H&S Round Up October 2025
Posted on Tuesday 21 October 2025
SHWO Update
Occupational Health joining the Safety, Health and Wellbeing at Work Office (SHWO)
We are delighted to announce that the University’s Occupational Health services have merged with the central Health and Safety services. Acknowledging this, we have changed our name to Safety, Health and Wellbeing at Work Office (SHWO).
Our new email address for Health and Safety enquiries is shwo-enquiries@york.ac.uk.
First Aid online refresher
In response to HSE recommendations, Safety, Health and Wellbeing at Work Office (SHWO) have made available a new, non-mandatory First Aid at Work online refresher course on the LMS, aimed at maintaining competency. SHWO recommend that all UoY first aiders access this resource which does not replace the full in-person training courses.
SHWO Completed Projects (September 2024 - September 2025)
|
Project |
Summary |
|
New Governance Framework |
The new governance framework was finalised and approved. H&S Business Partners have met with relevant department representatives (HoDs, DHoFOs, DSAs) to explain the new governance framework and discuss its implementation. This contact has been welcomed and received positive feedback. The new framework has been in place from the start of the 2025-26 academic year, with the first Level 2 meetings scheduled for the start of 2026. |
|
First Aid training backlog |
The backlog of first aid training has now been addressed. All current first aiders have been offered refresher courses and courses are in place to train new first aiders. H&S Business Partners are working with departments and areas to ensure sufficient first aid provision. |
|
First Aid online refresher |
A new non-mandatory first aid online refresher has now been launched on the LMS for all UoY first aiders. This is in response to advice from the HSE and feedback from first aiders regarding maintaining competence between training courses. |
|
H&S Communications: H&S Round Up Safety Alerts |
The H&S Round Up is issued at the end of each month on the H&S News pages and contains updates from the SHWO such as new processes, training information and positive H&S drives at the University. A link to the H&S RoundUp is published in the Staff Digest and HR Round Up and is sent to all DSAs for further cascading via their local newsletters. Safety Alerts are issued on a case-by-case basis to highlight University wide H&S issues. The Safety alerts are published in the Staff Digest, on the H&S News Pages and are linked in the H&S Round Up. They are also sent directly to DSAs for further distribution. |
|
Hazard profiling project Phase 1 |
Working with DSAs, a hazard profiling project was completed mapping all hazards across the University. |
|
Accident and incident reporting and investigation procedure. |
The process has been reviewed and associated guidance, management standard and webpage have been reviewed, updated and communicated. |
|
Overseas Travel |
Following extensive consultation, reviews and iterations, the Overseas Travel process was approved. New guidance, Management Standard and webpage have been produced and communicated. An Overseas Travel risk assessment training course is now available. The Severe Risk Travel Procedure was also established and approved. Since its launch there has been a distinct improvement in travel risk assessments received and the new process has received much positive feedback. |
|
Assisted Evacuation |
A new process for Generic Emergency Evacuation Plans (GEEPs) and Personal Emergency Evacuation Plans (PEEPs) has been approved and launched. Training for PEEPs assessors is now available. |
|
Fire warden training |
Fire Warden training reviewed and updated. New training is being delivered to current and new fire warden (nominated persons). A total of 69 nominated persons have been trained. |
|
Fire safety audit Phase 1 |
Refer to University Health and Safety Internal Audit for further details |
SHWO Upcoming Projects and Projects in progress
|
Project |
Summary |
|
New H&S Cloud management system |
A new accident and incident reporting system is planned to be procured and introduced in the coming months (subject to approval). Some of the modules the preferred system includes (but not limited to) are: Accident and Incident Manager, Fire Risk Management, Staff Induction / Training Tool, Audits Manager/HASMAP, Monitoring & Inspection Manager, Workstation Assessment (Display Screen Equipment) Management, Central Document Manager, Staff Competence Tracker, Contractor Management, Risk Assessment Manager, COSHH, etc. |
|
Fieldwork Guidance |
SHWO guidance for Fieldwork is being produced as part of a review of off-campus activities. Interested parties in the Faculties are being consulted as part of a working group to inform this project. |
|
Out of Hours and Lone Working |
Guidance for out of hours and lone working is being reviewed and updated. |
|
DSA Support Review |
A DSA Forum will be arranged at the start of 2026. New DSAs are now offered a package of training courses to support the role. Further training will include Incident Investigation training and Inspection Training |
|
Training Project |
There is an on-going project to review and update SHWO H&S Training. Current training being reviewed includes:
|
|
Senior Leadership Training |
All senior leaders at the University have been strongly recommended to attend the Senior Leadership H&S Training course run by Human Apps. Approximately half of those invited attended sessions in the summer and further opportunities are being offered in October and November for those who were unable to attend. |
|
Web page review |
The SHWO web site moved to the new pages in 2025. There is an on-going programme of review and update of the information on these pages, aligned with other projects and communicated in the SHWO monthly communications. |
|
Hazard profiling project Phase 2 |
This will be reviewed in 2026 as part of the active monitoring process. |
Latest updates from the Workplace Health and Safety Committee
Reporting period 21st Jan 2025 to 20th May 2025
| Incidents reported | 220 |
|---|---|
| Fire risk assessments | 38 |
| Fire alarm activations | 56 |
| Overseas travel trips | 811 |
-
H&S Governance
In Workplace Health and Safety Committee pages, WHSO published the approved Health, Safety and Wellbeing Governance Framework. H&S Business Partners will work with relevant areas to implement the framework in proportion with the level of risk in the area.
-
Overseas Travel
The new procedure for managing severe risk overseas travel was approved.
-
Mandatory Training
The mandatory training target is 90% completion.
Fire Safety training is still at levels that are unacceptable at 82%.
DSE training is at 91%.
-
Fire Update
The Fire team continue to focus resources on
-
reviewing and updating UoY fire-safety policy, roles and responsibilities and training programme
-
managing and monitoring fire arrangements.
-
completing fire risk assessments for priority and high-risk areas.
-
organising and delivering Fire Wardens and Fire Sweepers training.
The new PEEPs process was launched in 2024, there are many active PEEPs and the process is undergoing a 12 month review.
- H&S Internal Audit
WHSO will be carrying out a series of internal audits in two phases. Phase 1 of these audits will focus primarily on University Estates and will assess management of fire safety, statutory compliance, and assurance.
-
Wellbeing
The HR Leadership Team have agreed to reallocate some H&S and HR team resources to work together on Wellbeing/Occupational Health priorities. These include:
- develop UoY Occupational Health & Wellbeing Strategy
- develop UoY Work-Related Stress Risk Management Strategy in line with new HE sector guidance (to be published by USHA / UCEA)
- review & Revise UoY health surveillance process
- develop UoY Mental health first aider proposal based on the previous / current arrangements and any proposals from the past
- further development of KPIs for staff wellbeing including management of Quality Control process
For further information please see the H&S Round Up - May 2025.
HSW Director's update from UEB July 2025
-
During the reporting period, the WHSO continued to make positive developments including website updates, improvements in the WHSO training programme and increased hands-on support and advice.
-
Other major developments are progressing as planned. These include: the launch of multiple H&S training courses on the LMS; review and update of the university’s fire drills process; implementation of the approved governance framework; review of the health and safety management procedures, and the launch of the H&S audit programme (starting with Estates in summer / autumn of 2025, followed by the faculties in 2026).
-
The WHSO supported an unplanned Royal Society Audit. This audit was to ensure that a safe working environment is provided for individuals associated with a research project, dealing with any health and safety hazards reported, and any training provided on health and safety. Following the audit, the auditor has requested further documentation from the WHSO. These will be collected and submitted as per the request.
-
The WHSO is organising UoY Senior Leadership Safety Training sessions led by Human Applications Ltd. This highly engaging, interactive course will allow UoY senior leaders to explore several areas of concern, provide an understanding of how to better fulfil their health and safety governance and assurance roles, and discharge their workplace health and safety accountabilities more effectively, in line with the UoY Workplace Health and Safety Policy Statement and Arrangements.
-
The UoY HR Leadership Team have agreed to reallocate some H&S and HR team resources to work together on the below listed priorities:
-
Procurement of new Employee Assistance Programme (EAP).
-
Develop UoY Occupational Health & Wellbeing Strategy.
-
Develop UoY Work-related Stress Risk Management Strategy in line with the new HE sectors guidance (to be published by USHA / UCEA).
-
Review & Revise UoY health surveillance process.
-
Develop UoY Mental health first aider proposal based on the previous / current arrangements and previous proposals.
-
Further development of KPIs for staff wellbeing including management of Quality Control process.
Mandatory Health and Safety training completion
| Fire Safety Training | DSE Training | |
|---|---|---|
| July 2025 | 82% | 91% |
| August 2025 | 85% | 92% |
| September 2025 | 85% | 91% |
Health and Safety training
|
Course |
Target Audience |
Spaces Available |
Booking information |
|
Operational staff |
6-12 |
||
| First Aid at Work (Requalification) |
Operational staff |
6-12 |
|
|
All Staff (lower risk areas) |
6-12 |
||
|
Gaining Confidence in Risk Assessment (Practical Workshop) |
DSAs and operational staff |
12 |
The online RA training is a prerequisite. |
|
DSAs/managers |
10 |
||
|
DSAs and operational staff |
14 |
||
|
All staff |
12 |
||
|
Operational staff |
12 |
The online Manual Handling Introductory Training is a prerequisite |
|
|
Operational staff |
12 |
The online COSHH - an Introduction course is a prerequisite |
For further information see our Health and Safety Training pages.
Reporting of Estates-related maintenance issues
It is important to report maintenance issues immediately to prevent the problem getting worse and causing further disruption.
To report a fault, log in to the Helpdesk Portal.
Reporting of Health and Safety incidents
Reporting adverse events and hazardous situations is an essential part of managing health & safety at work. To report an accident, incident, near-miss or hazard observation, use the SOLAR System.
For general enquiries, contact us on shwo-enquiries@york.ac.uk.
For fire safety queries, contact us on firesafety@york.ac.uk