FAQs: Submission

FAQs – The Submission

How do I make my entry easier for the Adjudicators to mark?

  • Read the brochure carefully.
  • Your submission should be structured in a manner similar to the sections requested by the organisers e.g. You should  have a folder sub-divided into the sections as indicated on the brochure or supply mini-folders based on the different sections.
  • Ensure you provide the evidence – not your aspirations.
  • Supply more detailed documents as appendices and refer to them in the main body of the report.
  • Do not supply documentation that is too large for the adjudicator, e.g. where the documentation falls out of a folder when opened.
  • An entry containing only a few pages of what the organisation has done is unlikely to succeed.
  • Put yourself in the shoes of an adjudicator and submit in a format that you would like to receive if you were an adjudicator.
  • A good indicator as to the size of the submission is that if fits in a lever arch folder.

How should I start to tackle an entry

We suggest that you first fill in the entry form which also includes section 1 [Accident Statistics]. This is normally straight forward for organisations that maintain records. We then suggest that you tackle Health and Safety Management (Section 2) which is generally submitting evidence that you have a management system and safety policy in place.

Must I submit information only relating to the year in question?

Generally yes, however, there are circumstances when you may have to submit older information / evidence, for example, if your health and safety policy states that your safety statement will be reviewed every two years in the absence of new work practices, then it is perfectly acceptable to submit a safety statement that is not in the year in question. Also, if training is required every two or three years, training records going back in time are acceptable.

The year in question for the 2014 Safety Awards is 2013

You state that any organisation’s objective should be zero accidents. This is unrealistic in my industry.

NISO and NISG state that an organisation’s target must always be zero accidents. NISO or NISG cannot accept that an organisation will have a target of a certain number of accidents. However,  zero accidents may not be achieved by an organisation but its achievements can be measured in the downward trend to zero accidents.

What is the difference between audits and inspections?

For the purposes of the Safety Awards, audits tend to be of shorter duration than inspections and tend to work from a pre printed audit sheet which is effectively a checklist [tick box questionnaire]. An inspection tends to be more detailed with more analysis required. Inspections tend to be more thorough and last longer.

Can you give me examples of intent vs evidence?

Intent: Safety Policy may state that the Safety Statement is reviewed annually.

Evidence: The Safety Statement will be signed and dated within this annual review period.

Intent: Statement by Organisation that there will be four safety committee meetings during the year.

Evidence: Sample minutes of committee meeting showing date and attendees together with date of next meeting recorded.

Intent: Blank training record sheet

Evidence: Training record sheet signed by attendees, dated and signed off by competent trainer.

Am I at a disadvantage because some of the items listed in the prompt sheet don’t apply to my organisation?

If items listed in the prompt sheet are not relevant to your organisation, say so, and state why they are not relevant. The marks allocated for this question will be deducted from the possible marks allocated for that section, ensuring such an organisation is not at any disadvantage as a result. It is therefore possible for all organisations to achieve maximum marks irrespective of whether an item in the prompt list is relevant or not. Remember, if it is not relevant, you must convince the adjudicators, to enable the appropriate adjustment to be made.

I am making a submission based on the whole organisation and the risks are different for each location / site. What do I do?

Sample risk assessments covering all the risks spread out over all the locations / sites must be provided. Your submission should reflect evidence from all parts of the organisation.