HSE regulations

HSE stands for health, safety and the environment. This document discusses the rights and obligations of employers and employees in the work to ensure and improve the physical and mental working environment.

Good HSE work is about reducing the risk of hazards and accidents in connection with daily activity and actively focusing on the positive and health-promoting factors in the working environment.

HSE at UiT The Arctic University of Norway (UiT) is a management responsibility at all levels at all levels in the organization.

Active participation from staff and students, clear distribution of responsibilities and clear organization of the HSE activities is a key for establishing a safe and good working and learning environment. Staff are obliged to follow the prevailing requirements for HSE work. The safety representative has a supervisory function, shall take care of the employees’ interests in cases concerning the working environment and is a collaborative partner the management.

The division of responsibilities is founded on the Working Environment Act (AML), Regulations relating to systematic health, safety, and environment work in enterprises (Internal Control Regulations) and guidelines laid down by the Ministry of Education and Research and UiT

Managers at all levels at UiT are responsible for ensuring that the provisions of AML § 2-1, § 3-1, § 3-2, § 2-3 (3), the Act relating to Universities and University Colleges § 4-3 and other legislation within HSE are complied with. Responsibility cannot be transferred to others, but HSE tasks can be delegated. The management must document the delegation of tasks within HSE in writing.

The University Board approves overarching goals, strategies and priorities for HSE work, supervises through annual reporting so that these are followed up and ensures that resources are allocated to follow up on goals, strategies and priorities that are set; § 9-2 of the Act relating to Universities and University Colleges. 

The Rector is responsible for ensuring that HSE duties assigned to the University Board are carried out; Act relating to Universities and University Colleges § 10-1 and Instructions for the Rector.

The department directors at UiT's University Academic Services (FAdm) take care of the day-to-day responsibility that is assigned to the Rector in this description. The Administrative director acts as a link between the departments in FAdm and the Rector.

The Director of the Financial and Organization Division (ORGØK) has the day-to-day responsibility for:

• UiT's overall HSE regulations
• Electronic systems used in HSE
• Central safety training
• Entering into main contract regarding occupational health services
• Preparation of an annual report on the organization’s HSE practice to the University Board
• Secretariat responsibility for the Working Environment Committee (AMU).

The Director of the Department of Property management (BEA) is responsible for the management, operation and maintenance of UiT's entire building stock, including fire protection and security. The department is also responsible for the planning and implementation of new building projects, operation of the buildings, outdoor areas, and postal service.

Boards at level 2 shall, in line with Statutory requirements, The Instructions for the governing bodies at UiT, UiT's strategic priorities and goals for HSE, UiT's HSE regulations and local challenges:

• Adopt the faculty's/unit's HSE goals and action plans.
• Ensure that the necessary funds are made available.
• Carry out annual internal control and manage HSE status.

In this context, a manger is the formal management position with responsibility for staff in the area. The manager is responsible for HSE work within his or her area of responsibility and shall, in line with Statutory requirements, Instructions for managers at UiT, UiT 's HSE regulations, strategic goals and local challenges, plan and implement measures for a fully satisfactory working and learning environment. 

Managers are obliged to undergo training in HSE work, cf. AML § 3-5. The training must be documented in writing. The training is personal and cannot be delegated. The manager's responsibilities and duties in HSE work are described in more detail in the guidelines for systematic HSE work.

UiT's HSE work has been chosen to be organized with various support functions distributed throughout the organization. Level 1 has academic leadership and specialist functions. The faculties have HSE advisors who support managers and employees in their work. UiT's overall academic community is expected to contribute actively to the institution's overall work so that common initiatives and priorities are achieved.

Persons who have been delegated HSE tasks involving directing or supervising of other employees or students (e.g. office manager, leaders of research group, subject group leader, HSE adviser, radiation protection coordinator, laboratory supervisor) shall ensure that HSE is taken into consideration when the tasks they have been delegated are being planning and carried out, cf. AML § 2-3(3) and UiT's HSE regulations.

These persons must have the necessary competence to ensure that the work is performed in proper manner with regard to health and safety, cf. Section 3-2(1b) of the AML. This training must be documented in writing.

An employee is anyone who performs work in the service of another; AML § 1-8 (1). This covers everyone who is employed at UiT.  If doubt arises about whether UiT is the employer of a person, this shall be clarified in each individual case and employer's responsibility shall be agreed in writing.

An employee has a duty to cooperate. This means that employees shall cooperate on the design, implementation, and follow-up of UiT's systematic HSE work. Employees should keep themselves updated about the working environment situation at their own workplace, show responsibility for their own safety and the safety of others, as well as take the initiative and participate in safety and working environment work at their workplace. Pursuant to AML § 2-3 and § 2-4, all employees shall:

• Use mandatory protective equipment, exercise caution and otherwise contribute to preventing accidents and injuries to health.
• Immediately notify the employer and safety representative and, to the extent necessary, other employees when he/she becomes aware of faults or defects that may involve danger to life or health, and one cannot rectify the situation.
• Interrupt work if he/she considers that work may not continue without involving danger to life or health.
• Ensure that the employer and safety representative is notified as soon as he/she become aware of harassment or discrimination at the workplace.
• Notify the employer of injuries or illnesses he/she suffers and which he/she believes are due to the work or conditions at the workplace.
• Cooperate on preparation and implementation of follow-up plans in connection with total or partial absence from work owing to accident, sickness, fatigue or the like.
• Participate in a dialogue meeting when summoned by the employer, cf. AML § 4-6(4).
• Obey instructions issued by the Norwegian Labour Inspection AuthorityProvide notification of blameworthy conditions in the organization.

While staying on university's property and during expeditions and field work (cf. coordination agreements, Regulations relating to systematic HSE work and regulations for field work and seagoing expeditions), people who are not considered to be employees have equivalent obligations as employees, cf. AML § 1-6.

Students are obliged to conform to the goals and plans that apply to HSE work at UiT, and which relate to them.

Work performed by students as practical training for teaching or research purposes shall be subject to AML provisions when the work is performed under conditions that may endanger risk to life and health. This applies, for example, to laboratory work, teaching in workshops and fieldwork/seagoing expeditions. In these cases, the students' rights and obligations in the systematic HSE work are the same as those that for employees, cf. AML § 1-6 and the Regulations on the application of the Working Environment Act to persons who are not employees, § 1.

For studies required to implement practical training, the faculty shall assess how the practical training provider takes care of considerations to health, safety and the environment and agree on how the follow-up of HSE work shall occur.

In other aspects of the study situation (reading rooms, auditoriums, computer labs, etc.), the Working Environment Act does not apply. Act relating to Universities and University Colleges section 4-3 outlines how the physical working environment/learning environment for the students shall be designed. The Learning Environment Committee (LMU) at UiT supervises that UiT fulfils the provisions on the learning environment set out in Section 4-3 of the Act relating to Universities and University Colleges.

Doctoral students who have an employment contract with UiT are considered employees at UiT. For doctoral students registered at UiT but who have an employer other than UiT, the faculty shall in each case ensure that the employer's responsibility is clarified in writing, including how HSE is taken care of. 

The safety representatives shall safeguard the interests of the employees in matters relating to the working environment. The safety representatives has a duty of supervision and must keep an eye on the employer's duties pursuant to AML chapter 6. The safety representative scheme at UiT consists of UiT's coordinator for the chief safety representatives (k-HVO), the chief safety representative (HVO) and the safety representative (VO).

Safety representatives are elected for two years at a time. The safety representative relates to the manager at the same level. The manager shall ensure that the safety representative receives the necessary training so that the duties can be carried out in a responsible manner. The safety representative shall familiarize himself or herself with safety rules, instructions, orders and recommendations issued by management or supervisory authorities within HSE.

UiT's k-HVO is elected by UiT's HVO and is responsible for coordinating the activities of the chief safety representatives. K-HVO is the employee representative in the Working Environment Committee and represents the employees in the work of establishing and maintaining the central HSE system at UiT. K-HVO cooperates with and reports to the administrative director.

The chief safety representative represents the employees in the work of establishing and maintaining the HSE system at faculty or equivalent level and is responsible for coordinating the safety representatives' activities in their area. HVO collaborates with and reports to the leader at faculty level, or equivalent. The tasks and rights of the HVO are set out in Section 6-1 (3) of the Working Environment Act and Section 3-5 of the Regulations relating to Organization, Participation and Management.

A safety representative (VO) has been elected at each safety area at the university. The VO shall safeguard the interests of employees in the protected area in matters relating to the working environment.

The AMU at UiT is a jointly constituted, decision-making, coordinating and advisory consultative body that shall work for a fully satisfactory work environment in the organisation. The duties of the AMU are stipulated in Section 7-2 of the Working Environment Act and Section 2 of Regulations on Organisation, Participation and Management. The committee's composition and tasks are described in more detail in the Guideline for AMU at UiT.

The right of the employee representatives regarding cooperation and participation are regulated by the Basic Agreement for State Employees and the Adjustment Agreement at UiT. The right to cooperation and participation is practised by the main unions at UiT. 

The role and duties of the occupational health service are regulated by AML § 3-3 and through the main contract between UiT and BHT. The use of resources and activities are coordinated and reconciled during regular collaboration meetings between the university management and the occupational health service. Each faculty and unit on the same level enters into their own collaboration agreements with the occupational health service based on the area’s requirements for assistance from the occupational health service. The BHT submits an annual report of the HSE activities at the faculty.

The BHT has a free and independent position in working environment issues and considers privacy and confidentiality.

All contact with supervisory authorities must be coordinated by the rector.

The authorities carry out supervision to control that the statutory requirements are fulfilled and that there is conformity between the management’s documented system for HMS and compliance in practice, and to supervise the systematic health, safety and environment work. The agency that supervises different areas can be found in the individual laws and regulations.

• The Working Environment Act
• Act relating to Universities and University Colleges
• Regulations relating to systematic health, safety and environment work in enterprises (Internal Control Regulations)
• Regulations at UiT

A guideline:

• Applies to the entire enterprise, i.e. everyone who works in a defined area of scope.
• Specifies the minimum requirements for all stages of the work chain, allocates rights and obligations, specifies legal basis, specifies responsibilities and specifies the method of treatment (steps to be followed in a field of work)
• Prepared at level 1
• Approved by the University Board or Rector

HSE-Guidelines:

• Guidelines for the operation and maintenance of the substance index at UiT
• Guidelines for the handling of hazardous waste
• Guidelines for managing HSE non-conformance
• Guidelines for risk assessment with Health, Safety and Environment
• Guidelins for safety on fieldwork and seagoing expeditions
• Guidelines for handling of different types of radiation
• Guidlines for the Working Environment Committee (AMU)
• Guidelines for management of personal data within the safety representative scheme
• Guidelines for handling of chemicals
• Guidelines for targeted and personal health examinations and register of exposed employees
• Guidelines for systematic health, safety and environment work
• Guidelines for annual review of systematic health, safety and environment work (Internal control)
• Guidelines for facilitating cooperation between managers and safety representatives
• Guidelines for election of safety representatives
• Guidelines for management of personal data within the safety representative scheme
• Guidelines for the handling of biological material

A Description of Function:

• Contains a description of what tasks the function performs.
• The person who performs the function must perform the tasks in accordance with the description
• Can be prepared at levels 1, 2 and 3.
• Approved by the formal leadership position.

HSE function descriptions:

• Description of function for the contact person in operations for the doisposal of problem waste, infectious waste and radioactive waste
• Description of function for the contact person for chemical waste, problem waste and infectious waste
• Description of function for specialist in chemical waste, problem waste
• Description of function for Project Coordinator (PK)
• Description of function for Radiation Protection Contact (SK)
• Description of function for Local Radiation Protection Coordinator (LSK)
• Description of function for Central Radiation Protection Coordinator (SSK)
• Description of function for support functions in Workplace Safety

A routine:

• Contains a description of how to perform a work task/ learn to use/ work with
• The person assigned to the task must perform the work in accordance with the description.
• Can be prepared at levels 1, 2 and 3
• Approved by the formal leadership position.

HSE - Routines:

• Routine for tihe use of carcinogenic chemicals
• Routine for the use of Acrylamide
• Routine for handling of explosive and flammable substances
• Routine for the use of Cytostatca
• Routine for the use of Ethidium bromide
• Routine for the use of Hydrofluoric acid or other fluoric containing acids
• Routine for the use of of liquid nitrogen
• Routine for the use of ultrasound / sonication
• Routine for the use of medicaments
• Routine for the prevention against Legionella
• Routine for equipment/apparatus to repair/maintenance
• Routine for cleaning equipment
• Routine for transport of chemicals, hazardous waste, gases and liquid nitrogen in culverts and corridors
• Routine for handling of packages suspected of containing explosives, infectious matter or poison
• Routine for the handling of peroxide forming chemicals
• Routine for filling and transport of liqid Nitrogen
• Routine for the use of fumehood
• Routine for facilitation of work for pregnant, breastfeeding, and employees of reproductive age in hazardous work environments
• Routine for the use of Bunsen burners - gas burners
• Routine for transporting dangerous goods by public road
• Routine for risk assessment and prevention prior to high-risk work activities

Download routines related to guidelines:

• Rules for special academic activity at fieldwork
• Rules for safety on seagoing expeditions involving UiT's vessels and chartered vessels
• Routine for use of isotope laboratory type B (hot lab
• Routine for the preparation of problem waste and infectious waste (28.04.23)
• Routine for the preparation of chemical waste for disposal (28.04.23)
• Routine for the handling of biological material in the laboratory
• Routine for the handling of biological factors and human material
• Routine for preparation of radioactive waste for disposal
• Routine for handling of short-wave ultraviolet radiation (UVC)
• Routine for handling of sealed radioactive sources
• Routine for handling of open radioactive sources
• Routine for handling of laser
• Routine for handling of equipment that emits x-ray radiation
• Routine for handling of artificial optical radiation and electromagnetic fields
• Routine for establishing control card and interpreting control values
• Routine for control of radiation related measuring equipment
• Routine for the handling of genetically modified organisms (GMO)

Download HSE Guides & instructions:

• Instructions for mapping of analysis object
• Guide for transport of dangerous goods on public roads
• Guidance for chemical waste
• Guidance for biological and infectious waste
• Instructions for combination analysis (CA)
• Instructions for safe job analysis (SJA)
• Instructions for preliminary risk analysis (PRA)

Health 

• Form for follow-up of exposure or possible exposure to chemicals, biological factors and ionizing radiation 
• Form for internal notification of personal injury 

HSE-mapping and risk assessment 

• Form for implementation of combination analysis (CA) 
• Form for implementation of preliminary risk analysis (PRA) 
• Form for implementation of safe job analysis (SJA) 
• Form for mapping of analysis object 
• Form for mapping of work involving possible hazardous factors 

Chemicals and substance index 

• Chemical waste label 
• Confidentiality declaration for local administrators in the Workplace Safety substance index 
• Labels for peroxide forming chemicals - 105x74 
• Sorting form for chemical waste based on hazard properties 
• Table for joint storage of chemicals 
• Waste numbers chemical waste 
• When to classify chemical waste as hazardous waste? 

Radiation and radiation protection 

• Activity limits for work with open radioactive sources 
• Content of local safety training when using ionising radiation 
• Form for registration of projects involving handling of x-ray and sealed radiation sources 
• Form for registration of projects involving open radiactive sources 
• Information concerning registration of ionising and non-ionising radiation sources 
• Overview of open radioactive Sources at the user site 

Safety representatives 

• Declaration of confidentiality for safety representatives at UiT 
• Privacy policy for the safety representative scheme 

Systematic HSE  

• Form for coordination agreement