SHE Checklist Contractors

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SHE Checklist Contractors

SSVV - CENTRAAL COLLEGE VAN DESKUNDIGEN VCA

SCC, VERSION 2008/5.1 © COPYRIGHT CENTRAAL COLLEGE VAN DESKUNDIGEN VCA

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Raad voor Accreditatie / RvA (Dutch Accreditation Council)

De Belgische Accreditatie-instelling / BELAC (The Belgian Accreditation Organization) Centraal College van Deskundigen VCA / CCVD-VCA

(Central Committee of Experts SCC)

Uitvoerend Comité van Deskundigen VCA / UCvD-VCA (Executive Committee of Experts SCC) Stichting Samenwerken voor Veiligheid / SSVV

(Foundation Cooperation for Safety)

Vereniging zonder winstgevend doel / vzw

VCA-BeSaCC (VCA-BeSaCC non-profit association)

Contact addresses:

Secretariat:

Centraal College van Deskundigen VCA

Secretariat:

Uitvoerend Comité van Deskundigen VCA PO Box 443 2260 AK LEIDSCHENDAM The Netherlands Tel. no.: 00 31 (0) 70 – 337 87 55 Fax: 00 31 (0) 70 – 337 87 56 E-mail: info@vca.nl Website: www.vca.nl Ravensteinstraat 4 B-1000 BRUSSELS Belgium Tel. no.: 00 32 (0)2 515 08 92 Fax: 00 32 (0)2 515 09 13 E-mail: contact@besacc-vca.be Website: www.vca-besacc.be

Guidelines and supplementary information:

Website: www.vca.nl Website: www.vca-besacc.be

Ordering address:

Website: www.vca.nl

Fax: 00 31 (0) 181 – 47 04 96

Website: www.vca-besacc.be Fax: 00 32 (0)2 515 09 13

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SHE Checklist Contractors

Procedure for the certification of the SHE management systems of contractors

SCC

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1

contents

1 Introduction 7 2 Ownership and management 8 3 The role of the CCVD-VCA and UCvD-VCA 8 4 The role of the RvA, BELAC and CBs 8 5 The composition of the CCVD-VCA and UCvD-VCA 9 6 The scope: activities for which SCC certification is intended 9 7 SCC checklist 9 7.1 Three certification levels 9 7.2 Compulsory questions/supplementary questions 10 7.3 Substantiation of the assessment in the audit report 10 7.4 Certification standards: compulsory questions and

supplementary questions 10 8 Certification process 11 8.1 Application 11 8.2 Phase 1 audit 12 8.3 Phase 2 audit 12 8.4 Audit report 12 8.5 Certification 13 8.6 Appeals procedure 13 8.7 Minimum number of man-days to be assigned 13 9 Companies with more than one branch 13 9.1 Conditions to be met by companies 13 9.2 Conditions to be met by audit reports and certificates 14 9.3 Guideline for the number of sub-branches to be visited 14 10 Period of validity / interim audits / renewal of certification 14 10.1 Period of validity 14 10.2 Interim audits 14 10.3 Recertification 15 10.4 Modification of the scope 15 11 Suspension and revocation 15 11.1 Suspension 15 11.2 Revocation 16

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12 Information cited on SCC certificates 16 13 The use of the SCC logo 17 14 Notification of certification, accident figures, and amendments 17 14.1 Certificates 17 14.2 Injury frequency 17 14.3 Amendments 17 15 Confidentiality 18

Checklist

1 SHE policy and organization, Management Board involvement 21 2 SHE risk management 28 3 Training, information and instructions 31 4 SHE awareness 36 5 SHE project plan 38 6 Environmental protection 41 7 Preparations for emergency situations 43 8 SHE inspections 45 9 Company health service 47 10 Purchase and inspection of materials, work equipment

and personal protective equipment (PPE) 51 11 Procurement of services 53 12 Notification, registration and investigation of accidents

and SHE incidents 56

Annexes

A Requirements imposed on audit reports 61 B SCC requirements at the workplace relating to question

11.1 SCC 63 C Principles and conditions relating to the use of self-employed persons without personnel (zzp-ers) as subcontractors in

terms of the SCC 64 D Matrix of certification levels 65 E Requirements to be met by Certification bodies,

Coordinators and Auditors 67 F Instructions for the minimum number of man-days to be

assigned to SCC audits 71

Contents

SCC, VERSION 2008/5.1 © COPYRIGHT CENTRAAL COLLEGE VAN DESKUNDIGEN VCA From this directory you can easily navigate through the document.

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3 Abbreviations – definitions – glossary

ABBREVIATIONS – dEFINITIONS – GLOSSARY

ABBREVIATIONS

B Belgium

BELAC Belgische Accreditatie-instelling (B) (Belgian Accreditation Organization) BeSaCC Belgian Safety Criteria for Contractors (B) CB Certification Body

CCVD-VCA Centraal College van Deskundigen VCA (NL) (Central Committee of Experts SCC)

HVK Hogere Veiligheidskunde (NL)

(occupational safety and health, higher level) IF Injury Frequency Rate

LMRA Last-Minute Risk Analysis

MVK Middelbare VeiligheidsKunde (NL)

(occupational safety and health, intermediate level) NL The Netherlands

PPE Personal Protective Equipment RI&E Risk inventory and Evaluation RvA Raad voor Accreditatie (NL) (Dutch Accreditation Council) SCC SHE Checklist Contractors (VCA: VGM Checklist Aannemers) SCP SHE Checklist Principals

(VCO: VGM Checklist Opdrachtgevers)

SCT SH Checklist Temporary Employment Agencies (VCU: VG Checklist Uitzendorganisaties) SHE Safety, Health, and the Environment

SSVV Stichting Samenwerken voor Veiligheid (NL) (Foundation Cooperation for Safety)

UCvD-VCA Uitvoerend Comité van Deskundigen VCA (B) (Executive Committee of Experts SCC) vzw Vereniging zonder winstgevend doel (B) (Non-profit Association)

ZZP Zelfstandige Zonder Personeel

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Abbreviations – definitions – glossary

dEFINITIONS ANd GLOSSARY Accident not resulting in lost time

An accident accompanied by injury not resulting in the loss of more than 1 working day, excluding the day of the accident

Accident resulting in lost time

An accident accompanied by injury resulting in the loss of more than 1 working day, excluding the day of the accident

Accident resulting in modified duties

An accident accompanied by injury not resulting in the loss of more than one day, excluding the day of the accident, and giving cause to the assignment of temporary duties to the victim

Accidents requiring first aid

Accidents resulting in injuries that require first aid

Assurance

The organization of the work in a manner such that it is possible to demonstrate that it is being carried out in the required manner. This pertains to:

- the presence of procedures

- responsibilities for the performance of the procedures - traceability/demonstrability

Certification status

The current condition of the company’s certification: - the company has certification

- the company’s certification has been suspended

- the company’s certification has been revoked or nullified

Contractor

The (legal) person commissioned to carry out the work by the pal, and who arranges for the completion of the work on the pal’s premises by the contractor’s own employees operating under the contractor’s responsibility and supervision

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Employees

- personnel employed by the company employed pursuant to a fixed-term or indefinite employment contract

- temporary employees: staff from temporary employment agencies, staff on secondment, trainees, job students

IF (Injury Frequency Rate)

This pertains to the number of accidents resulting in lost time per 1.000.000 man-hours, expressed in terms of the Injury Frequency Rate.

IF (Frequency) = N.B.:

- The accidents resulting is lost time for the entire company, or for all employee activities for which SCC certification has been requested, including temporary staff

- In the event that no information is available about the total number of hours worked, then the number of hours worked per employee (FTE) is assumed as 1600 hours.

The accident statistics shall be verified during the audit.

Main branch

Within the scope of the SCC this is understood to be the branch office that directs, oversees and assesses the sub-branches

Near accident

An undesirable occurrence which could, in different circumstances, have resulted in physical injury

Operational staff

Employees carrying out work within the scope of the activities for which SCC certification has been requested, at the principals or at their own workplace

Operational supervisors

Employees responsible for the management of operational staff

Organizational unit

A recognizable and identifiable department within the company number of lost time accidents x 1.000.000

number of hours worked

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Principal (Client)

The (legal) person who commissions the contractor to carry out the work/project

Project

An activity which meets one or more of the following criteria:

- a duration in excess of 30 working days and involving at least 20 em-ployees (inclusive of the emem-ployees of any subcontractors)

- in excess of 500 man-days

Also every activity the certified party designates as a project

Reportable accidents

All accidents resulting in injury other than accidents requiring first aid

SHE incident

includes

1. Near accidents

2. Incidents resulting in damage/loss 3. Unsafe actions and/or conditions 4. Pollution

5. Undesirable exposure

Sub-branches

Within the scope of the SCC this is understood to be a local branch that is directed from the main branch. At the sub-branches the same activities, or possibly some part of the activities, are undertaken as those for which SCC certification is granted.

Subcontractor

The (legal) person commissioned/subcontracted to carry out part of the work/project by a contractor

Work location

The location at which the contractor carries out part of a commission

Workplace

The location at which the contractor’s employees are physically gaged in the work

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PROCEduRE

1. INTROduCTION

This document lays down the process and the procedure to be adop-ted for the evaluation and certification of contractors’ SHE manage-ment systems, in accordance with the requiremanage-ments imposed on those systems pursuant to the SCC, inclusive of the roles played by all those involved.

A contractor’s SHE performance is determined by factors including the appropriate operation of the contractor’s SHE management system for the contractor’s employees and the employees of subcontractors, as well as the appropriate operation of the principal’s SHE management system for the employees of contractors and subcontractors working at the principal’s site. The SCC pertains to the contractor’s SHE ma-nagement systems for the company’s employees and the contractor’s employees.

In addition, a SCP has been introduced. The SCP (non-accredited) relates to the principal’s SHE management system for the employees of the contractors and subcontractors, working on the principal’s site. Principals who impose an obligation for SCC certification on their con-tractors may reasonably be expected to have implemented their own SHE management system that complies with the requirements stipula-ted by the SCP.

The SCT is intended for temporary employment agencies and inter-mediaries that supply temporary employees to companies/principals together with the transfer of hierarchical authority and supervision. The temporary employees carry out work with or subject to increased risk.

The SCC originates from – and was in the first instance developed by – the petro(chemical) industry, whereby the system is based on the best practices within the (petro)chemical industry.

Principals and contractors outside the (petro)chemical industry can also make use of the SCC system, provided that they comply with all the requirements stipulated for the system. For the purpose of SCC cer-tification, certification bodies with accreditation for SCC certification issued by the RvA and BELAC, make sole use the SCC as drawn up by

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the CCVD-VCA with a contribution from the Belgian UCvD-VCA. Contractors who have been awarded certification pursuant to the SCC certification scheme receive a SCC certificate for their SHE manage-ment systems; they are also entitled to make use of the SCC brand name and logo. SCC certificates are issued on the basis of the applica-ble assessment criteria for SCC certification in force at the time. The principal determines whether certification is required, and if so which level of certification will be stipulated.

2. OWNERSHIP ANd MANAGEMENT

The SCC is the property of the Centraal College van Deskundigen VCA (CCVD-VCA).The CCVD-VCA manages the SCC certification system. SSVV (The Foundation Cooperation for Safety) is the owner of the SCC brand name and logo, and within this capacity has registe-red the international rights for their use. The SSVV/CCVD-VCA has authorized the vzw VCA-BeSaCC to make use of the SCC certification system in Belgium.

3. THE ROLE OF THE CCVd-VCA ANd THE uCvd-VCA

The CCVD-VCA acts as the implementing body in the Netherlands, and monitors the quality of the SCC certification system via the RvA. The UCvD-VCA acts as the implementing body in Belgium, and moni-tors the quality of the SCC certification system via BELAC.

4. THE ROLE OF THE RVA/BELAC ANd THE CB’S

The RvA has accepted the SCC certification system and can, acting jointly on behalf of the CCVD-VCA and pursuant to an agreement con-cluded between the RvA and the CCVD-VCA, issue SCC accreditation to certification bodies on the basis of ISO 17021. Within this context certification bodies are required to comply with all the conditions atta-ched to accreditation, and to observe the terms of the agreement con-cluded between the certification body and the SSVV. Pursuant to the provisions of the aforementioned agreements the certification body is required to include the SCC logo and the RvA accreditation mark on all SCC certificates issued by that body.

The RvA carries out checks to verify that the certification bodies act in accordance with the prescribed procedures as laid down and specified in the SCC.

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The BELAC organization and the vzw VCA-BeSaCC in Belgium, acting jointly on behalf of the UCvD-VCA, play equivalent roles to those of the RvA and the SSVV.

The certification body’s SCC auditor is responsible for the content of the audit report. The certification body’s SCC coordinator assesses the audit report, and uses this assessment to reach a decision as to the potential for the certification of the contractor. The competent officer of the certification body takes the decision as to whether certification will be granted.

5. THE COMPOSITION OF THE CCVd-VCA ANd THE uCvd-VCA

Both the CCVD-VCA and the UCvD-VCA are comprised of equal numbers of representatives from (trade/sectorial) organizations of principal companies and contractors.

6. THE SCOPE: ACTIVITIES FOR WHICH SCC TION IS INTENdEd

SCC certification is intended for companies which carry out work in-volving increased risks in high-risk environments (work in factories, on installations, in workshops, and at project sites), such as:

• mechanical engineering activities

• electrical engineering and process control • structural engineering work

• civil engineering work

• other engineering services, such as: - insulation - scaffolding construction - industrial cleaning - shot blasting/conservation - vertical transport - etc. 7. SCC CHECkLIST

7.1 Three certification levels

Three levels of SCC certification are distinguished:

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SCC*

Focused on the control of SHE at the workplace.

SCC**

Focused on the control of SHE at the workplace, as well as on the SHE structure (including SHE policy, SHE organization, and improvement management).

SCC Petrochemical

Focused on the control of SHE at the workplace, the SHE structure (including SHE policy, SHE organization, and improvement manage-ment), and on specific supplementary requirements for the petroche-mical industry.

7.2 Compulsory questions/supplementary questions

The SCC checklist is comprised of ‘compulsory questions’ (*/**/petroche-mie) and ‘supplementary questions’ (c).

A question will be answered in the affirmative solely if all the minimum requirements and the objective stipulated in connection with the said question are met and achieved.

A compulsory question which is deemed to be inapplicable should be answered in the negative, as a result of which it will not be possible to issue a SCC certificate unless stated otherwise.

7.3 Substantiation of the assessment in the audit report

The auditor begins by determining for each question whether all the documents mentioned are present and whether all the minimum requi-rements are met for each question. The auditor continues with sub-stantiation for all the minimum requirements in italics. The auditor then assesses whether the objective of each question is achieved (italics); this is always accompanied by substantiation.

7.4 Certification standards: compulsory questions and supplementary questions

Certification standards, SCC*:

- all SCC* compulsory questions

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Certification standards, SCC**:

- all SCC** compulsory questions - at least six (6) supplementary questions

Certification standards, SCC Petrochemical:

- all SCC Petrochemical compulsory questions - at least two (2) supplementary questions. See Annex D.

8. THE CERTIFICATION PROCESS 8.1 Application

All companies employing a SHE management system in accordance with the SCC can request a SCC-accredited certification body for SCC*, SCC** or SCC Petrochemical certification as based on the procedure laid down in this document. For the purposes of the issue of an official quotation (approach, number of man-days, costs, etc.) the certification body shall request the necessary information from the company, such as:

• The structure of the company: main branch and sub-branches (if any). • The organization chart.

• The number of employees/number of man-hours per annum. • The number of projects in progress (please refer to the definition). • The average number of locations at which the company works

simultaneously.

• Technical/engineering activities requiring a specific expertise. • The scope of the certification, inclusive of the NACE Code (rev. 2). The certification body will submit an audit plan to the company in good time. This plan shall at least include the following information:

• Type of audit (initial, interim, repeat).

• The date(s) on and the place(s) at which the audit will be held. • The scope.

• The organizational units (departments) where the audit will be car-ried out, together with a statement of the expected duration. • Visits to projects and work locations with a statement of the

expec-ted duration.

• The composition of the audit team (the auditor and, where relevant, an expert) who will carry out the certification investigation, whereby the company will be provided with the opportunity to lodge an

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tion against the choice of one or more members of the audit team. Any such objection shall need to be accompanied by the reasons for the objection.

8.2 Phase 1 audit

For the purpose of the certification investigation, the certification body’s SCC auditor will assess the documents. The documents specify the SHE management system inclusive of the complaints procedure, include an evaluation whether internal audits and Management Board assessments are scheduled and carried out as well as information on conditions specific to individual locations, processes, (SHE) risks and the scope. In principle, the audit will be held at the contractor’s loca-tion. The auditor can request the contractor to supply supplementary information. The certification body’s SCC auditor will notify the con-tractor of his/her findings following the audit, which findings will form the basis for the agreements on the following stage of the investigation. (Phase 2)

8.3 Phase 2 audit

An assessment of the implementation of the SHE management system, including compliance with the SCC requirements can take place once the contractor’s SHE management system has been operational for at least three months. The assessment done by the certification body and is effected by means of an audit plan drawn up in consultation with the contractor and extending to, for example:

- discussions, interviews and inspections with those responsible for the management system at the company’s registered offices;

- assessments amongst the operational staff and operational supervisors to determine whether the system has been implemented rectly at the workplaces

- assessments of the correctness of the injury frequency rate (IF) at the workplaces

8.4 Audit report

The assessment of the documentation/description of the contractor’s SHE management system (Phase 1) and of the implementation of that system by the contractor (Phase 2) is concluded with a report to be prepared by the certification body’s SCC auditor in accordance with Appendix A.

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8.5 Certification

The certification body’s SCC coordinator assesses the audit report prepared by the SCC auditor. Based on this assessment, the SCC coordinator reaches a decision as whether the contractor is eligible for certification.

The competent officer of the certification body takes the decision as to whether certification will be granted.

8.6 Appeals procedure

The certification body’s appeals procedure is applicable to appeals lodged by the applicant; as the occasion arises the certification body must inform the CCVD-VCA (NL) or UCvD-VCA (B) of the appeal. The following annexes are relevant to Section 8:

- Requirements to be met by Certification bodies, Coordinators and Auditors (Annex E).

- Instructions for the minimum number of man-days to be assigned to SCC audits (Annex F).

8.7 Minimum number of man-days to be assigned

The minimum number of man-days to be assigned to SCC audits; see the relevant instruction in Annex F.

9. COMPANIES WITH MORE THAN ONE BRANCH

Conditions for certification under one certificate and one audit report. SCC certification of one company with more than one branch (main branch and a number of sub-branches) under one certificate based on one audit report, with not only the main branch being visited and audited but a limited number of sub-branches as well, is possible solely subject to the following conditions

9.1 Conditions to be met by the company

- The company supplies equivalent services from all the sub-branches engaged in SCC activities and specifies this as the objective in the company’s policy.

- The SHE management system must be implemented in a centralized manner.

- The main branch undertakes internal audits to demonstrably es-tablish that the SHE management systems at the sub-branches at the

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sub-branches comply with all SCC requirements and are being imple-mented.

9.2 Conditions to be met by the audit report and certificate

- The certificate must mention the main branch and all the relevant sub-branches.

- The audit report must demonstrate that the SHE management sys-tem applies to and is identical at the relevant sub-branches.

9.3 Guideline for the number of sub-branches to be visited

See most recent version of ‘IAF Mandatory Document for the Cer-tification of Multiple Sites Based on Sampling’. The number of sub-branches to be visited (rounded off upwards) is √x for an initial audit, 0.6 of √x for an interim audit and 0.8 of √x for a repeat audit, whereby ‘x’ is the number of sub-branches. More details are given in Table 3 of Appendix F.

If during the SCC certification of a company with more than one branch, not all the aforementioned conditions are met, no multi-loca-tion certificate can be issued. In such cases all the branches must be visited and audited separately and SCC certificates can only be issued separately for each branch on the basis of audit reports prepared sepa-rately for each branch.

10. PERIOd OF VALIdITY/INTERIM AudITS/RENEWAL OF CERTIFICATION

10.1 The period of validity

In principle SCC certification is valid for a period of three years. The actual period of validity depends on the (favourable) results from the interim audits, which are in principle carried out on a periodic basis (at least once a year).

10.2 Interim audits

Interim audits, which are scheduled separately from the initial audit, are based on the version of the SCC that was applicable at the time of the audit on the basis of which the certificate was issued. Interim audits are scheduled on the basis of the status and importance of the activity to be audited.

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Modifications to the audit plan can be implemented on the basis of the findings. This system must guarantee that all important elements of the contractor’s SHE management system, at both the company and the project locations, are audited.

Interim audits shall in any case extend to Management Board assess-ments, internal audits, complaints procedures, improvement projects, reviews of changes, the use of the logo, and tests of the effectiveness of measures implemented as a result of shortcomings identified during previous audits.

In addition, the audit must verify that the accident statistics are updated every year. The audit is completed with an audit report.

Should the auditor come to the conclusion that the situation is not in agreement with the SCC certification standards then this conclusion will be stated in an audit report. In such instances the contractor shall need to submit proposals for appropriate corrective measures to the CB, and will need to reach agreement with the CB on a period of time within which the corrective measures shall be implemented.

Failure to implement the corrective measures within the stipulated time (a maximum of 3 months) will result in the suspension of the certification until such time as the contractor has demonstrated com-pliance with the requirements stipulated for the SCC.

10.3 Recertification

In the event that the contractor wishes to renew the certificate at the end of the three-year certification period, the certification body shall be required to carry out a new certification investigation based on the version of the SCC in force at that time.

10.4 Modification of the scope

In the event of modification and expansion of the scope of the certifi-cation, an investigation shall be carried out to determine whether an amendment of the certification agreement is required.

11. SuSPENSION ANd REVOCATION 11.1 Suspension

The certification body is entitled to suspend, revoke or nullify the SCC

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certificate at any time during the three-year certification period. The certification can be suspended in the event that:

- the contractor does not implement the corrective measures within the agreed time (a maximum of three months), or

- in the event of the misuse of the certification body’s logo or brand name.

11.2 Revocation

The certification will be revoked in the event that the corrective measures have not been implemented within a three-month period subsequent to the suspension of the certificate.

12. INFORMATION CITEd ON SCC CERTIFICATES

SCC certificates shall at least cite the following information: a. Particulars about the company with SCC certification:

- the full company name

- the registered offices; in the event the company has a number of branches within one city or municipality then a statement of the address must be included so as to provide for the unique identification of the organizational unit/branch that has been awarded certification.

- the scope, NACE Code (rev. 2)

- the sub-branches falling within the scope of the certification (where applicable).

b. Particulars about the certification body: - name

- registered offices - logo/brand name

c. The name of the accreditation mark of the accreditation body (RvA/ BELAC)

d. Other information on the certificate:

- an explicit statement of the type of certificate

- the wording must indicate that ‘the company complies with the requirements stipulated in the SCC version 2008/5.1’

- the period of validity: ‘valid until……’ / ’valid from…..’

- the signature of the competent officer of the certification body - the SCC brand name and logo

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13. THE uSE OF THE SCC LOGO

Contractors who have been awarded SCC certification are entitled to make use of the SCC brand name and logo in connection with their activities covered by certification. However, the SCC brand name and logo may not be used for the contractor’s other activities.

14. NOTIFICATION OF CERTIFICATION, INjuRY FREquENCY, ANd AMENdMENTS

14.1 Certification

Pursuant to the agreement between the certification body and the SSVV (NL) or the vzw acting jointly on behalf of the CCVD-VCA (NL) or the UCvD-VCA (B) respectively, the certification body is under the obligation to submit notification of the issue of (amended) SCC certifi-cates to the SSVV (NL) or the vzw VCA-BeSaCC (B) within one month of their issue.

The following information shall be supplied with each notification: - name of the company or organizational unit

- where applicable, the names of sub-branches falling within the scope of the certificate

- the address of the company’s registered offices - the scope of the activities and NACE Code (rev. 2) - the type of certificate

- the date of issue, period of validity/expiry date

- accident figures (IF) for the last three years prior to the year of certi-fication

14.2 Accident figures

The certification body shall submit annual notification of the accident figures of the relevant company with SCC certification.

14.3 Changes

The certification body is also under the obligation to submit – at very frequent intervals and at least monthly – a list of certificates that have been revoked, suspended or are no longer valid, together with the reasons for the revocation or suspension of the certification with due observance of the prevailing duty of professional secrecy.

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15. CONFIdENTIALITY

Insofar as not in violation of national legislation, the certification bodies, the SSVV (NL), the vzw VCA-BeSaCC (B), the CCVD-VCA (NL) the CCVD-VCA (B) and RvA/BELAC respectively, will treat all information bound by professional secrecy as strictly confidential and consequently will not disclose this information to any institution whatsoever without prior written permission from the company to be certified, except for its certification status, which will always be published. It will be self-evi-dent that the information stated on the SCC certificate is made public.

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SHE Checklist Contractors

SCC

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SECTION 1 - SHE POLICY ANd ORGANIZATION, MANAGE-MENT BOARd INVOLVEMANAGE-MENT

The pursuance of a structured policy focused on the continual provement of the SHE performance, and on the reduction of dents, incidents, and material and environmental damage.

1.1 Has the company drawn up a SHE policy statement?

*/**/petrochemical

Objective

The specification and implementation of a company SHE policy pertaining to the company staff, the employees of contractors, and temporary employees.

Minimum requirements

• The policy statement must at least devote attention to: - the prevention of personal injury

- the prevention of material and environmental damage

- endeavours to achieve continual improvements in the SHE perfor-mance

• The policy statement is made known to the entire company (to all em-ployees) by repeated announcements of the policy and is implemented • Signed by the person with the most senior position in the company • 3-yearly evaluation and, when necessary, updating of the policy

documents

• Policy statement

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1.2 Has the company appointed a Safety and Health Officer?

*/**/petrochemical

Objective

The coordination of S&H issues within the company during its everyday ope-rations, and the guaranteed introduction of the concomitant expertise.

• The S&H Officer reports directly to the Management Board, and is incorporated by name in the organization chart

• The job description of the S&H Officer incorporates an explicit specifi-cation of the concomitant duties, responsibilities, and powers

• The S&H Coordinator is in the possession of the necessary expertise ¹, or has demonstrable recourse to internal/external expertise ¹

• The S&H Coordinator is known within the organization, inclusive of at the workplace

documents

• Organization chart: the S&H Officer reports directly to the Manage-ment Board

• Job description of the S&H Coordinator • Diploma, testimonial, or certificate

1 _{In the Netherlands at least MVK (occupational safety and health, intermediate level, a course approved by}

Hobéon SKO); in Belgium at least Level II Aanvullende vorming diensthoofden veiligheid (additional course for safety supervisors) or Level II of Preventieadviseur arbeidsveiligheid (occupational safety and health prevention consultant). In the event that the S&H Officer has recourse to external expertise then the Officer should at least be in the possession of the ‘Safety for Operational Supervisors SCC’ qualification.

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1.3 Is the organization in the possession of a SHE structure?

-/**/petrochemical

Objective

The optimum implementation of the SHE policy, whereby all those involved within the company are fully cognizant of what is expected from them with respect to SHE issues.

• Organizational structure, with an indication of:

- the various management levels to the operational supervisors inclu-sive

- the position of the S&H Officer within the structure, with direct ac-cess to the Management Board

- the position of the Environmental Officer within the structure, with direct access to the Management Board (see Question 6.2)

• Job descriptions of all management positions which provide clarity with respect to the duties, responsibilities and powers in connection with SHE issues

• The supervisors are cognizant of their SHE duties, powers and res-ponsibilities

documents

• Organization chart with an indication of levels

• Job descriptions with respect to SHE issues (duties, responsibilities and powers)

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1.4 Are managers appraised in terms of safety, health and the

environment? -/c/c

Objective

The exertion of a positive influence on the SHE conduct of the management.

• The employment of an appraisal system incorporating SHE issues • All supervisors to the operational supervisors inclusive are subjected

to an annual appraisal

• The appraisal is based on the job descriptions of those involved (du-ties, responsibili(du-ties, and powers)

• Reports of the appraisal of SHE performance and, in the event of non-compliance: actions, and follow-up

documents

• Appraisal system • Reports and appraisals

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1.5 Is the Management Board actively involved in SHE?

Objective

The encouragement of SHE protection by means of the active and visible involvement of the Management Board.

• Active involvement by means of:

- chairing or attending meetings with SHE on the agenda

- the evaluation of accidents resulting/not resulting in lost time, inclu-sive of analyses of the trends

- evaluation of SHE activities • Workplace inspections ²:

- a procedure laying down the performance of and follow-up for perio-dic workplace inspections by the Management Board which specifies those who take part in workplace inspections and the frequency of those inspections (at least twice a year), whereby inspections are made of the work locations of the various principals ³

- implementation of the inspection procedure

documents

• Procedure pertaining to the performance of workplace inspections, and the inspection programme

• Reports of inspections that have been carried out, and the follow-up • The Management Board’s evaluation of the trend analysis of accidents

2_{N.B.: see also Section 8.}

3_{For work of a short duration the company draws up a programme which achieves the intention of the}

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1.6 does the Management Board carry out assessments of compliance with the SCC requirements? */**/petrochemical

Objective

The Management Board’s involvement in compliance with the SCC require-ments.

• Annual assessments carried out by the Management Board on the basis of interval audits covering the entire three years of the system

• Determination and follow-up of improvement measures

documents

• Internal audit reports

• Annual Management Board assessments

1.7 Is an objective formulated and followed up with respect to the IF for lost time accidents? */**/petrochemical

Objective

Reduction of the IF of lost time accidents and the Management Board’s involvement.

• Adoption of the annual target for the IF of lost time accidents

• Plan of action, comprised of:

- points for action arising from the target

- the persons responsible for the implementation and assessment - the scheduling

• Periodic – at least yearly – evaluation of the achievement of the target and the implementation of the measures

• Specification and implementation of corrective measures on the basis

of the evaluation

documents

• Summary of the actions • Evaluation reports

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1.8 Are SHE targets formulated and implemented?

-/c/ petrochemical

Objective

Determination of SHE targets and the structural management and achieve-ment of those targets.

• Determination of annual targets at least relating to:

- Reportable accidents (all accidents resulting in injury, with the excep-tion of accidents requiring first aid)

- Environmental incidents (see Section 6) - Notifications of unsafe situations/actions - SHE inspections

- SHE observations

- points for action arising from the target

• Periodic – at least yearly – evaluation of the achievement of the target and the implementation of the measures (Management Board assess-ments)

• Specification and implementation of corrective measures on the basis of the evaluation

documents

• Summary of targets and actions • Evaluation reports

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SECTION 2 – SHE RISk MANAGEMENT

The prevention of SHE incidents by means of risk control with respect to the work to be carried out by the company.

2.1 Is the company in the possession of an up-to-date SHE risk inventory and evaluation? */**/petrochemical

Objective

The determination and control of SHE risks.

• Up-to-date SHE risk inventories and evaluations are available for all tions within the company which have been specified as jobs with ted risks

• SHE risk inventories and evaluations take place by carrying out the follo-wing: - an inventory of the hazards

- determining the risks - evaluating the risks

• SHE risk inventories and evaluations are carried out: - by means of a prescribed methodology

- with the active participation of the SH Officer ¹ referred to in question 1.2

• Risks determined during the evaluation are controlled by implementing

effective measures, whereby preference is given to tackling the risks at source (prevention principles)

• Plan of action (plan of approach), comprised of:

- points for action arising from the SHE risk inventories and evaluations - the persons responsible for the implementation and assessment - the scheduling

• Periodic assessment of the plan of action (plan of approach), at least once a year, inclusive of the corrective measures

• SHE risk inventories and analyses are evaluated at least one every three years, and amended as necessary, with the active participation of the SH Officer ¹

• SHE risk inventories and evaluations are evaluated at least once a year on the basis of notifications and incidents, and amended as necessary

1 _{In the Netherlands at least MVK (occupational safety and health, intermediate level, a course approved by Hobéon SKO); in Belgium at least Level II}

Aanvullende vorming diensthoofden veiligheid (additional course for safety supervisors) or Level II Preventieadviseur arbeidsveiligheid (occupational safety and health prevention consultant). In the event that the S&H Officer has recourse to external expertise then the Officer should at least be in the possession of the ‘Safety for Operational Supervisors SCC’ qualification.

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documents

• Method for SHE risk inventories and analyses • Plan of action

• Reports of assessments

• Summary of corrective measures

• Summary of SHE risk inventories and analyses • RI&Es of SHE risk inventories and analyses

2.2 do task-risk analyses take place? */**/petrochemical

Objective

The determination and control of the SHE risks associated with the work to be carried out by the company in specific circumstances and environments (workplaces).

• Guidelines for the determination of the work/situations/environments in need of the performance of a task-risk analysis

• Task-risk analyses are performed by means of a specification of: - duties (in the specific environment)

- the associated risks

- the measures that have been implemented • Task-risk analyses are performed:

- by means of a prescribed methodology

- under the responsibility of a line officer involved in those tasks, and who: • is in the possession of sufficient knowledge, expertise

and experience

• is responsible for the communications with all those

carrying out the work at the workplace

• Risks determined during the evaluation are controlled by implementing

effective measures, whereby preference is given to tackling the risks at source

• Subsequent to every accident resulting in lost time (Section 12) the task-risk analysis is subjected to an evaluation and amended as neces-sary

documents

• Guidelines/methodology applicable to task-risk analyses • Summary of current task-risk analyses

• Task-risk analyses

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2.3 Are LMRAs4_{carried out before commencing work?}

*/**/petrochemical

Objective

The employees carry out a check at the workplace to verify that all risks have been recognized and that adequate control measures have been implemen-ted. The approach is based on the principle that the employees start high-risk work only once adequate measures have been implemented.

• Procedure / instructions for the employees’ performance of LMRAs 4

before starting work • Performance of LMRAs 4

documents

• Procedure / instructions

2.4 Is the appropriate personal protective equipment issued, maintained and replaced free of charge?

*/**/petrochemical

Objective

The provision of the appropriate personal protective equipment to staff so as to prevent injury and occupational disease.

• The issue of personal protective equipment is based on the control measures specified in the RI&E and TRA

• The employees possess the appropriate personal protective equipment • The issue, inclusive of maintenance/exchange, is free of charge

• Guideline for the provision of instructions for use

documents

• List of personal protective equipment that is available / has been made available

• Instructions for use guideline

4_{LMRA: Last-Minute Risk Analysis}

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5_{period is ten years from the examination date}

6_{Persons with MKV/Level II or HKV/Level I are exempted from ‘Basic Elements of Safety SCC’ and}

‘Safety for Operational Supervisors SCC’

SECTION 3 – TRAINING, INFORMATION ANd INSTRuCTIONS

The possession of staff with the necessary knowledge and expertise.

3.1 Are all employees in the possession of vocational training and experience relating to the work they are to carry out?

*/**/petrochemical

Objective

All employees are in the possession of the vocational knowledge and exper-tise required to carry out their duties within the company.

• A summary of the vocational training and experience requirements ap-plicable to each position

• Procedures providing assurance for workplace compliance with the stipulated training and experience requirements

documents

• List of required vocational training and experience • Procedure for assured integration

3.2 Are all operational employees in the possession of a ‘Basic Elements of Safety SCC’ diploma, testimonial, or

certifi-cate? */**/petrochemical

Objective

All operational employees are in the possession of basic SHE knowledge.

• Operational employees employed by the company for a period in ex-cess of three months are in the possession of a valid 5_{‘Basic Elements}

of Safety SCC’ 6_{diploma, testimonial, or certificate bearing the SCC}

logo

documents

• Diplomas, marks of conformity, certificates

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3.3 Are all operational supervisors in the possession of a ‘Safe-ty for Operational Supervisors SCC’ diploma, testimonial,

or certificate? */**/petrochemical

Objective

All operational supervisors are in the possession of SHE knowledge.

• Operational supervisors employed by the company for a period in excess of three months are in the possession of a valid 5_{‘Safety for}

Operational Supervisors SCC’ 6_{diploma, testimonial, or certificate}

bearing the SCC logo

documents

• Organization chart / list of operational supervisors • Diplomas, marks of conformity, certificates

3.4 Are all employees in the possession of specific knowledge and expertise pertaining to high-risk tasks or work in a high-risk environment to be performed by them within the

company? */**/petrochemical

Objective

All employees are in the possession of the specific knowledge and expertise they require to perform high-risk tasks and/or work in a high-risk environ-ment to be performed by them within the company (see Section 2).

• Summary of specific training and experience requirements classified ac-cording to position (for Belgium, see the ‘Register van Risicovolle Ta-ken’ [‘Register of high-risk tasks’])

• For work in the petrochemical sector: compliance with the require ments specified in the ‘SSVV Opleidingengids’ (SSVV Training Guide) or (in Belgium) in the ‘Register van Risicovolle Taken’ (Register of high-risk tasks) as demonstrated by a summary of specific training and expe-rience requirements classified according to position

• Procedures providing assurance for compliance with the stipulated specific training and experience requirements

5_{period is ten years from the examination date}

6_{Persons with MKV/Level II or HKV/Level I are exempted from ‘Basic Elements of Safety SCC’ and}

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documents

• List of specific training and experience requirements classified accor-ding to position

• Procedure for assured integration

3.5 does the company provide specific in-house SHE informa-tion and instrucinforma-tions? */**/petrochemical

Objective

All employees are cognizant of the SHE regulations and instructions, as well as the SHE instructions governing the work they are assigned to carry out in their customary work environments.

• The information provided to the employees devotes attention to: - the company’s SHE policy

- general risks associated with the work

- the general safety regulations and instructions - personal protective equipment

- the notification of unsafe situation and the actions to be taken - the procedure in the event of (serious) injury

- the procedure in the event of emergency

- the action to be taken in the event of complaints

• Determination of the content of the SHE instructions (inclusive of the frequency and the manner in which the instructions are given) that go-vern which work/work environments

• Procedures providing assurance for compliance with the stipulated instruction requirements

documents

• Documentation relating to the provision of SHE information • Summary of the SHE instructions, inclusive of the frequency • Procedure for assured integration

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3.6 Is there an adequate procedure for the correct manage-ment and completion of the Personal Safety Logbook

(where relevant)? */**/petrochemical

Objective

Correct management and completion of the Personal Safety Logbook.

• Procedure for the registration of training courses/instructions and the stipulated certificates of medical suitability in the Safety Logbook • An official document must be included in the personnel file for each

notification/note relating to training/in-house instruction incorporated in the Safety Logbook

• Specification of the person responsible for the completion of the Safety Logbook

• Records of the issue of Personal Safety Logbooks

documents

• Procedure for the completion of the Safety Logbook • Records of the issue of Personal Safety Logbooks

N.B.: the question is answered in the affirmative when the company does not use Personal Safety Logbooks.

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3.7 Can communications pertaining to SHE issues be effected without language impediments?

*/**/petrochemical

Objective

Communications pertaining to SHE issues can be effected without language impediments.

• Employees who speak other languages are deployed in a manner providing for the effective communication of relevant SHE issues (see questions 3.5, 5.2 and 7.1 in particular)

documents

(none)

3.8 Are the employees cognizant with the internal regulations/ procedures at the principals where they will work, such when this requirement is explicitly specified and the neces-sary information is made available by the principals?

*/**/petrochemical

Objective

The employees’ knowledge of the principal’s internal regulations and proce-dures that apply to their work.

• Assurances for compliance with the objective

documents

N.B.: the question is answered in the affirmative when the principal does not request this knowledge.

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SECTION 4 – SHE AWARENESS

The promotion of an awareness of the importance of SHE.

4.1 does the company conduct SHE consultations?

Objective

The promotion of the motivation with respect to and attention for SHE issues within the company.

• SHE consultations between the Management Board and employees’ representatives, at least once a quarter 7

• SHE consultations at all organizational levels in which SHE subjects are placed on the agenda, once a quarter 7

• SHE consultations (such as toolbox meetings) with all operational staff, on ten occasions distributed throughout the year 8_{, in which the}

fol-lowing subjects are regularly placed on the agenda: - relevant SHE subjects

- issues requiring attention as a result of notifications of SHE incidents and inspections

documents

• Of SHE consultations during the past twelve months: minutes or lists of action and attendance lists

• Of SHE meetings, such as toolbox meetings: specification of subjects discussed during the meetings, and attendance lists

7_{This minimum requirement is met in the event that the Management Board attends SHE meetings (such}

as toolbox meetings) at least once a quarter, and in so doing contacts all employees.

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4.2 Has the company introduced a programme for the impro-vement of SHE awareness and SHE conduct?

-/c/ petrochemical

Objective

Promotion of SHE awareness and focussing employees’ conduct on the avoi-dance of accidents and injuries.

• Observation programme focused on the improvement of the SHE conduct/ awareness of all operational staff and all operational supervisors (both as individuals and as groups)

• Conduct improvement programme based on the findings from the observa-tion programme

• Feedback mechanism to inform the relevant employees of the findings

documents

• Programme for observation and conduct improvement • Procedure

(41)

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SECTION 5 – SHE PROjECT PLAN

The coordinated control of SHE risks associated with projects.

5.1 does the company make use of SHE project plans?

Objective

The control of SHE risks of relevance to projects.

• Criteria for the projects for which a SHE project plan is required • Requirements to be met by SHE project plans for projects, inclusive of:

- the SHE risks of relevance to the project, and the measures to be implemented

- the SHE organization

- the organization of safety inspections - the reporting of incidents

- a signature by the person responsible for the project

• Procedures providing assurance for compliance with the criteria and requirements

documents

• Criteria for the projects for which a project plan is required • Requirements pertaining to the contents of SHE project plans • Recent SHE project plans

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5.2 do the employees receive instructions about the contents of the SHE project plan? -/**/petrochemical

Objective

The employees are cognizant of the risks specific to the project, and of the control measures.

• The instructions are issued to the company staff and temporary em-ployees prior to the commencement of the work

• Procedures providing assurance for the provision of instructions to all employees

• Registration of the provision of instructions, such as an attendance list

documents

• Procedure for assured integration • Register of the provision of instructions

5.3 do the employees of subcontractors receive instructions about the contents of the SHE project plan?

Objective

The employees of the subcontractors are cognizant of the risks specific to the project, and of the control measures.

• The instructions are issued to the staff and temporary employees of the subcontractors prior to the commencement of the work

• Assurances for the instruction of subcontractors’ employees prior to the commencement of the work

• Registration of the provision of instructions to the subcontractors’ em-ployees, such as an attendance list

documents

• Registration of the provision of instructions to the subcontractors’ employees

N.B.: This question is answered in the affirmative in the event that no subcontractors are called in.

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5.4 Is the SHE project plan submitted to the principal for

dis-cussion? -/c/ petrochemical

Objective

Endeavours to achieve agreement with the principal – prior to the commen-cement of the work – on SHE risks of relevance to the specific project, as well as the requisite control measures.

• Submission of the SHE plan for discussion and registration

• Minutes are made of the requisite meetings – when, and to the extent that these have taken place – inclusive of an points for action, where relevant, their follow-up, and the assessment procedure

documents

• Minutes of meetings, when, and to the extent that these have taken place

5.5 Is a Safety and Health Coordinator appointed for each

pro-ject? -/c/ petrochemical

Objective

The coordination of the S&H issues involved in each project.

• The job description incorporates an explicit specification of the conco-mitant duties, responsibilities, and powers

• The SH Officer is demonstrably present at the project to a sufficient extent, and can be contacted

• The S&H Coordinator is in the possession of the necessary expertise, or has demonstrable recourse to internal/expertise 1

• The S&H Coordinator is independent from the project’s line organiza-tion and incorporated in the organizaorganiza-tion chart for the project

documents

• Job description of the S&H Coordinator • Project organization chart

1 _{In the Netherlands at least MVK (occupational safety and health, intermediate level, a course approved by Hobéon SKO); in Belgium at least Level II}

Aanvullende vorming diensthoofden veiligheid (additional course for safety supervisors) or Level II of Preventieadviseur arbeidsveiligheid (occupatio-nal safety and health prevention consultant). In the event that the S&H Officer has recourse to exter(occupatio-nal expertise then the Officer should at least be in the possession of the ‘Safety for Operational Supervisors SCC’ qualification.

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SECTION 6 – ENVIRONMENTAL PROTECTION

Prevention of environmental pollution.

6.1 Are sufficient preventive environmental-protection mea-sures implemented which are focused on the prevention of soil pollution and waste management?

*/**/petrochemical

Objective

The prevention of soil pollution and the effective management of waste.

• Inventory of the risks relating to soil pollution and waste (related to the company’s activities)

• The implementation of the necessary preventive measures

• A waste-management procedure specifying:

- the manner in which the wastes shall be collected and stored

- the manner in which and by whom the waste shall be removed and transported to which approved processors

- Assurances that the waste management is carried out in accordance with the procedure

documents

• Inventory of the relevant risks/waste • Procedure for waste management

• List of approved processors contracted by the company

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6.2 Has the company appointed an Environmental Officer?

-/c/c

Objective

The coordination of environmental issues within the company during its everyday operations.

• The Environmental Officer reports directly to the Management Board, and is incorporated by name in the organization chart

• The job description of the Environmental Officer incorporates an expli-cit specification of the concomitant duties, responsibilities, and powers • The Environmental Officer is in the demonstrable possession of the

necessary expertise, or has demonstrable recourse to internal/exper-tise

documents

• Organization chart: the Environmental Officer reports directly to the Management Board

• Job description of the Environmental Officer

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SECTION 7 – PREPARATIONS FOR EMERGENCY SITuATIONS

The organized and effective response to emergency situations.

7.1 Is the company prepared for an effective response to

emer-gency situations? */**/petrochemical

Objective

An effective response to emergency situations on the principal’s site.

• Procedure for the issue of notification, warning, giving the alarm, and evacuation in connection with emergency situations

• The employees’ cognisance with the procedure

• The necessary First-Aid equipment at the workplace/project, inclusive of any specific equipment required in connection with possible extra-ordinary exposure to materials

• The necessary fire-extinguishing equipment at the workplace/project, inclusive of any specific equipment required in connection with possi-ble extraordinary hazards

• The aforementioned equipment is always: - available in sufficient quantities

- maintained in the correct condition

• The organization (persons, equipment and procedures) required to maintain control in emergency situations

documents

• Procedure for the issue of notification, warning, giving the alarm, and evacuation in connection with emergency situations

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7.2 Have the employees assigned responsibilities in emergency situations received the commensurate training? -/c/c

Objective

The possession of employees with an adequate training required providing First Aid in emergency situations.

• The employees with responsibilities in emergency have actually re-ceived training/instructions for:

- first aid

- fighting beginning fires - evacuation

- accompanying the first-aid services

documents

• A list of the relevant employees citing the training they have received

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SECTION 8 – SHE INSPECTIONS

The timely identification of non-compliances in the conditions at the workplace and the conduct/actions of the employees, and the imple-mentation of corrective measures intended to prevent accidents/SHE incidents.

8.1 Are periodic workplace inspections carried out by the ope-rational supervisors? */**/petrochemical

Objective

The maintenance and furtherance of a safe working environment and working methods.

• Procedure which specifies:

- the performance of the inspections - the follow up in the event of irregularities - the use of a checklist

• Inspections of each workplace are carried out at least once a month by the operational supervisor 8

• Inspection reports which incorporate a list of the non-compliances that

were observed, the improvements to be implemented, the person(s) responsible for the implementation, and the scheduling for the implemen-tation

- points for action arising from the inspections

documents

• Procedure pertaining to the performance of workplace inspections, and the inspection programme

• Reports of inspections that have been carried out, and the follow-up N.B.: see also question 1.5.

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8.2 Are trend-analyses performed on the shortcomings en-countered during inspections? -/c/ petrochemical

Objective

The identification of (the underlying causes of) structural shortcomings de-signed to achieve structural improvements.

• Classification of the shortcomings according to the category, nature, and causes

• Annual trend analyses, inclusive of the measures to be implemented and the follow-up

documents

• Trend analysis

• Summary of improvements to be implemented N.B.: see also question 1.5.

SHE Checklist Contractors

SHE Checklist Contractors

SSVV - CENTRAAL COLLEGE VAN DESKUNDIGEN VCA

S

AF

ET

Y

H

EA

L

T

H

E

NV

IR

ONM

ENT

SHE Checklist Contractors

SCC

CONTENTS

ABBREVIATIONS – dEFINITIONS – GLOSSARY

PROCEduRE

SHE Checklist Contractors

SCC

_Y

_L

_H

_NV

_ENT