Health and Safety Policy Framework

The themes from the Health and Safety Policy Framework

• General H&S policy

  The organisation theme gives substance to the general principles for H&S policy. The policy is aimed at guaranteeing the health and safety of employees and students in order to prevent accidents and occupational diseases, for example.
  
  The Executive Board, deans, directors and managers play an important role in this. The management of the faculties and services is integrally responsible for H&S policy and information (Dutch, English) within their unit.
  
  Managers play an important role when it comes to exemplary behavior and leadership style, providing information about H&S aspects in the workplace and raising working conditions in the annual interview with employees. Managers also point out the obligations of employees regarding the correct use of work equipment, safety information, protective equipment and reporting dangerous situations. 

• Occupational health and safety service: HR, Health Safety and Environment (HR & HSE)

  The Occupational health and safety service theme highlights the role, tasks and position of the occupational health and safety service within VU Amsterdam. The certified in-house Occupational Health and Safety Service is organised within the HR & HSE department.

  Managers can ask the health and safety service for advice. That advice can relate to the individual employee or the workplace. The primary responsibility for the implementation/implementation of the H&S policy and advice lies in the line organization with the faculties and services. All advisors and company doctors of the occupational health and safety service have access to the workplaces.
  
  Employees have free access to the company doctor and other (occupational health and safety) experts (via occupational health consultation hours, 'open' or preventive consultation hours).
  
  The advisory tasks of the health and safety service relate to: 

  • risk inventory and evaluation (RI&E);
  • absenteeism policy/absenteeism guidance;
  • company emergency response (BHV);
  • periodic occupational health examination (PAGO/PMO). 

• Risk Inventory & Evaluation (RI&E) and Preventive Medical Examination

  The H&S risks of the work are mapped out by means of the Risk Inventory & Evaluation (RI&E). Under the Working Conditions Act, the RI&E is a mandatory means for employers to promote health and safety in the context of prevention. The management of the unit (faculty or department) ensures that the RI&E file and the Action Plan with action points are kept up-to-date and asks the Health and Safety Service for advice where necessary.
  
  Managers can be the action holders of action points in the Plan of Approach, which is updated annually with the approval of the ODC.
  
  An important part of the RI&E are various documents, such as the periodic VU Employee Survey or separate recommendations from the Health and Safety Service. These documents are recorded by the unit itself in its own RI&E file. In the unit's RI&E, the Deming cycle (Plan-Do-Check-Act) is important, especially the documentation of the evaluation of measures (check) and the adjustment of measures as a result (act). The Labour Inspectorate pays particular attention to this.

  The RI&E also applies if VU employees travel/stay abroad. Before the employee and/or student is posted, managers must investigate the risks of working abroad and provide him or her with the necessary information. 

• Company emergency organisation and (occupational) accidents

  According to the Working Conditions Act, VU Amsterdam is obliged to organise in-house emergency services. The aim is to be able to act adequately in the event of incidents or calamities in order to limit the safety and health risks as much as possible.
  
  The management of the faculty/service is aware of the BNO policy and provides capacity for sufficient staffing of the BHV organisation, coordinates tasks internally and provides (voluntary) participants for the BHV organisation. The occupational health and safety service provides advice on this (for example with the RI&E). The emergency response officers are given the opportunity by their superiors to keep their knowledge and skills up to date. The manager is responsible for the initial support of victims in the event of shocking events, such as a major accident or other major events.
  
  The director/manager immediately reports work accidents (after consultation with HR & HSE) that lead to hospitalisation, permanent injury or death to the Labour Inspectorate. Through the VU ‘Physical Accidents and Incident hotline’, employees and students can report social and physical incidents internally.

• Absenteeism, reintegration and sustainable employability

  VU Amsterdam uses the 'self-management model' for the theme of absenteeism and reintegration policy. This means that absenteeism guidance is primarily the responsibility of the (hierarchical) manager. The managers receive an extensive range of new, informative and immediately applicable notifications about illness and recovery of their (partially) sick employees.
  
  The leadership of the faculty/department is responsible for establishing and achieving absenteeism targets and monitoring these via the SMT. The SMT consists of the director, manager, HR Advisor and the company doctor. Company social work (BMW) and/or other experts are available separately on request.
  
  The faculty/department management involves HR & HSE where necessary for advice and/or an absence analysis. A brief explanation is given of the tasks and responsibilities of those involved in the absenteeism policy, such as the employee, the manager, the HR Advisor, HR Expertise and the company doctor/BMW. 

  VU Amsterdam promotes sustainable employability through various activities and provisions such as health & safety policy, absenteeism & reintegration policy, training policy, career policy, attention to organisational culture and terms of employment (CLA and legal provisions). With the Recognition and Appreciation programme, VU Amsterdam offers academic staff an environment and (academic) career paths in which they can develop their talents and choose the direction that suits them.

  Managers talk to employees about their sustainable employability, including the match between the employee's knowledge and competences on the one hand and (changing or not changing) job and task requirements on the other, and by extension training wishes and possibilities.

• Psychosocial workload (PSA) and social safety

  The themes of psychosocial workload (PSA), vitality and undesirable behavior are closely related. Psychosocial workload includes all factors in the work situation that cause stress. Vital employees are more resilient, more resilient and suffer less from work stress. These factors may include working conditions, employment relationships and working conditions. The VU Employee Survey (WBO) maps these factors.
  
  The management of the unit ensures that targeted investigations are carried out and that an action plan is drawn up if the unit scores higher on PSA at a WBO. Managers have a role in discussing the results with employees and, if necessary, request support from HR & HSE for advice or intervention. The manager uses a leadership style that prevents PSA and promotes a culture of approach.
  
  In the VU policy, undesirable behavior is described as: “Behaviour in which the personal integrity of another is violated verbally, non-verbally, physically, digitally, by telephone or by text message”.
  
  Confidential counselors have been appointed within VU Amsterdam and there is a regulation on 'Undesirable behaviour'. There is also a ‘domain manager of social safety’ who forms a collegial network with the relevant staff within the four services BZ, FCO, HR & HSE and SOZ (including student social safety policy). 

  The starting point is that a student or staff member with a report of a socially unsafe situation will be supervised until the student or staff member receives the appropriate appropriate support. Managers are expected to respond alertly to undesirable behavior and abuses by actively identifying and correcting them. Cross-border/worrisome behavior (aggression, intimidation and vandalism, possession of drugs and weapons, theft, etc.) can be reported to the reporting and advice centre, security desk or confidential advisers. 

  VU Amsterdam has a document ‘Dealing with alcohol at VU Amsterdam’. This contains agreements and measures regarding alcohol consumption. Employees should perform their duties sober. Employees with an alcohol problem can be offered counselling in consultation with those involved and on the advice of the company doctor.

• Special groups and third parties

  The theme 'Special groups' includes a broad group of employees that require specific attention, such as pregnant women, trainees, temporary workers and third parties. The RI&E for each unit:

  - ascertain which (groups of) employees are present who face additional risks;

  - include these risks and measures taken to control the risks in the action plan.
  
  Specific measures sometimes apply to pregnant women. According to the Working Conditions Decree, a 'pregnant employee' is an employee who is pregnant and who has informed the employer of this. The direct manager informs the pregnant employee about the preventive consultation and provides information about the risks of the work for the pregnancy and the necessary adjustments in the work. Employees and managers can contact the company doctor for advice.
  
  It is important for interns, temporary workers and third parties that the manager informs them about the working method in the department and 'what to do in the event of fire, accident, emergency number, theft, loss, etc.'. 

• Screen work: (office) workstations and hybrid working

  Due to the nature of the work at VU Amsterdam, there is frequent computer work in offices or office environments. Computer work can lead to health problems in the arm, neck or shoulder. In addition to computer work, other types of work can also lead to similar complaints, for example certain types of laboratory work with static physical load and/or repetitive actions.

  The manager is responsible for informing the (new) employee about healthy computer use and, if necessary, asks the Occupational Health and Safety Service for advice.

  VU employees can work part of their working hours from home (hybrid working) based on agreements within their unit with their manager. VU Amsterdam provides or reimburses suitable ergonomic furniture on request for the home workstation. It is important that the home workstation is suitable. The manager discusses this with the employee in a personal meeting.

  The manager takes care of informing the (new) employee about healthy (home) screen work and, if necessary, asks HR & HSE for advice.

• Hazardous substances, work equipment and specific workplaces

  The use of hazardous substances generally takes place in specific areas such as workshops and laboratories. Specific provisions and rules also apply to this. The manager has an important role in informing (new) employees and the use of personal protective equipment. The manager also supervises compliance with regulations, registration, permits regarding the use of specific substances (e.g. opiates, drug precursors, CBRN, biosecurity), which falls under the responsibility of the faculty or. the user.

  In connection with legally required registrations and exposure assessment of chemicals and other legal obligations, the (order) data of all chemicals are registered in LabServant.

  Specifically for this theme, it is important that employees apply the safety regulations and use the (free) personal protective equipment provided.  

• Buildings, sites and infrastructure

  Buildings, sites and infrastructure are subject to various rules of use. As a rule, FCO is the point of contact for this.

  The manager informs (new) employees and third parties about the applicable rules in buildings and public areas, grounds, waste. Managers ensure the correct use of rooms, access passes and computer and data security, among other things. Contacts the IT department in case of (suspected) security breaches or loss of data.

  In case of theft in the department or among employees in the work environment, it is necessary to contact the Security Department. This can be reached in the Main Building (Security Desk HG KC-04). Security officers patrol the buildings and campus 24 hours a day. 

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