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Terms of reference

  1. Purpose

    The Health, Safety and Wellbeing Committee assists the Council to discharge its governance responsibilities under the Health and Safety at Work Act 2015 and to drive to our vision as set out below and confirmed by Council in December 2024. Its role is to provide assurance that the University has effective systems, leadership, and culture to manage critical risks, protect staff, students, contractors, and visitors, and foster a safe and healthy environment for study, research, and work.

    ‘Our vision is to move beyond compliance with legislation to an environment where health, safety, and wellbeing are embedded into the fabric of our people, places and how we operate.’

  2. Scope

    The Committee’s oversight covers health, safety, and wellbeing, including psychosocial risks, across all University campuses, field activities, and research environments, including physical safety, mental health and wellbeing, hazardous substances, fieldwork, and emergency management. The scope also includes subsidiary entities.

  3. Responsibilities

    The Committee will:

    1. Monitor the effectiveness of health, safety, and wellbeing management systems and receive regular assurance reports on critical risks.
    2. Review management reports on incidents, hazards, risks, and corrective actions, ensuring that lessons are identified and implemented.
    3. Oversee programmes that support mental health, psychosocial risks, workload management, and staff and student wellbeing.
    4. Monitor initiatives to strengthen health, safety and wellbeing leadership, participation, and culture across the University.
    5. Receive assurance of compliance with the Health and Safety at Work Act 2015 and all related regulations and standards. This includes subsidiary entities.
    6. Ensure serious incidents or notifiable events are reported promptly to Council, with corrective actions tracked to closure.
    7. Receive and review summary reports on health, safety and wellbeing audits, regulatory feedback (including WorkSafe), and incident investigations, noting key findings, management responses, and progress on corrective actions.
    8. Monitor and provide assurance on the timely implementation and closeout of all recommendations and actions arising from audits, inspections, and incident investigations.
    9. Recommend to Council any policy changes necessary to strengthen health, safety, and wellbeing governance.

  4. Membership

    • Convener: Lay Council member with governance or safety expertise
    • Chancellor
    • Up to four further Council members
    • Chief People Officer
    • OUSA Council member
    • Vice-Chancellor
    • Chief Operating Officer (responsible officer under HSWA).PVC Convener of Sciences/Health Sciences Operational Health and Safety Committee

    5. In attendance (as needed):

    • Deputy Vice-Chancellor (Research and Innovation)
    • Convener, Hazardous Substances and Radiation Committee
    • Director, Property and Campus Development
    • Director, Health and Safety and Wellbeing
    • Manager Staff Wellbeing
    • Registrar and Secretary to the Council
    • and other subject-matter experts as invited

  5. Meetings and Reporting

    1. The Committee shall meet at least quarterly, or more frequently as required by the Convener.
    2. A quorum shall be in accordance with the Standing Orders for the University of Otago Council.
    3. The Committee shall receive a management report and dashboard each meeting summarising key performance indicators, critical risks, incidents, wellbeing metrics, and compliance data.
    4. The Convener shall report to the Council after each meeting and highlight any matters requiring Council attention or action.
    5. The Committee shall coordinate with the People and Culture and Audit and Risk Committees to avoid duplication and ensure a consistent approach to risk oversight.

  6. Evaluation and Review

    The Committee will undertake an annual self-assessment of its performance and of the effectiveness of the University’s health, safety, and wellbeing governance arrangements. The Terms of Reference will be reviewed annually, or earlier if there are significant organisational or legislative changes.

  7. Additional Provisions

    The Committee may co-opt external experts for specific advice or reviews. It shall maintain oversight of the University’s health, safety, and wellbeing maturity assessment and ensure continuous improvement is embedded in culture and systems.

These Terms of Reference approved by the University Council 10 March 2026.

Meeting dates

Visit the Council Committee meetings page for dates

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