January 2026 Compliance Update

Disinfections:

• Feedback and audit evidence has shown that there are some gaps in our disinfection processes or RAMS
• Our RAMS are being rationalised to make the easier to use and follow, an update will be given in the February toolbox talks on the updated RAMS
• In the meantime, a reminder on some aspects that have been seen to be missed:
  • PPM levels for sentinels must be recorded
  • PPM levels at the start and end of the job need to be entered into Opuz Mobile
  • PPM levels every 30 minutes for the duration of the contact time also need recording
  • Eg, for a 2 hour disinfection readings must be taken at 0 mins, 30 mins, 1 hour, 1 hour 30 mins, and 2 hours
• The PPM level and contact time information must be put on the task by the account manager, and these times and levels need to be followed. This information is vital to ensure that the engineering teams can plan correctly and carry out the work effectively.

E-learning Platform - General Training

• We are rolling out a new e-learning platform, firstly to new starters
• This will also be used for renewals going forward for all staff (except for UKATA asbestos training which remains separate)
• The new system has 2x apps, in testing these have worked on a variety of iPads far better than the previous online system
• There are other aspects within the system that are included with our package at no cost to the business. In the long term we may utilise some aspects, but where we have a better system already we will not replace what we currently use.
• The new apps (BrightSafe and BrightHR) are only going to be used for e-learning at the moment. Any other aspects interacted with will not be monitored. Please ensure you use the correct site for the correct purpose!
  
  

Audits

• In February we will be audited by BSI against ISO9001 and 14001 - the standards for quality and the environment
• Please see our quality and environmental policies attached
• In December we were audited by the Legionella Control Association (the LCA), the response for this audit is being submitted in late January and we will then await their feedback. Thank you to everyone who has assisted in carrying out any corrective actions off the back of this audit!  

For Oxford University Engineers - Incident Reporting Update

• It was recently raised at the Estates Services Safety Improvement Group that there is some uncertainty about which contractor incidents need reporting on IRIS and who should report. To ensure clarity and compliance, please follow the guidance below.

Who should report?

• Contractors should report any incidents (as per guidance below) to their University contact, who should then record them on IRIS

When should an incident be reported?

Report contractor incidents on IRIS if they:

• Have or could have caused injury to staff, students, or members of the public;
• Have or could have affected University infrastructure (mechanical, electrical, building fabric, etc.);
• Have or could have caused environmental harm, exposure to hazardous substances, or involve any fire-related incident;
• Result in a RIDDOR report to the HSE.

If you are unsure whether to report, please report it anyway.

Examples

Reportable incidents:

• A contractor drops a heavy tool from height, narrowly missing a student;
• A contractor damages a live electrical cable, causing a power outage;
• A contractor’s vehicle leaks diesel on University land;
• A fire starts during hot works, even if quickly extinguished;
• A contractor suffers an injury that meets RIDDOR criteria (e.g., fracture, hospitalisation).

Thank you for supporting a safe working environment.