowlege and academic achievement.


Contact Safety Servcies at for further advice or clarification.