Goals and principles of HSE at NTNU
1.1 Overall goals
Through ensuring that employees' tasks are safe, meaningful and conducive to the development of their personalities, NTNU seeks to create a work environment that fosters creativity as well as constructive and critical thinking. NTNU seeks to offer students a good learning environment by ensuring that courses, welfare provisions and the physical environment are adapted to their needs. The work and learning environment must support and promote its users' capacity to work and learn, safeguard their health and well-being, and protect them against work-related illnesses and accidents.
Environmental awareness should permeate all parts of the university's activities. By conducting its operations in an environmentally friendly manner, NTNU shall work continuously to reduce the strain on the environment.
NTNU shall comply with existing environmental legislation, as well as existing legislation on work and learning environments.
The health, safety and environmental (HSE) work at NTNU shall constitute continuous and systematic efforts that are integrated into the primary activities. An annual HSE review conducted by each unit shall form the basis for action plans with concrete goals and prioritised measures.
HSE-related problems should be solved consecutively at the lowest possible level, in order to prevent employees or students from developing work-related illnesses or suffering work-related accidents, and to prevent the activities from having a negative impact on the environment.
HSE is the responsibility of managers on all levels of the organisation.
Active participation from employees and students, clear allocation of responsibilities and clear organisation of the HSE work is a precondition for achieving an optimal work and learning environment. Everyone in the organisation must take on his or her share of the responsibility. The methods of work chosen for the process of identifying needs and designing action plans should be such that they allow everyone to contribute with his or her experience and competence.
A great degree of openness should apply to the efforts of developing the work and learning environment. Reports that are based, among other things, on identifying challenges in the work and learning environment, require the prior knowledge of employees and students as to
- how this identification process will be conducted
- how the results of such an identification process will be used
- how suggestions for measures will be processed
- the contents of the action plan for HSE
Employees and students who make suggestions for measures that are not subsequently made part of the action plan should be informed of this fact, along with an explanation outlining why their suggestions were not integrated into the plan.
1.3 Local goals
HSE goals and measures must be integrated into the units' operating and action plans. All units must design and adopt their individual HSE goals and action plans in accordance with NTNU's overall goals and priority areas for HSE, based on identifying challenges in the work and learning environment as well as conditions impacting on the physical surroundings. The goals should be as concrete as possible, enabling each unit to assess and document to what degree the goals have been fulfilled.
Guidelines with attachments
In order to simplify the work of the individual units, various templates, checklists, and forms have been designed and attached to the different guidelines.
All the documents are in the pdf format, with the exception of forms and templates you are meant to fill in. You can access the pdf format documents by installing the Acrobat Reader software on your computer.
This chapter provides a more detailed description of the organisation of the health, safety and environmental work, and of the responsibilities and tasks assigned to the different participants involved; cf. figure 2.1.
The NTNU safety representatives, who represent the employees in HSE matters, are the NTNU management's cooperation partners in these issues. The tasks of the safety officers are described in point 2.4. The faculty level student representatives represent the students in HSE matters. The students' tasks are described in point 2.5.
NTNU shares some of its premises/activities with other organisations (e.g. SINTEF and St. Olav's Hospital/Trondheim University Hospital). Where this is the case, the person in charge must ensure that a written agreement is signed by both organisations. The agreement must specify which organisation is to be considered the principal one, i.e. the one upon which rests the responsibility for coordinating the HSE work relating to shared premises/activities (cf. Arbeidsmiljølovens (AML) [the Working Environment Act (WEA)] § 2-2; and Forskrift om helse-, miljø- og sikkerhetsarbeid i virksomheter (F.HMS) §6 [Systematic Health, Environmental and Safety Activities in Enterprises]).
The adoption of HSE measures related to student premises connected to specific departments and faculties is part of the responsibilities of the respective unit. The responsibility for HSE measures related to other student premises (auditoriums, university classrooms etc.) rests on the unit responsible for these premises.
The Board; the Rector; the Working Environment Committee (AMU); Senior Safety Representative; Dean; Local Senior Safety Representative; Pro-Rector, Director; Head of Department; Safety Representative; Section director/leader; Employee
Fig. 2.1 – The organisation of HSE at NTNU
2.2 Responsibilities and tasks in the line of command
NTNU managers and leaders at all levels are responsible for ensuring that the regulations given by the AML [WEA] (particularly in § 2 -1) and other sources of HSE legislation are complied with. This responsibility cannot be delegated. Specified tasks related to various parts of the HSE work may be delegated to individuals employed by the unit, such as an HSE coordinator, a local radiation protection coordinator etc. Any delegation of tasks must be accompanied by written documentation in accordance with F.HMS § 5.
When HSE tasks are delegated to others, the manager is responsible for keeping up-to-date on significant HSE issues and for collecting systematic feedback from those to whom tasks have been delegated. Unless documentation shows otherwise, it is assumed that the HSE tasks are conducted by the manager him or herself. All managers must undergo training in HSE work (AML § 3-5). Cases that cannot be solved within the line of command may be brought to the Working Environment Committee (AMU) (AML § 7-2).
2.2.1 The Board
The board defines the overall goals, strategies and plans for the HSE work; ensures that these are followed up through overseeing the work as presented in annual reports; and ensures that resources are allocated for following up the goals and strategies defined.
2.2.2 The Rector
The Rector is responsible for ensuring that NTNU meets its HSE goals and complies with existing HSE regulations. The Rector is also responsible for the instigation, development and maintenance of the systematic HSE work. The Rector must ensure that the units are given the necessary training and receive the necessary support; he or she must present annual reports on the HSE conditions at NTNU; and he or she must ensure that measures are adopted in order to meet the aims of the HSE work defined by the Board and by superior authorities.
2.2.3 The line manager
Upon delegation by the Rector or another superior level authority, the line manager is responsible for the HSE work within his or her area of responsibility and work. The line manager is responsible for the realisation of the HSE goals, strategies and plans defined by the unit and by NTNU. This entails coordinating the HSE work of the unit and ensuring that it is conducted in accordance with existing laws, directives, requirements and NTNU guidelines. The line manager must submit periodical and annual HSE status reports to a superior level.
- possess an overview of existing laws, directives, requirements and any NTNU guidelines that apply to the unit/activities in question and make sure that these are complied with.
- systematically identify challenges connected to HSE; register and follow up HSE information; prepare action plans; and implement measures.
- stay updated about and acquire the knowledge necessary in relation to HSE work; cf. AML § 3-5.
- prepare local guidelines, and change these as required.
- ensure that local units familiarise themselves with and follow up central and local guidelines.
- ensure that the staff of the unit receive sufficient training within HSE work.
- coordinate the HSE work of the unit with other employers sharing the premises.
- improve conditions related to the unit's HSE situation.
- stay in continuous contact with the personell safety representative (VO), employees and students in HSE cases; as well as with the radiation protection representative, where relevant.
- follow up and answer requests from the safety representatives (VOs) in relation to HSE conditions.
- establish contact with the HSE section when the unit needs support; and follow up reports in accordance with the given guidelines.
2.2.4 The HSE coordinator
The tasks of the HSE coordinator are to be agreed with the manager in charge of the unit; cf. 2.2.3. The HSE coordinator is normally employed in a different position at the unit and devotes to the HSE work the proportion of hours required by the situation at any given point in time. The HSE coordinator must report to the manager of the unit and keep him or her informed about significant matters relating to the HSE work.
The manager must ensure that the HSE coordinator is given the opportunity to acquire the knowledge necessary to fulfil his or her function and tasks. The HSE coordinator should receive basic training in HSE work (40-hour course). The HSE coordinator is part of the HSE matrix.
2.2.5 The radiation protection coordinator
The tasks of the radiation protection coordinator are to be agreed with the unit manager, in accordance with the Act on Radiation protection [Strålevernforskriften] and NTNU's own organisation of the protection against radiation (RX). The radiation protection coordinator is normally employed in a different position at the unit and devotes to HSE work the proportion of hours required by the situation at any given point in time. The radiation protection coordinator must report to the unit manager and keep him or her informed about significant matters concerning the radiation protection work.
The manager must ensure that the radiation protection coordinator is given the opportunity to acquire the knowledge necessary to fulfil his or her function and tasks. The radiation protection officer participates is part of the radiation protection matrix.
Anyone who performs work in the service of NTNU is considered an employee (AML §1-8). Student assistants, apprentices and doctoral research fellows who have a contract of employment are considered employees. Where there is doubt as to whether NTNU is the employer of a given employee, this should be clarified in each individual case and specified in a written agreement.
The regulations in AML's §2-3 concerning the employee's duty to cooperate apply to all NTNU employees:
- "Employees shall cooperate on the design, implementation and follow-up of the undertaking's systematic work on health, environment and safety. Employees shall take part in the organized safety and environmental work of the undertaking and shall actively cooperate on implementation of measures to create a satisfactory and safe working environment.
- Employees shall
a) use the prescribed protective equipment, exercise caution and otherwise contribute to prevention of accidents and injury to health,
b) immediately notify the employer and the safety representative and to the extent necessary other employees when employees become aware of faults or defects that may involve danger to life or health and they themselves are unable to remedy the fault or defect,
c) interrupt work if the employees consider that it cannot continue without involving danger to life or health,
d) ensure that the employer or the safety representative is notified as soon as employees become aware of harassment or discrimination at the workplace,
e) notify the employer if an employee suffers injury at work or contracts diseases which the employee believes to result from the work or conditions at the working premises,
f) cooperate on preparation and implementation of follow-up plans in connection with total or partial absence from work owing to accidents, sickness, fatigue or the like,
g) obey instructions issued by the Labour Inspection Authority.
- Employees charged with directing or supervising other employees shall ensure that safety and health are taken into consideration when work that comes under their areas of responsibility is being planned and carried out." (http://www.arbeidstilsynet.no: Act of 17 June 2005 No. 62 relating to working environment, working hours and employment protection, etc. (Working Environment Act)).
Students have a duty to comply with any NTNU HSE aims and plans that concern them.
Work taking the shape of practical training of students for teaching or research purposes is subject to the regulations in the Working Environment Act when the work is performed under conditions that involve a potential danger to life or health.
This applies when the training involves machines or substances that involve a potential danger to life or health, e.g. in laboratory settings, during teaching in engineering workshops, and during fieldwork/research cruises.
In such cases the rights and duties of the students in relation to the systematic HSE work are the same as those of employees; cf. chapter 2.2.5 (cf. Royal resolution of 17th June 1977 [Kgl. res. av 17. juni 1977]).
The regulations of the Working Environment Act do not apply to students in relation to any other aspect of their learning situation (laboratories, auditoriums, computer labs etc.). § 4-3 of the Act relating to Universities and Colleges (Universitets- og høyskoleloven) provides a description of how the students' physical work environment students should be designed.
2.3 The central administration's responsibilities and tasks within HSE
This chapter describes the Rector's delegation of authority and distribution of task within HSE (covering also the students' learning environment) to some of the sections.
2.3.2 Health, Safety and Environment section
In their efforts to create a safe and healthy working and learning environment, and to make NTNU an environmentally friendly organisation, the HSE section offers advice and support to managers on all levels; to employees; the safety representatives; the Working Environment Committee (Arbeidsmiljøutvalget, AMU); and to the Learning Environment Committee (Læringsmiljøutvalget, LMU). The HSE section
- maintains and develops NTNU's central HSE system and HSE records, through e.g. reports, assessment and internal reviews.
- supports the units in their HSE efforts: in establishing, maintaining and changing work desks, premises and equipment; in adapting the work to individual employees; in the continuous efforts to identify challenges; in rehabilitation efforts; the following-up of sick leave; in drug and alcohol abuse prevention work; in conflict handling; and in the work to create a good psychosocial working environment.
- facilitates and offers training and information within occupational health, occupational hygiene, ergonomics, environmental issues, chemicals and general safety and environmental work; see HMSR-16.
- makes suggestions for preventive and health promotional measures at NTNU. Carries out health monitoring of employees subjected to particularly high risks; see HMSR-13.
- follows up reports of accidents/incidents vis-à-vis the units; see HMSR-04.
- prepares the NTNU annual HSE report; see HMSR-21.
- assists the central management in their review of the HSE system.
- administers and coordinates NTNU's substance index [stoffkartotek], its radiation protection, its green audit and HSE matrix, action plans for HSE.
- prepares and maintains a central overview of relevant legislation; see HMSR-20.
- participates with member status in the AMU (Working Environment Committee) and in the AMU's construction branch; and with observer status in the LMU (Learning Environment Committee).
- performs the secretariat function for the AMU (Working Environment Committee); processes cases concerning HSE issues on behalf of the Rector.
See also Arbeidsmiljøloven (the Working Environment Act), Forskrift om arbeidsgivers bruk av godkjent bedriftshelsetjeneste og om godkjenning av av bedriftshelsetjeneste (Regulation on company health service) and other laws relevant to the HSE work.
The Division of personnel and financial affairs
- assists in developing competence and leadership.
- assists in developing quality.
- is responsible for designing and maintaining an emergency preparedness plan.
- prepares guidelines for appraisal interviews.
- assists employees and managers when a need for redeployment has arisen.
- assists in the work of adapting in-house rehabilitation in cases where the unit is unable to perform this work; processes applications for financial support related to in-house rehabilitation on behalf of the Rector.
- prepares an overview of self-certified sick-leave/sick-leave with a doctor's certificate.
2.3.4 The Student and Academic Division
The Student and academic division
- provides guidance to students with a disability, and ensures that adaptations are made to accommodate their needs.
- registers and maintains an overview of courses and subjects with a green profile offered by NTNU.
- registers and reports the use of video conferencing equipment at the Multimedia Centre (see HMSR-24), and maintains an overview of units in possession of their own equipment.
- performs the secretariat function for the LMU (Learning Environment Committee).
2.3.5 The Technical Division
The Technical division
- prepares and maintains central guidelines within fire protection and fire documentation; see HMSR-06.
- performs the contact function for NTNU in relation to fire inspections and electrical inspections.
- organises NTNU's local representatives for the electricity inspectorate [elektrisitetstilsynet]; NTNU's emergency preparedness group; fire protection leader; and those responsible for each building in situations of fire/disaster.
- carries out measures concerning the building mass for the sake of preventing fires and explosions and of limiting the damage in the event of fire or explosion.
- prepares and maintains central guidelines for the internal control of electrical installations, and oversees the implementation of the electricity regulations.
- prepares and maintains guidelines for waste handling; see HMSR-18.
- registers the figures and submits reports on the amount of waste produced at NTNU (see HMSR-22), and on the consumption of energy and water (see HMSR-25).
- enters into contracts with external firms about the handling of hazardous waste; ensures that the volume of hazardous waste produced at NTNU is registered; and prepares common guidelines for the handling of hazardous waste.
- implements measures in relation to the building mass and the day-to-day operations for the sake of preventing environmental pollution.
- obtains permits from the Norwegian Labour Inspection Authority [Arbeidstilsynet] in connection with the construction of new buildings or constructional changes that are subject to reporting under the provisions of the Working Environment Act (AML §18-9); ensures processing of such cases by the Working Environment Committee [Arbeidsmiljøutvalget].
- ensures that firms hired in by the Technical division have a satisfactory system for HSE in keeping with the NTNU guidelines; see HMSR-17.
- prepares plans and budgets for repairs and maintenance of the NTNU buildings (e.g. ventilation, cleaning and prevention of fires), and performs the repairs and maintenance; makes adaptations for individuals with a disability and carries out safety measures designed to prevent accidents. The results of the different units' efforts to identify HSE challenges make up a significant proportion of the background information for this work.
2.3.6 The Financial Division
The Financial division
- prepares NTNU's central guidelines and supporting materials in relation to acquisitions/purchases.
- ensures that the specific environmental requirements to be met by external suppliers are made clear in the framework agreements, supporting papers and documents for tender, or in the order.
- ensures that a short description of the product's green profile (the materials used, replacement of parts, noise level, gases that may be emitted, recycling, etc.) is included in the supporting papers and documents for tender as well as in the specification of the technical requirements.
- registers the data and submits reports about acquisitions/purchases made by NTNU; see HMSR-23.
2.4 NTNU's safety officers – tasks and roles
The safety chain of command at NTNU consists of the senior safety representative (HVO), local senior safety representatives (LHVOs) and safety representatives (VOs). The central principles for HSE also apply to the safety chain of command: cases should be solved at the lowest possible level.
If a case cannot be solved at the lowest level, it is to be brought to the LHVO and Pro-Rector/Dean/director, and if necessary even to the HVO and the Rector; see figure 2.1. See also the Working Environment Act (AML) chapter 6, and the Regulation on safety representatives and working environment committees [Forskrift om verneombud og arbeidsmiljøutvalg].
Deputies for the VO, the LHVOs and the HVOs fill their functions in cases of absence.
2.4.1 NTNU's Senior Safety Representative (HVO)
The senior safety representative is appointed jointly by the employees' organisations or elected by and among the local senior safety representatives (LHVOs); see HMSR-28. The senior safety representative at NTNU is bought out of his or her normal duties and works in a 100 % position as the HVO. The HVO
- coordinates the LHVOs' activities, and supports and supervises them in their work.
- is a central driving force in relation to HSE issues.
- represents employees and safety representatives (VOs) in central fora, and in the central work of establishing and maintaining systematic HSE work.
- is a permanent member of the working environment committee (AMU), where he or she represents the safety representatives (VOs); as well as the employees' representative in the AMU's construction branch.
- participates in the Central Liaison Committee (SESAM), and may attend as an observer with a right to speak during discussions and negotiations about collective wage agreement [Hovedavtale] matters as specified in the Working environment act (AML).
- cooperates with and reports to the Rector.
2.4.2 Local Senior Safety Representatives (LHVOs)
Local senior safety representatives are elected among the safety representatives in each area; see HMSR-28. The division into LVHO areas is made clear in the overview of the safety representatives at NTNU. The tasks of the local senior safety representatives in the systematic HSE work are as follows. The LVHO
- coordinates the activities of the safety representatives within his or her own main safety area, and supports and supervises the safety representatives in their work.
- represents the employees in the work of establishing and maintaining systematic HSE work within his or her main safety area.
- represents the employees when the line manger wants to bring up a matter concerning their working environment.
- participates in local liaison committees (LOSAMs), and may attend as an observer with a right to speak during discussions and negotiations about collective wage agreement matters [Hovedavtale] as specified in the Working Environment Act [AML].
- cooperates with and reports to the leader of the LHVO's area (Pro-Rector, Dean, Director, administrative manager (NTNU University Museum)).
2.4.3 Safety Representatives (VOs)
The main task of the safety representatives is to represent the employees in HSE-related issues and to safeguard their interests in such matters. The VOs must ensure that they report back to the employees.
All HSE matters are to be raised with the line manager for the unit, or with the person representing him or her, and the safety representative relates to the line manager on his or her level. Safety representatives have a duty to raise alarm about conditions that may lead to accidents or pose a health hazard, and they have the right to call dangerous work to a halt if there is an immediate danger to employee life or health. A safety representative is elected by each unit for a two-year period; see HMSR-28.
The line manager must ensure that the safety representative receives the necessary training, so that he or she can properly fulfil the duties involved. Safety representatives (VOs) have the right to participate in basic HSE training (40-hour course) and must familiarise themselves with existing safety regulations, instructions, orders and recommendations issued by the leadership or the regulatory authorities within HSE; see HMSRV-20/01.
2.5 Faculty representative for the students (FTR)
The Faculty representative for the students represents the students in safety and environmental issues, and his or her task is to safeguard the students' interests in issues concerning the working and learning environment.
2.6.1 The Working Environment Committee [Arbeidsmiljøutvalget] (AMU) and its subcommittees
The Working environment committee (AMU) is a liaison committee for matters concerning HSE at NTNU. Through the AMU's participation in the planning and organisation of the HSE work, NTNU seeks to safeguard its own reliability within HSE. In addition, the AMU monitors the development of HSE-related issues at NTNU. If the AMU deems it necessary, it can also impose measures to protect employee health and safety. The AMU may prepare its own HSE documents in order to promote health, environment and safety in the working and learning environment.
The employees and the leadership each have four representatives and substitutes for these in the committee. The Rector appoints the top management representatives.
The employee representatives are the Senior Safety Representative plus three representatives appointed by the trade unions/professional associations LO-Stat [Norwegian Federation of State Employees' Unions], YS-Stat [Confederation of Vocational Unions, Section for State Employees], Akademikerne [Confederation of Academic and Professional Unions in Norway] and Unio [The Confederation of Unions for Professionals, Norway]. Other members of the committee, who do not hold the right to vote, include a student representative appointed by the Student Assembly [Studenttinget], two representatives from the HSE section at NTNU, an observer from the HSE section at SINTEF, and an observer from SiT. See also AML kapittel 7 [the Working Environment Act, chapter 7], Hovedavtalen [the collective wage agreement] and the Tilpasningsavtalen (TA) [local wage adaptation agreement].
18.104.22.168 The Working Environment Committee's [AMU's] construction branch
The AMU's construction branch is a subcommittee which performs an advisory function towards the AMU. This subcommittee performs the HSE quality assurance auditing in connection with the construction of new buildings and the reconstruction of old ones, and prepares building applications for construction projects for which notification or application is required under the Planning and Building Act [plan- og bygningsloven] before the AMU agrees on a statement (AML §18-9). The subcommittee cooperates with groups of users where such exist, or with the representatives of such user groups. It also enlists the help of any expertise it deems necessary.
2.6.2 Local Health, Safety and Environment (HSE) committees
The faculties/central administration also have the option of establishing local HSE committees whose brief is to work towards improving the HSE conditions and to coordinate the systematic HSE work. The local committee processes HSE cases and is a liaison forum and advisory committee under the faculty/section/division. The information obtained by the HSE committee must be communicated to the individuals and entities it concerns within the faculty/section. The committee should meet at least once each term.
The committee may consist of a Pro-Rector/Dean/Director or whoever is invested with such authority; line managers of subordinate units or whomever these have invested with authority (e.g. HSE coordinators); the local senior safety representative (LHVO) and safety representatives (VOs) for subordinate units; and one or more student representatives from any of the environments where the Working Environment Act (AML) applies to students (engineering workshops, laboratories, fieldwork).
Relevant tasks for the HSE committees:
- Coordinate, develop and increase the efficiency of the HSE measures.
- Organise a concerted effort to identify HSE challenges.
- Go through the action plans and the results of the HSE-challenges identification exercises and make suggestions for priority and coordination of measures and emphases.
- Take the initiative to ensure that leaders, their representatives and the safety representatives receive the essential HSE training.
- Contribute to the investigation of issues/cases concerning HSE.
- The local committees have the right and duty to raise any issue they deem relevant.
- They provide an arena for the mutual exchange of information.
2.6.3 The Learning Environment Committee [Læringsmiljøutvalget (LMU)].
The Learning Environment Committee serves as an advisory committee to the NTNU Board and must contribute towards creating a fully satisfactory learning environment for the students at NTNU. This is ensured through the LMU's participation in the planning of measures concerning the learning environment, and through the LMU's monitoring of developments in issues/cases concerning student welfare and safety. The LMU submits annual reports to the Board on NTNU's efforts to improve the learning environment.
The students and NTNU are each represented in the committee by four members. The Student Assembly (Studenttinget) appoints the student representatives and one deputy. The Rector appoints the representatives and one substitute/deputy for NTNU. The committee also has committee members who do not hold the right to vote. These are an observer from SiT Velferd [welfare]; an observer from the counselling service for disabled students [Rådgivningstjenesten for funksjonshemmede studenter]; and a representative from the HSE section at NTNU. See also the Act relating to Universities and University Colleges [Universitets- og høgskoleloven], § 4-3.
2.6.4 Central Liaison Committee [Sentralt samarbeidsutvalg (SESAM)]
Through the local wage adaptation agreement [TA, Tilpasningsavtalen], which supplements the collective wage agreement with the State [HA, Hovedavtalen], the management and the employee organisations have reached agreement on how employee participation will be implemented at NTNU in compliance with the existing system of laws and agreements. Through the TA the parties have established liaison committees as permanent fora in which the elected representatives participate in making decisions with an impact on the employees' working situation. In the Central liaison committee the Rector informs, discusses and negotiates with the elected representatives the decisions that affect either NTNU in its entirety or employees in more than one unit.
2.6.5 Local Liaison Committees (LOSAMs)
In order to safeguard employee participation in the different units, the parties have established Local liaison committees where the Pro-Rector/Dean/Director of each unit discusses with the employee representatives any decisions affecting the employees of that unit. The committee's task is the ensure dissemination of information about issues relating to the collective and local wage agreements, as well as discussion of and negotiation about these issues
2.7 The employee organisations
The main employee organisations at NTNU are YS-Stat [the Confederation of Vocational Unions, Section for State Employees], Akademikerne [the Confederation of Academic and Professional Unions in Norway], Unio [The Confederation of Unions for Professionals, Norway] and LO-Stat [the Norwegian Federation of State Employees' Unions]. The employee representatives of these organisations assist their members in issues of pay and working conditions, and offer advice and help on all matters concerning the working situation.
In HSE matters the employee representatives may also cooperate with the safety representatives. Any employee representative may suggest a case/an issue to the AMU through his or her representative on the committee.
2.8 The regulatory authorities
The regulatory authorities for NTNU are the Norwegian Labour Inspection Authority [Arbeidstilsynet]; the Directorate for Civil Protection and Emergency Planning [Direktoratet for samfunnssikkerhet og beredskap]; the Norwegian Pollution Control Authority [Statens forurensningstilsyn]; and the Norwegian Radiation Protection Authority [Statens strålevern]. The regulatory authorities provide information and guidance about relevant regulations. They oversee that the requirements laid down in the HSE legislation are met and that there is concurrence between the management's documented internal control and compliance with the rules in actual practice. Because several official bodies conduct their monitoring according to the same regulations, but on a differing legislative basis, they will cooperate and coordinate their supervisory activities. Supervision will be conducted through system auditing and verification at a frequency chosen by the supervisory authorities themselves:
The authorities familiarise themselves with the documented HSE work of the enterprise prior to their visit, during which they conduct a thorough and systematic investigation of the enterprise and its activities to ascertain whether the systematic HSE work is functioning satisfactorily.
The authorities visit the enterprises to ascertain that there is concurrence between the HSE work as documented and the actual practice, compared against the requirements laid down in laws and regulations.
The regulatory authorities can demand amendments to any shortcomings in the systematic HSE work of the enterprise. In cases of violation of the HSE legislation, the regulatory authorites have various sanctions at their disposal, such as injunctions, compulsory fines or ordering a halt to activities. The choice of sanction is discretionary, and will depend on the law or regulation involved in the violation.
3.1 NTNU's model for Health, Safety and Environment work
The systematic HSE work at NTNU is conducted according to the model illustrated in figure 3.1. The model implies that the spiral of improvement should include the HSE area.
The model for HSE was prepared with the intention of illustrating the HSE wheel of the year. This working method is meant to make it easier to implement NTNU's HSE policy – cf. chapter 1 – while simultaneously taking into consideration legislation, regulations and other official requirements.
The Board and the Rector carry the responsibility for the parts of the model that refer to "HSE policy" and "review by the management". See chapter 2 for the distribution of other management responsibilities and tasks.
HSE policy; Planning; Initiation and day-to-day implementation; Checks – evaluation; Review by the management; Continuous improvement
Fig. 3.1 NTNU's HSE model
3.2 HSE policy
NTNU's HSE policy consists of the overall aims, priority areas and principles for HSE defined by the NTNU Board; cf. point 1.1. This provides the basis for the units' work of integrating HSE aims and measures into their action plans for the period. The HSE policy must be documented, initiated, and maintained; and it must be communicated to employees, students and the general public.
The central activities of the planning efforts must comply with the requirements in the Regulations relating to systematic health, environmental and safety activities in enterprises [Forskrift om systematisk helse-, miljø- og sikkerhetsarbeid].
In concrete terms this means:
- Obtaining an overview of the relevant legislation, regulations and other requirements.
- Identifying challenges connected to HSE.
- Developing HSE aims and action plans.
- Providing necessary and significant training within HSE.
- Ensuring that HSE-related information is recorded.
- Ensuring that documentation and reporting takes place.
- Ensuring that essential guidelines for the HSE work are implemented.
It is important that the line manager ensures that employees and students are involved in the planning process, in accordance with chapter 2.
3.3.1 Overview of legislation, regulations and other requirements
The HSE section is responsible for preparing and maintaining a central overview of the relevant legislation, regulations and other requirements within HSE; cf. Chapter 2; see HMSR-20. This overview must show what constitutes the relevant regulatory authority as well as the inspection authority on the local level.
The units have an independent responsibility for obtaining an overview of what legislation, regulations and other requirements apply to the local activities they engage in. The units for which this is relevant prepare an additional overview that is considered part of the unit's systematic HSE work; cf. Chapter 4. Local guidelines must be prepared for the purpose of ensuring that requirements embedded in laws and regulations are met; see HMSR-20.
3.3.2 Identifying challenges related to HSE
NTNU has three main surveillance tools for identifying the challenges related to HSE: the HSE check, risk assessment and appraisal interviews. Other good sources for documentation of HSE challenges are action plans and annual reports from previous years.
In addition to the focussed process to identify challenges, meetings between the management and the safety representatives should also be scheduled regularly; cf. Chapter 2. HSE topics should figure as regular items on the agenda of the unit's different meetings. It is important that documentation is produced of the results from the different efforts to identify challenges.
1. The HSE check
The HSE check – see HMSR-12 – is a procedure whose function is to enable the NTNU units to conduct their own HSE challenge identification studies. The tool meets the requirements in the Regulations relating to systematic health, environmental and safety activities in enterprises [Forskrift om systematisk helse-, miljø- og sikkerhetsarbeid].
The HSE check consists of three elements: a pre-study meeting; the actual carrying out of the survey aimed at identifying challenges; and a post-study meeting. The HSE check is designed to give the units a basis for preparing an action plan with defined priorities and measures aimed at improving HSE conditions. Embedded in the HSE check are procedures for assessing environmental strain as well as strain on a wide spectrum of working environment and safety factors.
2. Risk assessment
Risk assessment – see HMSR-26 – is a tool for assessing to what extent an activity involves a risk of accidents, the development of work-related disease, or pollution/emissions/discharges. The HSE section can assist any unit needing to conduct a risk assessment.
Through risk assessment conducted prior to a concrete task or process, measures designed to eliminate or control the factors representing a potential risk can be implemented before the work starts. It also offers the possibility of increased control over factors/conditions that need to be checked during the actual carrying out of the task/process.
3. Appraisal interviews
The appraisal interview is a management tool that provides partial basis for the manager's holistic work in relation to developing strategies, professional/course directions, the staff, and the organisation. The Staff Division is ready to support the units with information and assistance upon request.
3.3.3 HSE goals
On the basis of identified challenges related to HSE – cf. point 3.3.2 – the units formulate their own goals. The units integrate these into their plan of action, which provides descriptions of the actual measures to be implemented in order to attain the goal. The plan of action is an important tool in the systematic work, and will function as partial documentation of the unit's HSE efforts. As part of the planning process the units must discuss how to measure and assess the attainment of HSE goals. Indicators within different HSE areas can provide a basis for comparing the performance from year to year.
The plan of action should make clear the order of priority for the different measures, as well as their cost and deadlines, and the individual/s responsible for their implementation should be identified. It is up to the line manager to follow up the plan of action.
3.3.4 HSE training
Identifying the need for HSE training must be part of the planning effort; see HMSR-16. Each line manager must ensure that necessary training measures are initiated. If the units need help adapting such measures to their own needs, the HSE section can provide assistance.
3.3.5 Recording HSE information
Records must be made and kept at the unit – together with the rest of the HSE documentation – of the results of HSE challenge identification efforts, HSE goals and plans of action, training undertaken, and other relevant HSE related information; cf. chapter 4.
The central administration must record and keep HSE records connected to the indicators for waste (HMSR-22); purchases (HMSR-23); transport, including video conferencing (HMSR-24); energy (HMSR-25); plus sick-leave and accidents – cf. chapter 2.3. The HSE section is responsible for coordinating and following up the records; among other things it prepares NTNU's green audit and NTNU's annual HSE report; cf. point 3.3.6.
3.3.6 Submitting reports and documentation
Reports are submitted on three different NTNU levels. The reports provide documentation of the units' and NTNU's concerted efforts within HSE; see HMSR-21:
- The units prepare annual HSE reports, which in turn provide the basis for NTNU's annual report.
- The different sections of the central administration prepare periodical reports on the HSE performance indicators (waste, energy, purchases and transport, plus sick-leave and accidents), which in turn form the basis for NTNU's HSE audit; cf. chapter 2.3.
- The HSE section prepares NTNU's annual HSE report on the basis of the reports submitted by the units throughout the year.
The submission of HSE reports is coordinated with other types of reporting at NTNU.
3.4 Initiation and day-to-day implementation of the HSE system
In accordance with the descriptions in this handbook, local handbooks and existing guidelines for the HSE efforts, initiation and day-to-day implementation of the various parts of NTNU's system for HSE takes place both centrally in the different sections of the Central administration, and locally in the individual units:
1. Central initiation and day-to-day implementation:
The responsibility for the day-to-day implementation and organisation of NTNU's HSE system rests on the central administration, as an integral part of its task and responsibilities; cf. chapter 2.3. The tasks are to be performed in accordance with existing guidelines.
2. Local initiation and day-to-day implementation:
When the plan of action has been passed, arrangements must be made for the manager/head of department, or the individual representing the manager, and the safety representative (VO) to jointly go through it in order to ensure that the measures are implemented as planned, and to ensure smooth operation of the unit's systematic HSE efforts.
Any necessary changes made by the units to the relevant HSE documents, or any new HSE documents prepared by them, must comply with existing legislation, regulations and other requirements; cf. chapter 3.3.1.
3.5.1 Surveying/measuring and assessing recorded HSE information
The units must ensure that the surveys/measurements necessary for collecting HSE information are conducted; cf. point 3.3.5. The units must assess whether the recorded HSE information suffices for the efficient management of its activities.
The responsibility for surveying and assessing the Board's target areas within environmental issues – waste, energy, purchases and transport, plus sick-leave and accidents – rests with the central administration; cf. chapter 2.3.
22.214.171.124 Notification and reporting of nonconformity
Notification of serious accidents and incidents must take place immediately and in accordance with the NTNU emergency preparedness plan, see the intranet. In cases of serious personal injury the Labour Inspection Authority and the Police must be alerted without delay, see HMSR-04.
The units must ensure that all reported instances of nonconformity as well as amendments are registered, see HMSR-04 point 5.2.2. The definition of nonconformities covers conditions such as fires and minor fires, accidents or incidents involving personal injury, material damage (to materials, buildings, objects) or environmental damage (environmentally damaging emissions/discharges to the soil, atmosphere or water). Departures from the normal and required practices described in the guidelines of the HSE system are also considered nonconformities. Nonconformities and suggestions for amendment/improvement are to be reported on the following form: HMSRV0401. Documentation and registration is undertaken via NTNU's electronic filing and case handling system ePhorte.
In addition to the notifications they receive on a day-to-day basis, the units' own challenge identification surveys and observations from the following must form the basis for their efforts to uncover nonconformities and areas where improvements can be made:
- the follow-up of individuals on sick leave
- day-to-day operations
- HSE checks, appraisal interviews, risk assessment
- minutes from regular meetings
- the continuous pursuit of goals and action plans
- audit reports
126.96.36.199 Following up – corrective and preventative measures
Uncovered nonconformity and/or notifications of nonconformity must be followed up in the shape of corrective and/or preventative measures; see HMSR-04 points 5.2.2 – 5.2.6. The measures must be adjusted to the amplitude of the problem and must match its impact. Serious problems must be rectified immediately. The safety representative/s and the cooperating enterprise, if there is one, must be involved in these efforts.
3.5.3 Auditing of the HSE system
The auditing of the HSE system should verify that there is correspondence between the system and the action plans, and that the system is properly implemented and maintained. HSE auditing should be conducted in accordance with existing guidelines for internal auditing. An auditing plan must be prepared, giving the auditing programme and the time frame of the auditing process. Aberration is to be handled as described in point 3.5.2. A report of audits already conducted should be included in the materials examined by the management as part of their auditing process.
3.6 The management's review
NTNU's top management must go through NTNU's HSE system to ensure that it is appropriate, sufficient and effective.
The management's review must consider the possibility that the HSE policy or goals or other elements in the HSE system may be in need of revision, against the background provided by the results of HSE system audits, changed conditions, and the obligation to pursue continuous improvement. The information necessary to enable the management to conduct the review must be collected. Documentation must be produced of the management's review.
The units shall conduct their efforts in accordance with NTNU's central system for HSE work. Nonetheless, the preparation of some HSE documentation locally in connection with the unit's systematic HSE efforts may be required. See HMSR-01 for matters relating to the modification, updating, distribution and filing of HSE documents.
Each individual unit's HSE documentation is to be filed under Chapter 4 in the HSE handbook and made available via the NTNU Intranet, and in the local HSE binder where such is in use. Only if there exists a need for clarification of central guidelines shall the unit prepare its own HSE documents.
As mentioned in chapter 3.3.1, the units must prepare an overview of additional laws and regulations and other requirements relevant to the unit's activities where this applies. All employees and students must be familiarised with and have access to this overview.
Faculties and departments with large volumes of documentation can make this documentation available (in a separate binder or on the Intranet) classified as follows:
4.1 Laws, regulations and other requirements of relevance
Under this point the units provide an overview of any additional laws, regulations and other requirements that apply to their activities.
4.2 Organisation of the HSE efforts
Under this point the units provide an overview of how the HSE efforts are organised in their particular unit: Who is the HSE coordinator; the local radiation protection coordinator; the substance index contact; responsible for his or her floor during fires and emergency situations; the safety representative; the employee representative on faculty level; and who are the various contact persons in relation to HSE etc. A more detailed description of how the different HSE tasks are performed may also be provided under this point. Liaison agreements can be listed here. An overview of needs in terms of HSE training and measures can also be listed here.
4.3 Identifying HSE-related challenges
The units may publish the results of different challenge identification efforts made by the unit under this point. In addition, aberration records can be filed here.
4.5 Locally prepared HSE documents
The units may publish HSE documents prepared by their individual unit in compliance with the HSE system (guidelines, routines/procedures, checklists, various tools, forms etc.) under this point.
4.6 HSE reports
The units may publish annual HSE reports and other HSE related reports under this point. As a minimum, the unit's annual HSE report should be made available online to everybody who is an employee or a student at the unit.