Purpose

The HSE policy shall contribute to a good and safe working environment for all employees and students at NTNU. The policy shall support NTNU's strategy, and be a guide for NTNU's systematic HSE work at all levels. The HSE policy shall contribute to high quality in the HSE work and care for the external environment.

Scope and anchoring

The HSE policy applies to all business areas and organizational units. HSE policy is the governing document for HSE work at NTNU. HSE guidelines, HSE procedures and Emergency Preparedness are associated documents that describe responsibilities, requirements and procedures for HSE work.

Key concepts and definitions

HSE: HSE stands for health, environment and safety. The regulations on systematic HSE work in companies describe the scope as implementation of measures and improvement work within:

• work environment (organizational, psychosocial, physical and ergonomic)
• safety
• prevention of health damage or environmental disturbance
• protection of the external environment
• prevention of accidents and accidents associated with own activity
• prevention of adverse events

Line leader: Leader with personnel responsibilities (rector, vice-rectors, vice-rectors, directors, department heads, deans, museum director, department heads, section leaders, subject unit leaders).

HSE responsibility: All line managers have a responsibility to ensure that HSE work works satisfactorily. The line manager's HSE responsibility cannot be delegated. However, the top line manager (rector and board) has the overall responsibility for HSE at NTNU. HSE responsibility is not only linked to people with personnel responsibilities, it also includes people who have the task of leading or controlling others.

HSE guideline: An HSE guideline applies to the whole of NTNU and provides guidelines for what to do in given situations. These may be requirements for detailed procedures and routines to be prepared and / or requirements for combinations of technical measures and associated routines for follow-up, maintenance and reporting, etc. The unit can prepare local HSE guidelines, but these can not conflict with central HSE guidelines.

HSE procedure: An HSE procedure describes how to perform a task / activity. The unit can prepare local HSE procedures itself, but these can not conflict with Central HSE procedures.

HSE tasks: Tasks related to the systematic HSE work, e.g. planning and implementation of risk assessments, HSE training, HSE rounds, follow-up of HSE deviations, etc. HSE tasks and the responsibility for carrying them out can be delegated from the line manager to other employees (the tasks must appear in the job description). HSE tasks are anchored in HSE guidelines and HSE procedures.

General guidelines

The HSE work shall take place within the framework and general guidelines given in law, regulations and NTNU's strategy. Some key guidelines for the work:

The Working Environment Act and the Internal Control Regulations

NTNU's systematic HSE work is based on the Working Environment Act's requirement that all employees must have a fully safe working environment. The requirements for NTNU's systematic HSE work are set through Regulations on systematic health, safety and environmental work in enterprises (Internal Control Regulations).

Principles

• The line manager and employees must together contribute to creating a health-promoting and safe working environment
• Systematic HSE work shall be an integral part of all activity at NTNU
• HSE work shall be based on openness and participation
• HSE-related issues must be resolved at the lowest possible level
• The line manager has HSE responsibility at his unit, the responsibility can not be delegated to others
• The line manager can transfer HSE tasks to others
• The safety representative shall be a partner for the line manager
• The occupational health service must be involved in the HSE work

Responsibilities, roles and tasks 

Faculties, departments and joint administrative units have HSE responsibility for their own employees and others who perform work on their premises, cf. the Working Environment Act §§ 2-1 and 2-2.

The board  

The board adopts overall goals, strategies and plans for HSE work, and ensures that this is followed up. The board supervises through the processing of the HSE Annual Report. The board shall ensure that sufficient resources are set aside to follow up the goals, strategies and plans that are adopted.

Rector 

The Rector is responsible for ensuring that NTNU has a fully sound working environment at all times. The Rector shall ensure that the systematic HSE work is established, developed and maintained so that it meets the requirements of the Internal Control Regulations. The Rector adopts the HSE policy. The Rector shall ensure that the necessary training and assistance to the units is provided, submit an annual report on the HSE condition at NTNU to the board and ensure that measures are implemented so that goals for HSE work are achieved. The Rector shall investigate whether changes in NTNU's HSE system are necessary through an annual review. The principal can delegate HSE tasks to underlying units. The director of the organization handles the tasks that belong to the rector within the HSE area.

Vice-Rector 

The Vice-Rector at NTNU in Gjøvik and NTNU in Ålesund have a coordinating role on campus, and will, if necessary, contribute to finding good solutions where different units have intersecting HSE challenges. The Vice-Rector is a permanent member of the Local Working Environment Committee (SAMU), and shall have a dialogue with the local local chief safety representative (SLHVO).

Line manager  

The line manager is responsible for HSE work within his own area of ​​responsibility and work. Line manager must:

• have an overview of laws, regulations, HSE guidelines and other requirements that apply to the unit 
• set goals for HSE work
• ensure a fully safe working environment
• smake sure to identify HSE challenges, prepare annual action plans and follow up the HSE work
• be prepared to be able to handle unwanted incidents that are extensive or serious, and prevent incidents that can develop into emergency situations. (See the Emergency Preparedness page)
• regularly put HSE on the agenda in their management meetings  
• involve safety representatives (VO) and the occupational health service (OHS) in the HSE work 
• ensure that sufficient resources are set aside for HSE work 
• ensure that central and possibly local HSE guidelines are made known and followed up 
• ensure that employees have sufficient knowledge and skills in systematic HSE work and, if necessary, ensure that training is provided 

If the unit performs work in the same premises as other companies, the line manager must ensure that coordination agreements are prepared that clarify the HSE responsibility.

The line manager is responsible for ensuring that students who perform work as part of practical training under conditions that may endanger their lives and health are treated as employees in relation to the Working Environment Act (Chapters 1, 2, 3, 4, 5, 18 and 19). with the exception of § 19-2). 

Person whose task is to lead or control others  

Employees and students who have the task of leading or controlling other employees and / or students working in laboratories, workshops or fields have an independent HSE responsibility and must:

• ensure that considerations for safety and health are taken into account during planning and execution of the work, cf. the Working Environment Act § 2-3 third paragraph
• check that the activity is carried out in accordance with regulations, cf. the Internal Control Regulations § 5 

HSE tasks delegated by the Rector  

Department director HR and HSE department   

Must provide:

• to convey current issues within HSE, safety and emergency preparedness to the organizational director 
• ongoing development of NTNU's HR policy  
• case processing in connection with complaints to NTNU level about unacceptable behavior, bullying and conflicts
• case processing in connection with notification to NTNU level of matters worthy of criticism at NTNU

Section manager section for HSE and emergency preparedness   

Must provide:

• ongoing development of NTNU's HSE policy, key HSE guidelines and key HSE procedures
• ongoing development of NTNU's policy for safety and emergency preparedness, and that NTNU has a sufficient system for safeguarding safety and emergency preparedness. 
• development, maintenance and follow-up of NTNU's HSE system, including preventive fire protection
• assistance in matters concerning the working environment, safety and emergency preparedness
• reporting to the working environment committee (AMU) and the board 
• assistance in connection with the management's review and preparation of the HSE Annual Report

CFO

Must provide:

• overall plans for maintenance and development of NTNU's building stock
• that major HSE deviations related to the building stock are given high priority
• to coordinate and further develop NTNU's environmental development plan

Head of Campus Service

Must provide:

• to meet HSE requirements for operation and maintenance of NTNU's owned buildings and outdoor areas in daily operation and minor maintenance projects
• to take care of HSE requirements in rented buildings in accordance with the lease agreement and the agreement on coordination of fire prevention between the owner of the building and NTNU
• access control and building security

Other roles and tasks in HSE work

If HSE tasks are delegated, e.g. to HSE adviser / coordinator and / or Radiation Protection Coordinator and more - the line manager must ensure a systematic update. Delegation of HSE tasks must be documented in writing, and included in the job descriptions. These are usually linked to another position at the unit and use as much time for HSE tasks as the situation at any given time dictates. Unless otherwise documented, the line manager himself performs the HSE tasks.

HSE advisor / coordinator

The HSE adviser / coordinator has delegated work tasks from the line manager. The HSE adviser / coordinator shall report to the line manager and keep him / her informed of significant matters concerning the HSE work.

Current work tasks:

• Help put HSE on the agenda in the unit
• Keep an overview of which HSE guidelines are relevant for the unit, ensure that these are made known and provide input to the line manager if HSE guidelines are not adequate
• Develop local guidelines and procedures and make them known, where key guidelines and procedures are not comprehensive enough
• Participation and assistance in connection with risk assessments
• Participation in HSE rounds
• Participation in local HSE committees / forums. For HSE coordinator at the faculty: Local working environment committee (LAMU) if this has been introduced
• Participation in the Central HSE Forum
• Participation in the Safety and Emergency Preparedness Network
• Ensure dialogue with the safety ombudsman line at the relevant level
• Other work tasks can be agreed

Radiation protection coordinator

The tasks of the Radiation Protection Coordinator are agreed with the line manager in line with NTNU's central Guideline for radiation protection and the use of radiation sources.

Substance register contact

The tasks of the Stoffkartotek contact are agreed with the line manager in line with NTNU's central Guideline for Stoffkartotek and the exposure register. 

Employee

Employees are obliged to comply with HSE guidelines that apply at NTNU

Everyone who performs work in NTNU's service is described as an employee, cf. the Working Environment Act § 1-8. Student assistants, apprentices and research fellows who have an employment contract are considered employees. Where there is doubt as to whether NTNU is the employer of an employee, this must be clarified in each individual case and any employer liability agreed in writing. The provisions of the Working Environment Act on employees' duty to participate apply to all employees at NTNU, cf. the Working Environment Act § 2-3.

 Student

Students are obliged to comply with HSE guidelines that apply at NTNU.

Work performed as practical training of students, with teaching or research as the purpose, is subject to the provisions of the Working Environment Act when the work takes place under conditions that may involve danger to life and health. This applies, for example, when machines or substances / chemicals are used in the teaching that may pose a danger to life and health. The students' rights and obligations in the systematic HSE work are in such cases the same as for employees, cf. regulations on the application of the Working Environment Act for persons who are not employees, § 1 and the duty to participate §2-3.

Students who are in practice in a company shall be regarded as employees at the place of practice. That is, they are subject to the duties and rights of the Working Environment Act, cf. regulations on the application of the Working Environment Act to persons who are not employees, § 5. In practice, students must comply with the HSE provisions of the company in question.

In the study situation in general (reading rooms, auditoriums, computer labs, etc.) the provisions of the Working Environment Act do not apply to students. The Universities and University Colleges Act, § 4-3, provides a description of how the physical work environment for students is to be designed. Contact the Department of Study Administration for further information.

The safety ombudsman line

The safety representative line at NTNU consists of safety representatives (VO), local chief safety representatives (LHVO) and local local safety representatives (SLHVO) in Gjøvik and Ålesund, as well as one main safety representative (HVO).

The central principles for HSE also apply to the safety ombudsman line - cases must be resolved at the lowest possible level. If a case does not find its solution at the lowest level, it is passed on to the local / local local chief safety representative and dean / director and possibly to the chief safety representative and principal (see figure 1).

The deputy safety representative, local chief safety representative, local local chief safety representative and chief safety representative take care of the function in the event of absence.

See also Guideline for facilitation and cooperation between line manager and safety representative 

Faculty union-elected students

Faculty shop stewards are the students' representatives in all bodies at the faculty that work with study offers and the learning environment.

Department-elected students

Department-elected students sit on all bodies at the department that work with study offers and the learning environment. 

Relevant committees, forums and organizations

This describes forums, committees and organizations at NTNU that deal with matters of particular importance to HSE.

The Occupational Health Service (OHS), HSE section

NTNU's occupational health service (OHS) is a professional group in the HSE section. NTNU's occupational health service has been approved by the Norwegian Labor Inspection Authority. In Gjøvik and Ålesund, NTNU has an agreement with a local external occupational health service. The occupational health services have a free and independent position on work environment issues. BHT shall be involved in the units' HSE work, scope and content are described in collaboration plans.

More information:

• Section for HSE and emergency preparedness 
• The occupational health service 

Working Environment Committee (AMU)

The working environment committee participates in the planning and organization of HSE work and deals with matters concerning HSE at NTNU. If the working environment committee deems it necessary, the committee may also adopt measures to protect the safety and health of employees. There are local working environment committees (SAMU) in Gjøvik and Ålesund.

Here you can find more information about working environment committees:

• The working environment committee - AMU - further information about the working environment committee at NTNU
• Local working environment committee Gjøvik and Ålesund (SAMU)
• Chapter 7 of the Working Environment Act - requirements for working environment committees
• The main agreement in the state - requirements for clarification of the division of labor between the working environment committee and other forums for co-determination.
• NTNU's adaptation agreement to the main agreement - information on which matters are to be dealt with in the working environment committee.

Central HSE forum

Central HSE forum shall ensure a good flow of information through the organization.

Participants in the forum are:

• Section leader section for HSE and emergency preparedness
• HSE advisor / coordinator from all faculties, Science Museum, NTNU in Gjøvik, NTNU in Ålesund, Rector's staffs and organization
• The central HSE forum has no decision-making rights, but the HR and HSE manager / section leader section for HSE and emergency preparedness can bring current matters to the director of organization and infrastructure and / or to the working environment committee (AMU), for further consideration.

The Learning Environment Committee (LMU)

The learning environment committee is an advisory committee for NTNU's board and shall contribute to a fully sound learning environment for the students at NTNU. This is ensured by the learning environment committee participating in the planning of measures concerning the learning environment and by the learning environment committee following developments in matters concerning students' safety and welfare. The learning environment committee reports annually to the board on NTNU's work with the learning environment. The students and NTNU each have four members each in the committee. See also the Universities and University Colleges Act § 4-3.

LMU has subcommittees at NTNU in Gjøvik and NTNU in Ålesund.

IDF SESAM (Central Cooperation Committee)

Through the Main Agreement in the state and NTNU's adaptation agreement to the main agreement, the management and employees' organizations have stipulated how co-determination in accordance with legislation and agreements shall be implemented at NTNU. Through the adaptation agreement, the parties have established co-operation committees as permanent bodies for the exercise of shop stewards 'participation in the decisions that affect the employees' work situation. In the central co-operation committee, the rector informs, discusses and negotiates with shop stewards about the decisions that affect NTNU as a whole or employees at several of the units.

• IDF SESAM

IDF LOSAM (Local Cooperation Committee)

In order to ensure co-determination at the units, the parties have established a local co-operation committee where the dean / director at the individual unit makes decisions that affect employees within the unit with the unit's union representative. The local co-operation committee shall take care of information activities, discussion and negotiations on matters concerning the unit.

Local co-determination at NTNU in Gjøvik and NTNU in Ålesund is ensured through the co-operation committees GSAM and ÅSAM, chaired by the Vice-Rector.

See also:

• The main agreement in the state 
• NTNU's adaptation agreement to the main agreement 

The employee organizations

The union representative arrangement is based on a collective agreement or main agreement and is not directly regulated by law. The main associations at NTNU are YS-Stat, Akademikerne, Unio and LO-Stat. The union representative in the employee organizations assist their members in matters concerning contracts, pay and working conditions and provide advice and assistance in all matters related to the work situation. In HSE matters, union representative and safety representatives can co-operate.

See also:

• The main agreement in the state 
• NTNU's adaptation agreement to the main agreement 

Approval / signature

 HMSR63