Safety rounds

A safety round must be conducted at least once a year between January 1 and July 1. The HSE manager arranges the time for the safety round and handles all practical preparations. The HSE manager is also responsible for notifying the employees in the unit about the timing. The individual HSE manager and the safety representative may evaluate whether it is appropriate to conduct additional safety rounds during the year in higher-risk areas.

The HSE manager at each faculty/department is responsible for conducting safety inspections in the area where employees of this unit have their permanent workplace, whether it is in Kristiansand or Grimstad.

Before conducting a safety inspection, a preparatory meeting should be held. The Health, Safety, and Environment (HSE) manager is responsible for inviting all participants who will take part in the inspection. If desired, additional expertise can be involved, such as the operations service, physical therapist, occupational hygienist, chief safety representative, HSE advisor, or others. The need is assessed on a case-by-case basis. Any fees must be covered by the unit.

After conducting a safety inspection, the Health, Safety, and Environment (HSE) manager calls a summary meeting with the safety representative and representatives from the operations department to review the findings from the inspection.

Errors and deficiencies that do not pose an HSE risk and are purely operational tasks should be reported to drift-krs@uia.no or drift-grm@uia.no for further follow-up.

Errors and deficiencies that pose an HSE risk, violate regulations or internal UiA guidelines and procedures must be recorded as an HSE observation.

Any suggestions for improvement should also be recorded as an HSE observation.

The safety inspection form should be linked as an attachment in the HSE observation.

It may be useful to consolidate findings with similar issues, e.g., clutter in various rooms, outdated notices in several locations, recurring errors in the ventilation system, etc.

The completed safety inspection form should be uploaded to the HMS-UiA team under the appropriate faculty/department.

The Health, Safety, and Environment (HSE) manager is responsible for following up on the findings from the safety inspection. The safety representative has a supervisory role in tracking the follow-up of the findings and updates the report as measures are implemented.

The safety inspection report must be signed by the Health, Safety, and Environment (HSE) manager and the safety representative. The signed report should be archived in P360 or in the unit's Teams area, if applicable.