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University of Houston - Victoria

Office of the Vice President for
Administration and Finance

SECTION: GENERAL INDEX: A-6

SUBJECT: CAMPUS SAFETY POLICY

POLICY

This document establishes a campus safety policy with the primary goal of creating, promoting and maintaining a safe, secure and healthful work and learning environment for students, employees and visitors. In furtherance of these objectives:

  • The university will comply with all applicable safety, health and environmental regulations, including UH System Administrative Memorandum 01.C.07, Safety Administration;
  • No employment or research objective will be pursued at the expense of safety;
  • An on-line Campus Safety Manual shall be available for use as a resource for all employees and students;
  • Each employee and student bears some responsibility for their individual safety and are asked to promptly report any existing or potential safety hazards, security issues, suspicious behavior or criminal activity;
  • A standing Safety & Risk Advisory Committee shall meet quarterly, distributing minutes of proceedings and addressing safety and risk-related issues affecting the University of Houston-Victoria. Membership shall include students and employees representing a cross-section of management and operations;
  • Safety training will be a functional part of this program and employees will be actively encouraged to participate;
  • The campus Safety and Risk Manager is responsible for the implementation of this policy.

Procedures

Specific Responsibilities

Campus Safety and Risk Manager Responsibilities

  • Responsible for implementation of the Campus Safety policy. Sets goal, objectives and strategies to determine the effectiveness of the program;
  • Coordinates with the University of Houston Department of Public Safety (UHDPS), the Victoria College Campus Police and Security and local civil authorities to promote a safe and secure environment;
  • Develops and maintain an occupational and physical safety plan;
  • Monitors federal and state rules and regulations for compliance with safety standards;
  • Provides a general safety brochure including references to the campus safety policy and geographic area crime statistics to each student and employee annually by October 1st and to each new employee during orientation in compliance with the Federal Clery Act. (Brochure may be distributed electronically.);
  • Maintains the on-line Campus Safety Manual, updating as required;
  • Prepares and submits mandated compliance reports as required by federal and state agencies and UH System policy. (e.g. Incident Reports of campus accidents and injuries, Trend Analysis reports, Clery Act Campus Safety and Security Survey, Texas Tier II Hazardous Chemical Inventory report, Campus Physical Vulnerability report (as required), Homeland Security Funding Schedule report, Drug-Free Schools and Communities Act (DFSCA) and Drug Free Schools and Campuses Regulations, Biennial Review and Report of Alcohol and Other Drug (AOD) Prevention Programs (biennially on even-numbered years);
  • Develops and coordinates annual safety training as a functional part of the safety program, with a minimum of four training sessions annually on various topics related to the program;
  • Conducts an annual inspection of all facilities and grounds owned, leased or managed by the University;
  • Monitors required tests/inspections of fire and smoke alarm and detection systems, sprinkler systems, emergency generators, exit lights, fire pumps, elevators, boilers and fire extinguishers to insure they are conducted by the responsible department and any deficiencies corrected;
  • Meets with department heads, principal investigators and/or administrators to help ensure timely follow and correction of safety/security hazards by the responsible party;
  • Provides for the maintenance of a Campus Crime Log meeting Federal Clery Act requirements;
  • Assists in coordinating efforts during emergencies with local fire departments, police and other emergency response teams (e.g. FEMA) and UH System officials;
  • Serves as a member of the university Emergency Response Team (ERT), the Institutional Compliance committee, the UH System Safety and Risk Management committee and the Victoria County Local Emergency Planning Commission (LEPC);
  • Provides direction for the review and updating of Material Safety Data Sheet (MSDS) directories annually by September 1st. Maintains primary online MSDS links within the Campus Safety Manual. Coordinates manual hard copy backups and meets OSHA requirements. Arranges MSDS training as required;
  • Serves as the standing Chair of the Safety and Risk Advisory Committee.

ADDITIONAL DUTY SAFETY OFFICER (ADSO)

The primary goal of an Additional Duty Safety Officer program is to assist the Campus Safety and Risk Manager with the implementation of an effective campus safety and health program. The assignment of an ADSO is by written appointment from the university President. ADSO duties and responsibilities include but are not limited to the following:

  • Attend an ADSO Orientation, a basic overview of essential safety elements expected in an effective, proactive mishap prevention program, conducted by the State Office of Risk Management (SORM);
  • Participate in quarterly Safety and Risk Advisory Committee meetings and report significant life safety and health inspection findings;
  • Conduct annual life safety and health inspections of owned, leased or managed facilities;
  • Communicate safety concerns or issues to the Campus Safety and Risk Manager;
  • Act as a advisor or resource to employees on matters concerning safety and health;
  • Attend periodic safety and health training sessions to enhance ADSO skill level;
  • Be familiar with MSDSs and HAZCOM training requirements.

Director of Business Services Responsibilities

  • Serves as the alternate Campus Safety and Risk Manager for purposes of interacting with the State Office of Risk Management;
  • Collaborates with the Safety and Risk Manager in the development and implementation of the campus safety and risk management programs providing assistance and support as required.

Administration and Supervisory Employee Responsibilities

  • Active support and reinforcement of the campus safety policy within the department and office work unit;
  • Periodic communication of the importance of safe work practices and habits to departmental employees;
  • Compliance with safety inspection audit findings and recommendations in the required timeframe. Responsible for immediate compliance when life or property is endangered;
  • Encourage departmental employees to promptly report unsafe situations;
  • Encourage departmental employees, faculty and staff, to participate in two safety related training sessions each academic year;
  • Allow departmental employees time to attend quarterly safety meetings if they have an interest to do so;
  • Provide departmental employees with the proper tools, safety equipment, personal protective equipment, office furnishings or other devices to accomplish work in a safe and healthful manner;
  • Regularly include safety topic agenda items in all staff and faculty meetings (e.g. evacuation, fire safety, reporting unsafe conditions, short films on various topics or other subject within the Campus Safety Manual.)

Faculty and Staff Employee Responsibilities

  • Assume primary responsibility for own personal safety;
  • Each employee has the responsibility to prevent accidents and injuries by observing established operating rules;
  • Reports safety concerns and potential hazards promptly either by work order or directly to the Campus Safety and Risk Manager or Facilities Services Department;
  • Follow directions of administrators and supervisors, practice the principles taught in safety training and observe policies and procedures;
  • Attend at least two safety related training sessions each fiscal year. (More may be required depending on individual position duties);
  • Stay informed by reviewing the monthly campus incident reports and quarterly Safety & Risk Advisory Committee minutes;
  • Attend and/or participate in quarterly Safety & Risk Advisory Committee meetings and discuss any safety issues or suggestions with the Campus Safety and Risk Advisory Committee;
  • Become familiar with the Campus Safety Manual, a general campus safety resource.

Student Responsibilities

  • Assume primary responsibility for own personal safety;
  • Each student has the responsibility to prevent accidents and injuries by observing established operating rules;
  • Reports safety concerns or potential hazards promptly to either the instructor or directly to the Campus Safety and Risk Manager or Facilities Services Department;
  • If participating in laboratory activities, receive the appropriate lab safety training prior to lab participation and use appropriate required personal protective equipment and safety instruments and tools;
  • Check university assigned student e-mail accounts at least once weekly to stay informed of security and safety incidents that may be affecting the university community;
  • Attend or request safety related training that you believe is needed;
  • Attend and/or participate in quarterly Safety & Risk Advisory Committee meetings and discuss any safety issues or suggestions with the Campus Safety and Risk Advisory Committee.

Approved by:

Signature Obtained            09/22/11
Philip Castille, Ph.D.          Date

Next review date: September 2014
Origination: Safety and Risk Manager