Health, Safety and Wellbeing Committees

The University operates a Health, Safety and Wellbeing Committee to facilitate consultation between managerial staff and trade union representatives in planning, implementing, monitoring and reviewing measures to maintain health, safety and wellbeing in the workplace to ensure continual development. 

1. To monitor and review health safety and wellbeing arrangements, supported by written reports from the Wellbeing, Safety and Health Service in line with the agreed schedule.
2. To facilitate continual improvement through consideration of any proposed updates to the University’s arrangements for the management of health, safety and wellbeing.
3. To discuss matters of health, safety and wellbeing raised by the trade unions. 
4. To initiate or consider proposals to add to or amend the University’s health and safety policy to ensure that accountability for different responsibilities is clear. 
5. To discuss matters escalated from other Health, Safety and Wellbeing Committees (Faculty, Facilities Directorate or Professional Services Committees).
6. To report as appropriate to the Council on routine business and monitoring information, and to share reports/details of any significant accidents or incidents.

Organisation

1. The committee meets three times a year, once per academic term.
2. The University publishes meeting dates in advance.
3. Meetings are not cancelled or postponed except in exceptional circumstances, when the rearranged date will be announced as soon as possible.
4. Sufficient time is allocated for meetings to ensure agenda items are given due consideration. 
5. Meeting are held in person or by exception using hybrid methods. 
6. Meetings are conducted following the standard agenda appended to these terms of reference
7. An agenda, papers and a copy of draft minutes from the previous meeting are sent to all invited members at least five working days prior to the committee. 
8. Co-opted advisers are only required to attend the section of the meeting to which they are contributing directly.
9. Responsibility for meeting arrangements and facilitation, as well as taking, recording & distributing minutes lies with the Secretariat.
10. Any agreed actions are circulated to all invited members of the Committee as soon as possible after the meeting. 
11. Access to University Health and Safety Committee documents is provided via Secretariat. 

Membership

1. The committee is chaired by the Vice-Chancellor (or by exception a delegate). 
2. The Executive Deans (or by exception a delegate) are members of the committee.
3. The three campus trade unions are represented by three members per union.
4. University council nominates a representative to attend the committee.
5. A Human Resources representative attends the committee.
6. Leeds University Union nominates a student to represent the student body. 
7. The chair invites ex-officio attendees and specialist advisors when they have expertise in matters to be discussed.
8. An agreed membership list for the current period is produced and appended each time these terms of reference are adopted.  
    

Facilities Directorate, Professional Services and each Faculty operate a Health, Safety and Wellbeing Committee to facilitate consultation between managerial staff and trade union representatives in planning, implementing, monitoring and reviewing measures to maintain health, safety and wellbeing in the workplace to ensure continual development. 

1. To monitor and review the faculty/service arrangements for the management of health, safety and wellbeing, supported by written reports from the Wellbeing, Safety and Health Service in line with the agreed schedule. 
2. To facilitate continual improvement through consideration of any proposed updates to faculty/service arrangements for the management of health, safety and wellbeing.
3. To discuss reports, correspondence or relevant issues raised by trade union safety representatives. 
4. To consider pertinent matters from previous University Health, Safety and Wellbeing Committee meetings.
5. To discuss health, safety and wellbeing matters raised from within the faculty/service or items escalated from other committees (e.g.  School/Service Health, Safety and Wellbeing Committee)
6. To escalate matters that cannot be solved by the Faculty or Service (e.g. not within their influence) or items with extensive implications outside of the faculty/service to the University Health, Safety and Wellbeing Committee via the Director of Wellbeing, Safety and Health, Head of Health and Safety or Head of Health and Wellbeing.  

Organisation

1. The committee meets three times per year, once per academic term. 
2. Meeting dates are set at least one term in advance and made available to staff and students.
3. Meetings are not cancelled or postponed except in exceptional circumstances when the rearranged date is announced as soon as possible.
4. Sufficient time is allocated for meetings to ensure agenda items are given due consideration. 
5. Meeting are held in person or by exception using hybrid methods. 
6. Meetings are conducted following the standard agenda appended to these terms of reference.
7. An agenda, any papers and a copy of draft minutes from the previous meeting are sent to all invited members at least five working days prior to the committee. 
8. Co-opted advisers are only required to attend the section of the meeting to which they are contributing directly.
9. Responsibility for meeting arrangements and facilitation, as well as taking, recording & distributing minutes lies with administrative support to the Executive Dean/Director of Campus Innovation and Development or University Secretary respectively.
10. Any agreed actions are circulated to all invited members of the Committee as soon as possible after the meeting. 
11. Confirmed minutes and papers are made available via local arrangements (e.g. on Sharepoint). 
     

Membership

1. Faculty, Facilities Directorate and Professional Services Health, Safety and Wellbeing Committee membership consists of an equal number of executive members and trade union safety representatives. 
2. The Executive Dean, Director of Campus Innovation and Development or University Secretary will chair their respective faculty/service committees (or by exception a nominated delegate who has the necessary influence and authority).
3. Heads of School (or equivalent) will attend their respective faculty committee (or by exception a delegate).
4. The membership of the Facilities Directorate and Professional Services committees is agreed by the chair to ensure adequate representation. 
5. Each Trade Union nominates safety representatives to attend.
6. The Senior Health and Safety Manager and/or nominated representatives from Wellbeing, Safety and Health (e.g. Health and Safety Manager) attend each meeting.
7. A representative of Health and Wellbeing will attend each meeting.
8. A representative of Human Resources will attend each meeting.
9. The chair invites ex-officio attendees and specialist advisors when they have expertise in matters to be discussed.
10. Postgraduate researcher and student representatives are invited to attend each faculty meeting.
11. An agreed membership list for the current period is produced and appended each time these terms of reference are adopted.  

Schools, Institutes, Departments and Services operate Health, Safety and Wellbeing Committees where this has been deemed necessary (by the Dean/Director and the Senior Health and Safety Manager) to facilitate consultation between managerial staff and trade union representatives in planning, implementing, monitoring and reviewing measures to maintain health, safety and wellbeing in the workplace to ensure continual development.

1. To monitor and review the arrangements for the management of health, safety and wellbeing in consultation with the relevant Faculty/Professional Services Health, Safety and Wellbeing Committee supported by written reports from the Wellbeing, Safety and Health Service (in line with the agreed schedule).
2. To facilitate continual improvement through consideration of any proposed updates to the arrangements for the management of health, safety and wellbeing.
3. To discuss reports, correspondence or relevant issues raised by trade union safety representatives. 
4. To consider pertinent matters from previous Faculty/Professional Service Health, Safety and Wellbeing Committee meetings.
5. To discuss health, safety and wellbeing matters raised from within the school/service.
6. To discuss recommendations for changes in school/service health, safety and wellbeing management systems.
7. To raise items with extensive influence outside of the school/service to the faculty/service Health, Safety and Wellbeing Committee, via the Senior Health & Safety Manager.
8. To delegate actions to address matters that cannot be solved by the committee (e.g. not within their influence) or items with extensive implications outside of the school/service to the Faculty/Professional Service Health, Safety and Wellbeing Committee via the Senior Health and Safety Manager. 

Organisation

1. The Committee meets three times per year, once per academic term.
2. Meeting dates are set at least one term in advance.
3. Meetings are not cancelled or postponed except in exceptional circumstances when the rearranged date is announced as soon as possible.
4. Sufficient time is allocated for meetings to ensure agenda items are given due consideration. 
5. Meetings are held in person or by exception using hybrid methods. 
6. Meetings are conducted following the standard agenda appended to these terms of reference.
7. An agenda, any papers and a copy of draft minutes from the previous meeting are sent to all invited members at least five working days prior to the committee. 
8. Co-opted advisers are only required to attend the section of the meeting to which they are contributing directly.
9. Responsibility for meeting arrangements and facilitation, as well as taking, recording & distributing minutes lies with administrative support to the Head of School or Service.
10. Any agreed actions are circulated to all invited members of the Committee as soon as possible after the meeting. 
11. Confirmed minutes and papers are made available via local arrangements (e.g. on Sharepoint). 

Membership

1. School/Services Health, Safety and Wellbeing Committees consist of an equal membership of members and trade union safety representatives. 
2. The Head of School/Head of Services (or by exception a nominated delegate who has the necessary influence and authority) will chair their respective School/Service Committee
3. The chair will appoint management representatives.
4. Each Trade Union nominates safety representatives to attend.
5. The Health and Safety Manager and/or a nominated representative from Health and Safety (e.g. Health and Safety Officers) attend each meeting.
6. A representative of Human Resources will attend each meeting. 
7. The chair invites ex-officio attendees and specialist advisors when they have expertise in matters to be discussed.
8. Postgraduate researcher and student representatives are invited to attend each meeting
9. An agreed membership list for the current period is produced and appended each time these terms of reference are adopted.

The scope of Health and Safety Committees has been widened to include wellbeing, reflecting the emphasis on mental health and workplace wellbeing. Health and wellbeing elements have been discussed in the Health and Safety Committee over previous years – as their importance has grown it has become necessary to ensure there is an official forum and clear governance route for these key matters to be discussed.

The University is required to have an overall Health, Safety and Wellbeing Committee and each Faculty, the Professional Services and the Facilities Directorate hold their own Health, Safety and Wellbeing Committees. Schools, Services, Institutes, Departments and Units hold a Health, Safety and Wellbeing Committee if there is a sufficient level of health and safety risk from their activities and operations.  The decision to convene a committee is taken by the Executive Dean/Director of the Faculty/Service and the Senior Health and Safety Manager, in consultation with the Head of School/Service. Typically, higher risk schools and services (including institutes, departments and units) have a Health, Safety and Wellbeing Committee whilst lower risk areas do not. 

The dates of the University Health, Safety and Wellbeing Committee meetings are published by The Secretariat. The dates for 2023/2024 are:

• 2 October 2023
• 5 February 2024
• 3 June 2024

Other committee meeting dates are published locally e.g. on Faculty Sharepoint sites.  These Health, Safety and Wellbeing Committees are typically organised by the administrative support to the Chair e.g. Dean, Head of School/Service. 

The unconfirmed minutes (including actions) from Health, Safety and Wellbeing Committees should be produced and circulated to committee members (including those in attendance) as soon as possible after the meeting. Should the unconfirmed minutes be delayed, the communication of actions to those who will complete them should be prioritised. 

This can be determined locally. If the Chair wishes to review and approve unconfirmed minutes before they are circulated to members then that may be arranged locally. There is no requirement for approval prior to circulation to committee members.  

Trade union representatives are able to bring the views of any member of the University to a committee meeting. However, if you have a specific matter to raise, follow the steps outlined below (to raise a question or concern). Many matters can be resolved without being considered at a Health, Safety and Wellbeing Committee meeting.  

If you have a question or concern about Health, Safety or Wellbeing speak to your Line Manager in the first instance. You may be able to obtain information from your local Health and Safety Coordinator or Health and Wellbeing Champion. Every area of the University is supported by members of the Health and Safety Team who will be able to assist you if required. You may also speak to a Trade Union Health and Safety representative. 

Health, Safety and Wellbeing Committees Standard: sets out the University’s approach and arrangement in place for legal compliance and good practice.

Health, Safety and Wellbeing Committees Terms of Reference: establishes the requirements, organisation and membership for each University Health, Safety and Wellbeing Committee.