Scope
This policy sets out the University’s commitment to reduce the risk of work-related ill-health and work-related stress and to promote employee wellbeing. It describes the arrangements to promote wellbeing, to prevent ill-health and poor wellbeing, and to support employees who report that they are experiencing stress or other health and wellbeing issues.
This policy applies to all University employees. This will include any student when carrying out paid or voluntary work for the University.
This policy does not cover the University’s arrangements for supporting students who may be experiencing stress or other wellbeing issues either due to their studies or as a result of their personal circumstances. Information on the relevant student welfare arrangements is available from Student Support and Safeguarding.
Legal responsibilities
Employers have duties under the:
- Management of Health and Safety at Work Regulations 1999, to assess the risk of stress-related ill health arising from work activities; and
- The Health and Safety at Work etc Act 1974, to take measures to control that risk
The HSE has developed guidance, the “Management Standards”, to support employers to meet their legal obligations. Compliance with the management standards is not a strict legal requirement; however, they are recognised as providing an approach that if followed will meet the statutory requirements posed by legislation.
Where stress subsequently impacts upon an individual’s Mental Health then the Equality Act (EA) 2010 may apply. Advice on the requirements of the EA is available from Human Resources and the University’s Equality Diversity and Inclusion Team.
Definitions
Health
Health is defined by the World Health Organisation (WHO) as ‘…a state of complete physical, mental and social wellbeing and not merely the absence of disease or infirmity’.
Wellbeing
The concept of wellbeing is holistic and means different things to different people, particularly in the way that individuals define and manage their personal wellbeing.
This is reflected in the various definitions of wellbeing within the related literature. It can be valuable to have multiple definitions to refer to, such as those from ISO 45003, the Economic and Social Research Council (ESRC) and the New Economics Foundation (NEF) dynamic model of wellbeing. This can be summarised as:
ISO 45003: Psychological health & safety at work – Guidelines for managing psychosocial risks, defines wellbeing as:
- “fulfilment of the physical, mental, social and cognitive needs and expectations of a worker related to their work
- wellbeing at work relates to all aspects of working life, including work organization, social factors at work, work environment, equipment and hazardous tasks
- wellbeing at work can also contribute to the quality of life outside of work”.
ESCR
“…a state of being with others, where human needs are met, where one can act meaningfully to pursue one’s goals, and where one enjoys a satisfactory quality of life” (Economic and Social Research Council).
NEF
Drivers of wellbeing include:
- how people feel refers to emotions such as happiness or anxiety
- how people function refers to things such as their sense of competence or their sense of being connected to those around them
- how people evaluate their life as a whole is captured in their satisfaction with their lives, or how they rate their lives in comparison with the best possible life
This is captured in the NEF's dynamic model of wellbeing.
Occupational Health
The WHO and International Labour Organisation have jointly defined Occupational Health as being “the promotion and maintenance of the highest degree of physical, mental and social well-being of workers in all occupations by preventing departures from health, controlling risks and the adaptation of work to people, and people to their jobs”.
The following definitions and explanations are taken from the Health and Safety Executive (HSE):
Work-Related Stress
Work-Related Stress is “the adverse reaction people have to excessive pressure or other demands placed on them at work”. In this context, stress is considered to be a state, not an illness. However, if stress becomes too excessive and prolonged, mental and physical ill-health may develop.
According to the HSE, work-related stress is distinct from reasonable pressure and challenges at work. The HSE state that “pressure and challenge can be positive and a motivating factor and is often essential in a job. It can help us achieve our goals and perform better. Stress occurs when this pressure becomes excessive. Stress is a natural reaction to too much pressure”.
Policy statement
The University of Bath is committed to promoting a healthy, safe and positive working environment for all members of the campus community. As part of this commitment, the University will take reasonable and practicable steps to safeguard the health, safety and wellbeing of their employees while at work. The University aims to deliver this commitment by:
adopting a whole university approach to mental health and wellbeing and aspiring to create a learning environment and organisational culture that enhances health and wellbeing across our community. This will include the development of an overarching employee-facing action plan (as part of the University’s accreditation under the University Mental Health Charter) to promote mental health and wellbeing, prevent stress and poor mental health and to support employees who may be experiencing poor mental health or wellbeing
defining the roles and responsibilities placed on employees at all levels of the organisation by this policy
promoting wellbeing at work by providing relevant information, advice and support to create a thriving, sustainable and safe community and workplace
developing and implementing Faculty, Departmental and Directorate specific Wellbeing Action Plans to support the delivery of the University’s overarching Wellbeing action plan. These local plans will include a stress risk assessment based on the HSE’s management standards approach
review local Wellbeing Action Plans at least every three-years to ensure these remain relevant
providing support to employees who are experiencing stress (regardless of cause), anxiety or other related mental-health conditions to enable them to either remain in work or to support them to make a return to work
monitoring the effectiveness of the workplace stress management arrangements and take appropriate corrective action to ensure that work-related stress is appropriately managed
establishing appropriate arrangements to oversee and advise on the implementation of the whole university approach to mental health and wellbeing
Responsibilities
Vice-Chancellor
The Vice-Chancellor (VC) has the overall day to day responsibility for health and safety matters at the University. The VC delegates responsibility for undertaking aspects of these duties through line management and identified roles.
The following people are identified as having responsibility for managing work-related stress issues in those areas, and for those relevant persons, that fall under their control:
Director of Human Resources (HR)
Responsible for managing the:
- development and implementation of suitable HR policy, guidance and advice to support the organisation to deliver this policy
- establishment of arrangements to enable prospective employees to confidentially disclose health issues prior to taking up employment to enable reasonable adjustments to be identified and implemented prior to employment commencing.
- provision of agreed employee support mechanisms, including the University’s Employee Assistance Programme (Counselling and Occupational Health Service), to support employees who may be reporting symptoms of work-related stress or other work-related ill-health issues
- arrangements to consult with relevant trade union safety representatives and other stakeholders, where appropriate, on proposed action relating to staff wellbeing and the prevention of workplace ill-health
- University systems to actively monitor and report employee stress-related sickness absence
HR Deputy Director: Safety and Wellbeing Services
Responsible for:
- advising the University on health and safety legislation in relation to the management of work-related stress
- leading on the development of this policy and associated guidance and toolkits including associated training and development
- managing the University’s Occupational Health and Employee Assistance Programme contracts
- overseeing the employee facing elements of the University’s Wellbeing Action Plan and ensuring progress is reported at the University’s Mental Health Charter Working Group
- monitoring the development of local Wellbeing Action Plans, reporting progress on stress management matters to University Health and Safety Committee and advising of any corrective actions that might be required
Senior Managers, Deans and Heads of Schools
Responsible for:
- role modelling and promoting the principles and behaviours embedded in University of Bath policies and procedures that contribute to positive staff wellbeing
- leading on the development of their Faculty or Directorate Wellbeing Action Plan and supporting direct reports to develop Departmental/Team Wellbeing Action Plans
- using the Health and Safety Executive’s Management Standards approach as a framework for identifying and managing work-related stress risks to direct reports
- establishing arrangements for monitoring progress in delivering the Faculty Wellbeing Action Plan (FWAP) (and associated Departmental Action Plans)
- ensuring the significant findings of work-related stress risk assessments are addressed by the implementation of suitable and sufficient control measures
- checking that risk assessments are periodically monitored and corrective action is taken where work-related stress risks are not being adequately controlled
Heads of Department and Directors of Professional Services
Responsible for:
- leading on the development of their Departmental or Directorate Wellbeing Action Plan (DWAP)
- putting control measures in place to manage significant stress risks identified in the DWAP
- using the Health and Safety Executive’s Management Standards approach as a framework for identifying and managing work-related stress risks within their department
- ensuring the significant findings of work-related stress risk assessments are addressed by the implementation of suitable and sufficient control measures
- verifying risk assessments are periodically monitored and corrective action is taken where work-related stress risks are not being adequately controlled
- cooperating and communicating with their line manager/Dean to enable them to meet their responsibilities under this policy
Line Managers and Supervisors
Responsible for ensuring that the relevant FWAP or DWAP is promoted and implemented within the team(s) falling under their control. Where there are issues with compliance, such as lack of available resources or support then these should be escalated up the line management chain.
Line Managers and Supervisors will also be responsible for identifying, where practicable, and responding appropriately to work-related issues within their teams. This may include:
- identifying and addressing potential workplace stressors, including stressors specifically associated with their team’s work. Any such actions taken should be recorded as a separate “team” work-related stress risk assessment;
- taking appropriate action when a member of their team indicates that they, or a colleague, may be experiencing symptoms of work-related stress;
- signposting available support to any of their team members who may be reporting that they are experiencing stress outside of work;
- proactively managing staff performance, attendance and sickness absence in accordance with HR policy and practice (where necessary by seeking advice and support from Human Resources)
Employees
Employees have a general responsibility to take reasonable care whilst at work to secure their own health and safety and the health and safety of others who may be affected by their actions. Whilst this policy does not impose any additional duties on employees, they are strongly encouraged to:
- inform their line manager if they believe that they are experiencing symptoms of work-related stress or have similar concerns about their work colleagues
- be proactive in managing and maintaining their own health and wellbeing
- disclose any relevant health and wellbeing information to line management to enable the University to identify and implement any support measures to sustain attendance and support health and wellbeing
- attend Occupational Health where this is recommended and consent to relevant information being disclosed to line - make use of the University’s Employee Assistance Programme and any other support (for example coaching, training and mentoring) where this is recommended
- work with their manager to identify workplace stressors and to implement any control measures that might be put in place to reduce work-related stress
Employees who do not feel able to speak to their line manager, or who do not feel that their line manager is adequately addressing their concerns should seek to raise these with their line manager’s manager. If this is also a problem then they may speak directly to members of HR or Safety, Health and Employee Wellbeing. Employees may also seek advice and support from their Trades Union representative and the Employee Assistance Programme.
Monitoring and review
University Health and Safety Committee
The University’s Health and Safety Committee is responsible for monitoring the effectiveness of this policy in the context of managing work-related stress and ill-health risks.
The aggregated results of Wellbeing Action Plans will be reported at UHSC on at least an annual basis.
University Mental Health Charter Working Group
Responsible for:
- monitoring progress of the “Work” domain mental health and wellbeing action plan developed to support the whole university approach to mental health and wellbeing
- reporting progress and any recommendations on the delivery of that plan to University Executive Board