HEALTH SAFETY & ENVIRONMENT MANAGEMENT SYSTEM …

HEALTH SAFETY & ENVIRONMENT MANAGEMENT SYSTEM MANUAL Version 3

Health Safety and Environment Management System Manual

of 114

TABLE OF CONTENT Amendment Records .........................................................................................................................................5

Section I ................................................................................................................................................................6

Definition of Terms ............................................................................................................................................7

INTRODUCTION ..................................................................................................................................................7

1. About the System......................................................................................................................................8

2. About the Manual......................................................................................................................................8

3. Purpose ........................................................................................................................................................8

4. Scope ............................................................................................................................................................8

5. Objectives ...................................................................................................................................................8

6. Authorization and Approval ...................................................................................................................8

7. Amendment/Revision Record ...............................................................................................................8

8. Distribution .................................................................................................................................................9

9. Normative Reference ...............................................................................................................................9

LEADERSHIP, COMMITMENT AND STRATEGIC OBJECTIVES .............................................................. 10

1. KIC Commitment to HSE ....................................................................................................................... 10

2. About the Statement.............................................................................................................................. 10

3. Communicating the HSE Policy ........................................................................................................... 10

4. KIC Key Performance Indicator (KPI) and Target ........................................................................ 11

5. KIC Health Safety and Environment Policy Statement.............................................................. 11

PLANNING .......................................................................................................................................................... 12

1. Legal compliance .................................................................................................................................... 12

2. Hazard identification and risk assessment ..................................................................................... 12

3. Threat identification and risk assessment ...................................................................................... 12

4. Contractor Management ....................................................................................................................... 13

5. Performance Management ................................................................................................................... 13

6. Waste Management ............................................................................................................................... 13

7. Transportation and Traffic Management ......................................................................................... 14

8. Hazardous Materials .............................................................................................................................. 14

9. First Aid and Medical Treatment ........................................................................................................ 14

10. Workplace Wellness ........................................................................................................................... 14

11. Rehabilitation and Return to Work ................................................................................................ 15

12. Prevention of Legionnaire Disease ................................................................................................ 15

13. General Workplace Amenities ......................................................................................................... 15

14. Managing Work Related Stress ....................................................................................................... 15


of 114

15. Management of Violence in the Workplace ................................................................................. 15

16. Manual Handling and Ergonomics .................................................................................................. 15

17. Electrical Safety ................................................................................................................................... 15

18. People of Determination ................................................................................................................... 15

19. Safety Signage and Posters ............................................................................................................. 16

20. Smoke-Free College ........................................................................................................................... 16

SUPPORT ............................................................................................................................................................. 17

1. Roles and Responsibilities ................................................................................................................... 17

2. Competency and Training..................................................................................................................... 18

3. Communication ....................................................................................................................................... 18

4. Consultation ............................................................................................................................................. 18

5. Documents Management ...................................................................................................................... 19

OPERATIONS ..................................................................................................................................................... 20

1. Operations Management ...................................................................................................................... 20

2. Emergency and Evacuation Management ........................................................................................ 20

MONITORING & PERFORMANCE EVALUATION ....................................................................................... 22

1. Assessment & Auditing ......................................................................................................................... 22

2. Control of Records .................................................................................................................................. 22

3. Internal Audit........................................................................................................................................... 22

4. Incident Reporting & Investigation .................................................................................................. 22

5. Management Review & Continual Improvement .......................................................................... 22

Section II (KIC Policies and Procedures) .................................................................................................. 24

LEGAL COMPLIANCE POLICY AND PROCEDURE ..................................................................................... 25

HAZARD IDENTIFICATION AND RISK ASSESSMENT POLICY AND PROCEDURE ........................... 28

MANAGEMENT OF CONTRACTORS POLICY AND PROCEDURE ............................................................ 32

PERFORMANCE MANAGEMENT POLICY AND PROCEDURE .................................................................. 37

WASTE MANAGEMENT POLICY AND PROCEDURE .................................................................................. 40

TRANSPORTATION AND TRAFFIC MANAGEMENT POLICY AND PROCEDURE ................................ 44

HAZARDOUS MATERIAL POLICY AND PROCEDURE ............................................................................... 50

FIRST AID AND MEDICAL TREATMENT POLICY AND PROCEDURE ................................................... 54

VIOLENCE IN THE WORKPLACE POLICY AND PROCEDURE ................................................................. 59

MANUAL HANDLING AND ERGONOMICS POLICY AND PROCEDURE ................................................ 63

ELECTRICAL SAFETY POLICY AND PROCEDURE ..................................................................................... 68

SAFETY SIGNAGE AND POSTER POLICY AND PROCEDURE ................................................................. 71

SMOKE-FREE COLLEGE POLICY AND PROCEDURE ................................................................................. 74

COMPETENCY AND TRAINING POLICY AND PROCEDURE ................................................................... 77


of 114

COMMUNICATION AND CONSULTATION MANAGEMENT POLICY AND PROCEDURE ................... 80

EMERGENCY AND EVACUATION POLICY AND PROCEDURE ................................................................ 85

ACCIDENT, INCIDENT, REPORTING AND INVESTIGATION POLICY AND PROCEDURE .............. 91

Section III (KIC Forms and Registers) ...................................................................................................... 95

ACCIDENT/INCIDENT REPORT FORM ........................................................................................................ 96

EMERGENCY/FIRE DRILL CHECKLIST AND REPORT ............................................................................ 98

HSE RISK ASSESSMENT REGISTER ........................................................................................................... 100

HSE RISK ASSESSMENT FORM ................................................................................................................... 101

HSE TRAINING ATTENDANCE FORM .............................................. 102

SAFETY TASK INSTRUCTION ...................................................................................................................... 103

MSI SYMPTOM SURVEY CHECKLIST ......................................................................................................... 105

HSE TRAINING SCHEDULE .......................................................................................................................... 106

HAZARDOUS SUBSTANCE REGISTER ........................................................................................................ 107

ACCIDENT/INCIDENT REPORT REGISTER ............................................................................................. 108

CONTRACTOR AND SERVICE PROVIDER REGISTER ............................................................................ 109

LEGAL COMPLIANCE REGISTER ................................................................................................................. 110

KIC Health Safety and Environment Committee Meeting Agenda .................................................. 111

Performance Management Appendix ....................................................................................................... 113


of 114

Amendment Records Version No.

Date of Issue

Nature of revision Revised /Prepared Reviewed Approved

1 2014 Issued for Approval/Implementation. Quality Manager

HSE Committee President

2 2016 Change in table of content organizational set-up, addition in the scope of activities. Lots of detailed procedures were added.

HSE Officer

HSE Committee President

3 2020 • Overall restructure of the manual’s content as per MOE standard thereby reducing the volume and complexity without omitting any vital requirements.

• Inclusion of KIC KPIs • Update on KIC HSEMS policy statement • Inclusion of management systems for;

• Transportation and traffic • Workplace wellness • Rehabilitation and return to work • Prevention of legionnaire disease • General workplace amenities • Managing work related stress • Management violence in the workplace • Manual handling and ergonomics • Electrical safety • People with determination • Safety signage and posters • Hazardous materials • Smoke-free college • First aid and medical treatment

• Inclusion of working group • Inclusion of policies and procedures for;

1. hazard identification and risk assessment 2. accident and incident report and investigation 3. emergency and evacuation management 4. first aid and medical treatment 5. communication and consultation 6. competency and training 7. smoke-free college 8. Transportation and traffic management. 9. Management of contractors. 10. Manual handling and ergonomics. 11. Waste management. 12. Electrical safety 13. Safety signage and posters 14. Violence in the workplace 15. Performance management 16. Legal compliance 17. Hazardous material 18. inclusion of KIC forms and registers

• Corrected version numbering and amendment log

HSE Officer


of 114

Section I KIC Health Safety and Environment Management System


of 114

Abbreviation 1. OSHAD: Occupational Safety and Health Abu Dhabi 2. HAAD: Health Authority Abu Dhabi 3. MOE: Ministry of Education 4. ADEK: Abu Dhabi Department of Education and Knowledge 5. KIC: Khwarizmi International College 6. HSE: Health Safety and Environment 7. HSE MR: Health Safety and Environment Management Representative. 8. KPI: Key performance indicator. 9. SMART: Specific, Measurable, Achievable, Realistic / Responsibility defined and Time-bound.

INTRODUCTION

Definition of Terms

1. Acceptable Risk: risk that has been reduced to a level that can be tolerated by the organization having regard to its legal obligations and its HSE policy

2. Accident: an incident or undesired event giving rise to death, ill health, damage or other loss to any of the employees of KIC.

3. Continual Improvement: A process of enhancing the integrated system to achieve improvements in the overall KIC ’s performance in line with the KIC ’s integrated policy

4. HSE Management System (HSEMS): KIC Integrated Management System for Environmental, Health & Safety, which covers all the code of practices related to KIC activities required in Abu Dhabi Emirates (OSHAD, MOE).

5. Health Safety & Environment and Policy (HSE Policy): it is the HSE Policy and Statement of KIC which includes KIC’s commitment and directions in meeting its objectives, targets, and HSE performance.

6. Environmental Aspects: Any element of business, activities or products which can interact with the environment

7. Hazard: Source or situation with a potential for harm in terms of human injury or ill health, damage to property, damage to the workplace environment, or a combination of these.

8. Ill Health: Identifiable, adverse physical or mental condition arising from and/or made worse by a work activity and/or work related situation

9. Incident: Work related event (s) in which an injury or ill health (regardless of severity) or fatality occurred or could have occurred. An event that gives rise to an accident or had the potential to lead to an accident where no injury, ill health or fatality occurs may also be referred to as a Near-miss, Near-hit, Close call, or Dangerous Occurrence.

10. Interested Parties: Individuals or groups like Customers, Society, Employees, students and others concerned with or affected by the Integrated Management System performance of the KIC.

11. Non-conformance: Any deviation from work standards, practices, procedures, regulations, HSE Management System performance, etc. that could either directly or indirectly lead to unintended use or delivery, or result in injury or illness, property damages, damage to KIC workplace environment, or a combination of these.

12. Risk Assessment: Process of evaluating the risk(s) arising from a hazard (s), taking into an account the adequacy of any existing controls, and deciding whether or not the risk(s) is acceptable

13. Risk: Combination of the likelihood of an occurrence of a hazardous event or exposure(s) and the severity of injury or ill health that can be caused by the event or exposure

14. Safety: Freedom from unacceptable risk of harm 15. Integrated: Putting all the internal management practices into one system but not as separate component. 16. Stakeholders: Staff, students, contractors and visitors.


of 114

1. About the System The KIC HSEMS has been developed as per the guidelines provided by OSHAD-SF (March 2017) Codes of Practice, Ministry of Education (ED OHSEMS GF September 2016), ADEK OSH section (September 2019) federal and local legal laws and regulations.

Khwarizmi International College (KIC), Abu Dhabi has developed a Health, Safety and Environment Management System (HSEMS) to mitigate or reduce accidents / incidents and related ill health and to protect the environment against pollution and excessive consumption of energy, materials & water.

This system is intended to support the KIC President’s policy statement on Health Safety and Environment, and in so doing recognizes that: • Health and Safety can contribute to business performance by preserving and developing human and

physical resources, reducing costs and liabilities and as a means of expressing corporate responsibilities.

• The KIC Management Team should develop appropriate organizational structures and a culture which supports risk control and secures the participation of all its members.

• The approach to injury, ill health and loss prevention is one based on the systematic identification, elimination and / or control of risks.

• Review and evaluation are essential to learn from experience.

The contents of this system will be reviewed and approved by the KIC President.

2. About the Manual This Manual defines the KIC Health Safety and Environment Management System and contains:

• A general statement of intent which outlines the commitment of the management towards the health and safety of people, environment asset and resources;

• The delegation of responsibility and authority to ensure the implementation of the code of practice adopted by this management system;

• An overview of the code of practice • Arrangements for periodic management reviews.

3. Purpose The purpose of this Manual is to demonstrate that KIC HSEMS meets the minimum requirements of OSHAD, MOE OHSEMS, ISO, OHSAS and other local regulations, in providing guidance and direction for its implementation and operation.

4. Scope The scope of the System covers the HSEMS requirements of KIC.

5. Objectives To ensure the health, safety and security of KIC staff and students, environment, assets and reputation; to ensure sustainability of all resources and compliance with the required regulatory and legislative requirements whilst carrying out its business activities. KIC objectives will be SMART to ensure continual improvements.

6. Authorization and Approval The HSE committee will review this document and get the final approval from the President through the college council.

7. Amendment/Revision Record All revisions and amendments to KIC’s HSEMS Manual are reflected in the revision page of this document. For any change or amendment, the revision number will be incremented by 1 and ends at 5, and then issue number is incremented by 1 after reaching revision 5.


of 114

8. Distribution The Master file of this Manual is kept at the IQEA Department, traceable at the HSE controlled folder. Access and Addition of documents through the HSE shared folder are limited to only Departments personnel. All other concerned stakeholders can access the controlled version through the college’s portal.

9. Normative Reference The HSEMS Manual has been written in accordance with the relevant Laws and Codes:

• Ministerial Order No. 32 of 1982 on the determination of retentive methods and measures for the

protection of workers from risks at work (articles 1, 2, 3, 4, 5, 7, 8, 9, 10, 11, 14, 15, 18 & 24). • Labor Law no. 8 of 1980, as amended in 2007, Chapter V (articles 91, 92, 93, 94, 96, 98, 99, 100 &

101). • Ministerial Order No. 2/37 of 1982 on the employees’ medical care (articles 2, 3, 9, 10, 11, & 12). • Executive Regulation No. 37 of 2001 of the Law No. 24 of 1999 • Federal Decree No. 11 of 2008 on the human resources in the federal government (article 65), • Clauses 3 & 7, article 67, clause 2, article 77, clauses 1, 2 & 3, articles 78, 79 & 80. • Executive Regulation No. 12 of 2006 of the Law No. 24 of 1999 on air protection • Local Law No.16 2005 – Environmental Legislation Aspect & Impact • Federal Law No. 24 of 1999 on the protection and development of the environment. • Federal Law 21 of 2005: Waste Management in Emirate of Abu Dhabi (EAD) • UAE Fire and Life Safety Code for 2018 • Decree No.(42) of 2009 issued by the Executive Council Chairman concerning OSHAD • UAE Federal Law 21: 1995: UAE Traffic Law • Federal law (29) article 2 • OSHAD Systems 2017 • Education Sector Occupational, Environmental, Health & Safety Management System General

Framework (ED OHSEMS GF) 2016 • ADEK OSH section 2019 • HAAD Standard for First Aid Training (Ref: PHR/HRM/FA/0.9) • HAAD/AMDS/SD/1.0 Version 1.0 HAAD Standards for administration of medication in schools • OHSAS 18001:2007 • ISO 14001:2015 • KIC-HSEMS Procedure Manual.


of 114

LEADERSHIP, COMMITMENT AND STRATEGIC OBJECTIVES

1. KIC Commitment to HSE KIC is committed to ensure the health and safety of persons, environment, assets and resources in its premises; to preventing incidents, accident and ill health and to enhance its natural, built and cultural environment in order to realize the OSHAD and MOE Policy.

KIC recognizes that providing a safe and healthy workplace, as well as a clean environment, can have a major positive impact on making KIC an employer of choice with good reputation and profitability. It is recognized that developing and implementing a comprehensive HSEMS is a significant investment.

KIC HSEMS includes direct involvement from top management. The HSE Policy statement articulates KIC commitment and is signed by the president of the College. The intention is to set an example to all stakeholders of the importance of HSE.

Implementing policies are critical to the effectiveness of the HSE Management System. Every member of staff should demonstrate their commitment to HSEMS throughout the course of their daily activities and decision-making processes. The Management demonstrates its commitment by; • Providing necessary resources – time, people and a budget for HSE systems activities. • Including to HSE issues as high priority agenda items at management meetings. • Attending HSE training, conferences, and other events.

To achieve the benefits and success of its HSEMS, KIC is; • Providing a genuine commitment to identifying hazards and preventing loss. • Identifying, assessing and communicating all known hazards to employees. • Controlling the risks associated with the identified hazards. • Educating and training employees and supervisors. • Planning work to reasonably ensure the safety of employees and the environment. • Involving managers, supervisors and workers in the HSEMS processes to minimize risk

2. About the Statement The top management remains ultimately responsible for the Health and Safety of all staff, students, contractors and visitors. The KIC HSE Policy and Statement is KIC’s intention and principle in relation to its overall performance and includes references to OSHAD SF and MOE ED OHSEMS GF, which provides a framework for action and the setting of its objectives and targets.

The KIC HSE Policy and management system follows the outline of OSHAD, complies with the requirements of MOE ED OHSEMS GF and ADEK OHS Policy and is implemented into KIC operational activities to protect staff, students, contractors, visitors, and the environment from any adverse impact on health, safety, and environment arising from carrying out its operations.

The management system (HSEMS) is audited annually and works towards implementation and improvement, as per the outline of OSHAD requirements.

KIC self-regulates by analyzing its annual HSEMS performance and reporting to the Top /Senior Management team, which is in compliance with other declarations stipulated in KIC’s code of practice.

The Senior Management requires all KIC employees to understand their respective responsibilities, and work at all times to achieve HSE objectives in a safe, professional and effective manner. The KIC HSE Policy is reviewed annually to ensure its suitability to its operational activities.

3. Communicating the HSE Policy The KIC HSE Policy is made available to all staff through the following methods; • Induction and training sessions. • Posting on the website. • KIC promotional materials such as brochures and posters


of 114

• Displaying it in office reception, meeting rooms, etc. • Disseminating printed copies.

4. KIC Key Performance Indicator (KPI) and Target • Develop, implement and monitor HSE standards, policies and procedures. • Identify roles and responsibilities. • Comply with OSHAD and ADEK related legal and other requirements. • Identify common mechanism and methodology for identifying hazards and assessing risks,

emergencies and disasters • HSE management of contractors and service providers. • Disseminate HSE culture and capacity building. • Identify mechanisms for communication and consultation. • Measure performance through monitoring, assessment, auditing and accident investigations. • Periodic review and continual improvement of the System related standards, policies and

procedures.

5. KIC Health Safety and Environment Policy Statement Khwarizmi International College is committed to providing a safe and healthy environment for its staff, students and visitors, and to support its business and operational imperatives. We will develop, implement and continuously update a Health Safety and Environment management system that is compliant with the standard and requirements of Abu Dhabi Occupational Safety and Health (OSHAD), Ministry of Education (MOE) Abu Dhabi and Department of Education and Knowledge (ADEK) among other local and international laws and regulations. Develop mechanisms to identify and monitor all operational and business hazards that may cause accident/ill health and mitigate or reduce them to as low as reasonably practicable. Implement, monitor and measure the effectiveness of the Health Safety and Environment Management System and identify opportunities for improvement.

Provide forums for communication and consultation between KIC management, students and staff on occupational health and safety issues.

Provide information, process and procedures to staff, students, contractors and visitors to ensure awareness of personal obligations towards Health Safety and Environment.

Develop, lead and promote a Health Safety and Environment positive culture in all administrative, academic and technical activities and events on/off campus.

Provide adequate measures and resources to control and secure the safety of staff, students, contractors and visitors in the event of emergencies which may result in evacuation.

Provide a safe and hygienic premises with adequate amenities for staff, students, contractors and visitors.

Provide the resources needed to ensure that the Health Safety and Environment Management System is functional and effective for the protection of staff, students, environment, asset and resources.

Train the KIC community to continually improve their levels of Health Safety and Environment perception, awareness and competence


of 114

PLANNING This section describes the OSHAD codes of practice that have been complied with in the preparation of the Health Safety and Environment (HSE) Management System for KIC.

1. Legal compliance KIC has identified federal, local and international regulations related to Health, Safety and Environment based on the type of business and operational activities. These will be documented in a legal compliance register that will show compliance to the laws and regulations. Planning will be periodically reviewed when there are updates to these laws, a change in the scope of activities or when adopting other international standards or regulations.

KIC’s operational activities include administrative, academic and technical activities which involves the use of electrical office equipment, appliances, first aid, transportation, food handling, laboratory activities (chemical and biological), outsourcing jobs to contractors, the use of mechanical equipment and substances etc. KIC is and will continue to comply with the legal requirements which regulates the categories of hazards that are inherent in its activities.

2. Hazard identification and risk assessment The purpose of this process is to identify hazards and assess the inherent risk relating to Health Safety and Environment of KIC’s operational activities. It gives considerations to vulnerable individuals who may be exposed to hazards and provides adequate control measures and procedures aiming to mitigate and reduce them to As Low as Reasonably Practicable (ALARP).

A hazard identification and risk assessment form has been developed to aid this process. Hazards will be identified and assessed using a risk matrix system to determine the severity and probability.

Risk assessment evaluation and control measures has been established and continually being monitored, updated and communicated to concerned stakeholders to ensure they are actively engaged, trained and familiar with them.

Before determining what the risks are, it is essential that the relevant hazards are identified and assessed. KIC has identified different ways to identify the hazards present in its environment and activities, which includes;

• A routine walkthrough inspection using a checklist. • OHS legislative guidance from OSHAD, MOE and ADEK. • Job safety analysis. • Manufacturers/suppliers instructions for safe use • Reported concerns from staff or students • Accident and incident reports

These have been documented in the risk assessment register. Control measures have been recommended and will be properly communicated to all staff, students, contractors and visitors through inductions, training and publications as required. Due consultation will be carried out when necessary and will cover all routine and non-routine activities. KIC will ensure that all hazards that pose an impact to the health safety and environment are under control and prioritized for improvements. KIC will keep this information up-to-date.

3. Threat identification and risk assessment KIC has identified and will evaluate the possibility and frequency of threats that are likely occur in the college premises with respect to operational activities by staff, students or contractors and factors that are uncontrollable like weather and natural disaster. These threats will be assessed and evaluated through a risk assessment process and recorded in the risk assessment register. Control measures will be established using the hierarchy of controls. Necessary steps will be taken to eliminate or reduce the impact of these threats to As Low as Reasonably Practicable. (ALARP).


of 114

4. Contractor Management KIC ensure that when selecting and assigning contractors, supplier and service providers, action plans and comprehensive guides for risk assessment, management standards, policies and procedures including emergency management will be included in compliance with this intended policy and binding legal and other requirements as per the contracts scope of work signed.

KIC will approve of such plans and guides as mandatory pre-requisite before assigning any contractor, supplier or service provider. KIC will also set penalty clauses to be applied in case of any violation during performing the task or providing services.

This scope includes but not limited to all contractors and service providers performing and delivering the following tasks and services: • Construction or maintenance works. • Security and guarding services. • Transportation services. • Food services. • Cleaning services. • Insect and pest control services. • Collecting waste and garbage of all kinds and its safe disposal. • Any other works or services rated to be of medium to high risk The contractor or service provider will provide the following minimum requirements: • Submit an action plan and a comprehensive guide for risk assessment and management standards,

policies and procedures including emergency management while performing works and providing services within the required scope of work in the tender document and in compliance with binding legal and other requirements.

• Submit a copy of its integrated, certified and implemented systems for HSE management or any other systems according to the scope of work specified in the tender.

• Submit a copy of all required and valid licenses and permissions issued by Competent Authorities in UAE (Federal & Local) related to works and services falling within the scope of work specified in the tender document and in compliance with binding legal and other requirements.

• Submit copies of certificates of experience, academic, professional and specialized certificates, and training certificates for the nominated person performing the work. Those certificates will include HSE qualifications and training certificates and any other certificates specified by legal requirements.

5. Performance Management KIC engage in a continuous performance management check to ascertain the effectiveness and contribute to the continual improvement of its policies, procedures and the implementation of all systems. This is to preserve the health and safety of staff and students, protection of the environment and sustainability of resources.

This check will be in three categories; 1. Specialized Human Resources 2. Environmental Sustainability Indicators 3. Health & Safety Indicators

6. Waste Management This system will ensure that the generated waste within the premises from operational activities are properly and efficiently handled. However, as the waste quantity is estimated to increase, the collection frequency will be increased accordingly. Waste will initially be collected in small bins placed throughout the premises. The facility staff will collect and transport these waste on a regular basis to the waste pad. The waste will be collected by the appropriate contractor on a regular basis.

KIC will develop a system for the proper segregation, collection and disposal of waste generated within its premises to ensure environmental sustainability and to prevent pollution to the environment that


of 114

could cause harm to people and the environment. Waste will be classified into; • Non Hazardous waste • Hazardous Waste Procedures will be developed to handle the efficient storage and disposal of waste with a certified contractor. KIC will, within its capacity, develop programs to promote the reduction, recycling and reuse of waste.

7. Transportation and Traffic Management KIC will develop and maintain a transportation management procedure to ensure the safety and security of staff and students. This will ensure the provision of a safe means of transportation as well as minimizing the risks which staff and students may encounter during their daily travel to and from the college. These procedures will aim to meet the requirements of the Department of Municipal Affairs and Transport (DMA&T) and Abu Dhabi Occupational Safety and Health Center (OSHAD).

Vehicle movements can create hazards when arriving/leaving the college premises, with the potential to cause injury, fatality, environmental or property damage which can affect staff, students, visitors, contractors and members of the public. KIC will develop a system to facilitate parking, school bus transportation, contractors and deliveries.

8. Hazardous Materials KIC ensures that the procurement of materials hazardous to health such as cleaning agents, chemicals for laboratory practical, paints and any material that are harmful to health by contact with the skin or inhalation will be reviewed by the HSE officer and the concerned head of department to decide on the necessity of the material, hazards associated and safe use of the material by using the hierarchy of controls. They will decide on the quantity to be stored as per applicable regulations and manufacturers manual. There will be proper storage arrangement to ensure segregation. These materials will be properly labelled and a material safety data sheet (MSDS) placed at the entrance of the storage room and a copy kept with the HSE office and the college clinic. Proper use of the material will be considered by the HSE officer and the concerned head of department based on the manufacturer’s instructions from the MSDS after conducting a proper risk assessment and a safe system of work (SSOW) procedure developed. The college nurse will be informed to ensure there is provision for the specific first aid required, adequate personal protective equipment (PPE) as per nature of the material.

9. First Aid and Medical Treatment KIC has provided a clinic with first aid facilities to the minimum regulatory standard of OSHAD and HAAD. It is easily located and a competent nurse provided to administer first aid when needed.

Adequate first aid kits are available at strategic points throughout the college premises and a minimum of one member from each department will be trained as first aiders. First aid programs will be in line with the scope of the services, functions and needs of the college environment and associated potential hazards and risks.

Records from the clinic will be communicated to the HSE office in order to analyze and discover trends of incidents and ill-heath. A waste management plan has been provided for clinical waste. First aid kits and supplies will be checked on monthly basis to ensure availability.

10. Workplace Wellness KIC ensure initiatives are taken to promote and ensure the wellbeing of staff and students. Programs will be developed with the aim of educating staff and students of the importance of healthy living and the benefits to the workplace and society. These programs will be periodically monitored to discover their effectiveness and also to help plan for future programs.


of 114

11. Rehabilitation and Return to Work Staff that have been away due to medical issues will be considered for a re-induction program when they return to the college. This is to brief them on hazards in the college and help them to re-engage. Staff returning from medical recovery will be given all the assistance required to resume work in a gradual process.

12. Prevention of Legionnaire Disease KIC ensures biological hazards are mitigated to the minimum and intends to improve its methods. The water systems will be regularly checked and maintained to ensure the utility of water and related systems are free from biological hazards. All water outlets and flow systems will be checked for leaks and periodically tested. KIC will ensure that the monitoring and maintenance contractor responsible is competent.

13. General Workplace Amenities KIC ensures that the general workplace amenities provided are maintained to meet the minimum requirements of the local, federal and international standards. Staff and students will be informed and required to play their own role. KIC will regularly inspect and evaluate these amenities to ensure efficiency.

14. Managing Work Related Stress Stress can be detrimental to the health, positive attitude and output of staff and students. Mechanisms to handle stress while at work such as recreational facilities will be provided. Systems to report work related stress and programs will be organized/published to help those affected.

15. Management of Violence in the Workplace KIC has a zero tolerance approach to workplace violence. Violence can take different forms; physical, verbal, written, mental or psychological. KIC will ensure arrangements are in place to ensure staff and students are not violated in any form. There will be active arrangements to help report and investigate issues of violence which will be dealt with through the appropriate administrative/academic committee. Staff and students are encouraged to report incidents. Security guards and CCTV are provided to monitor and control physical incidents which may also arise from outsiders to as low as reasonably practicable.

KIC aims to provide a safe and secure environment for its staff, students, visitors and contractors as far as reasonably practicable that will identify and deal with potential security risks.

16. Manual Handling and Ergonomics KIC ensure that workspace, equipment, furniture and task in the college are ergonomically suitable for use. It ensures that adequate risk assessment is carried out in consultation with staff and students to address the possibility of musculoskeletal injuries (MSI) that may arise as a result of working or studying. Staff and students will be informed on safe and proper use of the equipment and best practice procedure for work.

17. Electrical Safety KIC ensure that appropriate arrangements are in place to ensure all electrical equipment are maintained and repaired accordingly by competent contractors. Staff, students and contractors will be informed on the hazards of electricity in the college through warning posters/signage. KIC ensure electrical firefighting equipment is available in all areas of the college.

18. People of Determination KIC ensures that people of determination are considered in its entire plan to enable them to participate and use all facilities provided by the college. KIC ensure that appropriate consultation on any specific issue which may affect their health, safety and accessibility are catered for including emergency management plans and evacuation.


of 114

19. Safety Signage and Posters KIC ensures that adequate permanent/temporal safety signage and posters are placed on all strategic areas within the college to inform and warn all staff, students, contractors and visitors of hazards in specific areas, while routine and non-routine activities are carried out. Emergency evacuation flow chart contact details of emergency services and emergency response Team (ERT) are among the information that will be boldly displayed.

20. Smoke-Free College Smoking tobacco products or personal vaporizers is prohibited in the college premises or in any of its facilities and vehicles. Achieving a smoke-free college premises requires support from all members of the college by communicating periodically to students through induction and orientation of new staff, students and publications.


of 114

SUPPORT Resource are crucial to the implementation and continuous improvement cycle of the HSE Management System at KIC.

1. Roles and Responsibilities KIC is committed to providing resources (including human resources and specialized skills, organizational infrastructure, technological and financial resources) essential to the implementation and control of the HSEMS. The roles, responsibilities and authorities of key personnel are defined, documented, and communicated in order to facilitate effective Health Safety and Environment management.

1.1 KIC Management

The responsibilities of the top management/President are but not limited to; • Approving the college HSE policy • Allocating adequate resources for HSE • Ensuring the college complies with all applicable OSH laws and regulations. • Ensuring the HSE officer attends mandatory OSH training • Ensuring established communication and consultative mechanisms including HSE committee are

effective. • Ensuring the effectiveness of the college emergency management procedures. • Ensuring risk management activities are well incorporated into relevant activities and processes in the

college. • Ensuring KIC HSEMS procedure are implemented. • Attend and visibly lead HSE mandatory meetings and programs in the college.

1.2 HSE Management Representative (MR)

• Chair the HSE committee as designated by the president. • Report outcome of committee meetings to the top management/president and feedback the committee

as required. • Ensure that HSEMS requirements are established, implemented and maintained. • Report on the performance of the HSEMS to Top Management/President for review and as a basis for

improvement of the HSEMS. • Ensure that HSE is linked into the overall business objectives and strategies. • Liaise with external parties on matters relating to the Environment, Health and Safety Management

System (HSEMS).

1.3 HSE Officer The appointment of an HSE specialist (HSE Officer and or Manager) does not relinquish the responsibilities of the top management, other managers and employees. Rather, the purpose of the role is to assist all parties in meeting their regulatory responsibilities. The responsibilities of the HSE officer include but are not limited to;

• Lead the development, implementation and maintenance of an appropriate HSEMS. • Provide advice on the implementation of HSE policies and procedures. • Ensure the HSE performance monitoring system is in place to ensure the effectiveness of injury

prevention and risk management policies and procedures. • Leading HSE inspections programs • Communicate and raise awareness of HSE requirements. • Conduct risk assessments for all college activities. • Lead investigation of HSE issues within the college or involving MOE HSE section investigation of

reportable incidents. • Attend mandatory OSH training.

1.4 HSE Committee members • Review issues at the College which may affect the health, safety and wellbeing of staff, students,

contractors or visitors. • Attend HSE Committee meetings to discuss assessment, audit and performance reports and results.


of 114

• Evaluate emergency procedures and drills • Ensure compliance and implementation of KIC HSEMS in all operational activities and events. • Participate in identifying and evaluating risks, ensuring resources necessary for preventing and

controlling such risks are available. • Disseminate information and procedures to staff and students at their departmental levels. • Participate in reviewing assessment and periodical auditing results and reports. • Contribute to the implementation of approved corrective and preventive actions, measures and

procedures. • Participate in holding awareness, orientation seminars and training sessions.

1.5 Working Groups

The HSE committee may establish and dissolve working groups when necessary to handle the development of special programs and initiatives. Members of the HSE Committee may be nominated to establish and lead the working group, report progress and outcomes back to the Committee.

1.6 Emergency Response Team

KIC have a team to oversee the implementation of the emergency management plans. They are responsible for activating response procedures in the event of an emergency.

1.7 Staff, Students, Contractors and Visitors

• Be cautious of their health and safety and that of others. • Utilize available personal protective equipment and gear to ensure own safety and the safety of other

persons. • Participate in HSE awareness, orientation seminars and training sessions. • Report any accidents or risks that would endanger their lives or the lives of others. • Comply with the college guidance pertaining to KIC HSEMS. • Be familiar and maintain active participation and commitment during the evacuation drills or emergency

situations to ensure their safety and the safety of others.

2. Competency and Training KIC ensures that staff, contractors and suppliers whose work may have a significant impact on the HSEMS, are competent on the basis of appropriate education, training and/or experience.

KIC will continually identify training needs associated with this aspect as related to the HSEMS and develop programs to ensure awareness and competence at each relevant function and level. It will continually update its standards by updates from local and international regulations, and also will benchmark from other institutions in the sector as a way to emulate good practice if required.

3. Communication KIC ensures approved information regarding the HSEMS (such as the policy, objectives, targets and programs) is available to staff on all medium of communications.

Employees with enquiries, comments, complaints or feedback regarding to the HSEMS will inform their departmental Manager/HSE officer. The designated member of HSE Committee member representing each department will maintain a log for the purpose of recording information received. Depending on the nature and scope of the enquiry/complaint, the HSE committee member/HSE officer will determine the corresponding action and maintain relevant records to demonstrate the response/corrective actions taken.

4. Consultation KIC will seek consultation and feedback from staff, students and other persons through various means. Consultation will be carried out through questionnaires, departmental meetings and face to face communication with line managers/supervisors and the HSE officer. Information collected will be analyzed and reported on, in an effort to understand trends, levels of awareness in the college and to design more effective communication.


of 114

5. Documents Management The HSEMS manual is documented and presented in three sections as follows;

1. The first section includes the general statement of intent which outlines the importance KIC places on

HSE and the commitment that can be expected. It gives an overview of the standards on which the HSEMS is and intends to comply to.

2. The second section provides HSE issues within the college and specific procedures to follow in

implementing the HSEMS. This phase provides detailed arrangements in procedure and responsibility of those involved.

3. The third section includes all forms and registers generated to check, record and document activities of

the HSEMS 5.1 Control of Document

The HSEMS documentation controls are: 1. They will be reviewed periodically, revised as necessary and approved for adequacy by the authorized

personnel. 2. Documents of external origin determined by the HSE officer to be necessary for the planning and

operation of the HSEMS are identified and their distribution controlled. 3. Obsolete documents will be promptly removed from all points of issue and use or are otherwise assured

against unintended use. 4. Any obsolete documents retained for legal and / or knowledge preservation purposes will be suitably

identified. 5. KIC will ensure that documentation is legible, dated (with dates of revision) and readily identifiable,

maintained in an orderly manner, and retained for a specified period. 6. KIC will establish, implement and maintain a procedure for the creation and modification of the various

types of documents and the respective responsibilities for such creation and modifications. 7. The current version of the document will be accessible on the KIC website


of 114

OPERATIONS

1. Operations Management KIC recognizes the importance of incorporating the HSEMS in all its operational activities and is implementing and maintaining operational control procedures to manage its significant, Health Safety and Environment issues.

KIC will ensure that all operations and activities, carried out by staff, students or contractors that are associated with significant hazards are properly controlled, and that appropriate operational control procedures are in place in terms of the HSEMS. Procedures will be communicated to those whose tasks may have HSE hazards.

2. Emergency and Evacuation Management KIC has established, implemented and is maintaining an emergency control plan and procedures to manage significant emergency and threat. The Plan is prepared to ensure the orderly and safe complete or partial evacuation of the college building whenever an emergency occurs or at the sound of the alarm.

The primary objective of emergency management is to ensure that: • There are no fatalities or injuries when crises arise. • Everyone leaves the building safely. • Timely and efficient first aid and evacuation of victim by emergency services. • A procedure to safely evacuate individuals who cannot use stairs. • Staff, Students, Visitors, contractors are accounted for after an emergency evacuation. • Wardens are appointed among occupants with functions, to ensure planned objectives are met. The emergency management plan address four components: • Prevention. • Preparedness. • Response. • Recovery

KIC ensures that staff, students, visitors and contractors know the contents of the emergency management plan and are informed so that they know what to do in an emergency by visible display of the emergency evacuation plan and procedure around the college.

KIC test its emergency arrangements through practice drills at periodic intervals to ensure that the procedures are effective and functional and everyone is familiar with their roles and responsibilities. The emergency management plan; • Describe actions to be taken during and after an emergency to ensure the safety of staff, students,

visitors and contractors. • Review periodically, after practice drills or the occurrence of an incident, accident or emergency

situation.

2.1 Prevention Prevention is preferable to emergency management, where possible. Hazard and risk identification with required actions are needed to prevent or reduce the impact on the College occupants and property. In conducting a risk assessment, the following issues are considered; • What could be done to prevent the emergency from occurring? • If the emergency can’t be prevented, what could be done to mitigate the impact? • How should the College respond during the actual emergency, if it occurred? • How should the College recover from the emergency?

Potential emergency scenarios that the college plans for during its emergency planning include; • Severe weather (sandstorm, thunder and lightning storm, flooding).


of 114

• School bus accident • Fire and explosions. • Off- site emergencies • Medical emergency • Hazardous substance release (within and outside) • Epidemic of communicable disease • Intruders

2.2 Preparedness KIC cannot predict the total impact of every potential hazards that may affect its operations or premises but will endeavor to develop proactive procedures and plans that will help control various emergency situations as reasonably practicable in case of any eventuality. The preparation process considers the following; • A site plan and general description of the school and environment • Roles and responsibilities of staff and others • Identified evacuation assembly areas – sites that are well beyond the school grounds • Internal locations within buildings for cases where external evacuation is not appropriate • Alternate evacuation assembly areas and exits from buildings and grounds • Emergency services and key personnel contact numbers • Methods of communication during an emergency.

2.3 Response In an emergency situation it is important that everyone knows what to do and where to go. During an emergency, the Emergency Management Plan is ‘activated’. Occupants of the college are informed to carry out necessary actions and are provided with guidance. The KIC Emergency Response Team are informed on appropriate behaviors during an emergency to reassure occupants the situation is under control. The following are considered; • Procedures for reporting the emergency. • Readiness levels and ‘trigger points’ for decision about school closures. • Procedures for confirming the emergency and deciding to activate the emergency response plan. • Arrangements for supervision of students for the duration of the emergency. • Lockdown/lockout and evacuation procedures including arrangements for a mandated head count of

all students and staff following such an event.

2.4 Recovery KIC will return back to its normal activities as soon as possible after any emergency situation. Adequate decisions will be made considering staff, students, visitors, contractors the community and infrastructure.

The recovery stage will capture the lessons learnt from the experience. The emergency response team will evaluate what worked and what didn’t and how the planning process, preparation, prevention and response can be improved. Following analysis of lessons learned, emergency response plans will be updated.


of 114

MONITORING & PERFORMANCE EVALUATION

1. Assessment & Auditing KIC audits its HSEMS standards and the level of compliance with local and International standards/regulations on periodic basis. This aims at monitoring violations and non-compliance so as to develop corrective and mitigating actions necessary to correct any identified through timely action plans that are based on the nature of violation/noncompliance, priority and potential recurrence.

2. Control of Records HSE records will be maintained to keep trail of performance, in conformity to OHS regulations and standards. A data management system procedure will be maintained to identify, store, protect, retrieve records, ensuring their legibility and traceability.

3. Internal Audit KIC will periodically plan and conduct audit programs to: • Determine system conformity to planned arrangements • Provide audit results and information for management review for HSE improvement.

The audit program including the schedule, will be prioritized based on the HSE issues identified from previous audits. The audit process will cover the audit criteria, scope, frequency and methods, as well as responsibilities and requirements for conducting audits, reporting results and retaining associated records.

4. Incident Reporting & Investigation Major and minor accidents will be reported and investigated immediately to ascertain the direct, indirect and root causes. Corrective and preventive action will be required to avoid recurrence.

All staff, students, visitors and contractors present in the college premises must report any accident/incident occurring in the premises and/or any hazardous working conditions that endangers or pose threat to safety and health. This will be done according to instructions provided through inductions, posters and publications.

KIC will organize an accident investigation team when necessary. The team will be headed by a representative from KIC Management officially mandated by the President, and its members will include the HSE Officer and selected members from the HSE Committee as well as external members from regulatory authorities.

Recommendations derived from lessons learned at the conclusion of the investigation will provide the basis for corrective and preventive measures to be taken to avoid and prevent its recurrence in the future.

5. Management Review & Continual Improvement KIC HSEMS is structured according to a “plan-do-check-act” cycle which requires the top management to act and review the HSEMS periodically to ensure its suitability, adequacy and effectiveness. Prior to the Review, the chairperson of the HSE committee will schedule a management review, inform all the participants, gather all relevant records/requirements and prepare a summary report (if necessary) for discussion.

The Top management, HSE MR and the HSE Committee will designate members to take part in the annual management review process. It will assess the work done in the past year and evaluate the existing HSEMS with respect to changes in legislation, concerns of interested parties, business activities, technology, product requirements, and lessons gained from previous experience, etc.

Topics to be discussed in the management review will include but not be limited to: • Review of the HSEMS policy, objectives, targets, and programs


of 114

• Review of legal compliance and compliance with other requirements (including contractor compliance on KIC’s activities)

• Review of nonconformities and the status of corrective/preventive actions • External communications from interested parties • Changing circumstances, including developments in legal and other requirements related to its

environmental aspects, • Areas for improvement with respect to environmental performance • Findings of the internal audits • Adequacy of emergency preparedness and response • Follow-up action from previous management reviews. The review will initiate a new “plan-do-check-act” cycle with improvements in KIC’s HSEMS performance. Findings from the management review will be recorded in the meeting minutes.


of 114

Section II KIC Policies and Procedures.


of 114

LEGAL COMPLIANCE POLICY AND PROCEDURE

CONTENTS 1. PURPOSE .................................................................................................................................................. 26

2. SCOPE ........................................................................................................................................................ 26

3. POLICY STATEMENT.............................................................................................................................. 26

4. PROCEDURE ............................................................................................................................................ 26

5. RESPONSIBILITIES ............................................................................................................................... 27

6. REPORTING ............................................................................................................................................. 27

7. RECORDS MANAGEMENT ..................................................................................................................... 27

8. RELATED DOCUMENTS ......................................................................................................................... 27

9. FEEDBACK ................................................................................................................................................ 27

10. APPROVAL AND REVIEW DETAILS................................................................................................ 27


of 114

1. PURPOSE This document provides details on how local and international laws and regulations, benchmarked

standards from other organizations related to health safety and environment adopted by KIC are identified, reviewed and updated in other to ensure legal compliance.

2. SCOPE This policy is intended for the custodian of the health safety and environment management system as a

fundamental base of all its codes of practices. 3. POLICY STATEMENT KIC will ensure that its operational activities meet the minimum standards of local and international laws

and regulation relating to health safety and environment. 4. PROCEDURE

4.1 Identification of local laws and regulations 1. Abu Dhabi Occupational Safety and Health Centre (OSHAD).

The regulatory body responsible the occupational health and safety in the emirates of Abu Dhabi is OSHAD which KIC has made as its fundamental reference point. • Go to www.oshad.ae • Click on legislations. • Surf through the provided links to assess all documents of the OSHAD systems and adopt practices

that are applicable. 2. National Crises and Emergency Management Authority

• Go to www.ncema.gov.ae • Surf through the provided links to assess all documents.

3. Sector Regulatory Authority (SRA)

The department of education and knowledge (ADEK) is the SRA for education in the emirates of Abu Dhabi. Its released OHSEMS general framework version 1.1 of 2016 and ADEK OSH section (September 2019) offers guidelines and references. • Go to www.adek.gov.ae • Search for occupational safety and health

4. Federal and local laws

• Go to www.moj.gov.ae • Click on laws and legislations

5. International standards

• Go to www.ilo.org • Click on topic and surf through for applicable standards. • Go to www.iso.org • Surf through for applicable standards.

6. Benchmarking

Documents and publications from other educational entities which meets local and international HSE compliance with more stringent procedures/guidelines can be benchmarked to improve KIC HSE management system

http://www.oshad.ae/

http://www.ncema.gov.ae/

http://www.moj.gov.ae/

http://www.ilo.org/

http://www.iso.org/


of 114

5. RESPONSIBILITIES

5.1 HSE Committee Responsible for reviewing identified local and international laws and regulations relating to health safety and environment before adopting.

5.2 HSE Officer Responsible for identifying, observing and updating identified local and international laws and regulations

relating to health safety and environment. 6. REPORTING

Any identified local and international regulation will be considered by the HSE for applicability and discussed at the HSE committee level before adoption or update.

7. RECORDS MANAGEMENT

1. Identified articles and clause from each local and international law and regulations will be documented in the legal compliance register.

2. Identified articles and clause will be reviewed annually for updates and the legal compliance register will be updated accordingly.

8. RELATED DOCUMENTS KIC legal compliance register OSHAD systems ED OHSEMS GF ver.1.1 2016 ADEK OSH section – School OSH policy ver 3.0 2019 OHSAS 18001:2007 ISO 14001:2015 9. FEEDBACK

Staff and students may provide feedback about this document by emailing [email protected]. 10. APPROVAL AND REVIEW DETAILS

Approval and Review Details

Approval Authority President Advisory Committee to Approval Authority

HSE Committee

Administrator President, HSE Manager Next Review Date

Approval and Amendment History

Details

Original Approval Authority and Date

Amendment Authority and Date

Notes


of 114

HAZARD IDENTIFICATION AND RISK ASSESSMENT POLICY AND PROCEDURE

CONTENTS

1. PURPOSE .............................................................................................................................. 29

2. SCOPE .................................................................................................................................... 29

3. POLICY STATEMENT.......................................................................................................... 29

4. PROCEDURE ........................................................................................................................ 29

5. RESPONSIBILITIES ........................................................................................................... 31

6. REPORTING ......................................................................................................................... 31

7. RECORDS MANAGEMENT ................................................................................................. 31

8. RELATED DOCUMENTS ..................................................................................................... 31

9. FEEDBACK ............................................................................................................................ 31

10. APPROVAL AND REVIEW DETAILS............................................................................ 31


of 114

1. PURPOSE The purpose of this document is to ensure that hazards which could be controllable are mitigated and the impacted of uncontrollable hazards are reduced as low as reasonably practicable through different systematic methods

2. SCOPE

The scope of this document involves the HSE officer, staff and contractors with task which have significant hazards within and outside the college premises.

3. POLICY STATEMENT

It is the policy of KIC to protect the safety of people, environment, asset and resources while carrying out its operational activities by identifying and mitigating hazards that exist with its premises. These hazards will be identified through different methods and assigned to duty owners with a timescale into to carry out mitigating actions.

4. PROCEDURE

4.1 Identify the hazards and non-compliance

The HSE Officer along with the assistance of HOD’s/contractors will prepare a checklist to check and identify existing or potential HSE hazards/noncompliance that have or could have a direct/indirect impact on the operational activities of designated department or equipment.

4.2 The identification of hazards will be carried out by using 1. Safety Analysis for routine and non-routine task of staff, students and contractors. 2. Routine walkthrough inspection with checklist by the HSE officer and HODs/contractors 3. Legislative guidance from the HSE, trade associations etc. 4. Campaign' studies of particular hazards and risks 5. Manufacturers/suppliers instructions for safe use 6. Accident and incident reports 4.3 Assessing the risk

Identified hazards will be assessed for their frequency of occurrence and their level of severity in terms of impact they could have on people, environment, asset and resources. A risk matrix system will be used for this process. The outcome of the risk matrix system will determine if the level of risk is acceptable or not.


of 114

4.4 Eliminate/control the risk 1. With the outcome data from the risk matrix system, mitigating actions will be determined by using a

hierarchy of controls which must be followed in a descending order. 2. Procedure/equipment/materials with hazards of high risk will be eliminated completely from the planning

stage. 3. Procedure/equipment/materials with hazards of high risk which cannot be eliminated, will be substitute

with a procedure/equipment/material which its hazard can be reduced to as low as reasonably practicable.

4. Procedure/equipment/materials with residual hazards of any severity (low/high) must have protective measures or design to reduce the impact/access within the scope of work.

5. In line with the above alternatives, the HSE officer will ensure that persons who may be affected by these hazards are notified or inducted to create an awareness and procedure to follow if anything goes wrong. By use of signage, posters and training sessions.

6. The use of Personal protective equipment (PPE) will and must be the last resort in eliminating or reducing a hazard.

4.5 Monitor and review the controls 1. The HSE officer will routinely check all control measure to ensure their effectiveness by supervising work

activities. 2. Control measures which are not effective or in compliance will be reviewed and updated in the risk

register accordingly. 4.6 Inspection

The college premises will be inspected on routine schedule to identify areas of concerns or with potential hazards. A checklist will be developed for all areas in the college. The HSE officer will review the checklist with HODs/contractors to ascertain the suitability of the checklist. The checklist will assist to identify areas of noncompliance and corrective actions to mitigate the hazards will be recommended to a duty owner and a timescale attached to the task. The checklist will be reviewed routinely based on reported incident/injury, introduction of new task or equipment and legislative requirement.

4.6.1 Procedure 1. The HSE officer will schedule the date of inspection with the department HOD/supervisor. 2. The checklist will set the guide for the inspection and other identified concerns will be noted. 3. Corrective actions will be recommended for areas of noncompliance or identified hazards. 4. A report from the inspection will include short and long-term control measures, duty owners and

timescales. 5. The report will be sent to the department HOD. 6. The HSE officer will follow up on the report periodically based on the timescales.

Risk Rating Required Actions Low (1 – 3) Operations, activities or tasks can be carried out by the current procedures.

Moderate (4 – 6)

Operations, activities or tasks can be maintained along with recommending the provision and implementation of other additional measures or procedures.

High (8 – 12)

Operations, activities or tasks can be maintained; however, they necessitate providing obligatory additional measures and procedures to control and handle within a specific period of time, while they are continuously monitored until additional measures and procedures are met, complete and re–evaluated. Operations, activities or tasks will immediately cease function, if obligatory additional measures and procedures are not provided or achieved within the specified time agreed to

Catastrophic (15 – 25)

Operations, activities and tasks will not be initiated in the current situation. It must cease immediately until they are reconsidered as well as taking necessary control measures and procedures and carrying on re–evaluation for impacts and risks.


of 114

5. RESPONSIBILITIES 5.1 Safety Officer 1. Routinely organize a walkthrough inspection with departmental heads. 2. Conduct risk assessments within the risk assessment methodology outlined in this procedure. 3. Review reported hazards and incidents to identify risks. 4. Identify, document, implement and review controls to eliminate or reduce OSH risks. 5. Maintain records of the risk assessment in the risk register

5.2 Staff and Contractors 1. Participate, Conduct, record and provide risk assessments of their work activities. 2. Participate in risk assessment activities being conducted at the school. 3. Report hazards and incidents within the school. 4. Implement risk controls and report back on the suitability of those controls. 5. Follow safe work procedures and instructions. 6. REPORTING 1. All accident/incident must be reported to the HSE officer by completing the accident/incident form. 2. The report will be documented, and necessary investigation will be carried out to determine the root

cause. 3. The cause will be taken into consideration and the risk register reviewed accordingly. 7. RECORDS MANAGEMENT

The HSE Officer will maintain all records relevant to administering this policy and procedure in a recognised recordkeeping system.

8. RELATED DOCUMENTS OSHAD-SF V 3.0 - Element 02 Risk Management OSHAD-SF V 3.0– Technical Guidelines – Process of Risk Management ADEK OSH Section- OSH Risk Management Procedure v3.0 KIC HSE Risk Assessment Register KIC HSE Risk Assessment Form KIC Accident/Incident report Register Hazardous Substances Register KIC Facility Checklist 9. FEEDBACK

Staff and students may provide feedback about this document by emailing [email protected].

10. APPROVAL AND REVIEW DETAILS Approval and Review Details Approval Authority President Advisory Committee to Approval Authority

HSE Committee

Administrator President, HSE Officer Next Review Date


Details



Notes

mailto:[email protected]


of 114

MANAGEMENT OF CONTRACTORS POLICY AND PROCEDURE

CONTENTS

1. PURPOSE .............................................................................................................................. 33

2. SCOPE .................................................................................................................................... 33


4. PROCEDURE ........................................................................................................................ 33

5. RESPONSIBILITY ............................................................................................................... 35

6. REPORTING ......................................................................................................................... 35


8. DEFINITION ........................................................................................................................ 36


10. FEEDBACK ........................................................................................................................ 36



of 114

1. PURPOSE The safety of staff, students, visitors and assets is our priority. The purpose of this policy is to give guidance on how to manage and control contractors in relation to services provided and communicate that contractual arrangements must comply with HSE management standard of KIC as well as relevant legislation.

2. SCOPE

This policy is intended for management staff responsible for outsourcing manpower, procurement, and holders of tenancy within the college premises.

3. POLICY STATEMENT

It is the policy of KIC to ensure that when consultants, contractors and third parties are engaged within the college premises, they are competent in their scope of work and take precautions to ensure that staff, students and visitors are not exposed to any health, safety and environment hazards.

4. PROCEDURE

Selection of contractor Contractors or service providers will provide as a minimum, the below requirements when submitting their tender.

Requirement 1 Submit a risk assessment process, management standards, policies and procedures including emergency management, while performing the works and providing the services within the required scope of work in the tender document and in compliance with binding legal and other requirements. Requirement 2 Submit a copy of integrated, certified and implemented systems for HSE management or any other systems according to the scope of work specified in the tender.

Requirement 3 Submit a copy of all required and valid licenses and permissions issued by Competent Authorities in UAE (Federal & Local) related to works and services falling within the scope of work specified in the tender document and in compliance with binding legal and other requirements.

Requirement 4 Submit copies of competence: certificates of experience, academic, professional and specialized certificates, and training certificates for contractor personnel nominated to carry out the work or services. The certification will include HSE qualifications and training certificates and any other certificates specified by legal requirements, where applicable.

4.1 General procedure

These General procedures apply to all contracted construction, maintenance, repair, refurbishments work, provider of services and tenancy such as catering on KIC’s premises.

1. The manager in charge of contracts, procurement or tenancy must ensure the intended contractor/tenant meets a minimum of two requirements from the above mentioned requirements.

2. The contractor’s person in charge or tenant must contact the college HSE Officer before the commencement of work or access to any area in the premises.

3. The contractor/tenant must submit a method statement for an intended task and the measures to be taken to ensure the health and safety of the workforce, college staff, students and visitors.

4. The HSE Officer will approve the method if it satisfies the HSE standards of KIC. 5. The contractor/tenant must not deviate from the agreed method statement 6. The HSE Officer will inform the contractor/tenant of any risks, special precautions or safety rules applicable

to the intended work area through an induction. 7. Activities of contractors/tenant will be routinely monitored by the HSE Officer to ensure compliance.


of 114

8. At the end of task, the contractor/tenant will notify the HSE Officer who will inspect the work area to ensure the area is safe and free from hazards.

4.2 Other requirements The following arrangements apply in preventing hazards:

4.2.1 Mechanical and electrical safety 1. Contractors/tenants must adhere to all local and international regulations on the safety of their equipment

in the premises. 2. Contractors/tenants will not use any equipment or machinery in the premises until it is inspected and

approved by the HSE Officer. 3. All electrical equipment on the premises must be at or below 110 volts unless alternative protection

measures have been agreed with the HSE Officer. 4. Contractors/tenants must adhere to the precautions as agreed on the method of statement. 5. Contractors/tenants are not permitted to enter specific hazardous areas, for examples, electrical rooms,

laboratories, without the permission from the HSE Officer and relevant HSE information and instruction has been given.

4.2.2 Public access 1. Contractors/tenants must not block ingress or egress access, parking areas, pathways or common areas

during the course of their activities.

4.2.3 Internal access 1. Contractors/tenants must not obstruct corridors, stairways, elevators, fire-fighting equipment, exits or

emergency evacuation routes with equipment or materials. 2. Materials must be distributed when required. Localized storage is not permitted, except where designated

and approved by the HSE Officer.

4.2.4 Fire precautions 1. Contractors/tenants must ensure that all fire evacuation exits are kept clear at all times. 2. If obstructing an exit is unavoidable, the Contractors/tenants must notify the HSE Officer and temporary

signage must be provided in directing occupants to the alternative exit. 3. Electrical sources must be properly segregated from liquid and combustible materials. 4. Contractors/tenants must provide suitable and sufficient fire extinguishers regarding the scope of work. 5. Combustible liquid/gas used by the contractor must not be stored in the premises.

4.2.5 Hazardous materials 1. Hazardous materials must not be brought into the college premises without informing the HSE Officer. 2. The substance may only be utilized once the appropriate documentation, for example, Material Safety

Data Sheets (MSDS) and relevant CoSHH assessments have been presented. 3. Contractors/tenants may not deposit any chemicals or any other hazardous substances into drains or

waste containers without proper guidance from the HSE Officer

4.2.6 Provision of warning notices 1. Contractors/tenants must provide suitable signs to warn occupants of hazards in their operational task,

equipment and chemicals.

4.2.7 Waste management 1. The Contractor/tenants must comply with KIC waste management policy. 2. The Contractor/tenants must take all reasonable steps to prevent build-up of waste/pollutants which may

present hazards in the premises.


of 114

4.2.8 Minimizing interference to occupants 1. All works by Contractors/tenants must be carried out in such a way as to cause minimum interference to

occupants, and other persons using the premises. 2. Tools should not be left unattended at any time, especially where college staff and students can have

access to them. 3. Works must be carried out in phases as agreed with the management at the pre-contract meeting as

required. 4. Contractor’s staff must wear badges or uniforms which identifies them clearly to anyone checking the right

of an individual to be on the premises.

4.2.9 Building services 1. Contractors/tenants must not distort any utility service in the premises except approved by the HSE Officer 2. Any necessary temporal disconnection of utility services will be done at a time agreed by the HSE Officer.

4.2.10 Performance monitoring

KIC through the HSE committee will hold periodic meetings with Contractors/tenants to discuss and review risk assessments, policies, procedures and accidents investigation reports, as well as all HSE matters related to scope of their work and signed contracts.

5. RESPONSIBILITY 5.1 MANAGEMENT 1. The manager in charge of contracts must ensure that contractors are competent to carry out the task

specified by liaising with the HSE Officer. 2. The HSE Officer will ensure that all relevant safety measures are considered not only to protect the

contractors but all persons who may be affected by the activity. 3. The HSE Officer will provide contractors/tenants with information on emergency procedures relevant to

the premises and provide details of particular hazards in the area. 4. The HSE Officer will set out standards for working in high risk areas. 5. The HSE Officer will inform departments affected by the contractor’s work in reasonable time, so that any

areas affected by the works can plan for the disruption of activities. 6. The HSE Officer will define a safe system of work through a safety task instruction form after the risk

assessment with the contractor which the contractor will adhere to all through the contract scope of work. 7. The HSE Officer will conduct a toolbox talk with contractors carrying out medium/high risk activity within

the premises before and after the task. 8. The HSE Officer will or assign someone to supervise the task.

5.2 CONTRACTORS 1. Contractor/tenant must abide by all relevant KIC HSE procedures depending on their scope of work. 2. Contractors/tenants will work safely and manage the safety of their staff and other occupants within the

premises. 3. Contractor/tenant is responsible for providing the personal protective equipment for its staff that is

necessary for the scope of work. PPE must also comply with the statutory requirements or equivalent guidance appropriate to the circumstances.

4. Contractor/tenant must report all accidents and near misses to the HSE Officer. 6. REPORTING 1. Contractor/tenants will report directly to the facility manager who will supervise their task/activity to

ensure it is up to the contract agreement. 2. The HSE Officer will supervise the task/activity to ensure compliance with KIC HSE standards. 3. Accidents/near miss will be reported to the HSE Officer. 4. Deviation from the scope of work or introduction of new equipment/materials must be reported to the

HSE Officer.


of 114

7. RECORDS MANAGEMENT The HSE Officer will maintain all records relevant to administering this policy and procedure in a recognized recordkeeping system. At a minimum, the following will be documented;

1. Risk assessment for the task. 2. Safety task instruction (before and after the task) 3. Accident/incident report form 8. DEFINITION 1. Contractors; construction, maintenance, repair, refurbishments work, provider of services and tenants. 2. Contractor’s Person; the person leading the workforce of the contractor/tenant. 3. Method statement; the detailed written procedure to be followed in executing the task from the

beginning to the end. 4. Occupants; staff, students, visitors and other contractors. 5. Hot work permit; an issued document by the HSE Officer approving the use of naked flames, heat

source equipment/machines where there is presence of combustible liquid, solid or gasses. 9. RELATED DOCUMENTS

OHSAS 18001:2007-(clause 4.3.1, 4.4.3.1, 4.4.3.2, 4.4.6) ILO-OSH 2001 - (clause 3.10.5) OSHAD SF ver 3.1 2017 – Element 3 management of contractors OSHAD SF TG ver3.0 2016 – management of contractors ED HSEMS GF Version 1.1 KIC - Contractor and service provider register KIC - Accident/incident report form KIC - Safety task instruction form

10. FEEDBACK

University staff and students may provide feedback about this document by emailing [email protected].

11. APPROVAL AND REVIEW DETAILS



HSE Committee



Details



Notes



of 114

PERFORMANCE MANAGEMENT POLICY AND PROCEDURE

CONTENTS 1 PURPOSE ............................................................................................................................. 38 2 SCOPE.................................................................................................................................. 38 3 POLICY STATEMENT ........................................................................................................... 38 4 PROCEDURE ........................................................................................................................ 38 5 RESPONSIBILITIES ............................................................................................................ 38 6 REPORTING ........................................................................................................................ 38 7 RECORDS MANAGEMENT .................................................................................................... 38 8 RELATED DOCUMENTS ....................................................................................................... 38 9 FEEDBACK ........................................................................................................................... 38 10 APPROVAL AND REVIEW DETAILS ..................................................................................... 39


of 114

1. PURPOSE The purpose of this document is to identify the objectives and performance indicators which aims to measure and assess the performance of KIC HSEMS standards, policies and procedures implemented to ensure its effectiveness and continual improvement. in order to preserve the health and safety of staff, student, resources and environment.

2. SCOPE The scope of this policy include the management and sustainability of human and natural resources

3. POLICY STATEMENT It is the policy of KIC to Implement, monitor and measure the effectiveness of the Health Safety and Environment Management System and identify opportunities for improvement.

4. PROCEDURE 1. Access all required records related to the indictors in the forms. 2. Fill all data for indicators in the required form in accordance to the format available.

5. RESPONSIBILITIES 5.1. Management 1. Ensure required information and resources are available before and after the data collection process to

help improvement from findings.

5.2. HSE officer 1. Ensure optimum utilization of resources in other to prevent wastage of resource. 2. Identify areas of noncompliance of resource management and sustainability.

5.3. Staff/students/contractors 1. Comply with instructions, trainings and finding from accumulated data to improve resource management

and sustainability in compliance with other related policies and procedures.

6. REPORTING 6.1 All data for indicators will be filled in the required form on a quarterly basis and sent after approving and

signing it from top management by email to concerned team in Ministry of Education HSE Directorate as indicated below:

1. First Quarter Report (January – March): No later than 15th of April. 2. Second Quarter Report (April – June): No later than 15th of July. 3. Third Quarter Report (July – September): No later than 15th of October. 4. Fourth and last Annual Report (October – December): No later than 15th of January.

7. RECORDS MANAGEMENT The HSE officer will document accumulated data in a proper recognized manner.

8. RELATED DOCUMENTS Education Sector Occupational Environment, Health & Safety Management System General Framework

(ED OHSEMS GF) Version 1.1 HSE Directorate September 2016

9. FEEDBACK Staff and students may provide feedback about this document by emailing [email protected].


of 114

10. APPROVAL AND REVIEW DETAILS Approval and Review Details


HSE Committee



Details



Notes


of 114

WASTE MANAGEMENT POLICY AND PROCEDURE

CONTENTS_Toc36039037

1. PURPOSE ................................................................................................................................41

2. SCOPE ......................................................................................................................................41

3. POLICY STATEMENT ............................................................................................................41

4. PROCEDURE ...........................................................................................................................41

5. RESPONSIBILITIES .............................................................................................................42

6. REPORTING ...........................................................................................................................43

7. RECORDS MANAGEMENT ...................................................................................................43

8. RELATED DOCUMENTS .......................................................................................................43

9. FEEDBACK ..............................................................................................................................43

10. APPROVAL AND REVIEW DETAILS ..............................................................................43


of 114

1. PURPOSE To ensure an efficient waste management system at KIC. To reducing waste at source, reuse when appropriate and recycle where possible to prevent health, safety and environmental hazards and optimum utilization of resources.

2. SCOPE

This policy is intended for all staff, students, contractors and visitors within the college community. It is intended to promote economic and environmental sustainability.

3. POLICY STATEMENT

It is the policy of KIC to protect the natural environment and contribute to the sustainability of natural resources by ensuring an efficient waste reduction, segregation, recycling and disposal system within the college community.

4. PROCEDURE

4.1 Waste Control

Waste will be controlled from the source. The procurement department will take the necessary precautions when making purchases of item in order to;

4.1.1. Reduce waste:

Mechanisms to reduce the use of materials liable to become waste will be implemented. Reducing waste actions include but are not limited to:

1. Reduce packaging 2. Use refillable or reusable products e.g. printer or toner cartridges 3. Use or lease equipment that has waste reduction features e.g. photocopiers 4. Use durable items where relevant, not single-use disposable items 5. Buy equipment that can easily be mended or has interchangeable parts 6. Specify/buy items made with recycled materials 7. Check stationery supplier catalogues for recycled items 8. Consider using cost savings from waste reduction activities, e.g. photocopiers set to double sided print. 4.1.2. Reuse waste:

Procurement department will take source where possible items with reusable values such as: refillable containers, rechargeable batteries, etc.

4.1.3. Recycle waste:

Items considered to have no use will be segregated accordingly and placed at the waste segregation area at the back of the college building, to be collected by the waste disposal contractor. Recyclable waste includes; • Metal • Wood • Plastic • Glass, plasterboard, ceramics, bricks, concrete • Waste electronic and electrical equipment (WEEE) after removing the hazardous waste components

4.2 Hazardous Waste

These category of waste will be disposed by a certified waste contractor by CWM Abu Dhabi. Hazardous waste containers will be distinguished by using a yellow bin with biohazard signs.

4.2.1. Clinic/laboratory waste: 1. Sharps will be disposed into a yellow non penetrable container with appropriate hazard signage. 2. Sharps which cannot be placed inside the sharp container will be disposed of in a yellow non penetrable

sack with details of the content attached on it. 3. Contaminated items such as gloves, mask, swabs, etc. will be disposed of into the appropriate bin.


of 114

4.2.2. Hazardous components of waste, electronic and electrical equipment (WEEE)

Electrical/electronic equipment with parts containing toxic materials will be segregated and stored according to manufacturer instructions prior to the arrival of the certified waste contractor by CWM Abu Dhabi.

4.3 Non-Hazardous Waste

These category of waste will be disposed by AVERDA, a certified waste contractor by CWM Abu Dhabi. Waste containers will be distinguished by using bins with black sacks and general waste signage. These include but not limited to waste dropped in bins collected from offices, classrooms, restrooms, hallways and cafeteria. Such as; • Paper • Metal • Wood • Plastic • Putrescibles

4.4. General Safety Precautions 1. All sacks, containers and sharp boxes must not be filled more than three quarters full to enable safe

handling, to prevent excessive weight and to avoid splitting the containers. 2. All clinical waste sacks, sharps containers or boxes containing glass must be securely fastened before

removal and marked to indicate the contents and with the department of origin. 3. Filled sharps containers or boxes containing glass must never be subsequently placed into any other

waste sack or container before disposal. 4. Sacks must be inspected by staff for adequate sealing and for no sharps protruding before handling. 5. Staff must handle sacks by the neck of the sack and keep the sacks clear of the body to minimise risk of

sharps’ injury. If this is exceptionally not possible to do, and staff have to hold the base of the sack, extra care must be taken to examine the sack for sharps before doing so.

6. Care must be taken when transporting and storing batteries that they cannot be shorted out by contact of one battery’s terminals with another or by metal conductors.

7. Bring to the attention of your supervisor any sack that is hazardous because of sharps protruding, excessive weight or visible contamination on the external surface.

8. As a general reminder, the sack colours for wastes are as follows: • Black: General waste, including putrescible • Clear: Shredded paper waste or any other office paper for recycling • Yellow: hazardous waste

5. RESPONSIBILITIES

5.1. Management 1.1 Ensure KIC waste management strategy is considered prior to purchasing items. 1.2 Ensure necessary resources for the implementation of this system are available.

5.2. Facility manager 1. Ensure waste collection and segregation are timely 2. Ensure compliance of this system among the facility team

5.3. HSE Officer 1. Monitor and improve the system as required. 2. Communicate this system to all persons within the college community.

5.4. Staff, students, visitors and contractors 1. Adhere to instructions and use waste bins appropriately


of 114

6. REPORTING Issues of waste collection, segregation and disposal will be communicated by the facility manager and escalated to the HSE office as required.

7. RECORDS MANAGEMENT Log manifest from waste disposal contractors will be communicated by the HSE office.

8. RELATED DOCUMENTS

OSHAD Cop 54 waste management EAD-EQ-PR-TGD-01-waste classification technical guideline CWM Abu Dhabi.

9. FEEDBACK University staff and students may provide feedback about this document by emailing [email protected].


Approval and Review Details Approval Authority President Advisory Committee to Approval Authority

HSE Committee



Details



Notes



of 114

TRANSPORTATION AND TRAFFIC MANAGEMENT POLICY AND PROCEDURE

CONTENTS

1. PURPOSE .............................................................................................................................. 45

2. SCOPE .................................................................................................................................... 45


4. PROCEDUR ........................................................................................................................... 45


6. REPORTING ......................................................................................................................... 48



9. FEEDBACK ............................................................................................................................ 48

10. APPROVAL AND REVIEW DETAILS .............................................................................. 49


of 114

1. PURPOSE The purpose of this policy is to ensure safety during the transportation of staff and students. Also to organize a system of traffic coordination within the college premises to mitigate any potential hazard.

2. SCOPE

This policy does not only involve the driver personnel whose activity is based on this policy but also for all students, staff, visitors, contractors, and the general public.

3. POLICY STATEMENT

KIC will develop and maintain a transportation management procedure to maintain the safety and security of staff and students. This will ensure the provision of safe means of school transportation as well as minimize the risks which staff and students may encounter during their daily travel from/to the college. These procedures will aim to meet the requirements of the Department of Municipal Affairs and Transport (DMA&T) and Abu Dhabi Occupational Safety and Health Centre (OSHAD)

4. PROCEDURE

4.1 TRANSPORTATION MANAGEMENT

4.1.1 Driver Drivers will consider these tips before starting any trip. 1. Ensure to define trip route 2. Ensure there is a means of stay in contact with line supervisor. 3. Ensure to plan for rest periods and locations (applicable for routine and non-routine long journey) 4. Consider the timing of the journey and how busy roads will be 5. Identify black spots/route hazardous spots 6. Consider the route options – different types of roads (non-routine trip) 7. Check the road and weather conditions 8. Personal welfare – keep hydrated with non-caffeine drinks 9. Time your journey and allow extra time to account of unexpected delays 10. Conduct a walk-through inside and outside the vehicle with the aid of the vehicle daily checklist

4.1.1.1 Pick up 1. Stop in a safe area to pick up the passengers. 2. Ensure boarding is safe before opening the door. 3. Do not drive before the passengers are safely seated with their seat belts fastened (if available). 4. Ensure there are no standing passenger

4.1.1.2 At college 1. Stop in the designated area to drop the passengers. 2. Conduct a walk-through to check that the bus is empty of passengers and their belongings. 3. Park in the place allocated for the bus. 4. Prepare the bus and ensure that it’s safe for departure. 5. Avoid overstressing to be ready for the next trip.

4.1.1.3 Departure and drop off 1. Conduct a walk-through to ensure the bus is safe for the journey 2. Do not drive before passengers are safely seated with their seat belts fastened (if applicable) 3. Ensure there are no standing passenger 4. Ensure the drop points are safe. 5. Ensure passengers are away from the danger zone before driving off.


of 114

4.1.2 Passengers (staff/students)

4.1.2.1 Boarding 1. Do not run towards the bus. 2. Wait for the bus until it comes to a complete stop. 3. Wait for a sign from the bus driver to get on the bus. 4. Use the handrail and watch your steps.

4.1.2.2 During trip 1. Remain seated. 2. Do not use or hold sharp equipment like pen, pencils, etc. 3. Do not eat and drink while in the bus. 4. Keep the aisle clear. 5. Keep arms and heads inside the bus at all times. 6. Do not litter by throwing things inside and outside of the bus. 7. Follow the instructions of the bus driver at all times on the bus.

4.1.2.3 Drop off 1. Keep seated until the bus comes to a complete stop. 2. Step away from the bus 3. Do not walk towards the back or front of the bus

4.1.3 Bus accident 1. Call (999) immediately, give your location and advise if anyone has been injured. 2. If there is a potential threat to safety inside the bus, immediately stop the bus in a safe place. 3. Attempt to fix the problem if it can be done without posing a further risk to self or others. (Only if

trained). 4. Call line supervisor. 5. Immediately evacuate passengers from the bus to a safe area. 6. The line supervisor will arrange alternative bus to ensure passengers arrive their destinations

4.1.4 Bus Fire 1. Stop in a safe place, call (999) immediately, and give your location. 2. Immediately evacuate passengers from the bus to a safe area. 3. Use fire extinguisher if safe and trained to do so 4. Call the line supervisor. 5. The line supervisor will arrange alternative bus to ensure staff/student arrive their destinations

4.1.5 Bus Passenger injury 1. Stop in a safe area and call (999) immediately, give your location, number of injured passengers, and

types of injuries. 2. Do not move any injured passenger except there are further threat to life. 3. Administer first aid only if trained to do so. 4. Contact the line supervisor. 5. Wait for the arrival of the emergency service.

4.1.6 Distracted Driving

Do not use in any way (includes reading etc.) a mobile phone or other portable electronic device (it is also preferred that talking on a ‘hands free’ device is performed whilst safely pulled over / stationary) and programming or adjusting a navigation system.

4.1.7 Inspection and Maintenance Motor vehicles will be inspected and maintained in accordance with the relevant manufacturers or specialist recommendations. A visual inspection of general vehicle condition including tyres, wheel nuts, body damage and seat belts will be undertaken at the start of a journey. And monthly inspection by the


of 114

HSE Officer.

4.1.8 License and Competence Requirements Employees and contractors operating all vehicles will hold a valid driver’s license for the class of vehicle they are required to drive. Driver personnel will immediately notify their relevant manager following any change to their license status.

4.1.9 Fueling 1. Do not refuel vehicles while running. 2. Do not smoke or use cell phones or other electronic devices. 3. Ground gasoline containers prior to filling.

4.1.10 Parking 1. Do not park vehicles in areas that interfere with traffic flow or operating activities. 2. A designated spot will be made permanently available for each bus. 3. Reverse in to parking stalls if safe to do so. 4. Ensure safe means of emergency egress.

4.2 TRAFFIC MANAGEMENT

4.2.1 Motorist 1. Packing will only be allowed in areas designated for this purpose. 2. Pick up and drop off areas will only be used for the designated purpose. 3. Speed limit of 10km/hr. must be maintained within the college and its parking areas. 4. Motorist must not drive against the direction of the traffic signs 5. Priorities must be given to pedestrians at all times. 6. Designated spots for people with disabilities, school bus and offloading must be prohibited by another

motorist. 7. Obstruction of access/egress inform of parking or stopping is prohibited. 8. Access/egress must be free at all times. 4.2.2 Pedestrians 1. Pedestrians must care for their own safety. 2. Pedestrians must ensure they use designated pathways and avoid motorways at all times. 5. RESPONSIBILITIES 5.1 Management 1. Ensure only the approved and licensed School Transport operator is contracted for providing school

transport services. 2. Nominate school staff for the coordination of the schools' transportation, ensuring to provide the

nominated details to the service providers and parents. 3. Ensure speed limits are displayed in and out of the school as per relevant authorities. 4. Ensure Signage will be checked regularly and maintained so that it can be easily read. 5. Ensure all people who are involved in the school traffic management such as bus drivers & supervisors are

trained and competent. 6. Ensure that bus operators & drivers have the required license from Department of Transport- Abu Dhabi. 7. Report serious incidents involving school traffic to ADEK

5.2 HSE Officer 1. Check that first aid kits are present, adequately stocked and in good condition. Also, bus driver and

supervisor are familiar with its location. 2. Ensure that fire extinguishers are available, fixed and in good operating conditions.


of 114

5.3 Facility Manager 1. Ensure all traffic signage and barrier are maintained and remain visible 2. Coordinate with security guards to direct traffic/parking, 3. Ensure access/egress are free at all times.

5.4 Bus driver 1. Comply with all roles and responsibilities as per School Transport Regulation for Abu Dhabi Emirate, and

with daily procedures and duties in the bus trip. 2. Must have a valid UAE school bus Driving License issued by the Emirate of Abu Dhabi. 3. Must be trained in firefighting and first aid procedures. 4. Must obey traffic laws and drive safely. 5. Ensure the safety of the passengers on board from pick up to drop off. 6. Help in evacuation from the bus on emergency cases. 7. Report all incidents, near miss or vehicle issue appropriately.

6. REPORTING 1. Any accident, incident/near-miss must be reported to the HSE office for documentation, investigation

and further actions. 2. Serious accident/incident will be reported within 3 working days to ADEK OSH section by filling OSHAD

form G- serious OSH incident notification using ALADAA. 3. Within 30 days, investigate and complete OSHAD form G1- serious OSH incident investigation using

ALADAA. 7. RECORDS MANAGEMENT

The HSE Officer will maintain all records relevant to administering this policy and procedure in a recognized recordkeeping system.


ADEK OSH Technical Guidelines 01- School Bus Transportation Safety ADEK OSH Section Ver 3.0- Incident Reporting and Investigation Procedure OSHAD-SF Mechanism 11 Incident Notification, Investigation and Reporting ALADAA application KIC- Manual Handling and Ergonomic Policy and Procedure KIC- First Aid Policy and Procedure KIC- Emergency Management Policy and Procedure KIC- HSE Risk Assessment Register KIC- Accident/Incident Report Form

9. FEEDBACK



of 114



HSE Committee



Details



Notes


of 114

HAZARDOUS MATERIAL POLICY AND PROCEDURE


2. SCOPE ........................................................................................................................................................ 51


4. PROCEDURE ............................................................................................................................................ 51


6. REPORTING ............................................................................................................................................. 52



9. FEEDBACK ................................................................................................................................................ 52

10. APPROVAL AND REVIEW DETAILS................................................................................................ 53


of 114

1. PURPOSE The purpose of this document is to provide a safe system of handling materials which have the capacity to cause acute or chronic injury/ill health in the college community in course of working with them.

2. SCOPE This policy includes laboratory staff, facility, clinic and staff at close proximity to equipment such as

photocopy machines.it also includes procurement department and contractors within the college community.

3. POLICY STATEMENT

It is the policy of KIC to ensure that procurement and use of materials which are harmful to health are properly assessed and provided with all necessary measures to ensure safe handling, storage and disposal.

4. PROCEDURE

4.1 Procurement

Hazardous materials can be in liquid, solid or gaseous (vapour) state. Procurement of materials will be subject to risk assessment to determine the level of toxicity, compatibility and storage during and after lifecycle.

4.2 Handling 1. Handling of hazardous materials will be in accordance to the specification on the MSDS/manufacturers

manual. 2. Staff/students/contractors using equipment/hazardous materials must be inducted about safe handling

and emergency procedure prior the usage. 3. Staff/students/contractors must use required provided PPE as specified on the MSDS/manufacturers

manual. 4.3 Storage

Hazardous materials will be stored prior to further usage or disposal in a properly segregated manner according to the MSDS/manufacturer’s instructions.

4.4 Disposal

Hazardous materials will be disposed in accordance to the procedures in KIC waste management policy and procedure.

4.5 Emergency 1. Emergency and safety procedures as described on the MSDS must be followed by staff/students unless as

otherwise directed by the college nurse. 2. Task/activities by staff/contractors using a safety task instruction will include emergency contingency

plans and will be explained to the understanding of all involved before commencement.

4.6 Chemical Spill 1. For spills less than one gallon, use the spill kit. 2. Barricade the spill area. 3. Protect nearby floor drains with a spill sock. 4. Put on the appropriate PPE. 5. Pour absorbent from the outside of the spill to the centre. 6. Collect absorbent in a bag. Label the bag as hazardous waste and the contents. 7. Take extra caution with regard to shards of glass and chemical vapours. 8. Decontaminate area with compatible disinfectant and spill pads.


of 114

9. Collect contaminated spill pads in the same bag 10. Remove PPE and collect disposables in the same bag. Seal with a twist tie. 11. Report spills to your supervisor.

5. RESPONSIBILITIES

5.1. Management 1. Ensure the toxicity and storage of hazardous materials/equipment are considered before purchase. 2. Ensure staff/students handling hazardous materials/equipment are properly inducted on safe handling

and emergency procedures.

5.2. HSE officer 2. Provide and disseminate information as related to this policy to improve the awareness and perception of

staff. 3. Ensure necessary risk assessment and documentations are made in compliance with this policy. 4. Monitor compliance of the policy

5.3. Supervisors/staff/students 1. Ensure to have adequate knowledge of hazardous materials and safe handling measures. 2. Ask for further clarification whenever in doubt. 3. Report all incident, accident and near-miss in other to prevent reoccurrence. 4. Adhere to instructions and procedures.

6. REPORTING 1. All incidents and near-misses must be reported to the HSE office for proper documentation and

investigation purposes in other to prevent reoccurrences. 2. Serious incidents will be reported to ADEK OSH section by calling 026156999. 3. Complete the OSHAD-SF form G through the ALADAA system within 3 days.

7. RECORDS MANAGEMENT 1. Hazardous material MSDS will be provided by the suppliers of the material. 2. The department in use of the substance will owner a copy of the MSDS. 3. The college clinic will be provided with a copy of the MSDS. 4. The HSE office will have an electronic copy of all MSDS within the college, develop and maintain a

hazardous material register.

8. RELATED DOCUMENTS ADEK OSH section ver3 – OSH Training and Induction Procedure ADEK OSH section ver3 – Incident Reporting and Investigation OSHAD – SF CoP 1.0 – Hazardous material OSHAD – SF CoP 2.0 – Personal Protective Equipment KIC Management of Contractors Policy KIC First Aid Policy KIC Emergency Management Policy KIC Waste Management Policy 9. FEEDBACK



of 114



HSE Committee

Administrator President, HSE Manager Next Review Date 01/03/20 Approval and Amendment History

Details



Notes


of 114

FIRST AID AND MEDICAL TREATMENT POLICY AND PROCEDURE

CONTENT

1. PURPOSE .............................................................................................................................. 55

2. SCOPE .................................................................................................................................... 55


4. PROCEDURE ........................................................................................................................ 55


6. REPORTING ......................................................................................................................... 57



10. FEEDBACK ........................................................................................................................ 57



of 114

1. PURPOSE The purpose of this document is to describe the available arrangements provided for first aid and the roles and responsibilities of persons who are actively involved in this procedure.

2. SCOPE

This scope of this procedure involves the college nurse and other staff within the college who are trained as first aiders to ensure the availability of first aid care at all times in the college premises.

3. POLICY STATEMENT It is the policy of KIC to ensure that when staff, students, contractors or visitors are involved in an incident or accident which results to injury or ill health, there are adequate personnel and facilities to provide timely first aid treatment pending the arrival of external emergency services.

4. PROCEDURE 4.1 Call and Response Procedure

When an incident/accident occurs, the immediate response is to call for help. 1. Shout for help. 2. Call KIC Emergency numbers

Clinic: 02 2015110 Security: 02 2015004 HSE: 02 2015105

3. Do not move or touch the victim. 4. Look around if there is any further immediate threat. 5. Stay with the victim until the first aider arrives.

4.2 First Aider response 1. Aider will take charge of the situation pending the arrival of the college nurse or the external emergency

First services. 2. In the absence of the college nurse, the first aider will call or give instruction to someone close by to call

999 4.3 First Aid Procedure 4.3.1 Minor injury 1. The victim will be taken to the college clinic by the first aider/nurse if they can walk and is safe to do so. 2. If the victim is unable to walk or move, the victim will be taken to the clinic with an assisted aid by the

first aider/nurse. 3. The responding first aider/nurse will complete and accident/incident report form in other to report to the

HSE Officer within 24hours. 4. The nurse will decide if an ambulance is needed. 4.3.2 Major injury/medical crisis 1. The first aider/nurse will assess the condition of the victim and decide if external medical services are

required. 2. The first aider/nurse will decide if the victim should be moved or placed in a recovery position. 3. If emergency services are called, the HR/HOD student affairs will contact a family member of the victim

immediately. 4. ERT wardens will assist in ensuring the area is clear for easy evacuation of the victim. 5. The first aider/nurse will complete an accident/incident report form on the same day after the incident. 4.3.3 Exposure to blood borne pathogens 1. Wash the blood or body substance with soap and water. 2. If eyes are contaminated, rinse eyes while open with tap water. 3. If blood gets into mouth, spit it out and rinse repeatedly with water.


of 114

4.3.4 Management of a skin penetrating injury (SPI) 1. Gently squeeze the wound to encourage bleeding. 2. Wash the area with cold water and soap if available. 4.4.5 Dealing with blood and other body fluid 1. Gloves must be worn when handling blood/body fluid. 2. Soiled wipes, tissues, plasters, dressings etc. must be disposed of in the clinical waste bin. 3. All liquid material should be completely absorbed into the towels. 4. Wipe the area with a suitable disinfectant. 5. Place a ‘Wet floor hazard’ sign if appropriate over the area. 6. Clean any reusable equipment by soaking in disinfectant solution or wiping it with disinfectant, before

removing gloves. 7. Remove towels with gloved hand and place in clinical waste bin. 8. Wash hands with soap and water/hand sanitizer 4.5 Waste Disposal 1. Generated waste from first aid incidents must be disposed properly in the clinic waste bin 4.6 Off Site Activities

When taking staff/students off the College premises, the management will ensure there are adequate provisions for the following:

1. A portable first aid kit. 2. Information about the specific medical needs of students. 3. Risk assessments will be conducted by the HSE officer and the organizer for all trips and events outside

the College premises. The location, transportation, activities and other factors will be considered. 4. Adequate first aid and emergency arrangements will be made and those involved in the trip/events will

be properly inducted before and after the trip/event. 5. Consultations will be made after the trip/events in other to make improvement for future trip/event 4.7 Guidelines for persons carrying their own medication

Inhalers – An asthmatic staff, student or contractor must be encouraged to keep their inhaler with them for immediate use if required. And details of such person must be in the records of the clinic. A spare must be made available.

4.8 General procedures to minimize accidents 1. All staff, students, contractors must adhere to safety instructions displayed on all strategic places within

the college. 2. A safe system of work is a risk assessment if required will be developed and communicated to staff,

students and contractors with sensitive task. 3. All staff, students and contractors will refuse any task when in doubt of their safety. They will consult

the HSE Officer immediately through their supervisor. 5. RESPONSIBILITIES 5.1 Management 1. Ensure adequate First Aid provision. 2. Monitor and respond to all matters relating to the health and safety of all persons. 3. Ensure all new staff and students are made aware of First Aid procedures in the college. 5.2 HSE Committee 1. Ensuring that an appropriate number of trained first aid personnel are present in the College at all times. 2. Ensuring all staff are aware of first aid procedures. 3. Ensuring appropriate risk assessments are completed and appropriate measures are put in place at

departmental levels.


of 114

5.3 HSE Officer 1. Develop and update first aid response and evacuation procedures. 2. Ensure that signage is displayed throughout the college providing information of:

• Names of first aiders in the college. • Location of first aid kits.

3. Ensure that first aid kits are kept in strategic points around the college and maintained. 5.4 Nurse 1. Responsible for the primary duty of administering first aid in college. 2. Responsible for ensuring that an ambulance or other professional medical help is summoned when

required. 5.5 First Aiders (trained staff) 1. Responsible to take charge of an emergency situation until the arrival of the nurse or emergency

services. 6. REPORTING

An accident/incident report form will be completed by the responder/first aider within 24hours after an incident resulting in an injury or ill health and submitted to the HSE officer.

7. RECORDS MANAGEMENT

The HSE Officer will maintain all records relevant to administering this policy and procedure in a recognised recordkeeping system. As a minimum, the following will be documented;

1. Training of first aiders and medical staff. 2. Contact details of first aiders and medical staff. 3. First aid statistics and emergency cases treated. 4. Complete the accident/incident report form and register. 8. DEFINITIONS 1. Minor injury: injury that does not need urgent medical attention and has no threat to life. 2. Major injury: injury that requires urgent medical attention and has threat to life. 9. RELATED DOCUMENTS

OSHAD SF v2.1 – Element 04 – first aid and medical emergency treatment OSHAD manual V3.1 chapter 4 HAAD Standard for First Aid Training (Ref: PHR/HRM/FA/0.9) HAAD/AMDS/SD/1.0 Version 1.0 HAAD Standards for administration of medication in Colleges OHSAS 18001:2007- clause 4.4.1, 4.4.3, 4.4.7, 4.5.3 ISO 14001:2015- clause 7.1-7.4, 8.2 UAE FEDERAL LAW NO: 4, 1983 KIC- College clinic policy and procedure KIC-Accident/incident report form KIC-Waste management policy

10. FEEDBACK



of 114

11. APPROVAL AND REVIEW DETAILS Approval and Review Details Approval Authority President Advisory Committee to Approval Authority

HSE Committee



Details



Notes


of 114

VIOLENCE IN THE WORKPLACE POLICY AND PROCEDURE

Contents

1. PURPOSE ....................................................................................................................................60

2. SCOPE ..........................................................................................................................................60

3. POLICY STATEMENT................................................................................................................60

4. PROCEDURE ..............................................................................................................................60

5. RESPONSIBILITIES .................................................................................................................60

6. REPORTING ...............................................................................................................................61

7. RECORDS MANAGEMENT .......................................................................................................61

8. DEFINITION ..............................................................................................................................61

9. RELATED DOCUMENTS ...........................................................................................................61

10. Feedback ...................................................................................................................................61

11. APPROVAL AND REVIEW DETAILS ....................................................................................62


of 114

1. PURPOSE The aim of this document is to ensure necessary measures to prevent and minimize the occurrence of violence in the college community and to provide access to assistance and recourse when required.

2. SCOPE

This document is intended for the all members of the college community. 3. POLICY STATEMENT

KIC prohibits and has a zero-tolerance for any form of violence, intimidation, damaging property, stalking or threating which maybe perpetuated verbally, written, graphically, psychologically or physically.

4. PROCEDURE

4.1 Reporting Incidents of Workplace Violence

4.1 Violence with imminent danger Any member of the college community who finds or considers themselves or someone else to be in imminent danger while on college premises should call KIC ERT: Security : 0 2201 5004 HSE : 02 201 5105 KIC ERT upon arrival will call 999 depending on the severity of the risk.

4.2 Violent Incidents/Threats of Violence Any member of the college community who become involved in or witnesses a violent incident or a threat of violence or who receive a report of such an incident are required to call KIC ERT: Security : 0 2201 5004 HSE : 02 201 5105 KIC ERT upon arrival will call 999 depending on the severity of the incident.

4.3 Non-Urgent Threats Violence which may be physical, verbal, written or otherwise that does not present an immediate risk of physical harm, but makes the affected person(s) feel threatened or otherwise concerned for his/her safety must be reported promptly to the line manager/faculty head.

4.4 Responding to incidents of workplace violence KIC ERT will respond to incidents of violence with imminent danger with the following precautions;

1. Approach the scene calmly and do not show any form of aggression (physically, verbally). 2. Attempt to calm the situation while waiting for backup/external authorities. 3. Ensure to keep a safe distance and ward off persons around to clear the area.

5. RESPONSIBILITIES

5.1 Management 1. Ensure reported incidents of violence are investigated and disciplinary measures are taken

promptly.

5.2 HSE Officer 1. Record and document incidents of violence. 2. Conduct necessary risk assessment as required to identify possibility of violence and trends in the

college community. 3. Investigate incidents of violence when called upon at the discretion of the management.


of 114

5.3 Security Team 1. Respond and diffuse any issues of violence when reported or observed. 2. Monitor and patrol the college community to observe any suspicious activity. 3. Report suspicious activities or observations in other to identify trends.

6. REPORTING 1. Incidents of violence among staff will be reported to the HR department through the line

manager/HSE office. 2. Incidents of violence among students will be reported to the student affairs department through the

faculty head/HSE office. 3. Incidents of violence from intruders will be reported to the president. 7. RECORDS MANAGEMENT 1. All incidents of violence will be recorded and documented in the accident and incident form/register. 2. Medical reports from the incident if it results into injury will be documented. 3. Police report will be documented if the incidents escalates to external authorities. 4. Findings from investigations will be considered when reviewing this document and associated risk

assessment. 8. DEFINITION 1. Violence: includes, but is not limited to, intentionally threatening, intimidating, physically injuring,

stalking, harassing, bullying and damaging property or using a weapon. 2. Damaging Property: means intentionally damaging or defacing or destroying property owned,

controlled, or leased by the University or its students, employees, vendors, or visitors. 3. Intimidating: means an intentional act that would cause a reasonable person to fear that s/he is in

danger of injury or harm. 4. Stalking: means an intentional or knowing course of conduct directed toward another person if that

conduct either would cause a reasonable person to fear for the person’s safety and that person in fact fears for his or her safety.

5. Threatening: means expressing intent to cause harm. 6. Bullying: is a persistent pattern of mistreatment from others that causes either physical or emotional

harm

9. RELATED DOCUMENTS OSHAD cop 13 – Violence in Workplace KIC Policies and Procedures Manual 19/20 Ver 1.0 – 4.9,5.9 KIC-Accident/Incident report Form KIC-Security Logbook KIC-Emergency management procedure KIC-First aid management procedure 10. FEEDBACK




of 114




HSE Committee

Administrator President, HSE Officer Next Review Date 01/03/20 Approval and Amendment History

Details



Notes


of 114

MANUAL HANDLING AND ERGONOMICS POLICY AND PROCEDURE

CONTENTS

1. PURPOSE .............................................................................................................................. 64

2. SCOPE .................................................................................................................................... 64


4. PROCEDURE ........................................................................................................................ 64


6. REPORTING ......................................................................................................................... 66



9. FEEDBACK ............................................................................................................................ 66



of 114

1. PURPOSE KIC will ensure that the college is a safe place to work and study in. KIC will ensure the provision of adequate equipment to prevent any work related injury or illness. Staff and students will be inducted on safe and proper use of the equipment and best practice of working procedure.

2. SCOPE

This policy is developed to ensure proper safe body posture and actions for staff and students who may be involved in repetitive activities, lifting, lowering, pulling, pushing and use of display screen equipment and driving.

3. POLICY STATEMENT

KIC will ensure a safe environment to work and study. Risk assessment will be carried out in relation to MSI that may arise as a result of working or studying. KIC will provide equipment to prevent any work related MSI. Staff and students will be trained and oriented on safe and proper use of equipment and best practice of working procedure.

4. PROCEDURE

1. KIC will ensure proper application of ergonomic principles are implemented help to reduce the risk of injuries or illnesses for staff and students working with computers, in laboratories and in task involving repetitive motions and handling of heavy materials.

2. KIC will ensure ergonomic programs are implemented to promote health, safety and comfort of staff and students through training and information, symptom analysis, workstation evaluations and recommendations.

3. The HSE Officer will inform affected staff and students whose activities are exposed to ergonomic hazards about work-related MSDs and associated risk factors and encourage staff and student’s involvement in promoting an ergonomically sound work and learning environment.

4. Staff and students may request an in-person ergonomic assessment of their workstation by filling out an ergonomic symptom survey through their line manager or faculty head.

5. Requests will be submitted to the HSE Officer once a symptom survey is completed. An evaluation can be scheduled. No evaluations will be performed without the knowledge of the employee’s immediate supervisor.

6. The HSE Officer will provide written recommendations to the staff/student, as well as his or her line manager/faculty head, which will outline possible alterations to the work/learning station. The purpose of the evaluation and written report are to eliminate ergonomic problems that may lead to musculoskeletal disorders, and to address MSDs already present.

7. When planning the procurement of tools, equipment and furniture, the ergonomic aspects must be considered.

4.1 Display screen equipment users The following may help users: 1. Forearms should be approximately horizontal, and the user’s eyes should be the same height as the top

of the screen. 2. Make sure there is enough workspace to accommodate all documents or other equipment. A document

holder may help avoid awkward neck and eye movements. 3. Arrange the desk and screen to avoid glare, or bright reflections. 4. Adjust curtains or blinds to prevent intrusive light. 5. Make sure there is space under the desk to move legs. 6. Avoid excess pressure from the edge of seats on the backs of legs and knees. 7. A footrest may be helpful, particularly for smaller users.

4.1.1 Keyboards and keying in (typing) 1. A space in front of the keyboard can help you rest your hands and wrists when not keying. 2. Try to keep wrists straight when keying.


of 114

3. Good keyboard technique is important – you can do this by keeping a soft touch on the keys and not overstretching the fingers.

4.1.2 Using a mouse 1. Position the mouse within easy reach, so it can be used with a straight wrist. 2. Sit upright and close to the desk to reduce working with the mouse arm stretched. 3. Move the keyboard out of the way if it is not being used. 4. Support the forearm on the desk, and don’t grip the mouse too tightly. 5. Rest fingers lightly on the buttons and do not press them hard.

4.1.3 Reading the screen 1. Make sure individual characters on the screen are sharp, in focus and don’t flicker or move. If they do,

the DSE may need servicing or adjustment. 2. Adjust the brightness and contrast controls on the screen to suit lighting conditions in the room. 3. Make sure the screen surface is clean. 4. When setting up software, choose text that is large enough to read easily on screen when sitting in a

normal comfortable working position. 5. Select colours that are easy on the eye (avoid red text on a blue background, or vice versa).

4.1.4 Changes in activity 1. Stretch and change position. 2. Look into the distance from time to time, and blink often. 3. Change activity before users get tired, rather than to recover. 4. Short, frequent breaks are better than longer, infrequent ones. 4.2 Facility staff

4.2.1 Proper lifting Procedure 1. Do not attempt to lift by bending forward. 2. Bend your hips and knees to squat down to your load. 3. Keep it close to your body and straighten your legs to lift. 4. Do not lift a heavy object above shoulder level. 5. Avoid turning or twisting your body while lifting or holding a heavy object

4.2.2 Preventing back pain 1. Don’t lift heavy objects. Get mechanical assistance/someone to help. 2. Use hand trucks and folding carts. 3. When lifting avoid bending and twisting—always use your leg muscles to lift. 4. Do not bend your back when lifting. 5. Do not bend over and reach to lift anything.

4.2.3 Preventing lover limb disorder 1. Use mechanical/have someone to help aids for lifting heavy objects 2. Take regular breaks.

4.3 Drivers 1. Back of the seat should be tilted at 110 degrees from legs (i.e. the seat pan) to reduce disc pressure

and relax the back muscles. 2. Keep vehicle suspension system in good working order. 3. If necessary, add extra padding over your seat to absorb vibration. 4. Adjust the seat and steering wheel properly. 5. Pressing the pedals should be without moving lower back forward off the back of the seat. 6. Use a lumbar support. 7. Tilt the seat a notch or two back and forth every 20-30 minutes. This alters the direction of vibration on

your body. But stay high enough to see the road.


of 114

8. Take regular rest/stretch breaks. 9. Within reasonable limits, shift positions regularly while driving. 5. RESPONSIBILITIES 5.1 Management 1. Provide work/learning stations, equipment and tools necessary to address staff/student ergonomic

requirements. 2. Consult with the HSE Officer to undertake an ergonomic assessment, when a staff/student reports an

issue of MSI 3. Provide furniture, equipment or tools that are economically friendly. 4. Ensure work/learning spaces are planned and designed to be ergonomically friendly. 5. Implement ergonomic changes necessary to prevent, eliminate or mitigate risk. 6. Ensure that employees receive training and induction in the ergonomically correct use of furniture, tools,

equipment and practices. 7. Ensure the consideration of this policy in procurement, planning, operations and maintenance activities

through the HSE Officer. 5.2 Staff/Student 1. Follow established safe work practices and participate in ergonomic training and orientation. 2. Report all MSI concerns. 3. Report to their line manager/faculty head any concerns relating to the ergonomic fitness of their

workstation, equipment or tools required to do their job.

6. REPORTING 1. Only staff/student experiencing ergonomic difficulties should request an evaluation. 2. Evaluation will be conducted and necessary guidelines given. 3. If necessary adjustment is needed for the workspace or equipment, it will be communicated to the

management. 7. RECORDS MANAGEMENT

The HSE Officer will maintain all records relevant to administering this policy and procedure in a recognised recordkeeping system.


OSHAD SF- Cop 14 ver 3.1, Manual Handling and ergonomics KIC-Risk assessment register KIC-ergonomic assessment checklist

9. FEEDBACK




of 114



HSE Committee



Details



Notes


of 114

ELECTRICAL SAFETY POLICY AND PROCEDURE

CONTENTS 1. PURPOSE ....................................................................................................................................69

2. SCOPE ..........................................................................................................................................69

3. POLICY STATEMENT................................................................................................................69

4. PROCEDURE ..............................................................................................................................69

5. RESPONSIBILITIES .................................................................................................................69

6. RECORDS MANAGEMENT .......................................................................................................70

7. RELATED DOCUMENTS ...........................................................................................................70

8. FEEDBACK ..................................................................................................................................70

9. APPROVAL AND REVIEW DETAILS .....................................................................................70


of 114

1. PURPOSE The purpose of this policy is to ensure that electrical equipment is properly handled, maintained and necessary precautions taken to prevent electric shock, fire or electrocution.

2. SCOPE

This policy includes equipment, areas, staff and contractors using or repairing any equipment with the source of electricity.

3. POLICY STATEMENT It is the policy of KIC to ensure electrical equipment are used in a proper manner which prevents the exposure of electrical hazards, fire and ensure optimum sustainability of resources.

4. PROCEDURE 4.1. Repair/Maintenance 1. A competent technician will be called upon when there is a malfunction or when due for maintenance. 2. If repair is to be done in the college, the technician must visit the HSE office for risk assessment prior to

the task. 3. Technician must give status report of the equipment and further instructions after repair/maintenance. 4. The register should be updated accordingly. 4.2. Inspection: 1. Equipment will be inspected at minimum before use by the user for any physical/technical abnormalities. 2. In case of any abnormality, the equipment must not be used and reported immediately. 4.3. Electrical equipment: 1. Electrical equipment which are not in use must be switched off from the power source. 2. During a lightning storm, electrical equipment should be shut off and disconnected from power source. 3. Equipment must be segregated from liquid/combustible materials. 4. Faulty equipment must carry a visible sign/instructions to prevent access from users. 5. Power source and extensions must be visible but not obstruct pathways. 6. Only recommended parts/cords according to the manufacturer specifications must be used. 7. Equipment must not be operated by unauthorized persons or persons who have not been oriented on

how to use them. 8. Fire extinguishers must be at least 5 meters from all electrical equipment 9. Insertion of bare electrical cords into power source is highly prohibited 10. Electrical equipment with broken/deformed cords or removed guard/casing must not be operated

4.4. Electrical rooms: 1. Electrical rooms must be free of stored items and locked to prevent unauthorized access. 2. CO2 or chemical foam fire extinguisher must be in the electrical rooms 3. All repair and maintenance work in the electrical rooms and panel must be subjected to a risk

assessment before commencement 4. Hazard signs must be placed on access to electrical rooms. 5. Electrical rooms must well illuminated. 5. RESPONSIBILITIES

5.1 HSE Officer 1. Maintain a coordinated register to ensure all electrical equipment are maintained/disposed accordingly 2. Ensure users and technicians comply with safe practices. 3. Conduct risk assessment and induct users/technicians when required based on risk assessment.


of 114

5.2 Staff and students 1. Maintain a register for equipment they are responsible for as applicable. 2. Daily and routinely inspect equipment as applicable. 3. Report any faulty or malfunctioned equipment. 4. Adhere to all safe practices as provided. 5.3 Contractors: 1. Must consult the HSE officer prior commencement of task in the college. 2. Must use appropriate hazard and caution signs to warn and communicate status of the equipment/task. 3. Must adhere to all safety instructions according to risk assessment.

6. RECORDS MANAGEMENT 1. A register will be created for all electrical equipment 2. The register should contain the following as applicable:

• equipment name • Brand • model number • serial number • Location • date of purchase • Supplier • life cycle • date for Maintenance/calibration • Duty holder/responsible person.

3. Equipment will be disposed/ recycled accordingly to manufacture manual. 4. Maintenance/calibration date will be specified on the register and when next due. 5. Change in location must be updated on the register. 7. RELATED DOCUMENTS

OSHAD Cop 15 ver 3.1 – electrical safety KIC equipment register KIC-HSE Risk Assessment Register

8. FEEDBACK





HSE Committee



Details



Notes


of 114

SAFETY SIGNAGE AND POSTER POLICY AND PROCEDURE


2. SCOPE ........................................................................................................................................................ 72


4. PROCEDURE ............................................................................................................................................ 72




8. FEEDBACK ................................................................................................................................................ 72

9. APPROVAL AND REVIEW DETAILS ................................................................................................... 73


of 114

1. PURPOSE The purpose of this policy is to ensure the campus community is well informed of activities/areas with potential hazards.

2. SCOPE This policy involves staff, students, visitors and contractors. 3. POLICY STATEMENT

It is the policy of KIC to communicate HSE status and requirements of specific areas and activities within the college premises to alert or inform the college community of exiting hazards and preventive instructions.

4. PROCEDURE 1. Appropriate posters/signage must be placed in areas and equipment with potential hazards 2. Posters/signage must not to be removed except by the responsible person. 3. Temporal posters must be removed after the purpose of use has been completed 4. Posters/signage must not be obstructed 4.1 Signage Identification

Signage are categorized and identified as follows; 1. Prohibitory and fire equipment: red and white

This signage depicts that a particular action must not be done. 2. Caution: yellow and black

This signage depicts a warning concerning the area or substance. 3. Safe condition: green and white

This signage depicts a safe condition/ area 4. Mandatory: blue and white

This signage depicts a mandatory requirement to access/ conduct a task. 5. RESPONSIBILITIES 5.1 HSE Officer 1. Responsible for identifying areas/task with potential hazards and provide recommended signage. 2. Ensure appropriate signage are in place without defect and used as required. 5.2 Staff, students, visitors and contractors 1. Adhere to all instructions from displayed signage. 2. Avoid obstruction or damage of displayed signage 6. RECORDS MANAGEMENT A folder is reacted to document all signage and posters used in the college 7. RELATED DOCUMENTS

OSHAD Cop 17 ver 3.1 – Safety signage and signals



of 114




HSE Committee



Details



Notes


of 114

SMOKE-FREE COLLEGE POLICY AND PROCEDURE

CONTENTS

1. PURPOSE .............................................................................................................................. 75

2. SCOPE .................................................................................................................................... 75


4. PROCEDURE ........................................................................................................................ 75


6. REPORTING ......................................................................................................................... 75


8. FEEDBACK ............................................................................................................................ 75

9. APPROVAL AND REVIEW DETAILS ............................................................................... 76


of 114

1. PURPOSE This is to provide a safe and healthy work and study environment for staff, students and visitors by establishing a smoke-free college.it is to provide reasonable protection for non-smokers from second-hand smoke.

2. SCOPE

The policy applies to staff, students, contractors and visitors on the college premises and while using the college vehicle.

3. POLICY STATEMENT KIC recognises and prohibits the use of tobacco products or personal vaporisers in the college premises, vehicles, activities and events. Except in areas which may be designated for the purpose.

4. PROCEDURE 1. The requirement of this policy will be communicated to staff, students, contractors and visitors through

prohibition signage, induction and publications of the college. 2. Staff, students, contractors or visitors may approach someone who is smoking in a smoking prohibited

area and inform them politely of the requirement. 3. The smoker must discontinue immediately in a polite and respectful manner. 4. Instance of noncompliance from the smoker should be reported to the HSE office or the closest security

guard. 5. Noncompliant staff or student will be reported to the Human Resource or student affairs accordingly for

further actions.

5. RESPONSIBILITIES 5.1 Management 1. Ensure staff, students and contractors are informed of this policy. 2. Ensure disciplinary actions are taken effectively and quickly at the lowest possible level. 5.2 HSE Officer 1. Designate prohibited areas for smoking. 2. Take and submit report of noncompliance to the respective disciplinary authorities 5.3 Staff, students and contractors 1. Adhere completely with this policy 2. Politely request anyone not complying with this policy to cease smoking. 3. Report all noncompliance.

6. REPORTING 1. Noncompliance will be reported by completing the accident/incident report form. 2. The HSE officer will register and send to the concerned disciplinary authority 3. The action taken by the disciplinary authority will be reported back to the HSE officer for documentation.


Federal law 15 of 2009 article 7




of 114



HSE Committee



Details



Notes


of 114

COMPETENCY AND TRAINING POLICY AND PROCEDURE

Contents

1. PURPOSE .............................................................................................................................. 78

2. SCOPE .................................................................................................................................... 78


4. PROCEDURE ........................................................................................................................ 78




8. FEEDBACK ............................................................................................................................ 79



of 114

1. PURPOSE The purpose of this policy is to ensure all staff and contractors within the college environment have adequate HSE information and training to achieve the target of having a safe environment whilst at work.

2. SCOPE The policy includes all staff at both KIC campuses and contractors.

3. POLICY STATEMENT

KIC is committed to ensuring all persons performing tasks for or on its behalf, are competent on the basis of appropriate education, training and/or experience. KIC will establish, implement and maintain procedures to identify the training needs associated with its operations and develop programs to ensure awareness and competence, at each relevant function and level.

4. PROCEDURE 4.1 Conducting an induction

All staff and contractors will be provided with information about HSE within the college. This will include contact details for relevant people, procedures, equipment and facilities. As a minimum, the induction will explain. • Introduction to KIC HSEMS • Identification of hazards and risk • First aid availability • Emergency procedure

Other induction may differ among departments based on relevance such as;

• Ergonomic and manual handling • Waste management • Control of substances hazardous to health

4.2 Identifying HSE training needs 1. Specific legislative requirements outlined in OSHAD-SF and MOE HSE sections will be identified by the

HSE officer. 2. Induction/training needs from risk assessment of the workplace, equipment or substances will be

identified by the HSE officer. 3. Staff will be identified and scheduled for induction/training accordingly by the HSE officer. 4. Staff who are scheduled for an induction/training must be relieved of their duty by their line

manager/supervisor for the duration of the scheduled course. 5. RESPONSIBILITIES 5.1 Management 1. Ensure all staff are inducted before commencement of their duty. 2. Provide all necessary resources to facilitate training needs to improve staff competence. 3. Ensure contractors based in the college receive HSE induction training. 4. Ensure staff scheduled for induction are relieved of their duty during the duration of the course. 5.2 HSE Officer 1. Participate and deliver HSE inductions/training where applicable. 2. Ensure induction training records are properly documented and maintained. 3. Participate in the evaluation and improvement of HSE induction programs. 5.3 Staff and contractors 1. Participate in HSE induction processes.


of 114

2. Provide feedback about content and relevance of induction/trainings 3. Discuss any additional needs or concerns with the safety officer 4. Sign the attendance form to confirm receipt of information 6. RECORDS MANAGEMENT 1. An induction/training schedule register will be created and maintained by the HSE officer. 2. All basic, new and refresher induction/training courses of all staff will be properly documented to show

details of previous and future schedule. 7. RELATED DOCUMENTS

ADEK OSH section ver2.0 – OSH Training and Induction Procedure. MOE ED OHSEMS ver 1.1 2016 - Competence and Training. OSHAD –SF 2016 ver3.0 Element 05 – Training and Competency KIC HSE Training Schedule Matrix KIC Training Attendance Form

8. FEEDBACK University staff and students may provide feedback about this document by emailing

[email protected]. 9. APPROVAL AND REVIEW DETAILS


HSE Committee



Details



Notes


of 114

COMMUNICATION AND CONSULTATION MANAGEMENT POLICY AND PROCEDURE

CONTENT

1. PURPOSE .............................................................................................................................. 81

2. SCOPE .................................................................................................................................... 81


4. PROCEDURE ........................................................................................................................ 81


6. REPORTING ......................................................................................................................... 84



9. FEEDBACK ............................................................................................................................ 84



of 114

1. PURPOSE The purpose of this document is to ensure that HSE issues are considered and discussed as a primary objective of concern at every level of the college operational activity and adequate feedback is received for adequate planning and provision for HSE concerns.

2. SCOPE

The scope of this policy involves the active communication of all staff, students and contractors at their departmental/faculty levels.

3. POLICY STATEMENT

It is the policy of KIC to establish a clear line of communication and consultation of HSE issue between the top management and staff, students & contractors.

4. PROCEDURE 4.1 Functioning: 1. The roles, responsibilities and authorities of key personnel will be defined, documented, and

communicated in order to facilitate effective health, safety and environment management system. 2. The HSE communication and consultative arrangements that are within the College will ensure that HSE

information is regularly communicated. Staff, students and contractors will be consulted about HSE matters which may affect them.

3. An emergency meeting may be called by the President when necessary, each member designated must attend or in their absence represented by their vice.

4.2 Consultation program

When management and staff communicate with each other about potential HSE problems and work together to find solutions, a healthy, safe and environmentally sustainable environment is easily achieved. By using the knowledge and experience of staff and contractors, more informed decisions can be made about how task should be carried out. Effective consultation promotes greater awareness and commitment as well as positive working relationships. Staff, students and contractors will be consulted when;

1. Identifying hazards, assessing risk and making decisions regarding measures to control risks. 2. Introducing or altering procedures or equipment, including changes to the College premises. 3. A quorum of members must be present before the meeting can proceed. At least 2 staff representatives

and one management representative must be present for the meeting to have legitimacy. 4.3 The HSE Committee 1. The President is responsible for establishing an HSE Committee which will meet the following

requirements: 2. The committee will meet at least 4 times yearly. 3. The committee will be chaired by a member of the senior management team who will/ be delegated by

the President. 4. The committee will be the representative of the College community, including representatives of

contractors based at the College. 4.4 HSE Committee meetings agenda

The first meeting of the HSE Committee will be held within 2 months of the commencement of a new academic year and will include but not limited to the following:

1. Confirming the Chairperson. 2. Confirmation of previous meeting minutes 3. Review of outstanding action items 4. Review of issues which have followed the hazard resolution procedure and remain unresolved. 5. Review of performance against HSE targets, significant incidents and any regulator interaction 6. Review of Health and Safety information from regulatory authorities, other universities and industries 7. Reports from any subcommittee groups of the Committee 8. Review of new or updated HSE policies, guidelines or processes including consultation and endorsement


of 114

9. Clarify roles and responsibilities of committee members. 10. Establish the arrangements for committee meetings (set meeting dates, finalize Terms of Reference,

etc.). 11. Discussion of purpose and function of the committee. 12. Departmental HSE committee will meet monthly to discuss smaller operational issues relating to the HSE

concerns of their department. 13. The proceedings of the HSE Committee should be recorded, published and displayed on the College HSE

noticeboard. 4.5 Function of the HSE Committee

The HSE committee will; 1. Review issues at the College which may affect the health, safety and wellbeing of staff, students,

contractors or visitors. 2. Discuss assessment, audit and performance reports and results. 3. Review emergency procedures and drills 4. Ensure the implementation of HSEMS, policies and procedures in the workplace and ensure its

compliance. 5. Participate in identifying and evaluating risks and ensure the availability of systems, means and

precaution necessary for preventing and controlling such risks. 6. Disseminate information and procedures to staff, students and other persons in the workplace through

the HSE officer and other means of communication. 7. Participate in reviewing assessments and periodical auditing results and reports and contribute to the

implementation of approved corrective and preventive actions, measures and procedures. 8. Participate in holding awareness, orientation seminars and training sessions. 9. Participating upon request in accident investigations to reveal their causes and identify corrective and

preventive actions, measures and procedures necessary to prevent its recurrence. 4.6 Membership of HSE Committee 1. The HSE committee will comprise of representatives from management and staff. 2. The management representative may be the President or delegated to another member by the President

who then assumes the role of the HSE Committee Chairperson. 3. Staff representatives may be nominated by the President or by the HSE Officer. 4.7 Office Holders of the Committee 4.7.1 Chairperson responsibilities: 1. Chairing committee meetings. 2. Referring recommendations made by the committee to College management for consideration. 3. Reporting outcomes from senior management back to the committee. 4. Ensuring that actions arising are assigned to a responsible person within an agreed timeframe. 5. Ensuring that any actions are finalized and signed off timely. 6. Reviewing and signing off on meeting minutes before distribution. 7. The Chairperson will approve the agenda. (Agenda items should be forwarded to the HSE Committee

Secretary at least one week before the scheduled meeting). 4.7.2 Secretary responsibilities: 1. Scheduling the meeting times and locations and notifying committee members of the schedule. 2. Preparation and distribution of the meeting agenda at least one week prior to the meeting. 3. Taking notes of the meeting and preparing minutes of the meeting. 4. Distributing the meeting minutes and other correspondence to all committee members. 5. Ensuring that meeting minutes are displayed on the HSE noticeboard and stored in the HSE

documentation file. 4.7.3 Communication of HSE information

Outcomes and resolutions of HSE issues deliberated and resolved will be communicated to all affected staff and students through the HSE notice boards and online platforms


of 114

4.7.4 Staff and students Meetings 1. HSE issues/concerns is mandatory in every admin/faculty meeting. And minutes must be communicated

to the HSE secretary. 2. HSE issues raised by staff should be recorded in the meeting minutes and addressed where possible at

the department level. 3. Issues that cannot be resolved at the department level will be forwarded to the HSE Officer as soon as

possible after the meeting for further action. 4. Regular staff meetings will also be used as a forum for communicating HSE information. 6. RESPONSIBILITIES 5.1 Management 1. Lead the development of the appropriate HSEMS through the integration of HSE into the college

structure, processes, culture and regular monitoring and review of HSE performance. 2. Ultimately responsible for the college HSE performance. 3. Set clear ESH policy 4. Allocate adequate resources for ESH management. 5. Allocate responsibility for HSE management programs. 6. Ensure that the college has effective systems for the provision of HSE information, training and

supervision. 7. Ensure the college has effective emergency procedures. 5.2 HSE Management Representative (MR) 1. Ensure that HSEMS requirements are established, implemented and maintained. 2. Report on the performance of the HSEMS to Management for review and as basis for improvement of

the HSEMS. 3. Ensure that HSE is linked into the overall business objectives and strategies. 4. Liaise with external parties on matters relating to the Health, Safety and Environment Management

System (HSEMS). 5.3 HSE Specialists (HSE Officer) 1. The appointment of an HSE specialist (HSE Officer) does not relinquish the responsibilities of the

management, other managers and employees. Rather it is to assist all parties in meeting their regulatory responsibilities. The responsibility of the HSE Officer is but not limited to;

2. Leadership of the development, implementation and maintenance of an appropriate HSEMS. 3. Provide specialist advice and support to management regarding the management of the hazards and risk

within the college. 4. Ensure HSE performance monitoring system is in place to ensure the effectiveness of injury prevention

and risk management. 5. Ensure effective two-way communication between management and the HSE department. 6. Ensure that HSE programs are consistently within the policies and procedures of the college. 5.4 Sub Committee Groups

The HSE Committee may establish subcommittee groups to handle specific issues or assist in the development of special programs. Members of the committee will be nominated to establish and lead the subcommittee group and report progress and outcomes back to the Committee.

5.5 Staff, Contractors, Students and Visitors 1. Comply fully with the HSEMS, policies, procedures and active participation in its implementation. 2. Participate in identifying and evaluating risks associated with their work, services, and activities. 3. Being committed to implement all means of control and prevention procedures. 4. Utilize available personal protective equipment and resources to ensure their safety and the safety of

other persons. 5. Participate in HSE awareness, orientation seminars and training sessions. 6. Participate in creating a positive HSE culture in the workplace.


of 114

7. Report any accidents or risks that would endanger their lives or the lives. 6. REPORTING

The committee will communicate all of its meetings, concerns, investigations and report to the management through the MR (as applicable)

7. RECORDS MANAGEMENT 1. The HSE Officer will maintain all records relevant to administering this policy and procedure in a

recognised recordkeeping system. 2. Records of discussions of HSE matters will be recorded in minutes of the respective committee, staff or

department meetings. 3. Minutes will be published in accordance with the procedure guidelines relating to each. 4. All minutes of these committee will be copied to the HSE Committee Secretary 8. RELATED DOCUMENTS OSHAD SF Element 4– communication and Consultation OSHAD SF Technical Guideline – communication and Consultation MOE ED OHSEMS ver 1.1 - Communication and Consultation. ADEK OSH section Ver 3.0 – OSH communication and consultation procedure OHSAS 18001:2007-clause (4.4) (4.5) (4.6) KIC HSE Committee meeting minutes 9. FEEDBACK



HSE Committee



Details



Notes


of 114

EMERGENCY AND EVACUATION POLICY AND PROCEDURE

Contents

1. PURPOSE .............................................................................................................................. 86

2. SCOPE .................................................................................................................................... 86


4. PROCEDURE ........................................................................................................................ 86


6. REPORTING ......................................................................................................................... 89


8. DEFINITIONS ...................................................................................................................... 90


10. FEEDBACK........................................................................................................................... 90

11. APPROVAL AND REVIEW DETAILS .............................................................................. 90


of 114

1. PURPOSE The aim of this document is to outline the procedures and responsibilities in the instance of a crises or emergency that could happen within the college and how to evacuate the premises.

2. SCOPE

This document is intended for all staff, students, and contractors/tenants and other visitors within the college premises.

3. POLICY STATEMENT

It is the policy of KIC to ensure that when crises of controllable or uncontrollable factors arise within the college premises, there are adequate measures to protect the safety of occupants through an evacuation and timely assistance of external emergency services.

4. PROCEDURE 4.1 Alert Procedure 4.1.1 If you hear HELP!!! 1. Call KIC Emergency numbers


2. Give details of your location 3. Wait for response

4.1.2 If you see FIRE/SMOKE 1. Assist anyone in immediate danger only if safe to do so 2. Trigger the closest fire alarm 3. Call 999 immediately while exiting the building 4.1.3 If you hear the FIRE ALARM

Exit the building immediately

4.2 Procedures for specific incidents 4.2.1 Earthquake

If inside a building: 1. Take cover under a desk or table or against inside walls or in doorways. 2. Once the earthquake is over, evacuate the building through the nearest exit

If outside a building: Move away from the building and overhead structures.

4.2.2 Release of Hazardous Substances Inside the college

If there is a spill of hazardous substances which could be biological or chemical; 1. Call KIC Emergency response team and gives details of your location and incident


2. Follow the instructions of the ERT. 3. KIC ERT will call 999 if required 4. ERT will determine evacuation (partial or total) if required.


of 114

4.2.3 Severe weather (sandstorm, thunder and lightning storm, flooding). 1. Weather forecast will be monitored daily by the HSE Officer to alert the college of any severe weather

updates 2. During a severe weather like thunder lighting storm, avoid the use of electrical equipment. 3. Stay away from windows and keep them closed 4. Follow the instructions of the ERT warden.

4.2.3.1. Internal flooding 1. Barricade the affected areas or areas with risk of tripping, electricity or falling object hazards with

caution tape and necessary signage. 2. Shut-off power supply if there are threat to electrical sources. 3. If necessary, classrooms at the ground floor will be used as a safe ground for reverse/internal

evacuation.

4.2.4 Fire and explosion 1. Immediately evacuate the room/area where the fire/smoke occurred through the closest fire exit. 2. Assist people in immediate danger – especially people with disabilities if safe to do so. 3. Trigger the closest fire alarm and call 999 4. Close windows and doors on departure if possible, to prevent the spread of fire and smoke 5. Exit to the muster point through the fire exit. 6. Remain at the muster point for further instructions

4.2.5 Medical emergency (fatality/major injury)

When an incident/accident occurs, the immediate response is to call for help. 1. Shout for help. 2. Call KIC Emergency numbers


3. Do not move or touch the victim. 4. Look around if there is any further immediate threat. 5. Stay with the victim until the first aider arrives.

4.2.6 Off-site Emergency (events/excursions) 1. Risk assessments will be conducted for all trips and events outside the College premises. 2. The location, transportation, activities and other factors will be considered. 3. Adequate first aid and emergency arrangements will be made and those involved in the trip/events will

be properly inducted before and after the trip/event.

4.3 Evacuation This can either be:

4.3.1 Total evacuation: this will be activated by the sound of the fire alarm; all occupants must exit the building completely.

4.3.2 Partial evacuation: this will be activated by the verbal instructions from the ERT warden. The particular area of incident will be completely evacuated while other areas remain operational.

4.3.3 Reverse evacuation: this will be activated when there is an incident within or outside the building but the risk of further hazards or threat outside the building is higher than the risk inside the building. The classrooms on the ground floor of both wings of the building will be the assembly points for the evacuation.

4.3.4 Clear the hallway: this process will be activated by a member of the ERT. By the shouting “clear the hallway”, occupants around that area must stay off the hallway completely by stepping into the closest classroom or office, shut the door behind them and remain quiet until further notifications are made.


of 114

4.4 Evacuation Routes The primary purpose of an evacuation is to leave the building through the closest exit that leads to muster point area. During an evacuation, do not use exits that do not lead to a muster point. The college building consists of 5 floors (2 basements inclusive) and 2 wings (left & right). • Second floor; there are 8 primary evacuation exits with 3 being on each wing • First floor; there are 8 primary evacuation exits with 3 being on each wing • Ground floor; there are 9 primary evacuation exit on each wing and 6 secondary exits. • Basement; Do not go to the basement.

4.5 Evacuation of people with Determination 4.5.1 Mobility Impaired 1. Hallways must always be clear of obstructions at all times so that the persons with mobility impairments

can move out or to a safer area. 2. If people with mobility impairments are at a higher floor, they will move to the emergency exit and

assisted down the stairs by volunteers. 3. Occupants must notify KIC ERT warden0immediately about any mobility impaired individuals in the

building and their location. 4. KIC ERT warden will decide whether the individual/s are safe where they are and will evacuate them as

necessary.

4.5.2 Hearing Impaired 1. Get the attention of a person with a hearing impairment by touch and eye contact. 2. Clearly state the problem. 3. Gestures and pointing are helpful but be prepared to write a brief statement if the person does not seem

to understand. 4. Offer visual instructions to advice of safest route or direction by pointing toward exits.

4.5.3 Visual Impaired 1. Give verbal instructions to advice about the safest route or direction. 2. Do not grasp a visually impaired person’s arm. 3. Ask if he or she would like to hold onto your arm as you exit, especially if there is a crowd. 4. Give other verbal instructions or information as required.

4.5.4 Fire Mock Drill 2. A fire mock drill will be routinely conducted at a minimum of one mock drill per semester to test the

procedures stated on this procedure manual. It will be in the form of an assimilation. 3. A fire mock drill notice will be communicated to the college community minimum of a week before the

drill. 4. An air horn will be used to in place of the fire alarm. 5. ERT wardens will go to their designated duties as occupants evacuate 6. The fire/emergency drill checklist will be used to take details of the drill. 5. RESPONSIBILITIES 5.1 Emergency Response Team (ERT)

KIC will have a team to oversee the implementation of the emergency and evacuation management plans. They will be consulted when drawing up the Emergency Management Plans. This team will also be responsible for activating response procedures in the event of an emergency or evacuation. Its composition is listed as follows

5.1.1 Chief Warden 1. Ensure the building is completely evacuated. 2. Ensure occupants with first aid needs are attended to and moved to safety. 3. Ensure occupants with disabilities are safely evacuated. 4. Ensure the area of hazard is properly secured pending the arrival of external emergency services.


of 114

5.1.2 Assistant Chief Warden 1. Contact external emergency services as required. 2. Ensure the area of hazard is properly secured pending the arrival of external emergency services. 3. switch off electrical systems if required 4. ensure the building is completely evacuated

5.1.3 Wardens

The building consists of 3 floors and 2 wings, a warden will be responsible for one floor at each wing; 1. At the sound of the alarm, warden will approach their designated area from an end of the hallway. And

move from the point of entry towards the other end of the hall, directing occupants to the exits, ensuring offices are empty and doors closed.

2. If they find the hazard point, they will sound the air horn to trigger an alert. 3. If the fire is controllable, warden will extinguish the fire if safe to do so. 4. If there is anyone in immediate danger, warden will rescue the person only if it is safe to do so. 5. If the floor is clear and no danger, warden will exit the building to the muster point area.

5.1.4 First Aider

The building consists of 3 floors and 2 wings, a first aider will be designated to each wing on each floor. They will carry out the following duties;

1. At the sound of the alarm first aider will access the designated area. 2. Direct occupants to the exit and assess for anyone in need of first aid. 3. If there is an injured person and the person can walk, the first aider will assist the person to safety. 4. If the person cannot move, the warden will sound the air horn for help. 5. If there are no injured person, the first aider will exit the building immediately to the muster point area. 5.1.5 Security guard 1. At the sound of the alarm security guards will exit the building and direct evacuating occupants to the

muster point. 2. They will stand at the exit and prevent occupants from reentry. 3. If there are potential hazards at the muster points, they will direct evacuated occupants to a safer

ground outside the college premises. 4. They will direct external emergency services to the exits of the building.

5.1.6 Security supervisor 1. Will ensure access and egress into the premises are clear for emergency services to access the

premises. 2. Coordinate evacuated occupants at the muster points

5.1.7 Muster point coordinators 1. Receive logbooks and attendance sheets from security guards and faculties 2. Conduct head count and inform the chief warden of any absent person. 5.2 Head count 1. Heads of department will ensure to always have an attendance sheet for their faculty based on their

scheduled lectures. The purpose of this list is to get details of the names and number of students expected in the campus on daily basis.

2. Security will take along the visitors’ sheet during evacuation, this is to get details of the visitors in the campus.

6. REPORTING 1. All Accidents/incidents must be reported to the HSE Officer for investigation and recording purposes. 2. Serious incidents will be reported to ADEK OSH section by calling 026156999. 3. Complete the OSHAD-SF form G through the ALADAA system within 3 days.


of 114

7. RECORDS MANAGEMENT The HSE Officer will maintain all records relevant to administering this policy and procedure in a recognised recordkeeping system.

8. DEFINITIONS

ERT: Emergency Response Team 9. RELATED DOCUMENTS

OSHAD SF v2.1 – Element 06 – Emergency Management OSHAD manual V3.1 chapter 4 AD HSE RI - CoP 7.0 Fire Prevention, Planning & Control UAE Fire and life safety Code 2018 OHSAS 18001:2007-clause 4.4.2, 4.4.3, 4.4.7. ISO 14001:2015 clause 8.2 KIC-First aid policy Emergency/fire drill checklist and report

10. FEEDBACK




HSE Committee



Details



Notes


of 114

ACCIDENT, INCIDENT, REPORTING AND INVESTIGATION POLICY AND PROCEDURE

CONTENTS

1. PURPOSE .............................................................................................................................. 92

2. SCOPE .................................................................................................................................... 92


4. PROCEDURE ........................................................................................................................ 92




8. FEEDBACK ............................................................................................................................ 94



of 114

1. PURPOSE The purpose of this document is to provide a detailed procedure as to document, investigate and report incident/injuries in other to initiate an investigatory process to prevent reoccurrences and inform relevant authorities as required by standard regulations

2. SCOPE The scope of this policy involves accident documentation, investigation and reporting by the HSE officer and the management to external authorities.

3. POLICY STATEMENT It is the policy of KIC to document and investigate any incident/accident or near-miss which occurs within the college in the process of its operational activities. Investigative initiatives will be taken to determine the cause in other to prevent reoccurrence and report the incident/accident to appropriate authorities as required.

4. PROCEDURE 4.1 Record documentation

All incidents resulting to any severity of injury or near misses must be reported to the college HSE office for proper documentation and investigation of the root cause to prevent reoccurrences

4.2 Incident classification

Incidents/injuries will be classified according to the severity of injury or damage. They will be classified as follows:

4.2.1 Non serious incident/injury

Incident/injury that does not involve fatality, need for immediate medical treatment, fire, poisoning or collapse of building/equipment from height will be considered non-serious.

4.2.2 Serious incident/injury Incident/injury that involves fatality, need for immediate medical treatment, fire, poisoning or collapse of building/equipment from height will be considered serious. All serious incident/injuries will be considered reportable incidents.

4.3 Incident reporting

General procedure The reported incident will be documented into the accident/incident report register and classified according to the severity of the incident/injury.

1. When an incident which has resulted to injury, ill health or damage to asset occurs, the responder will

contact the KIC emergency numbers immediately. 2. If there is an injury, the nurse/ closest first aider will attend to the victim prior transfer to the college

clinic or to the hospital by external emergency services. 3. The incident will be reported to the HSE office verbally or electronically. 4. The HSE officer will issue a report form to the person reporting the incident in other to get details of the

incident. 5. The HSE officer will carry out further investigations based on the report to determine the root cause of

the accident/injury. 6. The findings will be documented, and further actions taken to prevent reoccurrences 4.3.1 Non serious incident/injury 1. The HSE officer will investigate to determine the root cause by taking all physical evidence and


of 114

consulting with witnesses 2. After finding the root cause, initiate corrective actions to prevent reoccurrence. 3. The HSE officer will document all findings and mitigating actions in the accident/incident report register. 4.3.2 Serious incident/injury 1. The responder will preserve the site of the incident/injury by preserving all physical evidence. 2. The HSE officer will report to ADEK OSH Section: 026156999 3. Complete the OSHAD form G using the ALADAA database within 3 working days. 4. Fatality must be reported within 24hours. 5. The HSE officer will investigate and complete OSHAD form G1 within 30 days using the ALADAA. 6. Investigation and corrective actions will be reviewed by ADEK OSH Section and where necessary will

give further corrective actions. 4.4 Preserving the site

The site where a serious incident/injury has occurred must not be disturbed until the arrival of the relevant authorities. However, the following must be done:

1. The responder must protect the health and safety of persons. 2. Assist the victim if trained and safe to do so. 3. Prevent further damage to the property/environment

4.5 Incident investigation

Investigation will be conducted by the HSE officer and where required the HSE committee may set up an investigation team including the HSE officer depending on the severity and complexity of the incident. As a minimum, the report must contain the following but not limited to;

1. The type of incident. 2. Details of the victim/s. 3. Location of the incident. 4. Details of the incident. 5. Collected evidence. 6. Direct and indirect cause and consequences of the incident. 7. Details of the investigation outcome (risk assessment, emergency plan, maintenance records…). 8. Recommendations with prioritized timescale and duty holder. 9. Person responsible for the investigation 5. RESPONSIBILITIES 5.1 Management 1. Ensure the relevant authorities are notified of a reportable incident within 24 hours using the ALADAA

database. 2. Review the outcome of any incident investigation to ensure sufficient resources are allocated to any

action intended to prevent reoccurrence 5.2 HSE Officer 1. Investigate or assist the investigation of incidents/injury 2. Document all incident/injury in the accident/incident register and report through the ALADAA system

when required, 3. Implement and follow up corrective actions 4. Review and update the risk assessment register 5.3 Staff, student, contractors 1. Immediately inform the HSE office or security guard of any incident/injury 2. Complete the incident report form and forward to the HSE officer. 3. Participate in incident investigation where required.


of 114

6. RECORDS MANAGEMENT 1. The HSE officer will manage this policy by appropriate procedures to accumulate required data and

document in the necessary documents as required. 2. The documents will be reviewed periodically for its effectiveness and updated accordingly. 7. RELATED DOCUMENTS

OSHAD – SF ver3.0 – Monitoring, investigation and reporting OSHAD – SF ver3.0 – Incident notification, investigation and reporting OSHAD –SF – mechanism 11 – incident Notification, Investigation and Reporting OSHAD – SF – TG – OSH incident Notification, investigation and reporting OSHAD – SF ver3.0 – form G, G1, G2 MOE ED OHSEMS ver 1.1 - Accident reporting and investigation ADEK OSH section ver 3.0 - OSH Incident Reporting and Investigation Procedure ALADAA Application KIC Accident/Incident Report form KIC Accident/incident report register

8. FEEDBACK



HSE Committee



Details



of 114

Section III KIC Forms and Registers


of 114

ACCIDENT/INCIDENT REPORT FORM

*Hazr. Matr (Hazardous materials) *Man. Handling (Manual Handl ing) *Equip. malfunction (Equipment Malfunction)

Use this form to report any incident or near-miss w ithin 24 hours

INFORMATION ABOUT PERSON(S) INVOLVED IN THE ACCIDENT/INCIDENT Full Name(s):

contacts:

Designation Staff □ Student □ Contractor □ Visitor □ INFORMATION ABOUT THE INCIDENT Health □ Injury □ Electrical □ Fire □ Traffic □ Hazr. Matr □ Man. Handling □ Behavioral □ MSI □ Accident □ Equip. Malfunction □ Violence □ Date of Incident: Time: Police/ambulance Notified: Yes□ / No□ Location of Incident: Description of Incident (what happened, how it happened, factors leading to the event, etc.) Be as specific as possible (please use reverse side of this sheets if necessary and sign)

Were there any witnesses to the incident? Yes□ / No□. If yes, Name: Designation: Phone Number: Was anybody injured? Yes□ / No□.

If yes, describe the injury (laceration, sprain, etc.), the part of body injured, and any other information known about the resulting injury (ies).

Was medical/first Aid treatment provided? Yes□ / No□ / Refused□ If yes, where was treatment provided: in campus□ / off campus□. If off campus, please state where: REPORTER INFORMATION Individual Submitting Report: Name: Designation: Phone Number: Date Reported: Signature: Report Received by: Designation: Date Received: Signature:


of 114

HSE ACTION PLAN TRACKER Follow up no. 001 AT/n Requirements Recommendation Feedback Further action Time scale


of 114

EMERGENCY/FIRE DRILL CHECKLIST AND REPORT DRILL INFORMATION Name of Building: ____________________________________________________Building Address: ________________________________ Location of Drill (Specific floor/wing/etc.):___________________Date of Drill: _____ /_____ /20___ Time Drill Initiated: _____:____AM/PM Time All Occupants Vacated: ___:___ AM/PM Elapsed Time: ___ Min. Drill Monitor Name: _____________________designation: ____________

A PRE DRILL ASSESSMENT YES NO N/A 1 Evacuation route posted 2 Evacuation signs are in good condition 3 Exits are clearly marked 4 Exits signs are properly illuminated 5 Exit doors are operating properly 6 Egress routes are free of obstructions 7 Egress routes are proper lighted B 1

COMMUNICATION Method of Drill Activation; Alarm Activation PA system Air horn

2 Drill Pronounced 3 Civil Defense was present for drill 4 Alarm monitoring company notified 5 Security notified C FIRE CONTAINMENT 1 Rooms checked prior to closing doors 2 Doors and windows cleared 3 Doors left unlocked 4 Fire extinguisher taken to location of fire 5 Door hold-open devices operated properly D EVACUATION 1 All occupants participated and evacuate 2 Restrooms were checked for occupants 3 Evacuation was orderly 4 Visitors escorted and accounted for

5 Elevators were used during evacuation YES NO N/A

6 Special needs persons accommodated 7 8 9

Overall response of occupants: Satisfactory Unsatisfactory Noise level of evacuation: Satisfactory Unsatisfactory Number of occupants evacuated: Visitors: __________________ Staff: ____________________ Students: _________________ Contractors: _______________ Tenants: __________________

E UTILITIES 1 Electrical appliances were turned off 2 Lights were turned off 4 HVAC unit were shut down F PLAN 1 Occupants met at designated muster points 2 Evacuation performed according to plan 3 Muster points located at safe distance from the building 4 ERT responded accordingly 5 ERT carried out assigned duties G FIRE ALARM SYSTEMS 1 Fire alarm clearly heard in all areas


of 114

1. What Problems encountered During Drill; ……………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………

2. Effectiveness of the occupants’ abilities to evacuate a building; …………………………………………………………………………………………………………………............................................................................................................................ ………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………..

3. Effectiveness and adequateness of the fire and life safety evacuation plan; ………………………………………………………………………………………………………………………………………………………………………………………………………………………………………….. ……………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………..………………………………………………………………………………………………………………………………………………………………………………………………………….

4. Evaluate occupants’ ability to recognize the fire/evacuation alarm; ………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………….…………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………….

5. Occupant actions upon hearing/seeing the evacuation/fire alarm; ……………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………..…………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………..

6. Did occupants begins the evacuation process in an acceptable manner and/or per plan; …………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………..……………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………..

7. Evaluate the occupants’ ability to provide assistance to visitors or individuals who are experiencing difficulty; ……………………………………………………………........................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................

8. Evaluate the occupants’ ability to recognize and take appropriate actions when a means of egress is unsafe; ……………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………..


of 114

HSE RISK ASSESSMENT REGISTER

S/N

Target

Hazard

Cause

L

S

RR

Control Measures

Affected Persons

Action Owner

Date Reviewed

Affected person, task, equipment or substance

The identified/ reported danger

The root cause the incident/ accident

L i k e l i h o o d

S e v e r i t y

R i s k R a t i n g

Steps to eliminate/ mitigate the hazard

Persons that maybe harmed.

Person responsible for the action

Date which the hazard was reviewed


of 114

HSE RISK ASSESSMENT FORM

S/N

Target

Hazard

Cause

L

S

RR

Control Measures

Residual Risk

Affected Persons

Action Owner

Next Review

Affected person, task, equipment or substance

The identified/ reported danger

The root cause the incident/ accident

L i k e l i h o o d

S e v e r i t y

R i s k R a t i n g

Steps to eliminate/ mitigate the hazard

Remaining risk after control measure

Persons that maybe harmed.

Person responsible for the action

Due date for review


of 114

HSE TRAINING ATTENDANCE FORM date of training: S/N

Name Of Staff

Position

Type Of Training

Duration Of Training

Staff Signature

Trainer Signature


of 114

SAFETY TASK INSTRUCTION Contractor: _______________________________________________ Job Scope: ______________________________________________ Equipment/Materials: _________________________________________________________________________________________________ ___________________________________________________________________________________________________________________ Area: ______________________________________________________________________________________________________________ Date: __________________________________ Time: _____________________________ No of workers: ______________ Hazard Category Electrical • Electric shock • Electrocution

Chemical • Spill • Splash • Inhalation • Burn

Biological • Inhalation • Body contact

Fire • Chemical • Electrical • Arson

Falling Object • Tools • Equipment • Flying debris

Machinery • Cut • Trap in • Puncture • Pinch point

Ergonomics • Upper limb

disorder • Lower limb

disorder • Back ache • Neck ache • Repetitive task

Noise • Mech. equip • Hand tool

Vibration • Machinery

Work at height • Ladder • Scaffold • Stairs

Others:

Required Personal Protective Equipment (PPE) Head Protection:

Nose Mask: Eye Protection: Ear Protection: Hand Gloves: Coverall: Footwear:

S/N Current Task Hazard Control Measure PPE First Aid 1

• • 1. 2

• • • 2.


of 114

Task Description I hereby acknowledge that the safety task instruction for this job scope was discussed to my full understanding and will be guided by these instructions Responsible Person: ______________________________ __________________________________

Name signature Safety Officer: ______________________________ __________________________________

Name signature

We the undersigned acknowledge that we have attended the orientation on the above mentioned and agree to work safely as per guidelines from this document. Name Signature Name Signature Name Signature

3

• • • 3. 4

• • • 4.

5

• • • 5.


of 114

MSI SYMPTOM SURVEY CHECKLIST A.

Name of Employee:

Date: Designation: Department:

Hours worked/week: Have you had any pain or discomfort during the last year:

B. Check the area(s) of concern: Neck □ Shoulder □ Elbow/Forearms □ Hand/Wrist □ Finger □ Upper Back □ Lower Back □ Thigh/Knee □ Lower Leg □ Ankle/Foot □

C. Tick the option that best describe your problem: Aching □ Burning □ Cramping □ Loss Of Colour □ Numbness □ Pain □ Swelling □ Stiffness □ Tingling □ Weakness □

Other: ____________________________________________________________________________

D.

1. When did you first notice the problem?

2. How long does each episode last?

3. What do you think caused the problem?

4. Have you had this problem in the last 7 days?

5. Have you had medical treatment for this problem? Yes □/No□

If no, why not? If yes, where did you receive treatment? 6. Did the treatment help?

7. How much work hours have you lost because of this problem?

_____ Day

8. Please comment on what you think would improve your symptoms:


of 114

HSE TRAINING SCHEDULE

S/N

NAM

E

DEP

ARTM

ENT

JOB

TITL

E

HSE

MS

IND

UCT

ION

H

AZAR

D I

DEN

TIFI

CATI

ON

AN

D R

ISK

ASSE

SSM

ENT

FIR

ST A

ID

EMER

GEN

CY P

RO

CED

URES

ERG

ON

OM

ICS

AND

MAN

UAL

HAN

DLI

NG

CO

NTR

OL

OF

SUBS

TAN

CES

HAZ

ARD

OUS

TO

HEA

LTH


of 114

HAZARDOUS SUBSTANCE REGISTER S/N Name Of Substance

(Chemical/Commercial Name)

Supplier Details

Manufacturer Name

Quantity Stored

State Product Use Safety Data Sheet

Special Conditions For Use/Storage/Disposal

Location Of Substance

Date


of 114

ACCIDENT/INCIDENT REPORT REGISTER

S/N Name of person involved

Designation Reported By & Date

Type Of Accident/Incident

Description & Immediate Response

Date Time Physical Evidence

Root Cause

Further Actions & Duty Holder

At/Ref

Report To Moe


of 114

CONTRACTOR AND SERVICE PROVIDER REGISTER S/N Name Of Contractor/Service Provider Scope Of Work/Service Fulfilled

Requirements Start Date

End Date Service Frequency

Person In Charge


of 114

LEGAL COMPLIANCE REGISTER Clause / Article / Reference Requirement / Obligation

Applicable to

Area of Applicability

Area of Compliance

Status of

Compliance KIC C/S


of 114

Meeting Agenda

KIC Health Safety and Environment Committee Meeting Agenda Reference No : KIC HSE-C 000.19/Date Date : Time :

To be Chaired By :

Attendees :

Name Designation

Venue : Note Taker :

No. Time Allotted Subject Associated Document

1.

2.

3.

4.

Time Allotted


of 114

ACTION:

ACTION:

ACTION:

ACTION: Action List

Action Items Description / Information Owner Due 001.001.19 •

002.001.19 •

003.001.19 •

004.001.19 •

Issue, Discussion & Action:





of 114

Performance Management Appendix A. Specialized Human Resources, Awareness, Culture & Capacity Building Indicators Objectives Indicator

Reference Performance Indicator Description Target

1 Prepare and enable qualified UAE National

A-1 Percentage of UAE Nationals out of the total HSE Staff

Minimum 40% Ascending Index

2 Building Capacities A-2 Total Training Hours ‐ Training Hours per Staff

Ascending Index

3 Spread Awareness & Culture

A-3 Number of HSE Workshops, Seminars, Forums, Cultural & Awareness Campaigns

(4) Workshops, Seminars & Forums (4) Awareness Campaigns (4) Press Releases Ascending Index

B. Environmental Sustainability Indicators Objectives Indicator


1 Reduce Electricity Consumption

B-1 • Total Consumption (kwh) • Individual Consumption Rate (kwh/

Staff)

(-15%) from baseline consumption rates when System was firstly applied Descending Index

2 Reduce Water Consumption

B-2 • Total Consumption (m3) • Individual Consumption Rate (m3/

Staff)


3 Reduce Fuel Consumption

B-3 • Total Consumption (gallon) • Individual Consumption Rate

(gallon/ Staff)


4 Reduce Papers Consumption

B-4 • Total Consumption (paper) • Individual Consumption Rate (paper/

Staff)


5 Promote and increase recycling & reuse of Non-hazardous Wastes

B-5 Total amount of nonhazardous wastes (plastic, wood & metal of products, furniture, fixture, cars, computers, etc.) which is reused or recycled (kg)

(+30%) from baseline consumption rates when System was firstly applied Ascending Index

6 Promote safe disposal of Hazardous Wastes

B-6 Total amount of hazardous wastes including inks, medical wastes, etc. (kg)

100% Ascending Index


of 114

C. Health & Safety Indicators Objectives Indicator


1 Implement programs for proactive monitoring to improve performance & reduce accidents

C-1.1 Percentage of actual assessment visits_ the number of planned visits


C-1.2 Percentage of actual audit visits_ the number of planned visits


C-1.3 Percentage of evacuation exercises_ drills


2 Reduce HSE related accidents to Staffs

C-2.1 Total number of serious accidents (including death)

Descending Index

C-2.2 Total number of lost workdays due to serious accidents

Descending Index

C-2.3

Serious accidents Frequency Rates (million working hours factor) = Total number of serious accidents ______(including death)________ X 106

Total number of working hours

Descending Index

C-2.4

Serious accidents Severity Rates = Total number of lost workdays_ X 106 Total number of working hours (death do not exceed 6 months)

Descending Index

3 Reduce HSE related accidents to Students


Descending Index

C-3.2 Total number of lost workdays due to serious accidents

Descending Index

C-3.3 Serious accidents Frequency Rates (million working hours factor) = Total number of serious accidents (including death) ______ X 106 Total number of working hours

Descending Index

C-3.4 Serious accidents Severity Rates = Total number of lost workdays__ X 106 Total number of working hours (death do not exceed 6 months)

Descending Index

4 Reduce HSE related accidents to Other Persons (Contractors & Services Providers, Visitors)


Descending Index

C-4.2 Total number of lost work days due to serious accidents

Descending Index

C-4.3 Serious accidents Frequency Rates (million working hours factor) Descending Index = Total number of serious accidents (including death)_______ X 106 Total number of working hours

Descending Index

C-4.4 Serious accidents Severity Rates = Total number of lost workdays X 106 Total number of working hours (death do not exceed 6 months)

Descending Index

5 Conduct Accidents Investigations aiming to set corrective and preventive measures to handle it and prevent its recurrence

C-5 Percentage of actual investigations_ total number of reportable accidents


HEALTH SAFETY & ENVIRONMENT MANAGEMENT SYSTEM …

Documents

Transcript of HEALTH SAFETY & ENVIRONMENT MANAGEMENT SYSTEM …