Health Surveillance Policy

Policy statement

The University of Dundee recognises that some staff and postgraduate students are at risk of developing ill health given the nature of their work. This risk is considered to be very low, since the University implements all reasonably practicable measures to prevent ill health associated with work and study activities undertaken as part of university activities. However, in some work/study situations it is recognised that health surveillance plays an essential role in risk management through the early detection of symptoms and will help the University to protect the health of staff and post-graduate students.

Arrangements

Health Surveillance

The Occupational Health Service will provide a health surveillance program for staff and postgraduate students that meets the requirements stipulated in the HSE regulations. A key aspect of health surveillance is that it is not a control measure that prevents or reduces exposure. Management in areas where staff or students may be exposed to hazards that health surveillance can be implemented for MUST therefore ensure that suitable and sufficient risk assessments are in place to eliminate or, if this is not possible, reduce exposure as far as is reasonably practicable. These risk assessments must be provided to Occupational Health when requesting that staff or students be placed under health surveillance. Typical health surveillance programs cover the requirements for respiratory, skin, hearing and vibration injuries, together with certain diseases.

The Occupational Health Service will organise suitable health surveillance for individuals identified as requiring it following risk assessment. This will involve appropriate activities, such as completion of a questionnaire and, in some instances, testing of the individual (e.g. lung function or hearing). All health surveillance is overseen by a qualified Occupational Health Nurse Specialist and if appropriate escalated to the Occupational Health Physician

During health surveillance consultations staff and post-graduate students will be informed of relevant symptoms and will be reminded to report any changes in symptoms immediately. Staff and students will be given an opportunity to discuss any concerns they have.

Any indication of symptoms associated with occupational exposure to a hazard that is being monitored by health surveillance will be brought immediately to the attention of the Head of Health and Safety by the University Occupational Health Service, who will also inform Line Managers. This will allow the risk assessment to be reviewed and other appropriate actions to be taken. At no time will personal health details be released without the express written permission of the staff/student involved. See also below.

Occupational Health will also report the results of all health surveillance carried out back to the relevant department to maintain the COSHH Health Record for each individual employee. 

If required the Occupational health Physician will notify of any occupational diseases identified through health surveillance to the Health and Safety Office for reporting to the Health and Safety Executive under the Reporting of Injuries, Disease and Dangerous Occurrences Regulations (RIDDOR).

Staff and postgraduate students must report symptoms of work-related ill health immediately to the Occupational Health Service. They should complete health surveillance questionnaires accurately and attend scheduled health surveillance appointments.

Health Monitoring

Some work activities, such as handling of nanomaterials, do not meet the requirements for formal health surveillance, but have been identified as candidates for health monitoring. Health monitoring typically involves periodic completion of a questionnaire about general health of the individual and is intended to provide epidemiological information. Health monitoring is undertaken by Occupational Health.

The following work activities are currently subject to health monitoring:

• work with nanomaterials

Managers must inform Occupational Health of the names of staff and students who work with such materials so that health monitoring can be initiated.

Confidentiality

All information relating to health surveillance or health monitoring is held securely and confidentially in your OH medical record by Occupational Health. No personal health information about individuals is shared with managers or other individuals without the express written permission of the staff/student concerned. 

The outcome of health surveillance will be communicated with managers and other relevant individuals (e.g. the Head of Health and Safety, if required). This outcome only states whether the person can continue undertaking the activity or should cease undertaking it. Outcomes are also used to identify where risk management measures need to be reviewed.

Legal Requirements 

 Relevant legislation to health surveillance activity includes: 

• Management of Health and Safety at Work Regulations         
• COSHH Regulations
• Lead Regulations
• Noise at Work Regulations
• Ionising Radiation Regulations
• Control of Vibration at Work Regulations
• Control of Asbestos Regulations