Risk Inventory and Evaluation (RI&E)

The Risk Inventory & Evaluation (RI&E) concerns the inventory and evaluation of the risks that the work entails for employees. Employers are required (art. 5 Working Conditions Act) to have an RI&E and execute the action plan. The RI&E contains a description of the dangers and risks, the size of the risks, the risk mitigation measures and the risks for specific groups of employees. With this, a faculty or division maps the risks, effects and measures to minimize the chance of work-related health complaints and accidents.

An RI&E legally includes an up-to-date action plan, that describes how the risks are managed (eliminated or reduced), including priorities of measures and who is responsible for the execution of the measures. The measures are aimed at both prevention and handling the source, in other words: preventing accidents and health damage caused by work.

The Working Conditions Act does not prescribe how often an organization should actualize the RI&E. That depends on the changes within a faculty or division (for example, housing, organization, new working methods, WBO results) that happened in the meantime. The RI&E is thus adjusted as often as necessary. The RI&E is a working document. The action plan must stay up-to-date. This is also a theme of the yearly consultation with the ODC about the RI&E. For further information, see Execution RI&E, Action plan and PDCA cycle.

The management of a faculty or division and the ODC discuss (the progress of) the RI&E/action plan yearly. The management establishes the action plan for a set period of time, for example one or two years. The ODC/Works Council has a legal right of consent over drawing up and executing the RI&E and action plan.

Legally, the RI&E report(s), together with the definitive action plan must be available for all employees of the faculty or division.

In this responsibility matrix, the tasks, authorizations and responsibilities of the employees and departments involved with the RI&E are described.

The Netherlands Labour Authority checks if an RI&E with associated action plan and assessment is present. If this is not present, they can impose a hefty fine that can be up to thousands of euros.

Some examples of violations with immediate fines are:

• not having a written RI&E
• not having an action plan as part of the RI&E
• an outdated RI&E may also result in a fine

Policy-wise, the RI&E is part of the VU Amsterdam Health and Safety Policy Framework. This policy framework is a clear and organized 'catalogue' for all Health & Safety policies of VU Amsterdam and contains a useful overview with relevant links to underlying regulations and information. There is also a summary for managers. The important points of the laws and regulations are clustered in this Health & safety policy. By implementing the Health and Safety Policy Framework, faculties and divisions comply with the essential legal (working conditions) requirements.

In addition to the RI&E, this policy framework contains the other legal health & safety policy requirements, such as the periodic occupational health examination (PAGO), illness leave policies and in-house emergency response (BHV).

The core of the integral safety vision of VU Amsterdam is that safety is a shared responsibility and VU Amsterdam has a broad duty of care. The guiding safety vision is a binding guidance for the whole VU Amsterdam and is not voluntary in that regard. Employees themselves are also responsible for a safe campus. Because of this, it is important that within faculties and divisions, there is structural attention to safety, and responsibility is taken. Consider for example educating new (temporary) employees and visitors.

The department Health, Safety and Environment (HSE) of the division HR & HSE is the expertise centre and certified internal occupational health and safety service. They advise, support and coach VU Amsterdam based on the legal framework and current knowledge, science and technology. The occupational health and safety service has, among other things, the following legal core duties, in accordance with Working Conditions Act article 14a:

• evaluating and advising on the Risk Inventory and Evaluation
• advising on support for employees who cannot fulfill their work due to illness and advising on the execution of specific articles of the Capacity for Work Act (WIA) and specific regulations in the Disability Insurance Act
• conducting occupational medical examinations

HSE sends copies of the evaluated RI&Es to the staff council and subcommittees (legal duty).

Conducting an RI&E begins with the collection of information.

The faculty or division can, independently or with support, initiate a conversation with employees (e.g. in a work meeting) about topics relevant for the RI&E. These are topics about more or less daily matters, complaints, improvement areas (cleaning, workplace and environment, indoor climate, in-house emergency response). An important principle is that this conversation happens within and between different layers in the organization: employees, managers and possibly higher management. Check with managers what goes on within departments as well.

You can also choose a topic that is important at that moment or a cause of problems, think for example of the employee survey results. Examples are work pressure, sustainable employability, social safety or organization/communication, or other topics that employees find important. Involve the subcommittee in writing up and actualizing the RI&E. What signals are known to the subcommittee? This can be useful input for the RI&E.

Inventory the risks of the faculty or division using the table Cataloguing risks of the faculty or division, periodic occupational health examination advice in the faculty or division's own RI&E. This includes a table with references to the Health & Safety Policy Framework and to the Working Conditions Act for the in-depth RI&Es. Evaluating the effectiveness of the applied measures is also part of the RI&E. HSE coaches in writing up the RI&E and provides advice.

In the RI&E, the following risks are addressed:

1. Organization (information, communication) such as health and safety policies, education, behaviour, periodic occupational health examination advice and sustainable employability
2. In-house emergency response (BHV), accidents and fire safety
3. Physical and building/environmental factors such as indoor climate, noise, lighting
4. Hazardous substances/biological agents such as use of hazardous substances, asbestos, Legionella
5. Physical strain such as lifting, pushing, pulling, work posture and sedentary work
6. Workplaces and set-up, computer work, home office/hybrid working, tidiness, cleanliness, maintenance, hygiene, fall and tripping hazards, etc.
7. work equipment, personal protective equipment and detection such as hearing protection, appliances, maintenance and inspections
8. Job content and work pressure, psychosocial workload, work-life balance, hours of work and rest (employee survey and other available information within the faculty or division), such as bullying, aggression, violence, discrimination
9. Vulnerable and particular groups (of employees) such as employees with an occupational disability, elderly people, pregnant/breastfeeding employees.

In-depth RI&E

It may be necessary to further elaborate on specific topics with an in-depth RI&E. Such as a further investigation of the causes of work pressure or unwanted behaviours.

HSE advice

HSE coaches in writing up the RI&E, gives advice and mainly focuses on:

• inventory of risks and action plan with measures of the faculty or division
• in-house emergency response and accidents
• work pressure/psychosocial workload
• periodic occupational health examination advice (PAGO)
• building and fire safety inspections
• at request and in need, conducting in-depth RI&Es
• evaluating the RI&E

VU Amsterdam conducts the Employee Survey (WBO) yearly, with questions about, for example, working conditions, working from home, work pressure, unwanted behaviours or social safety. The faculty or divisions evaluates the results of the WBO and incorporates them in the actualization of the RI&E and action plan. The subcommittee must assent to the action plan.

If faculties or divisions see results that are much more negative than for example the average at VU Amsterdam and causes are unclear, an in-depth investigation or another intervention may be needed, such as (group) discussions. HSE can advise on this.

The PDCA cycle (Plan-Do-Check-Act) is the method to keep the RI&E and Action plan 'alive'. The four steps - Plan, Do, Check, Act - help to work from inventory to improvement systematically. That is a continuous process. The Netherlands Labour Authority mainly pays attention to the Check (evaluate) and Act (adjust) phases of the PDCA cycle to comply with Working Conditions laws. In this way, the RI&E is a dynamic process, in which we continuously work on improvement. The steps of the cycle are elaborated below.

The Action plan describes what measures must be taken to deal with the inventoried risks. Every measure has an action holder with priority and end date based on the severity of the risks. Measures that are completed are dropped during the actualization, creating a 'dynamic Action plan'. Not yet completed measures or new measures are included in the Action plan for the new year. Per year, an actualized version of the RI&E can be archived in the RI&E file of the faculty or division.

When the actualization of the RI&E involves larger adjustments (new risks, reorganization, changes in accommodation), HSE also assesses whether the evaluation should be actualized as well.

Mapping the risks, investigating the causes and formulating measures in the Action plan. These measures are SMART: Specific, Measurable, Achievable, Relevant and Time-bound. Describing the measures and indicating the importance (priority) is important. Discuss the plan with the people involved (managers, employees) and the subcommittee and make sure everyone has the same view.

Implementing the planned measures and improvements in the workplace as planned. Executing the Action plan is a responsibility of the faculty or division and they incur the costs.

Evaluate if the measures taken are effective and if the goals are achieved, and check if the result is according to the plan. Log this evaluation. The faculty or division evaluates the effectiveness of the measures yearly. The management of the faculty or division discusses periodically (min. 1x per year) the progress of the Action plan and this evaluation with the subcommittee.

If measures do not work, the faculty or division adjusts them and actualizes the Action plan. The purpose is to improve continuously and recording what will be done or not done in the future:

• securing: if it works → standardizing
• adjusting: if it works partially → improving
• stopping: if it does not work → choosing a different approach

The Working Conditions Act article 14, paragraph 1a, describes the evaluation of the RI&E by certified occupational health core experts. This evaluation contains the following activities:

1. Assessing the RI&E based on the legal requirements (mainly on reliability, completeness and timeliness)
2. Advising on the RI&E to ensure it complies to legal requirements and the measures in the Action plan eliminate the risks or limit them as much as possible. This includes pointing out missing points in the RI&E that should be supplemented later. Without this supplementation, the RI&E will be evaluated as 'incomplete'.

After conducting the RI&E, HSE evaluates client satisfaction with a short questionnaire about the agreements and the (coaching) process during the RI&E.

The faculty or division logs their own RI&E documents and related documentation (such as in-depth RI&Es, written advice, evaluations, etc.) in their own RI&E file. The management of the faculty or division is responsible for disclosing the RI&E/Action plan with evaluation document to e.g. the Netherlands Labour Authority, if needed.

De eenheid legt zelf de RI&E documenten en daaraan gerelateerde documenten (zoals verdiepende RI&E’s, schriftelijke adviezen, evaluaties etc.) vast in het eigen RI&E-dossier. De leiding van de eenheid is verantwoordelijk het eventueel ter inzage geven van de RI&E/PvA met toetsdocument aan bijvoorbeeld de Arbeidsinspectie.

Sustainable employability implies both good employeeship and good employership. Topics such as career development and Recognition & Rewards are addressed in the Employee survey. In addition to the prevention policies for health and employability, sustainable employability is also about the right 'fit' between person and organization.

Also consider career coaching, low-cost exercise for employees in the Sportcentre, different kinds of care leave, flexible working hours and academic career paths. You can draw your employees' attention to Collective Labour Agreement regulations and existing information, such as the professional development days for employees.

In-house emergency response (BHV) is legally required and is part of the Health & Safety Policy Framework. BHV is part of the integral Company emergency organization. VU.nl contains information about BHV for employees, about how the in-house emergency response is organized within VU Amsterdam and what an employee can do themselves in case of emergency. It is important that every faculty and division have a few employees who participate in the BHV organization, usually as an evacuator or First-Aid provider. On VU.nl, you can find information about BHV and the Company emergency organization.

Registration and reporting of incidents

An incident or accident in the workplace is topic of discussion between employee and manager. Together, you discuss the consequences and measures to prevent recurrence. Measures can be part of the RI&E/Action plan. In addition, registering incidents internally is important because of legal requirements. If the in-house emergency response team has been involved, then the team leader files the report. For small accidents or near-accidents, the employee or manager must do this themselves. See Registration and reporting of incidents on VU.nl. 

For incidents or questions about social social safety, there are dedicated provisions.

The most important phone numbers to draw attention to internally are: in case of emergencies and acute situations the VU alarm number: 020-5982222 (mobile or via external line) or device 22222 (internal line).

More than 6 hours of computer work per day involves an increased risk of complaints and occupational illness in arms, neck and shoulders. Mouse usage especially increases the risks of problems with shoulders, arms, wrists and hands. Work pressure can also play a role in the emergence of complaints. The most important occupational risks related to computer work are prolonged sitting, repetitive movements, increased work intensity and information overload. Monitor glasses can be a solution. For working from home, a healthy work posture and sufficient interruption of sedentary work are focus areas. Read more on the pages about computer work on VU.nl.

Pause software Work & Move works as a personal coach, with advice and exercises to promote movement, a healthy posture and variation in work.

VU Amsterdam has chosen to keep facilitating working from home, in combination with working on campus. This has been established in the Hybrid working guideline. This hybrid working format supports employees even better in choosing a fitting and pleasant workplace. In this way, we can make smarter use of the available space on campus. The Arboportaal also offers tips for setting up a home office.

There are also employees who cannot work well from home. For example, employees with children living at home, with care duties, health or stress concerns. They run a greater risk when it comes to the detrimental effects of working from home. VU Amsterdam always ensures an appropriate workplace on campus.

The term 'work pressure' is used to describe an imbalance between what the work demands or requires of you (amount, type of work and duties, uncertainty etc.) and what you can handle as a person (capacity, control options etc.). It is a type of psychosocial workload.

For each source of work pressure, possible solutions and ideas are collected in the so-called Matrix Workload. The matrix offers managers a guide for the conversation about work pressure. For this, you can also view the Manual to the matrix. This conversation is part of the PDCA cycle of the RI&E.

Conversation about work pressure and work stress

If a faculty or division scores high on work pressure or unwanted behaviours in the Employee survey, an internal conversation about this can be useful. Such as: how do you arrange sufficient recovery time and relaxation? How can the amount of work be managed? Curbing work pressure demands solutions on multiple levels, including within the faculty or division.The page Work pressure and work stress contains more information and practical tips.

If support for the conversation within the faculty or division is desired, then you can rely on the A&O expert of HSE. Occupational social work also organizes workshops 'recognizing stress' at request. For this, contact the HSE secretariat.

VU Amsterdam offers facilities for hybrid working (for example for work-life balance, caregiving). For structural adjustments to working hours or work location, the rules of the Flexible Working Act apply.

The Collective Labour Agreement contains agreements about work pressure:

• Article C10: policies aimed at management of work pressure
• Agreement E.17 Approach of work pressure and sustainable employability, realistic workloadAanpak werkdruk en duurzame inzetbaarheid, reële taakbelasting/urennormering voor onderwijstaken op faculteitsniveau.

PSW is included in the Working Conditions Act and the Working Conditions Decree as an occupational risk. This means the employer is primarily responsible for handling this in the organization. In addition to work pressure, this involves inappropriate conduct, such as aggression, violence, bullying, discrimination and sexual harrassment. Prevention of illness absenteeism related to PSW contributes strongly to employees' sustainable employability. Investments in mental resilience and preventing absence support job satisfaction and productivity.

PSW is a theme in the VU Employee survey and RI&E. Based on the causes, the Action plan contains measures. In addition, it is important to evaluate if these measures have the desired effects.

Use PSW/inappropriate conduct from the Action plan as input for the theme 'social safety' in the year plans. The faculty or division describes here how they are doing in terms of social safety and what actions they take in the coming year.

Social safety is a condition for studying or working well.

It is very important to take signals about inappropriate conduct seriously and engage in a dialogue as quickly as possible. Sometimes people are not even aware they are going too far, or hurt someone else with remarks that are intended to be funny. By making this discussible, you prevent escalation, with possible illness leave as a result. The page Help, support and advice guides you if you want to report or discuss something.

It is important to know how we organized matters around social safety at VU Amsterdam, and who has which responsibility. The Executive Board also has established the Governance social safety. As a part of its effort to promote a safe and respectful environment, VU Amsterdam has drawn up a Code of Conduct for employees. For managers, there are guidelines for handling inappropriate conduct.

In relation to leadership, VU Amsterdam has formulated The Art of Engagement: four main principles that help for better collaboration in a team and with colleagues and management within the (faculty) management team, but also between different faculties and divisions. The training Active Bystander also helps in stimulating a culture of social safety. Include appropriate measures in the Action plan.

According to the Working Conditions Act, high-risk groups are employees who may be extra vulnerable, such as pregnant people, women who just gave birth, breastfeeding women, elderly people, ill employees, disabled people, and sometimes non-Dutch speakers. For employers, additional rules apply and extra attention in the RI&E is important to prevent health complaints and accidents.