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Health, Safety and Environment / System description for HSE / HSE Guide / HSE support functions

Central support functions in the HSE work

HSE guidelines

Purpose

The guidelines should clarify the support functions' responsibilities and duties within HSE. They describe the public administration units' main  working areas within HSEc administration, and will facilitate good interaction with the line organization.

Scope

The guidelines cover the whole business.

Responsibilities

The Department of Facilities Management has the overall responsibility for the university college's physical work environment, including security, contingency plans and fire prevention. It must also ensure that the college respects the outdoor environment.

The Department of Human Resources has the overall expertise within training and within organizational and psychosocial work environment. This includes monitoring  ofindividual employees.

The Department of Academic Affairs, Educational Quality and Internationalisation is responsible for the students' learning environment (UH Act § 4-3).

Tasks

Department of Facilities Management

Tasks assigned to the Department of Facilities Management:

  • emergency response, including contingency plans and training / exercise in collaboration with the University College Director
  • safety in buildings
  • fire protection and fire documentation
  • universal design
  • outdoor environment
  • electrical safety
  • waste disposal arrangements
  • planning and implementation of building projects
  • monitoring of the Construction Client Regulation
  • operation, repair and maintenance of buildings (e.g. ventilation, cleaning, fire prevention and universal design), including indoor air quality measurements and other mapping of physical work environments
  • creation, maintenance and adaptation of workplaces, facilities and equipment
  • preparation of cases for AMU
  • reporting on their own work in the college's annual HSE report
  • network information within their areas of responsibility

The Department of Facilities Management should also:

  • establish coordination agreements within their areas of responsibility (AML § 2-2)
  • make sure that external firms hired by HiOA has satisfactory HSE arrangements in accordance with current regulations
  • follow up deviations within their areas of responsibility

Department of Human Resources

Tasks assigned to the Department of Human Resources:

  • employee surveys
  • management training in HSE
  • training of  employees in different HSE areas adapted to the unit’s demands
  • health and welfare benefits for employees
  • main contact for the occupational health service
  • preparation of cases for AMU
  • preparation of statistics of absence due to illness
  • reporting on their own work in HiOA's annual HSE report
  • network information within their HSE areas

The Department of Human Resources will also develop and follow up common procedures and uniform practices within the following HSE areas:

  • training and introduction of new employees
  • facilitation for individual employees
  • workplace ratings
  • registration of occupational injuries to NAV and SPK for employees
  • In addition, the Department of Human Resources can assist with special arrangements for employees who cannot continue their normal work if the unit itself does not have the opportunity to undertake this.

The Department of Academic Affairs, Educational Quality and Internationalisation

The Department of Academic Affairs must:

  • follow up deviations concerning students
  • create online information about students’ rights in case of injuries / accidents.

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