Safety inspections
What you need to do to comply with the University safety inspection procedures
The University Safety Policy requires that Heads of Schools/Departments ensure that a safety inspection is carried out in areas under their control at least once every six months.
Offices are the exception to this rule and only have to be inspected once every year. This allows Safety Coordinators who also have to inspect areas such as laboratories, workshops, etc. to concentrate their effort on higher risk areas. NB - offices where there were safety issues on the previous inspection, or where there are frequent problems should be inspected the next time an inspection is carried out.
In Schools/Departments with no laboratory or practical areas, inspection and monitoring is still required every six months, to check common or circulation areas, fire precautions and overall safety arrangements. It should include, for example, checking the fire precautions log book and opening fire exit doors. DSCs can choose whether to divide the inspection of offices between the two inspections each year or to alternate full inspections with shorter inspections.
An example inspection form is available. In house forms can be used but they should capture similar information, i.e. the location, what was found, proposed actions and when actions completed.
A copy of the initial inspection form should be sent to the Safety Advisers Office. The dates for returns of inspection reports are:
May 31st
November 30th
A copy should be kept by the School/Department so that completed actions can be recorded. There is no need to send completed inspection reports (including all the dates when recommended actions were completed) to the Safety Adviser's Office.
We periodically recommend pairings of Departmental Safety Coordinators to help inspect each other's areas. However on other occasions an extra pair of eyes is always useful for inspection and monitoring. Where trade union safety representatives are appointed, they should be encouraged to participate. An HSE study shows that, where they are active, safety representatives improve health and safety performance. Involvement of other colleagues in safety inspections is also useful. At least once a year Heads of Institutes or Schools should take part in some inspection and monitoring - not necesarily a whole tour of the area. The Safety Adviser or Assistant Safety Adviser are always happy to accompany inspection and monitoring on request.