Safety Auditors Conference 2005

1. Safety Auditors Conference 2005 A Practical Approach…….

2. ……of Safety Management Audits for Tertiary Education Institutions • By Martha M. McDougall San Diego, California

3. Safety Management Model • Safety Policy • Organization • Planning and Implementation • Measuring Performance • Reviewing Performance • Audit Process

4. Reasons for a Safety Management Program Audit/Review • Reorganization • Retirement • New Leadership • Strategic Positioning • Negative Regulatory Inspection • “Enlightened” Senior Management

5. Types of Audits/Reviews • Focused • General • Self Assessment • University Internal Audit • Compliance Inspection • Checklists

6. Indicators of a Strong Program • Control • Cooperation • Communication • Competence • Leadership • Integration

7. A Program Review….. • …..includes intangibles • Work Environment • Stakeholder Impressions • Program Responsiveness

8. Preparing for a Review • PLAN • IDENTIFY Team Members • IDENTIFY Interviewees • ASSEMBLE documentation • COMMUNICATE • SCHEDULE Meetings with Various Stakeholders

9. During the Review • Opening Conference • Review Charge and Scope • Agree on Confidentiality and Reporting • To Whom to Report Urgent Problems • Schedule Exit Conference

10. Reviewer Ground Rules • Remain as objective as possible • LISTEN • Observe and understand local culture • Maintain strict confidentiality – no names • Ask general questions and drill down • Make no assumptions

11. Stakeholder Meetings • Safety Director, EHS Managers separately • EHS Staff • Peer Managers • Lab PI’s, Supervisors, Technicians • Estates Office, Development Office • Personnel, Health Services, and others • Facilitate Discussions

12. Observations • Is there a Safety Policy? • Is there a Campus Safety Committee? • Does everyone understand their own role? • Are there signs of EHS interaction with the campus community? • Is training being conducted? • Are safety procedures available and publicised? • Is there a contractor management program? • Does the EHS strategic plan complement the campus plan? Any goals and objectives listed? • Are there performance measures? Risk prioritization?

13. Observations, continued • EHS facilities adequate? Location? Waste Facility adequate? • Status of safety equipment? (e.g. fire extinguisher checks, fume cupboards, biological safety cabinet certifications? Emergency safety showers?) • Is there an accident and injury management program? • Is there an Emergency Management program? • Is there a document control system? • Is there an Internal audit program? • Do annual performance evaluations include standards for health and safety?

14. Exit Conference • Overview of site visit • Overall status of Safety Management Program – Strengths and Weaknesses, Areas for Improvement • Findings in broad categories • Tentative key recommendations – shape to fit institutional culture • Provide opportunity for clarification and additional information • Timetable for submitting final report • Q and A with attendees

15. After the Review • Written report must be timely and well documented. • Send draft to Safety Director for review of names, places, spelling, etc • Final Report within 2 weeks

16. Summary • Many types of audits and reviews • Auditor must not make assumptions! • Auditor must listen, observe, communicate and understand the culture • Planning and preparation is essential