Office of Risk Management
and Compliance

Managing safety systematically

Department Safety & Health Management System

Manage workplace safety and health risks through a coordinated departmental system. Use the requirements, implementation guidance and review tools below.

PDFPart A: RequirementsUnderstand the departmental SHMS requirementsVersion 2.0 · Reviewed 28 May 2026PDFPart B: Guidance NotesApply the departmental SHMS guidanceVersion 4.0 · Revised 28 May 2026How departments are identified for mandatory auditsHazard profile and incident history considered by ORMC.

Part A and Part B are on NUS SharePoint and may require NUS sign-in. The PI laboratory audit checklist is not applicable to departmental SHMS audits and is not included here.

The management system

Continual improvement through PDCA

Use Plan–Do–Check–Act to establish, operate, review and improve your departmental system.

Plan–Do–Check–Act cycleFour equal clockwise arrows connect Plan, Do, Check and Act. Management commitment supports all stages at the centre.ManagementcommitmentSupports every stagePLANDOCHECKACT
Plan → Do → Check → Act → Plan
  1. Plan

    Set goals and plan programmes

    Set safety and health goals and plan programmes to address departmental priorities.

  2. Do

    Put programmes into practice

    Implement the planned safety and health programmes and actions.

  3. Check

    Measure performance

    Review safety and health performance to understand progress and identify gaps.

  4. Act

    Improve the system

    Use review findings to make improvements and inform the next round of planning.

Getting started

Put PDCA into practice

Use these activities to establish, implement, maintain and improve your departmental SHMS in line with Part A.

Plan

Part A · Clauses 4.2–4.3

Set the direction and assess risks

  • Establish and communicate a safety and health policy aligned with University policy.
  • Identify hazards, assess risks and determine controls, including for changes, non-routine work and activities outside departmental premises.
  • Identify and maintain applicable legal, University and other requirements.
  • Set documented objectives and programmes, with responsibilities, resources and time frames.
Do

Part A · Clause 4.4

Implement and maintain the arrangements

  • Provide resources and document roles, responsibilities, accountabilities and authority.
  • Ensure competence, identify training needs and monitor training status.
  • Communicate safety information, consult relevant people and encourage participation.
  • Maintain controlled documents and records, and implement operational controls.
  • Prepare for emergencies, test response procedures where practicable and review the arrangements.
Check

Part A · Clause 4.5

Evaluate performance and address deficiencies

  • Monitor safety and health performance and the effectiveness of controls.
  • Evaluate compliance with applicable legal, University and other requirements.
  • Investigate incidents and non-compliances; identify, implement and review corrective and preventive actions.
  • Conduct internal audits at planned intervals using competent, impartial auditors; retain results and report them to the Head.
Act

Part A · Clause 4.6

Review the system and drive improvement

  • The Head of Department and departmental safety and health committee conduct management reviews at planned intervals.
  • Assess the system’s continuing suitability, adequacy and effectiveness, including opportunities for improvement.
  • Consider audit and compliance results, incident and performance trends, objectives, action status and changing circumstances.
  • Record decisions on changes to policy, objectives, resources and the system; communicate relevant outputs and feed them into the next planning cycle.

Summary of Part A: Requirements. Use Part B: Guidance Notes for implementation guidance. Internal audits and management review are ongoing parts of the system; departmental audits coordinated by ORMC provide additional assurance.

Ownership and accountability

Who does what?

Head of Department / Director

  • Takes ultimate responsibility for departmental safety and health and the SHMS.
  • Establishes the committee, authorises the policy, endorses objectives, provides resources and assigns responsibilities and authority.
  • Ensures significant hazards and risks are addressed in the system.
  • Conducts management review with the committee at planned intervals and decides improvements.

Part A · Clauses 4.1–4.4.1; 4.6

Departmental S&H Committee Chair

  • Ensures the SHMS is established, implemented and maintained in accordance with Part A.
  • Ensures system performance is reported to the Head for review and used as a basis for improvement.

Part A · Clauses 4.1

Departmental S&H Committee

  • Drives departmental safety programmes and advises the Head on high-risk areas and activities.
  • Identifies applicable requirements and training needs, and oversees communication, consultation and emergency preparedness.
  • Monitors performance, evaluates compliance and oversees incident investigation and corrective and preventive actions.
  • Establishes internal audit procedures and reviews the system with the Head at planned intervals.

Part A · Clauses 4.1; 4.3–4.6

Departmental S&H Coordinator

  • Provides guidance, advice and technical assistance to the Head and committee on safety and health matters.
  • Acts as the department’s key liaison with ORMC.

Part A · Clauses 4.1

Supervisors, including PIs

  • Implement and maintain the departmental SHMS within their areas of responsibility.
  • For laboratory-based departments, the department must ensure that PIs and laboratory supervisors establish laboratory systems to manage risks in their areas of control.

Part A · Clauses 4.3.1; 4.4.1

Summary of Part A: Requirements. Refer to the cited clauses for the full requirements.

Departmental audits

Departmental SHMS audits: requirements and participation

Departmental audits review the implementation and effectiveness of the DSHMS. Senior Management mandates audits for high-hazard departments; other departments are encouraged to participate.

Mandatory · Regular audits

High-hazard departments

Senior Management requires high-hazard departments to undergo regular departmental SHMS audits. The current audit cycle is three years.

Optional · Encouraged

Medium- and low-hazard departments

Participation in departmental SHMS audits is optional. Departments are encouraged to participate to review their systems and identify improvements.

How departments are identified for mandatory audits

ORMC assesses the hazard profile together with the department and considers its incident track record. Based on this assessment, ORMC proposes to Senior Management which departments should be included in the mandatory audit programme. The criteria below support this assessment.

Hazard profile

The activities, materials and equipment managed by the department, and their potential consequences.

Incident history

The department’s incident track record, including the frequency and impact of incidents.

From assessment to proposal
Hazard profile
Incident history
ORMC assessmentWith the department
Proposal to Senior ManagementDepartments for mandatory audits

Reference criteria for mandatory audits

The hazard profile and classification matrix below support ORMC’s assessment with the department.

View the original criteria for mandatory departmental audits (PDF)

Source and application notes

The 2014 Senior Management circulars established the requirement for regular departmental audits. The current audit cycle is three years. The document does not define an incident-counting period or how multiple hazard levels are combined. Its storage, licensing and permit-to-work examples should not be used to establish current regulatory requirements.

ORMC will assess application with the department and coordinate audit arrangements.

View the source criteria (PDF)

Hazard profile

HazardHighMediumLow
Chemical (Gas Storage)Pyrophoric, toxic, flammable or liquefied flammable gasesOxidising/inert gases onlyNone
Chemical (PFM Storage)
Per lab unit		≥250 litres≥10–<250 litres<10 litres
Radiation
  • Gamma radioisotopes
  • Open-beam ionising apparatus
  • Open-beam Class 3B/4 lasers
  • Alpha/beta radioisotopes
  • Enclosed/self-shielded ionising apparatus
  • Enclosed Class 3B/4 lasers
  • NIR equipment requiring an N2 licence to keep or possess, but not an N3 licence to use
No regulated sources
Biological
  • BSL2+ and above
  • ABSL2+ and above
  • Live non-human primates
  • BSL2
  • ABSL2
BSL1
PhysicalActivities requiring a regulatory PTW system, for example:
  • Work at height >3m
  • Work in confined spaces
  • Heavy lifting operations
  • Hot work
Activities that do not require a PTW system
Chemical (Gas Storage)
High
Pyrophoric, toxic, flammable or liquefied flammable gases
Medium
Oxidising/inert gases only
Low
None
Chemical (PFM Storage)

Storage quantities per lab unit.

High
≥250 litres
Medium
≥10–<250 litres
Low
<10 litres
Radiation
High
  • Gamma radioisotopes
  • Open-beam ionising apparatus
  • Open-beam Class 3B/4 lasers
Medium
  • Alpha/beta radioisotopes
  • Enclosed/self-shielded ionising apparatus
  • Enclosed Class 3B/4 lasers
  • NIR equipment requiring an N2 licence to keep or possess, but not an N3 licence to use
Low
No regulated sources
Biological
High
  • BSL2+ and above
  • ABSL2+ and above
  • Live non-human primates
Medium
  • BSL2
  • ABSL2
Low
BSL1
Physical
High
Activities requiring a regulatory PTW system, for example:
  • Work at height >3m
  • Work in confined spaces
  • Heavy lifting operations
  • Hot work
Other activities
Activities that do not require a PTW system

PFM: petroleum and flammable materials. PTW: permit-to-work. BSL: biosafety level; ABSL: animal biosafety level; NIR: non-ionising radiation. N2 and N3 are licence categories used in the source document.

Incident history and department classification

Hazard level0 high-impact incidents1 high-impact incident≥2 high-impact incidents
HighHighHighHigh
MediumModerateHighHigh
LowLowModerateHigh

High-impact incident: Committee of Inquiry; regulatory action (e.g. fines/licence revocation); or financial loss >$500K.

Departmental audit enquiries

For enquiries about mandatory departmental audits or voluntary participation, contact ORMC.

Contact ORMC

Recognition and continual improvement

NUS Safety & Health Awards

The NUS Safety & Health Awards (NUSSHA) recognise the maturity and effectiveness of departmental safety and health management systems in NUS departments and research institutes or centres. The scheme encourages safety ownership, a positive safety culture and the sharing of good practices.

Assessment is based on the departmental SHMS Standard. Results from mandatory departmental SHMS audits also support NUSSHA assessment. ORMC will announce the scheme and invite departments to participate.

NUSSHA scheme and participation details

Tools and references

Resources for your department

Start with the requirements and implementation guidance. SharePoint resources may require NUS sign-in.

Requirements · PDFPart A — Department SHMS Standard

Version 2.0 · Last review: 28 May 2026

Implementation guidance · PDFPart B — Guidance Notes

Version 4.0 · Revision: 28 May 2026

Mandatory audit coverage · PDFCriteria for mandatory audits
Background circulars · Senior Management, 2014

Retained for background. Confirm with ORMC whether these circulars remain applicable or have been superseded.

Senior Management circular · PDFDeans of Faculties & Schools Senior Management circular · PDFHeads of Administrative Departments Senior Management circular · PDFDirectors of Research Centres & Institutes Senior Management circular · PDFDirector, NUS Enterprise

Need guidance?

Department SHMS support

For general enquiries, or to clarify audit scope, frequency and scheduling, contact Safety & Health, Office of Risk Management and Compliance.

Email ehs360@nus.edu.sg