Arrangements/ Programs applicable to all departments

Emergency planning & arrangements
Review Items Yes/ No Reference/Guidance Notes
1. Have all foreseeable emergency situations identified in the Unit?  
  • Fire
  • Injury
  • Chemical spill
  • Radioactive substances spill
  • Biological substances spill
  • Flooding
  • Others:
2. Are appropriate arrangements in place to cope with these situations identified?    
3. Are staff concerned know the respective emergency procedures?    
4. Are there adequate emergency showers and eyewash facilities (if applicable)?    
5. Are there sufficient spill control equipment and materials ready for use in case of emergencies (if applicable)?    
6. Are there regular emergency drills (on various emergency situations)?   As fire drills are organized by HSEO annually, focus should be given on other types of drills such as chemical spill.
7. Do the "emergency placards" posted at the entrance of the labs/ workplaces contain up to date information (hazardous contents, emergency contacts etc.)?    
Fire Safety arrangements
Review Items Yes/ No Reference/Guidance Notes
1. Are flammables and combustibles properly stored?    
2. Are there arrangements to ensure that only a minimum amount of flammables and combustibles taken for used at one time?    
3. Are there arrangements to ensure that electrical circuits are not overloaded?    
4. Are there adequate fire services installations provided at the workplaces?    
5. Are staff members assigned to check the conditions of fire services installations and fire escape routes, and assist fire evacuation?    
6. Are fire escape routes adequate and free from obstructions?   As fire drills are organized by HSEO annually, focus should be given on other types of drills such as chemical spill.
7. Are fire exits adequate and properly indicated?   Check :
  • Exit signs
  • Directional signs
  • Fire evacuation map
8. Are fire services installations free from obstructions in the work areas?  
  • Hosereels
  • Fire extinguishers/ fire blankets
  • Sprinkler heads
9. Are there arrangements to ensure that the "No Smoking" procedure is being observed?   As fire drills are organized by HSEO annually, focus should be given on other types of drills such as chemical spill.
General arrangement on controlling of health hazards
Review Items Yes/ No Reference/Guidance Notes
1. Are all health hazards (e.g. substances hazardous to health, noise, radiation etc.) identified?    
2. Have all substances being used which are hazardous to health been identified?    
3. Have appropriate measures for controlling the risks of substances hazardous to health been introduced?    
4. Are there arrangements to ensure that the control measures are being used?    
5. Is there a system for monitoring the exposure of workers to substances which are hazardous to health?    
6. Where necessary, are appropriate forms of health surveillance carried out for affected employees?    
7. Are employees affected by any substances hazardous to health adequately informed of the risks and trained on the precautions to be taken to avoid the risks?    
8. Are employees provided with appropriate protective clothing/ equipment? If yes,    
9. Have they been trained to use the PPE properly?    
10. Are there proper arrangements for the disposal of substances hazardous to health?    
General office safety arrangements
Review Items Yes/ No Reference/Guidance Notes
1. Are there specific personnel assigned the duties to help ensuring the safety in the office?    
2. Are there arrangements for proper electrical equipment (including plugs and adaptors or extension socket boards if inevitably needed) to be used in the office?    
3. Are there arrangements to ensure that office machinery and equipment are up to safety standards?   Procurement through the Purchasing Office is more likely to be meeting the safety requirement.
Focus on equipment purchased by individuals.　
4. Is there a Fire Warden appointed for every office responsible for routine fire safety inspection and assist fire evacuation?    
5. Has the Fire Warden received adequate training to perform the assigned duty?    
6. Are there arrangements for safety inspections to be conducted regularly?   Conducted by: _______________
Frequency of Inspections: _____
Review sample inspection reports
7. Are the inspections properly documented?   Conducted by: _______________
Frequency of Inspections: _____
Review sample inspection reports
8. Are safety discrepancies followed up properly?    
9. Have employees received appropriate training in office safety?   Examples:
Fire safety
Electrical safety
Workstation ergonomics
Manual handling safety

Arrangements/ Programs applicable to some departments

Provision of Personal Protective Equipment
Review Items Yes/ No Reference/Guidance Notes
1. Are all work activities where personal protective equipment will be needed identified?    
2. Have all relevant statutory requirements for the provision of PPE been identified?    
3. Are there arrangements to ensure that the correct types of PPE are selected and used?    
4. Are there arrangements to ensure that the required PPE are being used by staff and students as necessary?    
5. Is there a sufficient stock of the necessary PPE?    
6. Is there an effective system for the issue, recording and inspection and replacement (as necessary) of PPE?    
7. Are there arrangements for regular checks of the use and condition of PPE?    
8. Are there adequate facilities for employees to store their personal PPE?    
Safety Arrangements for Use of Electricity
Review Items Yes/ No Reference/Guidance Notes
1. Are all risks associated with the use of electricity identified?   This can be verified by the degree of awareness of employees and the existence of appropriate safety procedures for minimizing electrical risks.
2. Are all electrical installations and maintenance work carried out by authorized and competent person?   Personnel from appropriate units of FMO or EMSF are supposed to be competent. Check qualification and experience of other personnel.
3. Are there arrangements for regular inspections, testing (if appropriate) of all electrical tools, equipment and installations (including plugs) by competent persons to ensure that they are in safe conditions?  

Verify if there are any such requirements, preferably written.

Inspection conducted by (name or post): __________________________

Check records (if any).
Verify conditions by physical inspection of workplaces.
4. Are these inspections and tests properly recorded?    
5. Are there requirements and arrangements to ensure that only safe and up to standard electrical tools and equipment are purchased?  

Verify if there are any requirements (preferably written) on that.
Verify by physically inspecting some equipment, including plugs and adaptors.

Electrical equipment conforming to certain "National Safety Standards" such as the BS, ANSI, AS, GB etc. are considered acceptable. You should be able to find a label on that. However, you should also check the physical condition of the equipment to verify if the "Standard" is being maintained.
6. Have all operations that involve working on or close to live electrical systems (incl. overhead and underground cable) been identified and adequate safety precautions been established and strictly monitored?  

Talk to appropriate individuals to verify if they are aware of such operations.

Verify if there are appropriate procedures.
Verify the existence of appropriate precautions by physically inspecting the workplace.
7. Is there a lock off / tag off procedure for hazardous maintenance operations and are there arrangements to ensure that the procedure is being properly followed? | Note |   Verify by asking responsible persons if there are such operations, if yes, verify the adequacy of the procedures.
8. Are employees working with high power electrical equipment adequately informed of the hazards and trained on the precautions to avoid the risks?  

Verify if there are any such installations. If yes,

Verify if there are any appropriate procedures.

Verify if those affected are aware of the procedures.
9. Are concerned employees aware of the safety procedure for handling electric shock emergency?   No. of employees : ___________
Safety Arrangements for Pressure Equipment/ Systems
Review Items Yes/ No Reference/Guidance Notes
1. Are all pressure systems and equipment identified?   Review the list of equipment (if any).
2. Are all relevant statutory requirements identified and complied when pressure systems or equipment are in use?   Check relevant certificates.
3. Is there a specific person assigned to ensure that all statutorily required certificates and licenses will be renewed?    
4. Are the risks associated with the operation of the pressure systems assessed and appropriate control measures (engineering and administrative) established?    
5. Are there arrangements for the pressure equipment/ systems to be inspected regularly on their safety conditions?    
6. Are those who need to operate pressure equipment/ systems adequately trained?   Competent person is required to operate a boiler.
7. Are there adequate arrangements to ensure that the control measures are being implemented and are effective?    
Safety Arrangements for Working in Confined Spaces
Review Items Yes/ No Reference/Guidance Notes
1. Are all operations that involve working in confined spaces identified?  

Verify if they are properly documented.

Verify accuracy of the list.
2. Is a list of confined spaces maintained and is the list reviewed and updated regularly?  

Check if there is such a list. 

Verify accuracy of the list.
3. Are all processes that may create dangerous atmospheres in confined spaces identified?   Verify if they are documented (as risk assessment records).
4. Are there arrangements to ensure that the relevant statutory requirements and HKUST Confined Spaces Entry Procedure are followed when work in confined spaces is required?   Verify by asking individuals who may need to work in confined spaces the proper procedure.

 

Check and verify records of Risk Assessment reports and Entry Certificates.

 
5. Are employees involved in working in confined spaces adequately instructed and trained on the risks and appropriate precautions to avoid the risks?   No. of Certified Workers
6. Are there sufficient number of Competent Persons for conducting Confined Spaces Risk Assessments?   No. of Competent Person
7. Are there sufficient equipment available for working in confined spaces (self-owned or borrowed)?   Verify the availability of equipment, including:

 

  • Gas detectors
  • Extraction fans
  • Safety harnesses
  • Distress alarm signal
  • BA
  • Sign posts, etc
8. Are employees involved adequately trained in use of SCBA and appropriate rescue procedures?   Verify if there are situations where BA is needed to be worn by employees when entering or working in confined spaces.
9. Are risk assessment reports and entry certificates properly kept according to the legal requirements?   Check records
Contractor Safety Management
Review Items Yes/ No Reference/Guidance Notes
1. Are all safety requirements implicitly and explicitly spelled out inthe contract documents signed with contractors?   Verify contract documents.
2. Is the competence in health and safety of contractors assessedbefore they are employed?   Verify policy and procedures on this.

Talk to responsible persons to verify that the procedure is beingfollowed.　
3. Are contractors asked for an adequate safety policy?   Verify by checking appropriate documents, such as contract clauses, letters issued by the department, etc.
4. Are contractors asked to submit an appropriate work safety plan consistingof an assessment of the risks created by the hazards of their work and therespective hazard control measures?   Verify contract clauses on this requirement.

Verify by checking sample safety plans submitted by the contractors.　
5. Are the tools and equipment of the contractors inspected to ensure thatthey are up to safety standards before they are allowed to be brought intoand used at HKUST? /td>    
6. Are Project Managers and Supervisors assigned of the safetyresponsibility for the project under their supervision?    
7. Have they been given the necessary training?    
8. Do they understand their safety responsibility?    
9. Are contractors adequately informed of the potential hazards in theUniversity that may affect the health and safety of their employees?    
10. Are there adequate arrangement to ensure that the "No Smoking"Policy in HKUST is observed by the contractors' workers?    
11. Are contractors informed ofthe emergency procedures, e.g. fire, chemical spills etc. at HKUST and dothe contractor's employees working at HKUST understand these procedures?    
12. Have the respectivedepartment management in HKUST who are likely to be affected by thecontractor's work been adequately informed of the hazards created by thework and the precautionary measures they should take to minimize the risksto their employees?    
13. Are the works adequately separated from the occupants and adequate warningsigns posted for warning occupants of the hazards?    
14. If total separation of workis not practicable, are there any means to safeguard the nearby occupantsfrom the risks?    
15. Have pre-contract meetings been conducted with the contractor to makeadequate safety arrangements for the work, such as site storage, exit andegress, transport, separation of work etc.?    
16. Are there arrangements for safety briefings to be given to thecontractors' workers before they first start work at HKUST?   Either by the Department or by HSEO as requested by the Department.
17. Are there regular meetings with contractors to discuss safety matters?    
18. Are there adequate means of communication between Project supervisingpersonnel of HKUST and the contractor’s representatives such as SafetySupervisors, Site Manager, etc.    
19. Are work sites regularly inspected by respective Project supervisingpersonnel to ensure compliance with relevant safety requirements?   Verify if there is such a requirement, and if the requirements known bythe project supervising personnel.

Verify if the requirement is followed.

Check inspection reports.　
20. Are Project supervising personnel given the authority to stop work forextremely hazardous sites conditions?    
21. Are there requirements and arrangements for contractors to reportaccidents?    
22. Are safety irregularities identified adequately followed up and rectifiedby the contractors promptly?   Verify by checking inspection reports.
23. Are there any incentive schemes in place to encourage safety performanceof contractors?    
24. Is the safety performance of individual contractors evaluated and used todetermine their future tendering opportunities?   Verify if there such an evaluation procedure.
Safety Arrangements for Working at Height
Review Items Yes/ No Reference/Guidance Notes
General
1. Have all activities involvingworking at heights been identified?    
2. Are the risks of working atheight properly assessed as part of work planning?    
3. Are the most appropriate means ofaccessing heights properly considered for different situations?    
4. Are adequate measures establishedfor protecting employees from falling when working at height?    
5. Are employees adequatelyinstructed of the risks associated with working at heights and theappropriate safety measures to be followed? /td>    
6. Are there adequate arrangementsto ensure that the safety measures for working at heights are properlyimplemented and followed?    
7. Are adequate tools and equipmentnecessary for working at height available and properly stored andmaintained?   Examples: ladders, working platforms,safety harness, etc.
8. Are all works requiring workingat height properly supervised?    
Working Platforms
1. Are considerations given to theuse of appropriate working platform for different situations as partof work planning?    
2. Are working platforms erected andoperated by competent persons?    
3. Are concerned employees aware ofthe safety requirements of working with the respective working platform(incl. scaffolds, ladders, gondolas etc.)?    
4. Are there arrangements (e.g.training and supervision) to ensure that employees know how to erectand use working platforms safely?    
5. Are there arrangements to ensurethe stability of a working platform?   Example: outriggers
6. Are there arrangements tosafeguard employees when erecting working platforms, e.g. methodstatements, wearing of safety helmets etc.?    
7. Are working platforms adequatelybarricaded to avoid passers-by from being endangered by the works?    
Ladders
1. Are proper ladders being used?    
2. Are employees properly instructedon the safe use of ladder?    
3. Are ladders properly stored?    
4. Are ladders properly inspectedand maintained?    
Control of Hotwork
Review Items Yes/ No Reference/Guidance Notes
1. Are concerned employees aware of the established Hot Work Control Procedure?    
2. Are there arrangements to ensure that all hot work operations follow the HKUST Hot Work Control Procedure?    
3. Are the Procedure being followed properly?   Make reference to the Hot Work Control Procedure.

Review whether every essential safety precautionary measure is being followed.
4. Are all employees involved in welding operations trained and competence?   Review the employees training and experience in welding works.
5. Is safe and up to standard welding equipment used for welding operations?   Physically check the equipment.
6. Is welding equipment regularly inspected and hoses/ cables examined for damages?   Review if there are any records of inspections and maintenance.
7. Are gas cylinders stored as required by Regulations/ COP?   Check the setup.
8. Are properly designed trolleys/ carriers used for moving cylinders?    
9. For electric arc welding, are there arrangements to ensure that adequate welding earths and returns are in place?    
10. Are welding operations adequately screened from other workers/ passers-by?    
11. Are welding operators provided with adequate PPE?    
12. Are adequate local ventilation provided for welding operations?    
Safety Arrangements for Use of Portable Tools
Review Items Yes/ No Reference/Guidance Notes
1. Are there requirements for hand tools (including electrical tools) to be regularly inspected?    
2. Are there arrangements for the maintenance of defective electric hand tools?    
3. Are there arrangements to ensure that defective tools are not used ?    
4. Are all employees instructed and trained in the proper care and use of hand tools (including electric tools), whether supplied by themselves or by HKUST?    
5. Are users of special power tools, e.g. abrasive wheels, power actuated fixing tools, etc. properly trained and certified?    
6. Are appropriate protective clothing/ equipment provided to operators of power tools which are particularly dangerous, or create noise and vibration problems?    
Safety Arrangements for Materials Handling and Lifting
Review Items Yes/ No Reference/Guidance Notes
1. Have all relevant regulations that apply to lifting operations been identified?    
2. Are there adequate arrangements to ensure that all lifting equipment properly inspected, examined and tested?    
3. Are all lifting equipment (including lifting gear) properly inspected and certified according to the legal requirements?    
4. Are all operators of lifting equipment competent to carry out the work required? Have they received proper training?    
5. Have all lifting operations been adequately assessed to determine the arrangements needed for safe lifting operations, such as provision of a signaling man, warning systems etc.?     
6. Have safety instructions or procedures been produced for lifting operations?    
7. Are employees involved in lifting operations required to wear safety helmets?    
Material Handling (Other than Lifting Equipment)
1. Are materials handling tasks planned to be carried out by mechanical means as far as possible?    
2. Are all operators of materials handling plant (e.g. forklift) properly trained and competent to carry out their tasks?    
3. Are all materials handling plants regularly inspected, examined and tested and the results properly recorded in registers?    
4. Are there adequate arrangements for repairs and maintenance of all materials handling plants?    
Manual Handling
1. Are there adequate arrangements for risk assessment of manual handling operations?    
2. Are the legal requirements on manual handling operations being complied with?   Refer to relevant legal requirements.
3. Are employees involved in manual handling operations adequately trained?    
4. Are employees involved in materials handling provided with appropriate PPE?    
Safety Arrangements for Road Work
Review Items Yes/ No Reference/Guidance Notes
1. Have all works that need to be performed on or near motor way identified and the risk assessed?    
2. If yes, have adequate arrangements (procedures) been made to safeguard workers from the risk?    
3. Are employees concerned aware of the risk of working near or close to motor ways?    
4. Are there adequate arrangements to ensure that the safety arrangements mentioned above are carried out by the employees concerned?    
5. Are there adequate and appropriate equipment (e.g. safety vest, cones) for protecting workers when working on or close to the motorways?    
Safety Arrangements for Transportation
Review Items Yes/ No Reference/Guidance Notes
1. Are there arrangements to ensure that only those employees who are valid driving license holders, and duly authorized by the management are allowed to drive HKUST's vehicles for transportation?    
2. Are there arrangements to ensure that employees driving HKUST vehicles will observe speed limits?    
3. Are there arrangements to ensure that vehicles are not overloaded and exceed the designate passenger capacity, and no person will be carried on the back of trucks?