HASMAP Audit
Every two years, each department is audited against indicators selected from the HASMAP record. The audit scoping, pre-planning, document review, interviews and inspections, and issue of draft report, normally takes about 6 weeks in total, although the audit interviews and site visit takes one day. There is a follow up progress meeting within 6 months, and a further one at 12 months, in order to support and assist the department with their action plan, and to verify closed out actions.
The HASMAP Audit report comprises:
- Key list of findings where relevant, these may be illustrated on a system flow chart based on the College HSMS or an executive summary report prepared.
- Corrective Action Report (CAR) which highlights HASMAP indicators which have been achieved either fully or partly with reference to the particular findings, with the following statements: “achieved – verbal/documentary/observed evidence” or “not/partly achieved” with the finding reference number, or “not sampled”
- HASMAP record this provides the department with a record of their progress in the selected indicator, and an overview of all the indicators in HASMAP, along with guidance on how to achieve them; this document is designed to enable departmental checks (see below).
- Key list of findings the Key findings have College-wide implications, or where there are repeat findings in several departments, these are included in the termly highlight report to the College HSE Committee, and in an annual report to the same.
New heads of departments
For departments where there has been a change of head of department, the new head of department will receive an initial visit from the College Safety Auditor to explain the standards, process, the HOD’s expected role, and to provide assurance and reassurance.
College HSMS audits
Departments that have never been audited, there may be a longer site visit and more interviews looking at every aspect of the College HSMS; this however depends on the risk profile of relevant department. Audit reports are circulated to the College HSE Committee and the HOD is expected to attend to deliver their management response and action plan.
Topic-based audits
This is where a particular Code of Practice or College-wide concern might be audited; these audits may involve academic and support services, as well as any relevant interface organisations. Audit reports are circulated to the College HSE Committee and any relevant persons expected to attend to advise the College of any concerns and implications, and deliver an action plan if appropriate.
Departmental checks
Departments are responsible for coordinating and conducting their own checking and inspection programmes which could be based on the entire department, a specific area or topic, or perhaps against the Department’s Code of Practice, local rules or emergency procedures.
External health and safety audits
The College also undergoes regular external auditing by specialist suppliers. These are tendered for every three or four years; reports are circulated to the College HSE Committee and any others which may be relevant.
The College internal auditors (Governance)
This also includes a number of health and safety-related questions in their departmental audits.