Charles University, Faculty of Social Sciences  

Dean’s Measure no. 2/2019

Title:

Measures of Safety Management and Occupational Health

In effect from:

2. 1. 2019

In Prague on 5 December, 2018

PhDr. Alice Němcová Tejkalová, Ph.D.

Dean of the Faculty

This measure regulates the organization of occupational safety and health (hereinafter referred to as BOZP) of the faculty. 

Content

1. General provisions

2. Basic responsibilities and duties of head employees

3. Risk assessment

4. Annual BOZP inspection

5. First aid

6. BOZP documentation

7. Duties of head employees

8. Basic duties of employees

9. Safety signs and signals

10. Provision of personal protective work equipment (OOPP)

11. Obligations of the employer in case of work injuries, occupational diseases and student injuries

12. Workplace and work environment

13. Work-related technical means and technical equipment

14. Special professional competence

15. Training and professional training in occupational safety

16. Operation of vehicles

17. Final provisions

1. General Provisions

The basic obligations in the field of BOZP are imposed by Act No. 262/2006 Coll. as amended (Labour Code, Act No. 309/2006 Coll., as amended - Act on Requirements for BOZP and Act No. 258/200 Coll., as amended, on the protection of public health.

For head employees in charge of the workplaces with an increased level of occupational risks, an obligation is established in cooperation with an external professionally qualified person in risk prevention (a safety technician) to prepare operational safety regulations for these workplaces within 60 days following Dean’s Measure coming into effect.

Workplaces with an increased level of occupational risks are considered to be:

• Operation of gas boilers
• Building management
• Photo lab
• Multimedia centre
• IT department

2.     Basic Responsibilities and Duties of Head Employees

• The highest decision-making responsibility for the fulfilment of tasks in BOZP lies with the statutory body - the Dean of the Faculty.
• The secretary of the faculty, on behalf of the dean and in terms of his/her job position, is responsible for the organizational provision of BOZP at the faculty, for the provision of occupational health services and for the categorization of works.
• Management, control and coordinating activities in BOZP are provided by the secretary of the faculty. Some expert-based activities may be provided via a supplier method within the scope of the order contract.
• According to § 101, Article 2 of Act 262/2006 Coll., (Labour Code), heads of workplaces are responsible for fulfilling tasks in BOZP at workplaces. Individual heads of workplaces are obliged to organize work and work procedures so that the principles of safe behaviour at the workplace are observed in accordance with the Labour Code.
• Head employees are responsible for training a subordinate new employee upon him/her entering the workplace in accordance with Article 15 of this directive.
• The supplier for ensuring activities in BOZP must be professionally qualified in accordance with Act No. 309/2006 Coll. Documentation of professional competence is constituted by a contract with a professional company or self-employed person and a copy of a valid certificate of a natural person on Professional Competence in Risk Prevention. These documents are stored in BOZP documentation at the secretary of the faculty. 

3.     Risk Assessment

The faculty has performed a risk assessment at workplaces in the form of a comprehensive Catalogue of Risks, which is Annex No. 1 to this measure.

The risk assessment is performed by OZO in risk prevention and is updated continuously as needed or according to technical or organizational changes at the faculty’s workplaces. Necessary information and documents for risk assessment are provided by head employees of the faculty.

The head employees of the faculty are notified of the results of risk assessment and the requirements of preventive measures against risks within the BOZP training of head employees or at the invitation of the Dean or secretary of the faculty.

Heads of workplaces are obliged to demonstrably acquaint their subordinate employees with them and to document this act of acquainting with a signed attendance list, which s/he will deliver to the Dean's Office for archiving.

To ensure the obligation according to the requirement of Article 2 §101 of Act 262/2006 Coll., the Labour Code, a separate Dean’s Measure is stipulated, containing instructions for ensuring mutual written information-sharing on risks and the form of the Agreement on BOZP and mutual written information-sharing on risks.

4.     Annual BOZP Inspection

The faculty, in cooperation with OZO in risk prevention and representatives of the trade union, organizes the BOZP inspection once a year at its workplaces.

There must be a written report of the BOZP inspection. Representatives of the trade union, the Dean of the faculty and the secretary of the faculty become acquainted with the written report.

The report contains findings and, if necessary, proposals for corrective measures in the field of BOZP, occupational health services, ergonomics and occupational hygiene.

The report from the annual BOZP inspections is archived for 5 years at the Dean’s Office of the faculty.

5.     First Aid

The workplaces of the faculty are equipped with the means to provide first pre-medical aid stored in first-aid kits. The amount and content of first aid kits and other first aid means is determined by the faculty in cooperation with OZO in risk prevention and the provider of occupational health services.

The first aid kit must be replenished as required and its condition must be checked once every six months and medicines and materials past expiry date must be replaced.

The first-aid kit is inspected by the head of the workplace where the first-aid kit is located or by the OZO in risk prevention as part of the BOZP inspections.

The faculty has trained health professionals. Medical training is organized once every 3 years. Medical training is organized by the Human Resources Office.

The list and contacts for trained medical staff can be found in the faculty’s Traumatology Plan located at first aid kits.

6.     BOZP Documentation

BOZP documentation consists of:

• BOZP directives with annexes
• Catalogue of risks
• BOZP agreement and mutual written submission of risks with suppliers
• Proposal for categorization of works
• Documentation on BOZP training for head employees and employees
• Documentation on BOZP training consists of training outlines and attendance lists of individual trainings
• Directives, internal operational safety regulations and instructions issued in the field of BOZP
• Reports and announcements in the field of BOZP
• Records of internal inspections or inspections performed by the State Professional Supervision - Regional Labour Inspectorate of the Capital City of Prague and the public health protection authority Hygienic Station of the Capital City of Prague
• Documents on checks and inspections of designated technical equipment
• Documents on inspections of other technical equipment, machines and equipment
• Operational safety regulations
• Methodological guidelines in the field of BOZP

BOZP documentation is stored at the Dean’s Office of the faculty and in electronic form on the intranet of the faculty.

7.     Duties of Head Employees

The duties of the employer are laid down by the Labour Code, particularly § 101 to 105, 302.

1. Not to allow an employee to perform work the performance of which would not correspond to his/her abilities and medical aptitude.
2. To provide employees with training on legal and other regulations to ensure occupational safety and health, which supplement their qualifications and requirements for the performance of work and relate to their and the work of the workplace; to regularly verify their knowledge and systematically require and check their compliance.
3. To provide employees - in particular employees under labour relations with a definite period, or adolescents according to the needs of the work performed at appropriate intervals - with sufficient and adequate information and guidance on occupational safety and health, in particular by informing them of the risks, results of risk assessments and protection measures against the effects of these risks, which concern their work and workplace.
4. Pregnant and lactating women and mothers by the end of the ninth month after childbirth need to be acquainted with the risks and their possible effects on pregnancy and lactation and necessary measures need to be adopted, including measures to reduce the risk of mental and physical fatigue and other physical and mental strain associated with the work performed, for as long as is necessary to protect their safety or health.
5. Information and instructions need to be provided particularly upon the employee’s recruitment, relocation or transfer, or change of working conditions, change of working environment, introduction or change of work equipment, technology and work-related procedures. A demonstrable written record, e.g. attendance sheet, must be kept of the employee’s training in the operation of technical equipment and of acquainting the employee with the risks and measures against these risks at the workplace.
6. To allow the employee to view the records that are kept about him/her in connection with ensuring occupational safety and health.
7. To ensure that first aid is provided to employees.
8. To prevent employees from working under the influence of alcohol and addictive substances. Heads of department have the right to perform an orientation breath test for alcohol or an orientation test for addictive substances.
9. To check the use of personal protective equipment by employees during their work, if required by internal regulations, BOZP instructions or preventive measures listed in the Catalogue of Risks.
10. Not to use a method of work remuneration in which employees are exposed to an increased risk of injury and the use of which would lead to endangering the safety and health of employees in the process of increasing results.
11. To ensure compliance with the ban on smoking in the workplace laid down in special legislation.

8.     Basic Duties of Employees

Duties are laid down by the Labour Code, especially § 106 and 301.

Employees are entitled to refuse to perform work that they reasonably believe poses an immediate and serious threat to their life and health, or the life and health of others; such a refusal may not be considered a breach of duties of employees.

Each employee is obliged to take care of his/her own safety, his/her own health and the safety and health of persons directly affected by his/her actions, in the event of neglect at work.

Knowledge of regulations and requirements of the employer to ensure occupational safety and health is an integral and permanent part of the employee’s qualifications.

Employee is obliged to:

• Take part in training provided by the employer in the interests of occupational safety and health and undergo verification of their knowledge,
• Undergo occupational medical examinations, vaccinations, medical check-ups stipulated by special legal regulations,
• Comply with legal and other regulations and instructions of the employer to ensure BOZP, with which s/he has been duly acquainted and follow the principles of safe behaviour at the workplace and the employer’s information,
• Observe the specified work procedures while working, use the specified work equipment, means of transport, personal protective equipment and protective equipment and not to arbitrarily change or decommission them,
• Carry out a visual inspection of the electrical appliance before use,
• Not to consume alcoholic beverages and not to abuse other addictive substances at workplaces and during working hours also outside these workplaces, not to enter the employer's workplace under their influence and not to smoke at the workplace.
• Report to his/her supervisor any deficiencies and defects at the workplace that could endanger occupational safety or health and, if possible, participate in their elimination,
• Immediately report to his/her supervisor his/her occupational injury, if his/her health condition allows it and the occupational injury of another person, which s/he has witnessed, and cooperate in the investigation of its causes,
• Undergo testing upon the instructions of the respective head employee to determine whether s/he is under the influence of alcohol or addictive substances.

9.     Safety Signs and Signals

If the risks of possible danger to the life or health of employees cannot be eliminated or sufficiently reduced by technical means or measures in the field of work organization, the employer is obliged to place safety signs and introduce signals that provide information or instructions on occupational safety and health and acquaint the employees with them.

Details are regulated by Government Decree No. 11/2002 Coll.

The head of the operational and technical department and the head of the department are responsible for placing safety signs and introducing signals at workplaces.

10.  Provision of Personal Protective Work Equipment (OOPP)

Based on the risk assessment, the employer is obliged to provide personal protective equipment, detergents and disinfectants in accordance with NV No. 495/2001 Coll.

The selection, securing and provision of protective work equipment and detergents and disinfectants are provided by the faculty at its own expense.

The selection and provision of OOPP and detergents and disinfectants are carried out in cooperation with a person professionally qualified in risk prevention.

Distribution of OOPP and detergents and disinfectants (MČDP) is ensured through head employees responsible for workplaces where personal protective equipment is to be used.

If OOPP also includes work clothes, the costs of their maintenance and cleaning are covered by FSV.

11.  Obligations of the Employer in Case of Work Injuries, Occupational Diseases and Student Injuries

The faculty keeps an electronic Book of Employee Injuries and a Book of Student Injuries.

The book of injuries is available in electronic form on the shared intranet of the faculty.

The method of administration and keeping records of injuries is laid down in a separate Dean’s Measure.

12.   Workplace and Work Environment

The working conditions of employees are regulated by NV No. 101/2005 Coll. and NV 361/2007 Coll., in particular:

• Work rooms, corridors, staircases and other pathways must have specified dimensions and surface and must be equipped for the activities carried out there,
• The workplace must meet the hygienic and ergonomic requirements according to NV 361/2007 Sb. and must be arranged and designed according to the requirements of NV No. 101/2005 Coll. and regulations for the interior environment of buildings,
• Emergency exits and pathways to them must be permanently free,
• Requirements for physical burden must be met. The weight of manually carried loads - with good gripping possibilities for lifting and carrying - may not exceed 50 kg for men and 20kg for women. When manually handling loads in a sitting position, the weight of the load may not exceed 5 kg. Manual handling of loads by pregnant women and women after childbirth must always be handled individually following the requirements by the attending physician and NV No. 180/2015 Coll.

13.   Work-Related Technical Means and Technical Equipment

• The employer ensures that machines, technical equipment, means of transport, appliances and tools (hereinafter referred to as technical equipment) are, from the point of view of occupational safety and health protection, suitable for the work in which they will be used,
• Technical equipment must comply with legislative requirements,
• Employees must always visually inspect the condition of the machine or technical equipment before use. For electric or pneumatic tools, they need to test their functionality no-load,
• Employees may only use technical equipment in accordance with the manufacturer’s operating and maintenance instructions or the employer’s instructions. The employer may adjust the use of technical equipment in accordance with local safety regulations. Any violation of this principle is a violation of the Labour Code,
• Technical equipment must be operated in accordance with the manufacturer’s accompanying documentation or in accordance with legislative requirements,
• The Dean entrusts the designated head employees with the responsibility for the operation of technical equipment and the obligation to ensure their good technical condition by performing their maintenance, checks and inspections of the technical condition. Demonstrable records of maintenance, checks and inspections of the technical condition are kept and archived by authorized head employees.

14.  Special Professional Competence

Technical equipment that poses an increased risk to the life and health of employees may only be operated by medically and specially qualified employees.

Activities that pose an increased risk to the lives and health of employees may only be performed by medically and specially qualified employees. This involves the operation and maintenance of designated electrical equipment under voltage, gas equipment, pressure equipment, lifting equipment and elevators.

Training and medical check-ups are secured by the Human Resources Office.

The training is carried out within the deadlines and to the extent required by law.

Verification of knowledge and demonstrable proof of professional competence will be carried out in accordance with legal regulations.

Records of training and medical check-ups are archived in the Human Resources Office. The training must be carried out in cooperation with a professionally qualified person familiar with this designated technical equipment - an inspection technician or an authorized technician of the manufacturer.

15.  Training and Professional Training in Occupational Safety

BOZP training is carried out according to a separate Dean’s Measure.

1. The initial BOZP training of new employees is carried out before they enter the workplace. General training of new employees is provided by the Human Resources Office. A written provable record of the training is kept, which is archived in the Human Resources Office.
2. Initial on-the-job training is provided by the head employees responsible for the workplace. A written provable record of the training is kept, which the head of the department submits for archiving at the Human Resources Office.
3. Repeated BOZP training is carried out by the head of the workplace for his/her employees. BOZP training is performed every 2 years. A written provable record of the training is kept, which is archived in the Human Resources Office.
4. BOZP training of the head employees is carried out upon taking office and then every 2 years. This is secured by the secretary of the faculty. Training of the head employees is performed by a person professionally qualified in risk prevention. A written provable record of the training is kept, which is archived in the Human Resources Office.
5. Specialized training is carried out before the start of the activity and then in accordance with the relevant regulation. It is secured by the Human Resources Office in cooperation with the head of the operational and technical department. A written provable record of the training is kept, which is archived in the Human Resources Office
6. BOZP training in driving motor vehicles is carried out before the approval of a business trip by a motor vehicle and periodically every 2 years. A written provable record of the training is kept, which is archived in the Human Resources Office. The training is carried out by an external trainer or a professionally qualified person in risk prevention or e-learning training is used.

16.  Operation of Vehicles

The faculty is obliged to:

• Organize BOZP training in driving motor vehicles in accordance with the requirements of §103 of Act No. 262/2006 Coll. Labour Code and NV 168/2002 Sb. laying down the method of work organization and work procedures which the employer is obliged to ensure when operating transport by means of transport. The organization of a driver’s training is set out in Article 15 of this Measure,
• Establish a procedure for transport, loading and unloading when transporting goods,
• Provide training for drivers before being sent on a business trip by motor vehicle and then periodically every 2 years or in the event of a change in legislation in the field of traffic safety immediately after its entry into force. The faculty may not approve the use of a motor vehicle on a business trip if the driver has not completed a driver’s training in accordance with §103 of Act No. 262/2006 Coll. Labour Code,
• The employee is obliged to inform the employer that s/he has not taken part in a driver’s training.

Duties of the employee – “the driver”

• To operate only the designated motor vehicle on the business trip,
• When using a private vehicle for a business trip, to use a vehicle with accident insurance, including insurance for seats (for bodily harm of passengers and transport of material) and windshield,
• Before driving, to visually check the technical condition of the vehicle, test the operation of the vehicle, check the mandatory equipment of the vehicle and the mandatory documentation of the vehicle (certificate of technical competence, card of the statutory vehicle insurance, EU accident record form). If s/he does not know the vehicle, for example a vehicle from a car rental company, s/he needs to become acquainted with the motor vehicle and its operation by the operator or owner of the vehicle,
• To follow the instructions for operation and maintenance of the designated motor vehicle,
• While driving a motor vehicle, to observe the valid regulations for the operation of motor vehicles, in particular Act No. 361/2000 Coll. on road traffic,
• To ensure turning or reversing, especially off the road, with the help of another employee - whenever required by circumstances - especially in the case of insufficient visibility or terrain and dangerous situations, e.g. when turning and reversing in places with increased movement of people and vehicles,
• To check the coupling and securing of the trailer and, once uncoupled, check the uncoupling and securing of the uncoupled vehicles against unintentional movement,
• To use high-visibility warning retro-reflective vests that meet the requirements of normative values when removing defects that have occurred while driving on roads and when it is necessary to step on them,
• To secure the vehicle against unintentional movement during loading and unloading. In addition, single-axle trailers must be shored up,
• Not to place any objects in the driver's cab that could endanger the vehicle's occupants or reduce the vehicle's manoeuvrability. Not to store any objects in the area of accumulator or on it, to store the load so that it does not move spontaneously on the loading area in such a way as to reduce the vehicle's manoeuvrability or threaten to fall off the loading area. Containers with hazardous substances must be properly sealed, secured against tipping over, leaking and protected from radiative heat.
• Not to exceed the maximum driving time of 4.5 hours; a break of less than 15 minutes is also considered to be a driving time; after the maximum driving time has elapsed at the latest, the driving must be interrupted by a safety break of at least 30 minutes, unless there is an uninterrupted rest between two shifts or an uninterrupted rest during a week. The safety break can be divided into two parts lasting at least 15 minutes included in the driving time,
• Not to perform any activity resulting from his/her work duties during the safety break, except for the supervision of the vehicle and its load. Safety breaks and breaks for food and rest may be combined; breaks are not provided at the beginning and end of the shift,
• To keep daily records of the driving time of the vehicle and the use of safety breaks, especially if the driving time of the vehicle is expected to be longer than 3 hours. If the driver does not keep a logbook in the vehicle, s/he must have in the vehicle while driving a record of the driving time and the time of taking breaks on the travel order or in the record of the operation of the vehicle (Annex No. 1), in the section of keeping records of business trips.

A driver may not:

• Use a vehicle whose technical condition does not comply with legal regulations or may mean an increased rate of accident or incident,
• Drive a motor vehicle under the influence of alcohol and addictive substances,
• Drive a motor vehicle while medically unfit,
• Drive a motor vehicle for which s/he does not have a valid driving authorization (driving license and type of vehicle),
• Park the vehicle in an unsuitable place from the point of view of work safety, especially where it would be endangered by engineering networks or would endanger them itself, on motorway-type roads and 1st class roads,
• Drive the vehicle in places where the terrain surface is not strong enough, wide and passable,
• When performing repairs, maintenance and inspection of the motor vehicle, to secure the vehicle against unintentional movement, especially when manipulating the control device,
• To secure the lifted vehicle or its parts against falling in accordance with the operating and maintenance instructions for the vehicle or lifting device (screw-jack),
• The driver may refill operating fluids, replace or repair tire defects, replace or repair wiper arms when maintaining and repairing a motor vehicle while on a business trip. If it can be done without professional intervention, s/he can replace bulbs, clean the vehicle of ice or snow, wash the vehicle in automatic car wash.

Other maintenance and repair of the motor vehicle will be left to the specialized garage.

17.  Final Provisions

1.     This Measure takes effect on 2 January, 2019 and was discussed with the trade union on 5 December, 2018 and it annuls Measure No. 21/2017, 37/2013, 36/2013.

Annexes:

1. Risk assessment
2. Personal protective equipment
3. BOZP agreement and a written informing about the risks
4. Local operational safety regulations for the use of selected electrical appliances.

PhDr. Alice Němcová Tejkalová, Ph.D.

Dean of the Faculty

In charge of accuracy:

Mgr. Tomáš Gec

Secretary of the Faculty