Extract from University Safety Statement 2025
It is the President and Governing Body as the employer who have ultimate responsibility to ensure, so far as is reasonably practicable, the safety, health and welfare at work of employees, in compliance with the relevant provisions of the Act and other occupational safety legislation.
The employer’s general duties as set out in Section 8 of the Act are as follows:
1. To ensure, so far as is reasonably practicable, the safety, health and welfare at work of
their employees.
2. The employer’s duties extends, in particular, to the following:
a) To manage and conduct work activities in such a way as to ensure the safety,
health and welfare at work of all employees.
b) To manage and conduct work activities in such a way as to prevent any improper
conduct or behaviour likely to endanger employees.
c) As regards the place of work concerned, the employer must ensure the design,
provision and maintenance of:
- a safe, risk-free place of work,
- safe means of access to and egress from it
- plant and machinery that are safe and without risk to health.
d) To ensure safety and the prevention of risk arising from the use of articles or
substances or the exposure to noise, vibration, radiation or any other ionizing
agent.
e) To provide systems of work that are planned, organised, performed, maintained and
revised as appropriate so as to be safe and risk free.
f) To provide and maintain facilities and arrangements for the welfare of employees at
work.
g) To provide information, instruction, training and supervision, where necessary.
h) To implement the safety, health and welfare measures necessary for protection of
employees, as identified through risk assessments and ensuring that these
measures take account of changing circumstances, and the general principles of
prevention specified in Schedule 3.
i) To provide protective clothing and equipment where risks cannot be eliminated or
adequately controlled.
j) To prepare and revise as appropriate, adequate plans and procedures to be
followed and measures to be taken in the case of an emergency or serious and
imminent danger.
k) To report accidents and dangerous occurrences to the relevant authority
(prescribed under section 33).
l) To obtain where necessary the services of a competent person for the
purpose of ensuring safety and health at work.
3. To ensure that all safety measures take into account both fixed term and temporary
workers and that any measures taken do not involve financial cost to their employees.
4. For the duration of the assignment of any fixed-term employee or temporary employee
working in their undertaking, to ensure that working conditions are such as will protect
the safety, health and welfare at work of such an employee.
5. To ensure that any measures taken by the employer relating to safety, health and welfare at work do not involve financial cost to their employees.
3.1 Governing Body
Governing Body is responsible for the following:
» Endorsing and approving the University Safety Statement submitted by the Finance and
Property Committee (FPC) on behalf of the University Executive Team (UET).
» Approving the triennial Safety, Health and Welfare strategy and annual Safety Policy
submitted by the President.
» Receiving and reviewing the annual report from the University Executive Team on progress regarding the implementation of the University Safety Statement; and
» Receiving other SHW reports as deemed necessary by the University Executive Team.
3.2 President
The President is appointed by Governing Body to oversee the management of the University.
The President has responsibility for SHW and reports to the Governing Body on the implementation of policies on SHW.
The President is responsible for the following:
» Ensuring an annual review of the University Safety Statement is undertaken by the designated personnel.
» Providing a signed and dated Safety Policy on an annual basis.
» Leading the University Executive Team in implementing best practice for incorporating safety, health and welfare across the University.
» Developing and fostering a positive safety, health and welfare culture in the University for all campus users.
» Ensuring the provision of adequate resources to implement the University Safety Statement; and
» Ensuring that appropriate action is taken in regard to any SHW breaches
Presidential Appointees
The President may appoint members of the UET and other employees with specific responsibility
for SHW, irrespective of other responsibilities, in order to ensure that:
» The safety management system is established, implemented and maintained in accordance with the general duties of the employer as set out in the 2005 Act and any other legislation that applies to the workplace; and
» Reports on the performance of the Safety Management System are presented to the UET for review and used as a basis for continuous improvement.
3.3 Chief Operations Officer
The Chief Operations Officer (COO) is the UET member with responsibility for the safety, health and welfare function and ensures that management and employees are made aware of their SHW responsibilities and have the resources required to carry them out.
The COO is responsible for:
» Ensuring, safety, health and welfare is a priority of the University Safety, Health and Welfare (SHW) Steering Committee.
» Ensuring the necessary organisational structures exist.
» Ensuring that adequate systems are in place for consulting and communicating with
employees, including the selection of safety representatives.
» Ensuring that adequate systems are in place for emergency planning and first-aid
arrangements.
» Reviewing on an annual basis a safety management system action plan (SMSAP).
» Ensuring that this plan is prepared and gives priority to areas of greatest risk.
» Identifying, on an ongoing basis, the resources required for the implementation of the SMSAP.
» Ensuring that progress in the implementation of the SMSAP is regularly tracked.
» Ensuring adequate systems and resources are in place for identifying hazards and assessing risks at the University.
» Overseeing safety management targets and objectives on an annual basis and that these
are shared with all staff; and
» Providing updates to the University Executive Team indicating progress in implementing the SMSAP and on achieving agreed goals and objectives.
3.4 Head of Governance and Compliance
The Head of Governance and Compliance oversees the safety systems and procedures ensuring that the University’s statutory obligations are met.
The Head of Governance and Compliance is responsible for:
» Ensuring that processes are in place for the preparation, regular review and update, as
required, of the University Safety Statement and the School/Function Safety Arrangements
and risk assessments.
» Ensuring that all the University’s statutory obligations are met including accident and
dangerous occurrence investigation, reporting and corrective action.
» Ensuring that SHW audits are undertaken to monitor all aspects of the University SHW policy implementation; and
» Ensuring that there is appropriate transparency around all SHW issues in accordance with relevant legislation.
3.5 University Executive Team (UET)
The UET is the senior management team. The UET is responsible for ensuring that due regard is given to safety, health and welfare in all decision-making.
The UET is the approval body for all significant and relevant safety documentation. It receives all relevant reports from the University Safety, Health and Welfare (SHW) Steering Committee. It provides the requisite reports to the Governing Body.
Items that cannot be resolved by the University SHW Steering Committee may be escalated to the UET by the Chair of the University SHW Steering Committee.
Responsibilities of UET include:
» Ensuring that management reporting to them have been fully briefed on the implementation of the University Safety Statement.
» Ensuring that the President is advised of any serious safety issues arising in their respective area of responsibility.
» Ensuring that SHW is integrated into every activity and is a component of all decisions; and» Ensuring that SHW is considered in all decisions.
3.6 Heads of School/Function
Heads of School/Function, through the School/Function Executive, shall ensure compliance with statutory legislation and the requirements of the University Safety Statement. They will ensure that School/Function Safety Arrangements are agreed and monitored and that risk assessments are conducted and implemented.
3.7 Safety, Health and Welfare Senior Manager and Safety
Health and Welfare Office
The University Safety, Health and Welfare Senior Manager is the senior advisor to the University on matters relating to safety, health and welfare. In addition, they keep the Head of Governance and Compliance appraised of issues and advises on best practice for compliance and governance of safety in the University.
The Safety, Health and Welfare Office will:
a) Provide safety, health and welfare advice and support to the President, University
Executive Team, Faculty Deans, Vice Presidents, Schools/Functions, safety working
groups, committees, steering groups, teams, employees and others where relevant.
b) Facilitate and support the risk assessment process for Schools/Functions.
c) Advise on the implementation of a safety management system.
d) Record reported accidents and dangerous occurrences and investigate where necessary.
e) Report accidents and dangerous occurrences to the Health and Safety Authority (HSA)
as may be required in Regulations under the Act.
f) Organise for health surveillance where required.
g) Update and revise the University Safety Statement.
h) Submit statutory reports to the Health and Safety Authority and any other relevant bodies.
i) Monitor the completion of safety audits and inspections.
j) Obtain where necessary, the services of a competent person to assist in ensuring the
safety, health and welfare of employees.
3.8 Chief Human Resources Officer
The Chief Human Resources Officer (CHRO) ensures that all staff employed are advised of
their health and safety responsibilities and that pre – employment medicals are organised for all staff. In addition, the CHRO will inform the Safety, Health and Welfare Senior Manager of any occupational illness trends, which may arise in particular areas/activities of the University.
3.9 Head of People Development
The Head of People Development oversees the health and safety training programme for all employees. Quarterly reports (planned work programmes and updated records) are presented by the Head of People Development to the University SHW Steering Committee and Heads of School/Function.
3.10 Campus and Estates Office overseen by Chief Infrastructure Officer or Facilities Management Company (where relevant)
The role of Chief Infrastructure Officer is currently vacant; in the interim
period until this role is filled, these responsibilities will be allocated by
the Vice President for Sustainability to the relevant senior manager
in Campus and Estates, with the exception of e) and f) which are
contracted to an external service provider.
The Campus and Estates Office or where relevant, the Facilities Management Company will:
a) Design, provide and maintain (i) safe workplaces (ii) safe means of access to and
egress from the workplace (including those with disabilities) and (iii) safe estate’s plant
and machinery under their remit. This means that the Campus and Estates Office are
responsible for the maintenance and direct management of the common areas (including
canteen and informal learning spaces) and the physical structure of all buildings and
grounds. They are also responsible for the provision of fire prevention, detection and
firefighting measures.
b) Ensure the relevant safety documentation is maintained for each building in line with
relevant legislation e.g. safety file, fire certification and associated drawings, asbestos
register, legionella control plan, records of statutory testing for plant and equipment etc.
c) Provide security, portering services and waste disposal.
d) Provide and maintain welfare facilities (potable water supplies included) and include the
provision of adequate cleaning services.
e) Designate competent persons to assist with the preparation of a risk assessment that
take account of the general principles of prevention when implementing necessary SHW
measures.
f) Ensure adequate risk assessments are carried out for each structural component of the
building (place of work).
g) Prepare, and, where necessary, revise adequate plans and procedures to be followed
and measures to be taken in the case of an emergency or the presence of serious or
imminent dangers.
h) Complete checks on Automated External Defibrillators (AEDs) and first-aid supplies at the front desk/reception.
i) Implement the measures proposed in the Personal Emergency Egress Plans (PEEPs).
j) Ensure the safe installation, inspection/testing and maintenance of all building services,
facilities and structures (e.g. water, heating, ventilation, gas, electricity, pressure systems,
lifts etc.).
k) Ensure contractor safety management.
The Chief Infrastructure Officer should be consulted on and actively engaged in University
safety, health and welfare management including the safety, health and welfare requirements of Schools and Functions.
3.11 Duties of Employees under the 2005 Act
Every individual has a personal responsibility to work safely and cooperate with the management of the University in ensuring a safe place of work.
This is a legal requirement (see below), and a healthy and safe workplace is only achievable through the involvement and co-operation of all members of staff.
Section 13 of the Act sets out the general duties of employees, as follows:
13(1) An employee shall, while at work:
a) Comply with the relevant statutory provisions, as appropriate, and take reasonable care
to protect their safety, health and welfare and the safety, health and welfare of any other
person who may be affected by the employee’s acts or omissions at work.
b) Ensure that they are not under the influence of an intoxicant to the extent that they are
in such a state as to endanger their own safety, health or welfare at work or that of any
other person.
c) If reasonably required by their employer, to submit to any appropriate, reasonable and
proportionate tests for intoxicants by, or under the supervision of, a registered medical
practitioner who is a competent person, as may be prescribed.
d) Cooperate with their employer or any other person so far as is necessary to enable
their employer or the other person to comply with the relevant statutory provision, as
appropriate.
e) Not engage in improper conduct or other behaviour that is likely to endanger their own
safety, health and welfare at work or that of any other person.
f) Attend such training and, as appropriate, undergo such assessment as may reasonably be required by their employer or as may be prescribed relating to safety, health and welfare at work or relating to the work carried out by the employee.
g) Having regard to their training and the instructions given by their employer, make correct use of any article or substance provided for use by the employee at work or for the
protection of their safety, health and welfare to work, including protective clothing or
equipment.
h) Report to their employer or to any other appropriate person, as soon as practicable –
I. any work being carried on, or likely to be carried on, in a manner which may
endanger the safety, health and welfare at work of the employee or that of any
other person,
II. any defect in the place of work, the system of work, any article or substance which
might endanger the safety, health or welfare at work of the employee or that of any
other person, or
III. any contravention of the relevant statutory provisions which may endanger the
safety, health and welfare at work of the employee or that of any other person, of
which they are aware.
If a disability or medical condition could affect safety at work, the SHW Office should be
contacted.
(2) An employee shall not, on entering into a contract of employment, misrepresent
himself or herself to an employer with regard to the level of training as may be
prescribed under subsection (1)(f).
An employee may not:
» interfere, misuse or damage anything provided for the safety, health and welfare of employees
» place at risk the safety, health and welfare of persons in connection with work activities.
3.12 Academic Staff
Academic staff will ensure that students, research assistants and postdoctoral researchers
under their immediate supervision/line management adhere to the University’s safety, health and welfare requirements. This includes staff who supervise research projects and programmes.
The success of the University Safety Statement and the effective management of safety requires the support of all academic staff.
The establishment and maintenance of a healthy and safe environment is dependent not only on management’s commitment to its responsibilities but also on the commitment of each academic staff member, who is responsible for the following safe methods of work.
Each staff member will, based on the risk assessment for their activity:
a) Ensure that students and researchers operating and adjusting machines and equipment under their control receive correct instruction and wear/use the correct protective equipment and/or clothing.
b) In workshops, kitchens and/or laboratories, ensure that all dangerous moving machinery parts are adequately guarded to relevant legislation and standards. Specific training on the
requirements of these standards is available to all lecturers.
c) Ensure that all students and researchers under their supervision receive adequate instructions appropriate for the tasks assigned and that risk assessments for their work have been carried out.
d) Provide effective supervision for students and researchers undergoing training.
e) Ensure that all materials and substances used in the area under their control are properly labelled and safely stored and/or are disposed of in accordance with the Safety Data Sheets.
f) Ensure that standard operating procedures for the safe execution of activities are available.
g) Ensure that all new biological agents, chemicals, radioactive materials, equipment, machinery, infrastructure etc. are fully assessed in conjunction with the Head of School/Head of Discipline/Research facility prior to purchase/use in the University.
3.13 Technical Staff
The success of the University Safety Statement and the effective management of safety, health and welfare at the University requires the support of all technical staff.
The establishment and maintenance of a healthy and safe environment is dependent not only on management’s commitment to its responsibilities but also on the commitment of each technical staff member, who is responsible for the following safe methods of work.
Each Technical Staff member will:
a) Report on unsafe conditions or practices to their manager.
b) In workshops, laboratories and kitchens, ensure that all physical risks and hazardous
equipment and chemicals are adequately controlled, e.g. any guards provided are used
correctly and in compliance with relevant legislation and standards.
c) Ensure that all materials used in the area under their control are managed following with appropriate receipt, classification, storage and disposal.
d) Ensure that all new biological agents, chemicals, radioactive materials, equipment,
machinery are fully assessed in conjunction with their manager prior to purchase/use in
the University.
e) Ensure that updated Safety Data Sheets are available for all materials, chemicals,
radioactive materials, biological agents and their preparations.
f) Ensure safe disposal of all waste, in particular hazardous waste, including chemical and
biological agents.
g) Ensure correct wearing of appropriate Personal Protective Equipment (PPE) at all times.
Each Technician will:
a) Report on unsafe conditions or practices to their manager.
b) In workshops, ensure that all dangerous moving machinery parts are adequately guarded to relevant Legislation and Standards.
c) Ensure that all materials and substances used in the area under their control are properly labelled and safely stored and dispensed before use and after.
d) Ensure that all new chemicals, equipment, machinery are fully assessed in conjunction
with their Head of School prior to purchase/use in the University.
e) Ensure that updated Safety Data Sheets are available for all chemicals and preparations.
f) Ensure correct wearing of appropriate PPE at all times.
3.14 Responsibilities of Others
3.14.1 Responsibilities of Contractors/Service Providers
(including PPP Service Providers)
a) Comply with the University Safety Statement, and all relevant policies and procedures.
b) Comply with statutory obligations in respect of duties of contractors/service providers.
c) Complete the necessary safety documentation such as a safety statement, risk
assessments, method statements, other as required.
d) Carry out works in accordance with statutory legislation, considering the safety of others on site.
e) Ensure that all plant and equipment used is safe and in good working order. Any plant or equipment requiring certification as required by law, must have necessary certification
readily available for checking.
f) Understand and accept the relevant safety procedures on the premises or project site.
g) Complete the required training for contractors/service providers.
h) Liaise with the Campus and Estates Office to obtain relevant work permits.
i) Comply with any safety instructions given by TU Dublin employees.
j) Inform TU Dublin of any material or substance brought onto the site which has health, fire or explosive risks. Ensure these materials are used and stored appropriately.
k) Report any injury, accident or dangerous occurrence to the Campus and Estates Office
immediately.
3.14.2 Responsibilities of Franchise Holders, Campus
Companies, Others with Shared Occupancy
TU Dublin has several franchise agreements with contractors for the provision of services such as catering, banking, vending machines and others. Areas are also leased to start-up campus companies and may be shared with external organisations. Within campus companies, the Board of each company has ultimate responsibility to ensure, so far as is reasonably practicable, the safety, health and welfare at work of employees and others affected by their acts/omissions.
Day to day responsibility for health and safety matters rests with the Manager of each Franchise/company/external organisation.
The following responsibilities rest with all franchise holders contracted to carry out work/provide services on the campus, and to companies/others occupying and sharing our buildings/campus grounds:
a) Produce evidence of their Safety Statement with risk assessments specific to their oncampus activities.
b) Carry out work in accordance with relevant statutory provisions, considering the safety of others on site.
c) Produce a statement to acknowledge that they agree to comply with our emergency
and evacuation procedures where appropriate (shared buildings etc.) and a statement to
ensure that they will not endanger campus users by their acts/omissions.
d) Produce evidence of compliance with insurance requirements to the Head of Governance and Compliance.
e) Provide safe plant and equipment in good working order. Any plant or equipment requiring certification as required by law, must have required certification readily available for inspection.
f) Provide employees with adequate health and safety training, consultation, information
and supervision to work safely.
g) Report any injury, accident, dangerous occurrence to the Campus and Estates Office
immediately.
h) All external organisations that lease space are required under their lease and associated
letter of offer to comply with health and safety legislation as it affects their activities and
are reminded of their responsibilities in this regard.
3.14.3 Responsibilities of Students, Visitors and Campus
Users
a) Follow all safety policies and procedures.
b) Do not enter any unauthorised area.
c) Do not interfere with or use any property, equipment, materials or substances unless
permission is sought and given by the relevant employee.
d) Follow the evacuation procedure and instructions from those in charge, leave the building immediately and go straight to the Assembly Point.
e) Familiarise themselves with the relevant University Safety Arrangements.
f) Take reasonable care of their own safety and the safety of others.
g) Co-operate on all matters relating to safety, health and welfare.
h) Ensure that equipment is operated in a safe manner and maintain good housekeeping
standards.
i) Report any accident, dangerous occurrence, defective equipment or potential safety
hazard to an employee.
j) Participate in any health and safety training required.
In addition;
A person shall not intentionally, recklessly or without reasonable cause—
(a) interfere with, misuse or damage anything provided under the relevant statutory provisions or otherwise for securing the safety, health and welfare of persons at work, or
(b) place at risk the safety, health or welfare of persons in connection with work activities