The role of safety reps in the branch

The Safety Representatives and Safety Committees Regulations 1977 set out the rights and functions of safety reps. These include: workplace inspections; investigating accidents, hazards and members' complaints; health and safety information; facilities; training; attending safety committees; and consultation with employers. To carry out these functions effectively, safety reps need to be in touch with their members, and involved with and accountable to the rest of the branch. Backup looks at trade union advice to safety reps on their role within the union branch.

The manufacturing, science and finance union MSF advises its safety reps to work closely with other union reps, including other safety reps. "You are not expected to work in isolation and will need the support of other union representatives", it says. This is important to ensure that health and safety issues are considered when there are negotiations on work procedures, the installation of new equipment, moves to new premises or the use of hazardous substances.

The print and paper union GPMU also advises: "Health and safety is an industrial issue, and as such the safety rep is a vital part of the negotiating team. M/FOC's (the equivalent of shop stewards), chapel committees (workplace bodies), safety reps and members must recognise this fact and work together giving each other support".

The union says that safety reps should ensure that they attend safety rep meetings organised by the branch and that they have links with other reps, including those they may have met on training courses. It also advises safety reps to get the backing and support of the M/FOC and make sure that health and safety is an integrated item on the agenda at all chapel meetings.

The GPMU also advises safety reps to agree inspection dates with the employer in advance so that members can be asked about any health and safety problems and be informed about the inspection. Any problems can then be drawn to the attention of management during the inspection.

In public services union UNISON, each branch has a health and safety officer who is responsible for health and safety across the branch. They act as a link between safety reps and the rest of the branch, co-ordinate the activities of all safety reps, give information and support, and co-ordinate branch-wide campaigns.

The union advises its safety reps that where an issue is being raised with a line manager, they should consider contacting the branch secretary or the branch health and safety officer first. It states that many problems affect all the workplaces across the branch, and any solutions agreed could have implications for other workplaces. It also advises reps to remember to consult and inform the UNISON members affected before discussions with management, during negotiation and before any agreement.

The GMB general union advises safety reps to have arrangements for pre-meetings before the main safety committee. It says that this is especially important in order to plan and co-ordinate the trade union side approach to the agenda when safety reps from other unions or other sites are also involved.

The ISTC community union has recently reviewed its health and safety organisation and structure. The union will now be advising new safety reps to ensure that they receive an agenda for safety committees in advance so they can consult the branch if necessary prior to the meeting. They should also report back to the branch after safety committee meetings.

In addition to ensuring that safety reps are an integral part of the union branch, unions have also issued advice on how safety reps can involve members and gain their confidence. Advice from UNISON, MSF, GPMU and the professional union IPMS is summarised below:

* Use safety reps' notice boards to let everyone know that you are the safety rep and how to contact you. From the 1 July 2000 employers will be required to display the new version of the Health and Safety Law poster which now contains a box for the names and locations of safety representatives.

* Distribute health and safety information produced by the union among your members, or use the notice board to pin up information.

* Keep in touch with members, by visits and telephone calls if they are working different hours or in isolated locations, and encourage them to discuss any health and safety worries they have.

* Publicise your successes to build confidence in the union. For example, take up issues with management that will result in recognisable benefits for members, as results are the best advertisement for your work as a safety rep. Alternatively, circulate a bulletin or newsletter that tells employees which health and safety issues have been dealt with to publicise any significant achievements.

* Conduct simple surveys to find out what members know about particular issues, or find out more about their concerns.

* Hold awareness weeks on particular health and safety issues, such as manual handling, machine safety, or work-related upper limb disorders.

* Invite guest speakers to health and safety meetings, such as people from local hazard centres and support groups.

* Maintain contact with other pressure groups such as hazard centres, environmental groups and trade union centres.

* Talk to new workers during their induction.

* Make sure health and safety is on the agenda at all union meetings and there is something interesting to report.

* Arrange meetings to keep members informed and report back on problems, and have meetings on specific topics.

* Involve members in planning your approach to problems, talk to them on your inspections, and use those who have particular knowledge.

* Make sure that members know you understand their main concerns, jobs and earnings and do not talk about safety in isolation.

* Encourage members to spot hazards and report problems to you.