KNUST POLICY 0009

Kwame Nkrumah University of Science and Technology, Kumasi

Health and
Safety
POLICY
HEALTH
AND SAFETY
POLICY

KWAME NKRUMAH UNIVERSITY OF SCIENCE

AND TECHNOLOGY, KUMASI-GHANA
QUALITY ASSURANCE
AND PLANNING UNIT
© 2018 QAPU-KNUST

ISBN: 978-9988-2-8487-9

No part of this publication may be reproduced, stored in a retrieval system or

transmitted in any means; electronic, mechanical, photocopy, recording or
otherwise, without the written authorisation of the publisher and copyright owner.

Quality Assurance and Planning Unit

Vice-Chancellor’s Office
Kwame Nkrumah University of Science and Technology
KNUST, Kumasi
PMB UPO, Kumasi-Ghana

Tel: +233 322060319

Email: [email protected]

Layout Design by
Frank Boadu, University Press, KNUST

Cover Design
Francis K. N. Nunoo, Department of Publishing Studies, KNUST

ii | Health and Safety Policy

Forward

The Kwame Nkrumah University of Science and Technology,

Kumasi has a mission to advance knowledge in science and
technology through creating an environment for undertaking relevant
research, quality teaching, entrepreneurship training and community
engagement to improve the quality of life. In order to achieve this
mission, there is the need to have Health and Safety Policy.

The rationale of this policy is to develop and maintain a

system of effective health service delivery, ensure safety
and welfare for staff and students.
The University is grateful to all those who ensured the
initiation, development and approval of this Policy.

Professor K. Obiri-Danso
VICE-CHANCELLOR

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iii
Acknowledgement

As part of the strategic planning mandate of the Quality Assurance and

Planning Unit (QAPU), university policies are initiated and proposed for
approval by the Academic Board. The Unit therefore, initiated Health
and Safety Policy which was approved by the Academic Board.

The QAPU is grateful to Dr. Yaw Bio’s committee for the

draft of this Policy. We are equally indebted to all staff who
helped to edit and review it.
Lastly, we wish to appreciate the contribution of all staff of
this University who contributed in several ways for the
development and approval of this Policy.

Prof. Christian Agyare

HEAD, QAPU
AUGUST, 2018

iv | Health and Safety Policy

Table of Contents

Forward iii
Acknowledgement iv
1. Introduction 1
2. Scope of Policy 1
3. Purpose of the Policy 1
4. Policy Objectives 1
5. Duties and Responsibilities 3
5.1 The University Council 3
5.2 Vice Chancellor 4
5.3 Provosts, Directors and Deans 4
5.4 Individual Staff and Students 6
5.5 Health and Safety Risk Adviser 7
5.6 Health and Safety Representatives 7
5.7 Health and Safety Committee 8
6. Specific Details of the Policy 9
6.1 Arrangements for Health and Safety 9
6.1.1 Risk Assessments 9
6.2 Health and Safety Inspections 10
6.3 Fire Prevention and Management 10
6.4 Manual Handling & Back Care 11
6.5 Slips, Trips & Falls 11
6.6 Hazardous Substances 12
6.7 Information, Instruction and Training 13
6.8 Safe Plant and Equipment 14
6.9 Electrical Safety 15
6.10 Noise 16
6.11 Vibration 16
6.12 Working at Height 17
6.13 Lifting Equipment 18

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Policy | v
 6.14 Driving on University Business 20
6.15 Display Screen Equipment 20
6.16 Work Related Stress 21
6.17 Personal Safety 22
6.18 Lone Working 22
6.19 Remote Working 23
6.20 First Aid Arrangements 23
6.21 Pregnant Women and Nursing Mothers 24
6.22 Disabled People 24
6.23 Children and Young People 25
6.24 Contractors 26
6.25 Asbestos 26
6.26 Visitors 27
6.27 Smoking 27
6.28 Alcohol and Drugs 27
6.29 Internal Reporting of Incidents 28
6.30 Consultation with Employees 28
6.31 Food Vendors: Chop Bars and Restaurants 28
6.32 Waste Management and Environmental Hygiene 29
7. Policy Dissemination 29
8. Training and Other Resource Implications for this Policy 29
9. Audit, Monitoring and Review 29
10. Other Related Policies 30

vi | Health and Safety Policy

1. Introduction
The University recognizes and accepts responsibility for ensuring, so far
as is reasonably possible, the health, safety and welfare of its staff and
students and other persons who may be affected by our acts or
omissions. The University will take steps to ensure compliance with the
relevant statutory provisions and good practice requirements.

Our statement of general policy is to:

2. Scope of Policy
This is a University-wide policy and it applies to all staff, students,
non-University employees located within the University premises
including those engaged in service provision, contractors and visitors.

3. Purpose of the Policy

The purpose of this policy is to demonstrate the University’s
commitment to comply with the general requirements of Section
118 of the Labour Act, 2003 Act 651 on Occupational health and
Safety and other statutory instruments to manage workplace
hazards and provide an approved systematic approach and
guidance to enable staff to effectively manage risk.

4. Policy Objectives
The University general policy objectives with regards to
health and safety are as follows
• Develop and maintain a collective effort of control of
health and safety to safeguard people from harm;
• Provide adequate financial and other resources
including organizational arrangements to support
the successful management of health and safety
as an integral part of our business activity;
• Pursue health and safety objectives with sincerity;

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 • Provide all staff and students with suitable information,
instruction, supervision and training that would ensure that
their work and studies are carried out safely and competently;
• Ensure that every staff and student is aware that they
must co-operate with us and support the successful
implementation of health and safety arrangements;
• Ensure places of work and study are safe
without risks to health, with adequate
arrangements and means of access and exit;
• Provide sufficient occupational health arrangements
including workplace well-being;
• Actively encourage consultation with staff and students on
matters affecting their health and safety so they are involved
with the planning, measuring and reviewing of performance;
• Ensure adequate co-operation, communication and
co-ordination with other employers, and their
employees, where they share a workplace or services;
• Provide adequate preventative and protective systems for
hazard identification, risk assessment and risk control;
• Prevent accidents and cases of work-related ill
health where possible and have sufficient reactive
systems to address areas of concern;
• Provide and maintain plant, equipment and machinery that will
ensure safe handling and storage of hazardous substances;
• Ensure that procedures to deal with serious and
imminent danger are sufficient, robust, and are
appropriately monitored and reviewed; and
• Monitor, audit and regularly review this policy and measure
safety performance to enable continual improvement.

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5. Duties and Responsibilities
5.1 The University Council
The Council has ultimate responsibility and ‘ownership’ of
the health and safety policy. It has oversight responsibility
for its implementation within the University by ensuring
effective management of good health and safety practices.
The Council shall carry out its responsibility by:
1) Demonstrating strong and active leadership by
ensuring that there is visible and active commitment
through regular review of the health and safety policy;
2) Setting the direction for effective health and
safety management as an integral part of the
academic and administrative decisions;
3) Ensuring there is a nominated Executive Director to
champion the University’s health and safety responsibilities;
4) Ensuring there are effective ‘downward’ and
‘upward’ communication channels embedded
within the management structures;
5) Council members take the lead in ensuring the
communication of health and safety duties and
benefits throughout the University;
6) Ensuring adequate finances, personnel, equipment,
materials and other resources are made available so
that the requirements of this policy, legislation and
good health and safety practice can be fulfilled;
7) Expecting all staff and students to play a part in the
responsibility for meeting the requirements of health and
safety legislation and maintaining ongoing accountability
through management roles and responsibilities.

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5.2 Vice Chancellor
The Vice-Chancellor has the responsibility for developing,
implementing and improving the University’s health and safety
management system. He has the duty of taking all practicable
measures to create a safe and healthy work environment.
These include the following:
1) Providing leadership and direction in matters of health
and safety and ensuring there is continuous improvement
in the health and safety performance of the University;
2) Ensuring suitable control of health and safety
management which is integrated into general
academic and administrative activities;
3) Establishing and achieving overall health and safety
goals and objectives as part of the strategic plans
of the University and its constituent parts; and
4) Developing a clear chain of responsibility for health and
safety matters through normal line management channels.

5.3 Provosts, Directors and Deans

As front line managers they are expected to implement the University
policies related to Health and Safety. They will achieve this by:

1) Ensuring effective consultation with staff and students

in order to gain their commitment to achieving excellent
health and safety/service delivery standards;
2) Ensuring that health and safety is given the appropriate
priority while carrying out their regular duties;
3) Ensuring necessary information, instruction, training
and supervision is provided to all Staff and students
to enable them undertake their tasks without risk to
their own or other person’s health and safety;

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4) Ensuring that suitable First Aid and welfare
arrangements are provided for all staff and students;
5) Ensuring that accident/incident reporting
procedures are established and complied with
in line with local and University policy;
6) Ensuring that all departments/units/sections have suitable
and sufficient risk assessments and safe systems of work
in place for the protection of staff, students, service users,
and others that can be affected by our activities;
7) Ensuring that staff and students (and contractors in
appropriate circumstances) are informed of any
hazards to health and safety which are known to be
associated with the work they perform and the
steps to be taken to control any such hazard;
8) Ensuring that staff and students are conversant with the
University’s health and safety policy and associated
policies and procedures and that they understand the
importance of complying with the requirements;
9) Ensuring that staff and students are aware of
emergency and evacuation procedures;
10)Monitoring staff and students and appointed contractors
to ensure that they undertake their duties/responsibilities
in a safe manner in line with University policies;
11)Ensuring regular inspections and audits of the
University’s premises under their responsibility,
including operational areas and equipment to
ensure a safe teaching and learning environment;
12) Liaise and consult with the Director of Works and Physical
Development for the management of the risks involved with
related issues e.g. equipment maintenance, ligature points,
water systems, electrical installations and contractors;
13)Allocating the necessary human and financial
resources to achieve the goals;

Health and Safety Policy | 5

 14) Ensuring that health and safety matters raised by staff
and students are thoroughly investigated and any
necessary recommendation/actions implemented.

5.4 Individual Staff and Students

Every staff and/or student has a responsibility to:
1) Take reasonable care of their own health and safety and other
persons who may be affected by their actions or omissions;
2) Familiarise themselves with and abide by the health
and safety policy and all applicable University
policies, procedures and guidelines;
3) Co-operate with their heads on health and safety matters;
4) Identify and report to their heads any hazards that
could cause harm arising out of work activities;
5) Report all occupational injuries, illnesses/diseases, near
misses or other types of incidents, as per the University’s
Incident Reporting and Investigation Policy;
6) Tell their heads if something happens that might affect their
ability to work safely e.g. becoming pregnant, suffering from an
injury or illness, taking medications that cause drowsyness;
7) Be aware of the University health and safety policy
and the necessary control measures to reduce risks;
8) Avoid interferance with anything provided to
safeguard health and safety;
9) Immediately report or repair any defects to equipment,
furniture, machinery or concerns to their heads;
10) Regularly appraise themselves with, and follow, the
latest information, instructions and training received;
11) Attend the relevant modules of Core Mandatory Training;
and participate in a further training as identified by heads;

6 | Health and Safety Policy

 12)Know the local emergency arrangements i.e.
actions to be taken in the event of fire;
13)Report to their heads when they are experiencing times
of stress that will have an impact on work/studies and or
personal wellbeing

5.5 Health and Safety Risk Adviser

He/she should be appointed with the responsibility for:
1) Providing specialist support to Provosts, Directors,
Deans, staff and students where necessary;
2) Dealing proactively with health and safety matters;
3) Conducting regular internal health and safety
audits in partnership with Provosts, Directors,
Deans and Health and Safety Representatives;
4) Advising on new processes or equipment
relative to their health and safety impact;
5) Maintaining and advising on up to date information
on changes to health and safety legislation, Codes
of Practice and other standards;
6) Assisting in the formulation and implementation of health and
safety related University wide policies and procedures;
7) Providing direction and oversight of
health and safety initiatives;
8) Delivery of Health and Safety related training; and
9) Reporting to the Vice-Chancellor

5.6 Health and Safety Representatives

Have delegated responsibility for:
1) Supporting Provosts, Directors and Deans with the day to day
management of the health and safety programme in the

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 colleges, faculties and units in accordance with legislative
requirements and Trust policies and procedures;
2) Participating in meetings with other health and
safety representatives and the Health and
Safety Adviser and attending health and safety
training courses where appropriate; and
3) Participating in health and safety audits in
partnership with Provosts, Directors and Deans

5.7 Health and Safety Committee

The Health and Safety Committee’s main responsibilities are to:

1) Promote effective co-operation, communication,

consultation and involvement in health and safety issues
between the University and its staff and students;
2) Monitor and audit the successful implementation
of health and safety legislation and policies;
3) Keep watch on the adequacy of safety and health
communication and awareness in the workplace;
4) Assist with the development of new policies as required;
5) Consult with staff and students on policy and to
liaise on incidents; and
6) Report to the Quality Assurance Committee.

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6. Specific Details of the Policy
6.1 Arrangements for Health and Safety
Health and safety management can be seen by many as complicated
and as an add-on to what we already do. However it need not be that
way. Health and safety management is one part of Risk Management. It
is the recognition and effective management of all threats and challenges
to the University’s objectives and values. The University’s Safety and
Risk Strategy Management outline all aspects of safety and risk. It aims
to provide direction and clarity about safety and risk management. It
outlines staff and students’ roles and responsibilities and describes the
systems and processes for effective risk management. Finaly it promotes
the absolute importance of a good safety culture. An overview of the
general arrangements is provided below.

6.1.1 Risk Assessments

Risk assessment is simply a careful examination of what could
cause harm to people, so as to determine whether enough
precautions have been taken to prevent harm. As a University, we
are required to assess and manage health and safety risks through
the steps below.
i. Departmental heads must undertake risk assessments for the
areas and activities of staff and students under their control;
ii. The assessment must be carried out before work that
gives rise to the risk, or before the introduction of
new equipment or new development or change of
systems that could affect the health, safety and
welfare of staff and students, service users, visitors
and contractors;
iii. Departmental heads are expected to make their staff and
students aware of the results of the risk assessments, and
provide them with the necessary instruction, training and
supervision to undertake their work safely.
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6.2 Health and Safety Inspections
Health and safety inspections are an invaluable way of identifying
potential workplace hazards before they cause any health and
safety problem. An inspection should cover all aspects of the
working environment, work methods and work conditions. It is
carried out in order to achieve some consistency of content for
Health and Safety standards in the University.

Departmental heads and the Estates Office are to ensure

their health and safety related inspections of areas under
their control are carried out. A checklist should be provided.

6.3 Fire Prevention and Management

Each year people die or get seriously injured as a result of fires at
work. Besides loss of life, fire costs Ghana millions of cedis; from
damage to property to loss of business and insurance premiums.
Many fires can be avoided by taking fire precautions. All
necessary fire prevention, precautionary and management of fire
safety measures are to be implemented within work premises to
remove or reduce the likelihood of a fire occurring.

The University Fire Prevention Unit will make sure that:

i. Fire Risk Assessments are completed for all premises;
ii. Fire extinguishers are sited correctly,
maintained and checked annually;
iii. Arrangements for regular testing of fire alarms, fire
detection and warning systems are in place;
iv. Clear escape routes are provided and designated;
v. Staff and students are also expected to co-operate
fully in complying with any preventive (e.g. keeping
walkways clear, using equipment and flammable
liquids safely) and emergency procedures.

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6.4 Manual Handling & Back Care
Work-related musculoskeletal disorders (MSDs), including
manual handling of injuries are some of the most common
type of occupational ill health in Ghana.
i. Departmental heads are responsible for
completing risk assessments for manual
handling tasks for their staff and students;
ii. Staff and students are expected to follow the
detailed risk assessments, procedures and training;
iii. All staff shall receive Manual Handling
training at their induction;
iv. Ad hoc manual handling training can be provided if
a risk assessment identify’s it as a requirement.

6.5 Slips, Trips & Falls

Slips and trips resulting in falls are the most common cause of major
injuries in all workplaces all over the world. Most slips occur in wet or
contaminated conditions and most trips are due to poor housekeeping.
Slip, trip and fall incidents can be cut dramatically through good
planning, positive management and good housekeeping.

i. The Estates Office is responsible for ensuring that

the floor surface is suitable and maintained;
ii. All staff and students are responsible to ensure all work
areas are kept tidy and pedestrian routes and stairs are
unobstructed with no items protruding into the walkways;
iii. Stock items and waste should be stored at the
designated locations identified;
iv. All spillages must be cleaned up using appropriate
methods for the contaminant. If appropriate, use a
wet floor sign and warn people of the hazards;

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 v. Staff and students must wear sensible footwear
which has good anti-slip properties;
vi. Any defects to floor surfaces must be
reported to the Maintenance Engineer;
vii. Ensure that all walkways or sidewalk are cleaned
and maintained. There should be regular inspection
to remove weeds, sand and fallen trees/tree
branches on the walkways/ sidewalks;
viii.Ensure that roads on campus are not flooded;
ix. Appropriate warning signs should be erected at
construction sites; and
x. All constructions on campus should conform to the
national standards contained in the “Building and
Construction Materials— Accessibility Standard for
Built Environment.” Before permits are given for any
construction on campus, the design of such projects
should conform to the standards set in this document.

6.6 Hazardous Substances

There are various potential hazardous substances that staff and
students may be exposed to. However, appropriate risk
assessment and controls should be in place to control hazardous
substances in the workplace (e.g. hospital, laboratories and farms)
to make sure that staff are not put at undue risk.

Departmental heads are responsible for:

i. Carrying out control of substances considered hazardous to
Health. They must also carry out assessments, where required,
and make sure staff and students receive appropriate
information, instruction, training and supervision in the use of
hazardous substances and emergency arrangements;
ii. Ensuring that systems are in place to eliminate, substitute,
isolate or control the use of chemicals to an acceptable level;

12 | Health and Safety Policy

 iii. The prevention of the use of latex gloves in
hospitals and laboratories;
iv. The prevention of sharps, injuries, skincare/dermatitis
and prevention of Blood Borne Viruses (BBV) in the
hospitals, laboratories and farms; and
v. Control of Asbestos Containing Materials (ACM). The
Director of Works should prevent exposure of staff and
students during demolition of asbestos laden buildings.

6.7 Information, Instruction and Training

Staff and students will be provided with whatever information,
instruction, training and supervision as necessary to ensure, so far
as is reasonably practicable, their health and safety on campus.

i. As part of staff and students’ local induction, corporate

induction, job specific and refresher training, they must
be informed of their health and safety responsibilities
and safe systems of work and procedures to follow;
ii. The information should be communicated by the Health
and Safety Committee through email, on the intranet,
newsletters, departmental notice boards, meetings etc;
iii. All staff and students are required to regularly appraise
themselves with the latest information provided for their
health and safety on campus and attend Core Mandatory
training as and when identified by their heads;
iv. There are appropriate safety signs to warn people
of specific hazards within each premises;
v. Fire safety rules must be displayed in all buildings on campus;

vi. There should be instant messages alerting the

university community of crime (s) that have
occurred in and around the campus;
vii. There should be severe weather alerts via SMS;

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 viii.All warning systems should take into account the
needs of persons with sensory impairment, such as
deaf and blind persons; and
ix. There should be well-labelled ‘You – Are –
Here’ maps at important locations on campus.

6.8 Safe Plant and Equipment

By using safe, well-maintained plant and equipment/machinery
for particular process (e.g. air conditions) and equipment
operated by adequately trained staff, you can help prevent
accidents and reduce personal and financial costs.
The maintenance Engineer is responsible for:
i. Making sure that new plant and equipment meet health
and safety standards before they are purchased;
ii. Ensuring all plant and equipment (under their
control) are suitable for use, inspected,
examined and maintained as appropriate;
iii. Making sure that patient lifting equipment in the
hospital is appropriately examined at least every
6 months and maintained as required.
Departmental heads are responsible for:
i. Making sure that equipment under their control is
suitable for use and for the purpose and conditions
in which it is intended to be used; and staff and
students have received suitable training; the
equipment is inspected and maintained as required;
ii. Making sure there are arrangements for
appropriate repairs when required.
All staff and students are responsible:
i. To only use equipment that they have been
trained and authorized to use;

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 ii. To only use equipment as prescribed, intended
for use and as instructed;
iii. To not use work equipment if it is unsafe to use e.g.
defective. Inform your supervisors and/or heads
immediately and label ‘do not use’; and
iv. Any problems found with plant, equipment or fabric of
buildings should be reported to the Maintenance Engineer.

6.9 Electrical Safety

The Maintenance Engineer is responsible for the inspection and
maintenance of installed electrical systems and
portable/transportable equipment for buildings under their control.

i. Only competent persons authorized by the

Maintenance Engineer are permitted to
maintain/repair electrical systems and equipment;
ii. All portable/transportable electrical equipment will
be inspected and tested by the Maintenance
department and they will hold all records – this
includes Portable Appliance Testing (PAT).
iii. Departmental heads must liaise with the Maintenance
Department for advice on the correct selection of mains for
electrical equipment and make sure the appropriate
testing before use has been completed. Untill the testing is
done no equipment shall be used on University premises;
iv. If you believe there is a fault with an electrical appliance
or installed system, do not use. Isolate if safe to do
so, label ‘do not use’ and report immediately
to the Maintenance Department.

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6.10 Noise
Noise is part of everyday life, but loud noise can permanently
damage hearing. The staff that are potentially at risk from high levels
of noise exposure are maintenance and/or construction workers.

The Maintenance Department is responsible for ensuring that:

i. There are assessments in place for staff and
students exposed to noise at work;
ii. Action is taken to reduce noise exposure and make
sure that legal limits on noise exposure are not
exceeded;
iii. Staff and students are supplied with hearing
protection as appropriate;
iv. Staff and students are provided with information,
instruction and training;
v. Arrange for health surveillance where there is a risk to health;
vi. Provide advice to heads, students and staff on request.

6.11 Vibration
Hand/arm vibration comes from the use of hand-held power tools and is
the cause of significant ill health. University staff that are potentially at
risk from high levels of vibration exposure are maintenance workers.

The Maintenance Engineer is responsible for ensuring that:

i. There are assessments in place for employees

exposed to vibration at work;
ii. Action is taken to reduce vibration exposure and make sure
that legal limits on vibration exposure are not exceeded;
iii. Provide staff and students with information,
instruction and training;
iv. Arrange for health surveillance where there is a risk to health;
v. Provide advice to heads, students and staff on request.

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6.12 Working at Height
Working ‘at height’ is when a person could be injured falling from it, even
if it is at or below ground level. This does not include stairways or slips
and trips on a level. Working at height remains the single biggest cause
of workplace deaths and one of the main causes of major injury.

Common tasks requiring working from height are:

i. Minor roof work i.e. using a ladder,
standing on unguarded roof;
ii. General maintenance tasks i.e. whilst using ladders;
iii. Unloading a vehicle i.e. standing on the load area;
iv. Cleaning tasks i.e. using a stepladder;
v. Access to shelving i.e. using a stepladder or step stool;
vi. Putting up a display i.e. using a stepladder or step stool.
The Maintenance Engineer is responsible for ensuring that:
i. Work at height for areas under his control is properly
planned and organised;
ii. Those involved in work at height are trained and competent;

iii. The place where work at height is done is safe;

iv. Equipment for work at height is appropriately inspected;
v. The risks from fragile surfaces are properly controlled;
vi. The risks from falling objects are properly
controlled. Department heads are responsible to:
i. Avoid the need to work at height where possible;
ii. Make sure the stepladders are suitable for the
task to be undertaken and are in good condition
and preferably with suitable handholds.
iii. Carry out regular checks on each stepladder or
step stool to make sure they are in good condition;

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 iv. Make sure that staff are trained and instructed on
how to use stepladders or step stools safely and
inform staff to carry out pre-use checks;
v. Remove any defective or unsuitable stepladders from use.
All staff and students are responsible to ensure that:
i. They do not work at height if it can be avoided;
ii. They do not climb on to do shelving or
racking under any circumstances;
iii. They only use stepladders for recognised activities identified
and they have received appropriate training and instruction;
iv. They carry out pre-user checks and follow the safe
use instructions for the stepladder or step stool
(usually printed on each stepladder and step stool);
v. If you find a defect or have a concern with the activity to
be undertaken, then do not use; inform your supervisor
or head immediately; meanwhile label ‘do not use’.

Contractors:
Contractors must not work at height on roofs unless they
have received approval from the University’s Director of
Works and Physical Development. Approval will only be
granted when required work has been properly planned and
organised, including a permit to work where required.

6.13 Lifting Equipment

Lifting equipment includes any equipment used at work for lifting
or lowering loads, including attachments used for anchoring,
fixing or supporting it. Examples include patient hoists, passenger
lifts, Mobile Elevated Working Platforms, vehicle tail-lifts etc.

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a) Patient Hoists
Although the use of hoists in our hospitals can reduce
musculoskeletal risks, you should consider the other risks associated
with hoisting people since people can be injured in the act.

The Director of Health shall ensure that:

i. All hoists and slings to be used are maintained in
accordance with the manufacturer’s instructions;
ii. All hoist and sling combinations are compatible
and appropriate for the patient and that risk
assessments are repeated if the equipment
combination or the patients’ condition(s) change;
iii. Staff and students are trained to handle the specific
equipment so that they have the skills and
competence to carry out the handling plan and
understand the risks and measures to control them;
iv. That staff and students inspect hoists and slings before use
and they should be removed from service if defects are found.
v. All slings are to be cleaned in accordance
with the manufacturer’s instructions.
The Maintenance Engineer will ensure that:
i. All hoists and slings are thoroughly examined by a
competent person at least every six months. A thorough
examination is a systematic and detailed examination of
the lifting equipment by a competent person to detect
any defects that are, or might become dangerous;
ii. In addition to the thorough examination requirements,
all hoists are regularly serviced and maintained;

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b) Other Lifting Equipment
The Maintenance Engineer will ensure that:
i. All lifting equipment (including accessories) is periodically
thoroughly examined, inspected and maintained as per
the manufacturers instructions by competent persons;
ii. Lifting operations are planned, supervised and
carried out in a safe manner by people who are
competent (trained and experienced).
Contractors needing to use their own lifting equipment:
i. Must provide proof that their lifting equipment (including
accessories) has been subjected to appropriate periodic
thorough examinations, inspections and maintenance;
ii. Must ensure that users are competent to use it safely;
iii. Must ensure thar approved risk assessments and safe
systems of work are in place before work is authorized.

6.14 Driving on University Business

All staff that drive on University business, whether using a fleet vehicle,
lease car or private vehicle, must ensure that they follow the laws
applicable to driving as well as the University guidelines and procedures.

6.15 Display Screen Equipment

The significant use of Display Screen Equipment (DSE),
e.g. computers and workstation equipment, can result in
health problems if not used or managed correctly.
Departmental heads are responsible for making sure
i. That suitable and sufficient assessment of all work stations
and DSE are performed to determine the health and safety
risks to persons exposed and the consequence of the use;

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 ii. That all necessary steps are taken to reduce the risk
identified to the lowest level reasonably possible;
iii. That all employees who habitually use display
screen equipment as a significant part of their normal
work are made to undertake the appropriate eyesight
test prior to their employment and at regular intervals
after they have become users:
If display screen users experience visual difficulties or any
other difficulties that may be attributed to work on display
screen equipment, the University shall:
i. Take steps to incorporate changes of task for display screen
users to prevent intensive periods of on-screen activity;
ii. Provide sufficient information, instruction, and training and
supervision as necessary to ensure the health and safety of all
staff who are users of display screen equipment.
All staff shall comply with the University procedures for
Display Screen Equipment use.

6.16 Work Related Stress

Workplace stress can be a major factor in reducing staff
performance, commitment, motivation, productivity, and
increasing sickness and absenteeism.
i. Departmental heads are responsible for identifying
and managing the potential causes of stress.
ii. Staff and students have a responsibility to report to their
heads when they are experiencing times of stress that
will have an impact on their work/study or wellbeing.
iii. All heads must deal with issues of stress in a
sensitive and constructive manner and refer to the
Counselling Centre or the Director of Health.

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6.17 Personal Safety
The nature of work undertaken within some sectors of the
university, e.g. the hospitals, means that some staff are often
required to work with patients and visitors who are in distressed or
disturbed conditions, and therefore are anxious or in pain. There
is an inherent risk of violence or aggressive situations. The
University is committed to providing a safe and secure workplace
for its staff and service users by aiming to prevent and deter crime
by removing opportunities for it to occur or to re-occur.

Departmental heads are responsible for ensuring that the

appropriate assessments and procedures are in place and
all staff receive appropriate training
All staff and students are responsible for:
i. Complying with the local arrangements and
procedures designed to aid security;
ii. Informing the appropriate heads if they have any
security related concerns;
iii. Reporting all acts of violence and aggressive behaviour to their
heads and always complete the required incident forms;
iv. Attending the appropriate conflict resolution
training as identified by the Departmental heads.
v. The University will seek to hold to account those who have
committed crime against its staff and students by detecting
and prosecuting offenders and seeking redress where viable.

6.18 Lone Working

People working alone or in isolation from others may be at particular
risk because of their vulnerability in the event of an attack or illness.
They may be at risk if they are not in regular contact with others and
are not kept informed about relevant current developments.

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 i. Departmental heads are responsible for making sure that lone
working is avoided if possible. There are suitable risk
assessments for lone working with appropriate personal safety
plans and systems before the lone worker commences;
ii. Heads must make sure that staffs that are required to
work alone are aware of the risk assessments and the
personal safety plans and know how to follow them.

6.19 Remote Working

i. The University will provide the means to ensure that
staff and students who carry out duties/studies from
remote locations such as homes, IDL Centres, guest
houses etc, carry out work station assessments.
ii. Heads must ensure that a risk assessment is
carried out to ensure the suitability of “Distant
working” facilities/ arrangements.
iii. The University will ensure that all equipment
supplied for the purposes of distant working is
suitably tested and free from electrical defects.

6.20 First Aid Arrangements

Departmental Heads are responsible for informing staff of the first
aid arrangements at each premise/location. This should include
the designated first aiders, appointed persons, locations of first aid
equipment and methods of summoning first aid assistance.

i. All staff and students should keep themselves familiar

with the first aid arrangements;
ii. Nominated first aiders are required to keep their
training up to date.

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6.21 Pregnant Women and Nursing Mothers
The University has a legal obligation to ensure a safe and healthy
work environment for pregnant or breastfeeding employees. All
staff are entitled to a safe, secure working environment. Whilst
there are no legal requirements on staff to inform the University
that they are pregnant or have become new mothers, they should
bear in mind that the University is not required to take any specific
action until written notification has been provided.

i. It is advised that pregnant staff inform their heads

that they are pregnant.
ii. Early identification of workplace risks is beneficial as there are
hazards at work that could affect a pregnant person’s health.
iii. Once a staff has informed their head that they are
pregnant, the head will carry out a New and Expectant
Mother’s Risk Assessment, with the pregnant person,
and this will be periodically reviewed.
iv. Once the staff returns to work, the head should
ensure a new risk assessment is carried out and
put appropriate facilities in place to protect the
health and safety of the new/ nursing mother.

6.22 Disabled People

The University must assess and manage the work risks to
everyone, including those with disabilities.
i. Staff and students who have disabilities that may affect
the way they do their job and/or study should tell their
heads. This is to enable the University to undertake risk
assessments and make changes (reasonable
adjustments) to help them do their jobs safely.
ii. Departmental heads and the Director of Works are responsible
to make sure arrangements for evacuation in emergencies are

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 planned in advance. This is also necessary for people
who are temporarily disabled, e.g. with fractured legs.

6.23 Children and Young People

School Children and young people are more at risk from harm
and are likely to be inexperienced, unaware of health and
safety risks and physically or mentally immature. Therefore, we
must make sure that additional safeguarding arrangements are
in place before their work or work experience commence.
The University will develop an agreement that will ensure:
i. Adequate supervision for the pupils of the
University basic schools;
ii. A plan of work for the placement for work experience;
iii. Suitable and sufficient risk assessments are in place;
iv. Arrangements for instruction and training before
the work starts; and
v. How the young person will be supervised and
who will be responsible.
School children and young people on work experience are
regarded as employees under health and safety law.
However, the overall rule is that young people under 18
years old must not be allowed to do work which:
i. Cannot be adapted to meet any physical or mental
limitations they may have;
ii. Exposes them to substances which are toxic or cause cancer;

iii. Exposes them to radiation; and

iv. Involves extreme heat, noise or vibration.

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25
6.24 Contractors
• All contractors commissioned by the University to carry out
work have legal responsibilities under the health and
safety regulations to deal with specific hazards – but there
must be co-operation and co-ordination between all the
parties.
• Contractors are required to take necessary actions to
ensure that their activities do not endanger themselves or
others that can be affected by their acts or omissions;
• All Contractors are expected to adhere to the
relevant University polices in full;
• Any contractor seen working in an unsafe manner
must be reported to Director of Works immediately.

6.25 Asbestos
Asbestos is the name used for a range of natural minerals that were
used in construction of a number of the University’s buildings.
Asbestos is only a risk to health if asbestos fibres are disturbed and
released into the air and breathed in. Workers who carry out the
maintenance and repair of such buildings are particularly at risk.

The Maintenance Engineer is responsible:

i. For ensuring that systems are in place to manage
asbestos in all University premises
ii. To ensure asbestos surveys and appropriate risk assessments,
management plans and registers are completed;

iii. For carrying out annual monitoring of the

condition of asbestos in the premises;
iv. To have robust systems for informing contractors of
the location of asbestos and agreeing the appropriate
course of action before any work commences;

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 v. Ensuring provision of adequate training (which includes
information and instruction) to the maintenance staff, who
are, or may be, exposed to asbestos, and their supervisors.

6.26 Visitors
Visitors can be at increased risk in premises as they may not
be aware of the hazards and the controls to manage them. The
Maintenance Engineer is responsible to make sure that there
are local arrangements for the management of visitors;
i. All visitors to offices and workplaces must
report to the reception, sign in and follow the
local arrangements for that site;
ii. Those inviting visitors to their site, must make sure that visitors
follow the local arrangements and are not left unaccompanied
– as in the event of an evacuation they will
need to be escorted from the building.

6.27 Smoking
Smoking is not permitted in any University buildings and facilities.

6.28 Alcohol and Drugs

The University recognises the adverse effects of alcohol
and substance abuse on individuals and as such, it is
concerned with and has a duty to protect and maintain the
health, safety and welfare of its staff and students.
i. No alcohol is allowed to be consumed in
offices and lecture areas;
ii. Unfitness for duty through substance abuse, including
alcohol, may constitute gross misconduct. Such action
is considered an offence and will be dealt with under
the University’s disciplinary procedure;

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27
 iii. The University has a responsibility to offer help
when it becomes apparent that an employee
has a problem with substance misuse or alcohol
that may affect their work performance; and
iv. Sale of alcohol and any illicit drugs are not permitted
in any University residential accommodation.

6.29 Internal Reporting of Incidents

All near misses, accidents and incidents should be recorded
and reported to the head of department.

6.30 Consultation with Employees

The University recognises not just its legal duty to consult with staff and
students about health and safety but is fully aware of the benefits it can
have within the University. This entails not only giving information to staff
and students but also listening to and taking account of what they say
before making any health and safety decisions.

The University will provide its staff and students, or their representatives,
with the information necessary to allow them to participate fully and
effectively in through consultation with all stakeholders as everyone
carries out their functions. The primary mechanism for consultation with
health and safety issues is via the appointed, or nominated
representatives – usually at the Health and Safety Committee.

6.31 Food Vendors: Chop Bars and Restaurants

Food vending has become a venue for many novice entrepreneurs
attempting to start their businesses. The activities of some of these
vendors pose a significant health threat to the University Community.
There should therefore be regular vendor inspections to ensure that
food safety rules are obeyed especially with regard to personal and
environmental hygiene, and safety of food.

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6.32 Waste Management and Environmental Hygiene
Waste management is important to protect the environment and the
health of the University Community. This is becoming very necessary
because of the increasing population of the University. There should
be a policy to guide solid and liquid waste management.

7. Policy Dissemination
Links to an electronic copy of the policy shall be circulated via the Health
and Safety Committee and the University website and intranet.

8. Training and Other Resource

Implications for this Policy
Provosts, Directors and Deans must ensure that staff under their
control are aware of this policy, including their individual
responsibilities. The implementation of this policy does not
require additional resources. There are no other training needs
for the implementation of the policy. The implementation of this
policy should provide clarity on how health and safety is managed
within the University and how to obtain further information.

9. Audit, Monitoring and Review

The Health and Safety Risk Adviser is responsible for monitoring
the effectiveness of this policy. Periodic evaluation reports should
be prepared and submitted to the Health and Safety Committee
for the purpose of monitoring the implementation of the policy.
Effective monitoring would be achieved through active measures
including inspections, auditing and training, risk assessment and
other reactive measures. There will also be review of incident
statistics, accident investigation reports and ill health checks.
This policy will be reviewed within two years of ratification or earlier if
need be due to concerns identified through monitoring the policy,

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29
changes in national guidance, legislation, significant concerns
raised via enforcement action or significant incidents.

10. Other Related Policies

In addition to the above general health and safety policy,
some specific policy guidelines would be developed from
time to time to compliment this policy.

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Quality Assurance and Planning Unit ISBN: 978-9988-2-8487-9

Vice-Chancellor’s Office
Kwame Nkrumah University of Science and
Technology KNUST, Kumasi
PMB UPO, Kumasi-Ghana
Tel: +233 322060319
Email: [email protected] 9 789988 284879