Safety Auditors Conference 2005

A Practical Approach…….

……of Safety Management Audits for Tertiary Education Institutions

By Martha M. McDougall

San Diego, California

Safety Management Model

Safety Policy Organization Planning and Implementation Measuring Performance Reviewing Performance Audit Process

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

Types of Audits/Reviews

Focused General Self Assessment University Internal Audit Compliance Inspection Checklists

Indicators of a Strong Program

Control Cooperation Communication Competence Leadership Integration

A Program Review…..

…..includes intangiblesWork EnvironmentStakeholder ImpressionsProgram Responsiveness

Preparing for a Review

PLAN IDENTIFY Team Members IDENTIFY Interviewees ASSEMBLE documentation COMMUNICATE SCHEDULE Meetings with Various

Stakeholders

During the Review

Opening Conference Review Charge and Scope Agree on Confidentiality and Reporting To Whom to Report Urgent Problems Schedule Exit Conference

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

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

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?

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?

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

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

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