​  Print PDF Version

BiteSize SHE (Code summary)

Related UKRI​ code

Contents

• 1. Purpose
  
• 2. Scope
• 3. Definitions
• 4. Responsibilities
  
  • 4.1 Line Managers and Supervisors
  • 4.2 Contract Supervisors
  • 4.3 Employees and other staff working at STFC sites
  • 4.4 Directors, Division Heads and Group Leaders
  • 4.5 SHE Group
• Appendices
  
  • Appendix 1 - Training Requirements
    
  • Appendix 2 - Training Needs Analysis
  • Appendix 3 - Audit Checklist​
    
  • Appendix 4 - Document Retention Policy
  • Appendix 5 - Pro-forma template for recording staff local/OtJ training

Revisions

1. Purpose

The Health & Safety at Work (etc) Act 1974 requires all employers provide "such information, instruction, training and supervision as is necessary to ensure, so far as is reasonably practicable, the health and safety at work of their employees". The knowledge and experience of staff established by training and instruction provides a key basis for assuring the safety of staff and others.

This code sets out the process by which the STFC ensures and records that staff are competent to undertake work within the STFC safely, without harming their, or others, health and the environment.

Two classes of training necessary to ensure competence have been established, mandatory General SHE training and job or hazard specific SHE training:

• Mandatory SHE training is a requirement of all staff. This may take the form of induction training courses or of general managerial safety training. The first of these is provided on appointment to STFC, and the second when an individual is appointed to a role which involves SHE management responsibility for others. Both forms of training are, in general, managed by the SHE Group.
  
  
• Job or hazard specific training is determined by the role or duties an individual undertakes within the STFC. The identification of the need for such training is the responsibility of line management based upon their understanding of the hazards faced. To facilitate the identification of hazard specific training each STFC SHE code defines the training necessary to undertake work where a specific hazard exists in an appendix, for example the COSHH code defines the training necessary for competency as a COSHH Assessor. Delivery of such training is in general managed by the STFC SHE Group.

Core to the effective operation of this Code is the Annual Performance Review (APR) process and the development of individual Learning and Development Plans which should include specific consideration of the training requirements of staff to undertake their responsibilities safely, with regard to their health and the health and safety of colleagues, and the environment in general ( see CCLRC Notice 2006/19).

2. Scope

This code addresses the SHE training needs of all personnel including, STFC employees, temporary staff including agency staff, short and long term visitors and facility users, sandwich and vacation students and tenants.

It encompasses SHE induction training for staff, long term visitors, tenants and contractors new to STFC sites, and the training needs specific to the roles/tasks undertaken by staff at the STFC.

Visiting scientists, visitors and temporary or part time staff are considered with respect to SHE training to require all the mandatory SHE training undertaken by STFC employees if they work at STFC sites for greater than 2 days/week for a period of 3 month.

3. Definitions

Mandatory training

By definition mandatory induction training, and its on-going refreshment, is a requirement for all staff on first arrival at an STFC site. Mandatory induction training may vary between STFC sites depending on the local hazards and emergency procedures.

On appointment to a first managerial role with SHE responsibility for others and on appointment to a Director/Senior Manager role, mandatory general SHE training is necessary. See Appendix 1.

Mandatory training is in general organised through the STFC SHE Group.

Job or Hazard Specific training.

Identified by line management through consideration of specific hazards arising from the work an individual undertakes such training needs can be identified and recorded in Learning and Development (L&D) plans established during APR/ASRs.

Hazard specific training identified in SHE codes is in general organised through the STFC SHE Group or Department and is defined in an appendix to each SHE code.

On the Job training

Training led by an experienced member of staff in a hands on and practical manner that is not generally assessed or validated.

4. Responsibilities

4.1 Line managers and supervisors of work shall:

• 4.1.1 During the selection of staff consider the qualifications, experience, attributes and personal qualities necessary to fulfil the role in a safe manner and employ such criteria in the appointment of staff to roles.
•  
• 4.1.2 Ensure all new starters, including people on secondment, trainees and temporary workers, receive mandatory STFC SHE Induction training prior to undertaking any activity at an STFC site, see Appendix 1. Where new starters or staff are employed by the STFC at non STFC sites managers should ensure they attend the local site's SHE induction.
•  
• 4.1.3 Undertake a local SHE induction for new starters, including people on secondment, trainees and temporary workers, identifying relevant SHE hazards prior to commencing any work activity. Particular attention should be paid to young or inexperienced new starters. The STFC HR induction checklist includes relevant prompts to ensure that SHE matters are addressed during an individual's induction and should be retained in the individual's file as evidence of its completion.
•  
• 4.1.4 Identify the SHE training needs for individuals, or work groups, under their supervision or for whom they are responsible, upon appointment to a role and thereafter annually as part of the APR process and the completion of Learning and Development (L&D) Plans, see SHE Training Catalogue. Particular attention should be paid to the training needs of new starters, especially young or inexperienced staff. Training needs shall be reviewed within 4 weeks of commencement in a role or following any significant change in role.
  4.1.4 Identify the SHE training needs for individuals, or work groups, under their supervision or for whom they are responsible, upon appointment to a role and thereafter annually as part of the APR process and the completion of Learning and Development (L&D) Plans, see SHE Training Catalogue. Particular attention should be paid to the training needs of new starters, especially young or inexperienced staff. Training needs shall be reviewed within 4 weeks of commencement in a role or following any significant change in role.
•  
• 4.1.5 In developing L&D plans managers or supervisors should consider the hazards individuals or work groups will and could face while undertaking specific tasks, see SHE Training Catalogue. Established STFC hazards will be the subject of STFC Codes for which training requirements will be defined and training organised through the STFC SHE Group. Appendix 2 outlines a suggested training needs assessment employing the standard Risk Assessment pro forma (see STFC Safety Code 6).
  4.1.5 In developing L&D plans managers or supervisors should consider the hazards individuals or work groups will and could face while undertaking specific tasks, see SHE Training Catalogue. Established STFC hazards will be the subject of STFC Codes for which training requirements will be defined and training organised through the STFC SHE Group. Appendix 2 outlines a suggested training needs assessment employing the standard Risk Assessment pro forma (see STFC Safety Code 6).
•  
• 4.1.6 Where the hazards arise from specialist tasks or equipment the manager shall determine training requirements and ensure their delivery. Specialised training may be provided formally, off line by in house or external experts, or 'On the Job' (OtJ) using local expertise. STFC SHE Group can provide advice on the provision of such specialist SHE training.
•  
• 4.1.7 Ensure all staff complete agreed SHE training and refresher training in a timely manner. Where training is provided at a Departmental or other level through local courses or OtJ training maintain a record of completion. The training record shall include: course/activity title, outline of course content, date(s) of training, training venue, trainer/coach name. Where possible evidence of satisfactory completion and trainee attendance, by signature, should be retained. Appendix 5 presents a suggested template for recording such training. Such records shall be maintained for 40 years following course date and forwarded to STFC HR for archive storage if the individual leaves STFC employment or moves roles. Such records may be required to prove training provision in the event of litigation against the STFC brought by an employee or former employee.
•  
• 4.1.8 With the exception of mandatory induction training and its refreshment, the need for a specific individual to attend general SHE and defined hazard training may be assessed through the use of an STFC qualitative risk assessment (see STFC Safety Code 6) . Where an individual has documented recent and equivalent training outside of the STFC exemption from STFC training may be granted. Such exemption must be documented and approved by a Director, Division Head and/or Group Leader.

4.2 Contract Supervisors shall:

• 4.2.1 Ensure that all contractors working on their behalf at STFC sites are suitably experienced and/or trained to undertake the work planned and attended when new to an STFC site, attend the site induction. Where possible documented evidence of training or skill validation should be obtained.

4.3 Employees and other staff working at STFC sites shall:

• 4.3.1 Attend all training, and associated refresher training, identified by their manager, or those responsible for their health and safety while working on STFC or non STFC sites.
•  
• Utilise and apply SHE learning practically during the course of their work at the STFC.
•  
• 4.3.2 Bring to the attention of their line manager instances where they do not believe they are adequately trained for a task or activity. Where this lack of training has the potential to adversely affect the safety or health of people or the environment, they should advise line management immediately and cease the activity.
•  
• 4.3.3 Ensure that all visitors for whom they are responsible are aware of the health and safety hazards to which they could be exposed during their visit and the actions to take in the event of a fire or an emergency.

4.4 Directors, Division Heads and Group Leaders shall:

• 4.4.1 Document and retain the basis for all instances where training recommended in STFC SHE Codes is waived. Such exemption can not be blanket in nature and must be reviewed whenever the training requirement or refresher training is required.

4.5 SHE Group shall:

• 4.5.1 Ensure that mandatory STFC SHE training and hazard specific SHE training identified in SHE codes is available to all staff and its availability communicated regularly, see Appendix 1. Where it is cost effective and efficient to do so, SHE Group shall develop in house training courses or procure competent external training expertise to address specific SHE hazards or changing legislation.
•  
  
• 4.5.2 Provide administration for the mandatory and other SHE training programmes: maintaining event waiting lists; managing refresher training re-calls; inviting attendees; confirming course registration; chasing non attendances and as necessary issuing certificates of attendance.
•  
• 4.5.3 Maintain records for all training provided centrally by the SHE Group, both mandatory and hazard specific. Such records shall include​ the course title, trainer(s) names, date(s) and venue of training, course attendees, a copy of the course content and as appropriate the results of course assessment/validation for attendees. Such records shall be maintained for 50 years following course date.
•  
• 4.5.4 Support line managers, and provide tools to assist, in identifying the training required by their staff to undertake their roles in a safe, healthy and environmentally friendly manner.​