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HSE rounds fall 2020 and spring 2021 - Korona

HSE round

An "HSE round" is a mapping of the physical working environment.

What is an HSE round?

An HSE round is a physical review of the premises, equipment and working methods in order to chart the risks of illness, injury and damage to personnel, the environment and materials, and to assess the need for measures to be taken. Conditions of importance for fire safety and the external environment (e.g. hazardous waste and discharges) must also be assessed.

The HSE round is best suited to mapping physical, chemical and certain ergonomic conditions in the workplace. Examples of this may be: faults and defects in furniture and equipment, noise nuisance, deficiencies in lighting, reduced air quality, heat, untidiness and lack of cleanliness, and blocked emergency exits.

Carrying out an HSE round

For the HSE round to be effective and a useful aid to mapping and development work, there are a number of requirements in terms of preparation, structuring of the actual inspection and follow-up work. When planning a new HSE round, it is useful to make use of the results of the previous HSE rounds and other HSE surveys.

All units must complete a minimum of one HSE round per year. The minimum requirements are not sufficient in the event of:

  • Building work (new buildings, renovation work, restorations)
  • The procurement of large machines and equipment
  • Notification of non-conformances, accidents and near-accidents
  • Pregnancy (the laboratory)

Special challenges revealed during the survey will entail a stricter requirement for a formalised risk assessment (NO).

Template for carrying out an HSE round

1. PRE-MEETING
Aim:
  • Prepare plan for carrying out HSE round.

Participants:

  • Line manager/Line manager’s representative.
  • Safety delegate.
Agenda:
  • Review of previous HSE rounds and other HSE mappings.
  • Assess the requirement for mapping of special conditions.
  • Assess the use of checklists and adapt these to your workplace.
  • Consider who should take part in the HSE inspection (line manager/line manager’s representative, safety delegate, HSE coordinator, lab. manager, site manager, etc.)
  • Consider whether there is a need for external assistance (e.g. HSE Section, Estate and Facilities Management Division, any others).
  • Inform the staff of how and when the HSE round will be carried out.

Aids:

2. CARRY OUT HSE ROUND

Aim:

  • Carry out the HSE round

Participants:

  • Line manager/Line manager’s representative.
  • Safety delegate.
  • Staff participate in that they are present in the premises and provide information during the review.

Agenda:

  • Elect the chairperson and a person to take the minutes.
  • Review of the workplaces, focusing on premises, equipment and working methods, in order to chart and assess risk conditions.
  • Note all the conditions that are assessed.

Aids:

 3. FOLLOW-UP MEETING

Aim:

  • Assess and prioritise the measures for the unit’s HSE action plan.

Participants:

  • Line manager/Line manager’s representative.
  • Safety delegate.

Agenda:

  • Assess the notes from the HSE round and prioritise the measures.
  • Set up measures in the local HSE action plan, including a brief description, timetable, costs and indication of the person responsible for carrying out the measure.
  • Completed checklists will be the documentation of a completed HSE inspection.

Aids:

Measures

Where there is a need for measures to be taken, it is important to distinguish between emergency situations/immediate measures, situations that require further investigation but where measures are feasible within the existing frameworks, and long-term measures (for example, those for the next financial year, applications for additional funds, etc.)

Assess and prioritise measures. Set up measures in the HSE action plan, including a brief description, timetable, costs and person responsible for following-up the measure.

Checklists

Checklists can be helpful when an HSE round is to be carried out that covers a number of current working areas and working environment factors – for example, offices, laboratories and workshops, staff and group study rooms – as well as the organisation of the work. Checklists for use when carrying out HSE rounds may serve a number of purposes:

  • as an aid to examining HSE conditions in a systematic way
  • to assess the state of HSE and the opportunities for development within a demarcated area
  • to document non-conformities with the desired condition and the need for improvement measures
  • as documentation that an HSE inspection has been conducted.

No checklists can cover all conditions of relevance to HSE in the workplace. A good checklist is tailored to your workplace and covers your requirements.

 

HSE rounds for fall 2020 and spring 2021

Implementing the HSE rounds in offices, office landscapes and laboratories / workshops / clinics can be a challenge now while the corona pandemic is ongoing, but with simple adjustments it will be possible to carry it out. As with everything else it is the easy infection control rules that apply:
  • Stay at home if you are sick or have symptoms
  • Social distancing. At least one meter, preferably 2
  • Wash your hands, or use disinfectant
  • Good cough etiquette
 HSE rounds in offices (single- or multiple person office) and office landscapes with employees belonging to the same unit:
  1. The manager / manager's representative or safety representative sends out a checklist for the HSE round to everyone at their unit.
    • Checklist on the HSE-gateway.
    • Contact the Section for HSE and emergency preparedness to access a form in Skjemaker. This presupposes some experience with Skjemaker and Excel.
  2. Employees that wish an HSE round fill in the checklist and sends it to their leader. For those that use the Skjemaker checklist, this will go automatically.
  3. Employees who do not see the need for an HSE round for the fall 2020 (and eventually spring 2021) do not have to submit the checklist.
  4. The leader / leader's representative and safety representative will have a short pre-meeting, either in TEAMS or physically on campus, where they go through the submitted checklists.
  5. The manager / manager's representative (or safety representative) provides feedback to the employees who want an HSE round and set a date and time for the HSE round.
  6. On the HSE round as few people as possible should participate. Manager / manager's representative, safety representative and the employee. If it is a multi-person office or office landscape, we recommend that only the employees who have registered an issue are present in the room during the actual HSE round.
    1. For the leader and Safety representative:
    2. Keep your distance
    3. Use hand disinfectant between each office
    4. Stay in the various offices for as short a time as possible. Discuss only reported needs.
  7. After the HSE round, the manager / manager's representative and safety representative conduct a post-meeting in TEAMS or physically on campus where they review input on the HSE round.
  8. The manager sets up a priority list of measures needed and inform those responsible for the measures needing to be implemented.

 

HSE rounds in office landscapes with employees belonging to different units. In office landscapes where several different units are located, it has in some cases been practiced that the HSE round is carried out on the same day, so that the various inputs are discussed in a joint after-meeting. This is not recommended while the corona pandemic is ongoing.
  1. The manager / manager's representative or safety representative sends out a checklist for the HSE round to everyone at their unit.
    • Checklist on the HSE-gateway.
    • Contact the Section for HSE and emergency preparedness to access a form in Skjemaker. This presupposes some experience with Skjemaker and Excel
  2. Employees that wish an HSE round fill in the checklist and sends it to their leader (and possibly safety representative). For those that use the Skjemaker checklist, this will go automatically.
  3. Employees who do not see the need for an HSE round for the fall 2020 (and eventually spring 2021) do not have to submit the checklist.
  4. The leader / leader's representative and safety representative will have a short pre-meeting, either in TEAMS or physically on campus, where they go through the submitted checklists.
    • Here you also agree on the times for the various HSE rounds so that only one unit has an HSE round at a given time.
  5. The manager / manager's representative (or safety representative) provides feedback to the employees from their unit who want an HSE round and set a date and time for the HSE round.
  6. On the HSE round as few people as possible should participate. In office landscapes we recommend that only the employees that have registered an issue are present in the room during the actual HSE round, as well as manager/managers representative and safety representative.
    • For the leader and Safety representative:
    • Keep your distance
    • Use hand disinfectant between each office
    • Stay in the various offices for as short a time as possible. Discuss only reported needs.
  7. After the HSE round, the manager / manager's representative and safety representative for the different units, conduct a post-meeting in TEAMS or physically on campus where they review input on the HSE round.
    • The managers set up a prioritizes task list and notify those responsible for implementing the measures.
    • If employees at different units have reported the same need, it must be clarified who takes responsibility for this being carried out.
HSE rounds in laboratories, workshops, and clinics As for the HSE round in the office and office landscapes, the infection control rules apply also here. As few people as possible can participate in the rounds. We recommend a manager, safety representative, room manager and possibly an employee. 
  1. The manager / manager's representative or safety representative sends out a checklist for the HSE round to everyone at their unit that has their workplace in a lab/workshop/clinic.
    • Checklist on the HSE-gateway.
    • Contact the Section for HSE and emergency preparedness to access a form in Skjemaker. This presupposes some experience with Skjemaker and Excel.
  2. Employees that wish an HSE round fill in the checklist and sends it to their leader. For those that use the Skjemaker checklist, this will go automatically.
  3. The leader / leader's representative and safety representative will have a short pre-meeting, either in TEAMS or physically on campus, where they go through the submitted checklists.
  4. The manager / manager's representative (or safety representative) provides feedback to the employee responsible for the room/area and set a date and time for the HSE round.
  5. On the HSE round as few people as possible should participate. Manager / manager's representative, safety representative, the employee responsible for the room/area and possibly one other employee. 
    • For the leader and Safety representative:
    • Keep your distance
    • Use hand disinfectant between each office
    • Stay in the various offices for as short a time as possible. Discuss only reported needs.
  6. After the HSE round, the manager / manager's representative and safety representative conduct a post-meeting in TEAMS or physically on campus where they review input on the HSE round.
  7. The manager sets up a priority list of measures needed and inform those responsible for the measures needing to be implemented.
HSE round for common areas, personnel rooms, meeting rooms and other Fall 2020 and spring 2021 we recommend that it is only the manager and safety representative do the HSE rounds in common areas. 
  1. The manager / manager's representative or safety representative sends out a checklist for the HSE round to everyone at their unit.
    • Checklist on the HSE-gateway.
    • Contact the Section for HSE and emergency preparedness to access a form in Skjemaker. This presupposes some experience with Skjemaker and Excel
  2. Employees that wish an HSE round fill in the checklist and sends it to their leader (and possibly safety representative). For those that use the Skjemaker checklist, this will go automatically.
  3. The leader / leader's representative and safety representative will have a short pre-meeting, either in TEAMS or physically on campus, where they go through the submitted checklists.
  4. After the HSE round, the manager / manager's representative and safety representative conduct a post-meeting in TEAMS or physically on campus where they review input on the HSE round.
  5. The manager sets up a priority list of measures needed and inform those responsible for the measures needing to be implemented.