RoSPA Awards – Frequently Asked Questions
General information
Q: Our organisation has not entered for a RoSPA Award before. What do we do?
Q: Does our organisation have to be a RoSPA member?
Q: For what period of performance are the awards made?
Q: Our organisation is a new venture and we do not yet have a full year's RIDDOR data. Can we still enter?
Q: What type of award should we apply for?
Q: What are the 'Specialist Awards'?
Q: If our application is successful what will our award be?
Q: What happens if we enter for but don't win an Industry Sector Award?
Q: Our organisation has previously entered the RoSPA Awards, but this year we have merged with other unit(s)/companies. Should we enter as a whole or individually – and what happens about our past record in the Awards scheme?
Q: How could we win a Gold Medal, President's Award or the RoSPA Order of Distinction?
Q: Why is there a difference in cost between the entry fee for the competitive sector awards and the achievement awards?
Q: We use the RoSPA QSA auditing system. Do we still have to submit a full entry, including all the required supporting evidence documents?
Q: Our organisation had a fatal accident this year. Can we still apply for an award?
Early-bird discount and the closing dates
Q: How do we qualify for the early-bird discount?
Q: What are the scheme's key dates for 2012?
Q: What happens if our Awards USB Key arrives after the closing date?
Preparing your entry
Q: Does it matter if we don't answer the Key Performance Questions (KPQs)?
Q: What if we cannot provide any corporate KPIs such as audit scores?
Q: Why do you ask what industry sector we operate in?
Q: We've noticed the RIDDOR rates used in the RoSPA Awards are different from others we have seen. Why is this?
Q: How do we find out our Standard Industrial Classification (SIC) Code?
Q: Our organisation covers several different activities and therefore has several SIC Codes. How do we decide which is the most appropriate SIC Code incidence rate to quote?
Q: Individual sites/parts of our organisation would like to receive their own award - what should we do?
Q: Should we include contractor/sub-contractor staff in our total number of employees?
Q: We do not have full accident data for our contractors/sub contractors. What should we do?
Q: We do not have the required countersignatures. Does this matter?
Q: Our award application is actively opposed by one or more interested parties. Can we still apply?
Q: Is '24/7' safety a required initiative, as we do not currently have any initiatives in this area. Will this count against us?
Q: Can you give any advice about how to compile our entry?
After sending your entry
Q: Have you received our entry?
Q: When will I know the outcome of the judging, and what level of award we have achieved?
Q: What happens if our RoSPA Award entry is unsuccessful?
Feedback and Grade Review Requests
Q: What if we would like feedback on our submission?
Q: We think the advised award result is incorrect. What should we do?
Presentation ceremonies
Q: If our application is successful, when will our award be presented?
Q: How many people from our organisation can attend?
Q: What time should I come and what should I bring with me to the presentation?
Q: What is the dress code for the presentation ceremonies and evening banquets?
Q: What happens at the awards banquets?
Q: Will we need to bring our tickets?
Q: When will the awards banquet be for our industry sector?
Q: Can we choose which evening banquet we attend?
Q: Some of our guests have special dietary requirements. What should we do?
Q: What happens if we book dinner places, but later find we can't make the event?
Accommodation
Q: Q How do we book accommodation at the awards presentation venue?
General information
Q: Our organisation has not entered for a RoSPA Award before. What do we do?
A:
- Read about the awards on the RoSPA website and choose which category you wish to enter.
- Register and pay online.
- RoSPA will send you the Award Entry USB Key(s) required for your entry
- Follow the Award USB Key instructions on how to compile your entry, and save the submission to the USB key.
- Keep a copy of your final collated entry
- Return the USB key(s) to the RoSPA Awards Department
The instructions are straightforward but if you need any advice, we will be pleased to help.
Q: Does our organisation have to be a RoSPA member to enter the RoSPA Awards?
A: No – Entry is open to all and not restricted to RoSPA members. Nevertheless, the award entry fee discount and wide range of other benefits are good reasons to join.
Q: For what period of performance are the awards made?
A: The 2012 RoSPA Awards are made in recognition of organisations' health and safety management performance in the 2011 calendar year (1st January to 31st December).
Q: Our organisation is a new venture and we do not yet have a full year's RIDDOR data. Can we still enter?
A: To be eligible for a RoSPA award, an organisation must normally have RIDDOR data for at least the full previous calendar year ie 1st January to 31st December. If it does not, it may still qualify for some level of award, providing that it can demonstrate that an effective health and safety management system has been set in place. If in doubt, please contact us for advice.
Q: What type of award should we apply for?
A: You can apply for an Achievement Award, which recognises your organisation's performance against the judging criteria; or enter the competitive Industry Sector Awards, which involves your entry also being compared with the others from the same industry sector in order to identify the 'best in class'. A greater amount of supporting evidence is expected for an entry for the Industry Sector Award. The winner of RoSPA's ultimate award recognising health and safety performance – the Sir George Earle Trophy – is selected from a short-list of the top Industry Sector Award winners.
As well as the above health and safety awards there are additional competitive 'Specialist Awards' for the top performer in a number of key areas.
Q: What are the 'Specialist Awards'?
A: Specialist awards are made in the areas of
- environmental management (The RoSPA International Dilmun Environmental Award, sponsored by Gulf Petrochemical Industries Company)
- occupational health management (The Astor Trophy)
- management of occupational road risk (Achievement Awards and the RoSPA MORR™ Trophy, sponsored by Allianz Insurance plc)
There is no additional entry fee, but a submission for one or more of these categories must accompany (but be separate from) an entry for either an Achievement Award or an Industry Sector Award. The submission must address the points shown for the respective award in the Guidance Notes on the entry USB key.
In addition, all eligible Industry Sector Award entries will be considered for:
- The RoSPA Workforce Involvement in Safety and Health Trophy, sponsored by Springfields Fuels Ltd, part of Westinghouse .
- The RoSPA Scotland Trophy (entries from organisations based in or operating in Scotland).
The Best New Entry Award is made in recognition of the best entry from an organisation (either Achievement Award or Industry Sector Award entrant) that has not previously participated in the Awards programme.
The SME Assistance Trophy, sponsored by BHSF, is awarded in recognition of the most outstanding contribution by a trade association or similar body to providing health and safety assistance to small and medium-sized enterprises (SMEs). Nominations are invited, together with a short supporting statement.
Q: If our application is successful what will our award be?
A: Achievement Award winners receive a framed certificate and are entitled to use the appropriate award logo on their corporate letterhead and to fly the RoSPA Awards flag.
Industry Sector Award winners receive an engraved trophy to be held permanently, with Highly Commended and Commended sector award entries receiving an engraved plaque or a framed certificate respectively.
Winners are entitled to use the appropriate logo on their corporate letterhead and to fly the RoSPA Awards flag.
'Specialist Award' winners retain the appropriate trophy for one year and also receive a commemorative award to retain permanently. They are entitled to use the appropriate logo on their corporate letterhead and to fly the RoSPA Awards flag.
Q: What happens if we enter for but don't win an Industry Sector Award?
A: In each industry sector there is one Sector Award winner (or occasionally joint winners) and normally one or more entries are either Highly Commended or Commended if they are close to the standard achieved by the Sector winner. Unsuccessful Industry Sector Award entries are automatically re-assessed for an achievement award, promoted to 'sustained achievement' award where appropriate.
Q: Our organisation has previously entered the RoSPA Awards, but this year we have merged with other unit(s)/companies. Should we enter as a whole or individually - and what happens about our past record in the Awards scheme?
A: Ideally you should enter as separate units (which must all show local evidence of implementation of your corporate systems). If you choose to submit a combined entry for the merged organisation and some, but not all constituent units, have previously won sustained achievement awards (Gold Medal, President’s Award or Order of Distinction) RoSPA will judge the appropriate level of award for the new body. In the event of the newly-formed entity not achieving the required standard for Gold, the previous awards history for other sites will be lost. For mergers of different companies, the judges will look for the merged organisation’s health and safety management system performance to be equal to or better than the standard recognised previously by a RoSPA Award. If in doubt, merged organisations will be treated as new entries.
Q: How could we win a Gold Medal, President's Award or the RoSPA Order of Distinction?
A: These awards are made for 'sustained achievement' after winning 5 to 9, 10 to 14 and 15 or more consecutive Gold Awards respectively.
Q: Why is there a difference in cost between the entry fee for the competitive sector awards and the achievement awards?
A: This reflects the fact that the assessment of Industry Sector Award entries takes considerably longer due to the greater amounts of supporting evidence required, and that the selection of winners involves additional stages of judging.
Q: We use the RoSPA QSA auditing system. Do we still have to submit a full entry, including all the required supporting evidence documents?
A: It depends what type of award you are entering: For an achievement award if your organisation has achieved QSA Level 2 or above, you just need to register for the award online, provide brief answers to the ten KPQs on the RoSPA Award USB Key that we will send you, and save a scan of your QSA certificate into the Supporting Evidence folder, before returning the USB Key to RoSPA. However, for the Industry Sector Awards, a full submission is still required, including answers to the 10 Key Performance Questions and cross-referenced/hyperlinked documents saved to the Supporting Evidence folder on your Awards USB Key. This is because all entries need as far as possible to be in the same format to maximise the consistency of assessment. Also, entries for the Industry Sector Awards are judged by independent assessors, some of whom may not be familiar with the QSA system.
Q: Our organisation had a fatal accident this year. Can we still apply?
A: RoSPA urges organisations with fatal accidents in the qualifying year (i.e. January 1 to December 31, 2011) NOT to register and enter as it will not normally be possible for any award to be made.
Unless all relevant information can be provided an award application should not be made - not least out of consideration for the family and friends of the deceased. 'Relevant information' includes information from the completed accident investigation, coroner's proceedings, decision on enforcement action etc.
RoSPA fully recognises that the outcome of unplanned incidents does not necessarily reflect the extent of health and safety management failure - or vice versa. For this reason, in theory, disqualification of applications declaring a fatality in the entry period while permitting other entries with perhaps greater health and safety failings but no fatal accidents would be illogical and will occasionally be unfair.
However, in practice, in almost all cases, full information demonstrating the entrant's lack of culpability to the Panel's satisfaction will not be available within the required timescale, with the result that NO AWARD WILL BE MADE. This effectively amounts to disqualification.
At RoSPA's discretion, a provisional award level may be advised, but this must remain suspended until all relevant information has been provided, with no return of entry fee. This will usually be too late for any award to be presented and publicised within the awards round for that year. However, if a suspended organisation is later found not to have been culpable, retrospective re-instatement of the application will be considered, principally for the purposes of maintaining the previous record in the scheme.
Early-bird discount and the closing dates
Q: How do we qualify for the early-bird discount?
A: Register online to enter, on or before 4 November 2011.
Entries received from November 5, 2011 up to and including December 1, 2011 will be charged the relevant standard rate.
Entries* for which the Awards USB Key(s) are received after February 1, 2012 will incur the late entry fee of £85 +VAT
Q: What happens if our Awards USB Key arrives after the closing date?
A: a) Sector Awards: The entry will be excluded from the competitive award category and will be assessed for an achievement award instead.
b) Achievement Awards: RoSPA reserves the right to refuse late entries but may still be able to accept them, although a penalty fee (£85 +VAT) will be payable. Due to tight schedules, late entries are unlikely to be judged in time for inclusion in the Birmingham ceremonies in May. If you wish to have any resulting award presented, we will give you the option of attending the September ceremony in Glasgow.
Q: What are the scheme's key dates for 2012?
A:
Early-bird registration deadline – on or before November 4, 2011
Standard registration deadline – on or before December 1, 2011
Closing date for submissions – on or before February 1, 2012
Entries* registered after December 1, 2011 and/or submissions received after February 1, 2012 will incur a £85 +VAT penalty charge.
Preparing your entry
Q: Does it matter if we don't answer the Key Performance Questions (KPQs)?
A: Yes – The KPQs are a fundamental part of the entry requirements. They are designed to probe aspects of organisations' health and safety management systems and culture, using a consistent framework to enable entrants to provide the information required. Your KPQ responses must be clearly cross-referenced and hyperlinked to relevant documents in the Supporting Evidence folder on the Awards USB Key. Assessment of submissions that cannot be accessed will be delayed, while incomplete submissions will be penalised as it will not be possible to supply missing information at a later stage. Entries consisting of KPQ responses but no/insufficient supporting evidence will be penalised, as will submissions with supporting evidence unlinked to the required KPQ responses.
Q: What if we cannot provide any corporate KPIs such as audit scores?
A: This will not affect the level of award. Provision of this information is not mandatory but can help RoSPA's adjudicators to confirm their judgements about the level of award to be made.
Q: Why do you ask what industry sector we operate in?
A: For the competitive Industry Sector Awards, this is to ensure that, as far as possible, entries are compared with organisations having the same risk profiles as themselves. For award winners in general, the industry sector is used by RoSPA when gaining publicity for winners, and also for administrative purposes when organising the presentation ceremonies.
Q: We use Accident Frequency Rates rather than Accident Incidence Rates. Are these acceptable?
A: No, the required RIDDOR data should be provided as Incidence Rates, calculated as shown. This allows comparison as far as possible on a common basis. However, please note that in determining the level of award, the answers to the ten KPQs and the documents provided as supporting evidence, now have a much higher weighting than reactive accident statistics data.
Q: We've noticed the RIDDOR rates used in the RoSPA Awards are different from others we have seen. Why is this?
A: Firstly, the rates may be derived from HSE data from different years. More significantly, the other data may (wrongly) have been adjusted for reporting rate variation between different work activities. HSE advises that this adjustment is only appropriate for 'top level' industry groups and not to the constituent individual work activities. This is because insufficient data are collected on individual activities for the adjustment to be statistically valid. RoSPA works closely with HSE to ensure their recommendations are followed.
Q: How do we find out our Standard Industrial Classification (SIC) Code?
A: Click on the link below to see an alphabetical list of work activities. (This link is also provided during the Awards registration process). Find the description(s) that best fits your organisation - the full SIC(2007) Code required is the Section letter(s), followed by the two digits to the left of the decimal point in the right hand column.
Standard Industrial Classification (SIC) Codes
Q: Our organisation covers several different activities and therefore has several SIC Codes. How do we decide which is the most appropriate SIC Code incidence rate to quote?
A: The most appropriate rate to quote is that for the SIC Code/activity in which the greatest number of employees and contractors are engaged.
Q: Individual sites/parts of our organisation would like to receive their own award - what should we do?
A: Separate achievement award* applications should be made by the respective sites. As well as documents such as the corporate health and safety policy, applications must include information relating to the individual sites, eg local risk assessments, local H&S meetings, local inspections, evidence of local monitoring activities, local audit results (if applicable) etc. Failure to provide sufficient evidence of local implementation of corporate procedures etc is a common factor limiting the award that can be made.
Q: Should we include contractor/sub-contractor staff in our total number of employees?
A: No – you should declare the numbers of direct employees only, as numbers of (sub)-contractor employees can vary widely throughout the year. However, you must as far as possible show contractor/sub-contractor data in the separate tables, and declare their significant RIDDOR events (fatalities and major injuries) while working for you, as these help illustrate your level of success in managing your contractors. You might consider encouraging your contractors to submit an awards entry in their own right as this will demonstrate their own commitment to health and safety.
Q: We do not have full accident data for our contractors/sub-contractors. What should we do?
A: Supply what information you do have, but this must include a description of any fatal or major injury accidents involving contractors/sub-contractors while engaged on work for you. A brief explanation is required if full contractor/sub-contractor data is not provided. Please note that for the competitive Industry Sector Awards, deficiencies in these data could make the difference between success and failure. In addition, please note that failure to declare contractors'/sub-contractors' adverse events that occurred within the awards period will normally result in an award being withdrawn, particularly if the Awards Panel's original decision would have been different had all relevant information been disclosed.
Q: We do not have all the required signatures. Does this matter?
A: Yes – one or more missing signatures must be explained as they may disqualify the entry. The range of acceptable signatories to countersign the entry has been significantly increased. Please do not return your Award USB Key until all signatures have been obtained.
Q: Our award application is actively opposed by one or more interested parties. Can we still apply?
A: RoSPA cannot act as 'referee' in what can be complex, longstanding and ongoing disputes. We expect applicants to take all reasonable steps to resolve issues before an entry is submitted. If this isn't possible, please seek advice from RoSPA before applying.
Q: Is '24/7' safety a required initiative, as we do not currently do much in this area. Will this count against us?
A: No - Achievement award entries are judged on their occupational health and safety performance and will not be penalised if you have no 24/7 safety initiatives. However, when competing for the Industry Sector Awards (and the Sir George Earle Trophy), 24/7 initiatives are one of several 'bonus' features that help the judges differentiate between the top performers.
Q: Can you give any advice about how to compile our entry?
A: Some examples are suggested of the sorts of supporting evidence documents the assessors would expect for each of the Key Performance Questions. These are listed after the questions on the electronic entry form template. Alternatively the list can be viewed in Guidance Note A on the USB Key. Please note the suggestions list is not exhaustive and items are not compulsory requirements.
For obvious reasons, it is impossible to specify a 'model entry' that would apply for all participants, as safety management systems inevitably vary, reflecting organisations' different sizes and the nature, scale and complexity of the risks they must manage. Nevertheless, a fictitious 'sample entry' is provided, giving a broad indication of what an entry from a small business achieving a Silver Award might consist of.
After sending your entry
Q: Have you received our entry?
A: Please do not ring up to ask this question. We will notify you by email of receipt of your USB Key as soon as it has been processed, but we cannot search for specific entries among the very large volume of post we receive. In the meantime, if you sent it using Royal Mail recorded delivery or a courier service you will be able to confirm it has been delivered by contacting them direct.
Q: When will I know the outcome of the judging, and what level of award we have achieved?
A: The result of the assessment of your entry will be communicated to you as soon possible - and as far in advance of the presentation ceremonies as we can.
If your entry was for an achievement award, and was amongst those arriving early, we aim to issue the first results in early March, but this date is not guaranteed, as verification may require additional time.
Results for industry sector award or specialist award entries will not be known until late March.
Q: What happens if our RoSPA Award entry is unsuccessful?
A: If your entry does not merit any level of award or must be suspended, we will inform you of the reasons. However, please note that the entry fee will not be refundable because the submission will have undergone the administration and assessment processes that the fee covers.
Feedback and Grade Review
Q: What if we would like feedback on our submission?
A: Provision of brief feedback is included within the Sector Award entry fee. Feedback can also be provided for Achievement Award entries for an extra £180 +VAT (RoSPA Members) and £200 +VAT (Non-Members). This should be indicated when you register to enter as later requests for formal feedback will incur higher charges. Feedback will not be provided otherwise, as the standard assessments to determine the appropriate grade does not involve recording observations for feedback. The feedback reflects the relative strengths and weaknesses in the content of the written submission, as observed by RoSPA's expert assessors. For many entrants, this is helpful in indicating priorities for performance improvement. However, it is not a comprehensive action plan. Participation in the awards programme should not be regarded as a substitute for detailed on-site audit of safety management systems, which may be required for further improvement, particularly in the case of higher performers.
Q: We think the award result is incorrect. What should we do?
A: You will need to submit a formal Grade Review Request. These will be considered after the initial judging phase has been completed, in April. Presentation of awards for entries requesting Grade Review will normally be deferred from the May ceremonies to RoSPA Scotland ceremony or alternatively any award can be posted.
Grade Review Requests must be received in writing within 1 month of result notification. A short statement is required of why the grade is considered incorrect, along with additional payment for one of the following Review options:
- Clerical Check - Cost £25 +VAT
- Clerical Check with Re-assessment - Cost £75 +VAT
- Feedback / Reassessment - Cost £220 +VAT
A Grade Review Request may result in the previously advised award level being promoted, remaining the same or being demoted. As with all entries in the scheme, RoSPA reserves the right to vary the grade awarded if information is later received that would have affected the grade if known at the time of initial assessment.
Presentation ceremonies
Q: If our application is successful, when will our award be presented?
A: The 2012 RoSPA Awards will be presented at presentation ceremonies on May 15-17 in Birmingham or September 20 in Glasgow. Award winners from Scotland and the North of England are encouraged to attend the Glasgow presentation ceremony. Additionally, awards resulting from late entries will normally be made at the later presentation event.
NB Most award winners choose to attend one of the presentation ceremonies (including official photography) to maximise the PR value of their success. However, on request your award can be posted to you instead.
Q: How many people from our organisation can attend?
A: As many people as you wish may attend the daytime presentations, and you do not need to advise names. Only one person is permitted to receive the Award on stage, while colleagues may watch. However, group photographs are an ideal way of ensuring that all staff who have contributed to your organisation's success can share in later publicity. These may be arranged (at extra cost) in advance or at the events. One seat for the evening gala dinner is included within the awards entry fee, subject to booking before the publicised deadline. Additional seats may be bought, subject to availability.
Q: What time should I come and what should I bring with me to the presentation?
A: Please print out and bring your presentation notification email. This will clearly state your presentation day, group and registration/presentation times. Please aim to arrive a few minutes before your registration time. You will be able to watch the proceedings while you listen for the announcement of registration for your group. The print-out will also show your reference number in case you require assistance.
Q: What is the dress code for the presentation ceremonies and evening banquets?
A: There is no dress code for the daytime presentations, but as the photographs taken are used for publicity purposes, most recipients choose to wear smart business attire.
For the banquets, we request smart evening wear, lounge suits, uniform or traditional Scottish attire e.g.for the Glasgow ceremony. These events are not 'black tie', but guests are welcome to dress semi-formally if they wish – and some do so.
Q: What happens at the awards banquets?
A: The pre-dinner drinks reception offers an excellent opportunity for networking. Some major awards and trophies are then presented before a high quality five-course meal, which is followed by entertainment from an after-dinner speaker. A live band then provides music for the rest of the evening. Timings for the evening are shown on the invitation tickets.
Q: Will we need to bring our tickets?
A: Yes - The awards dinners are prestigious events for which advance booking is required.
To prevent any seating difficulties and potential security issues at the venues, RoSPA may request guests to show their tickets on the night and/or a print-out of their seat order acknowledgment email.
Q: When will the awards banquet be for our industry sector?
A: On the evening of the same day as the daytime presentation ceremony for your industry sector – in Birmingham on Tuesday, Wednesday or Thursday (May 15-17) – or on September 20 in Glasgow (all industry sectors). Major awards/trophies are presented before dinner at each of the banquets.
Q: Can we choose which evening banquet we attend?
A: Generally no. When you register online, your entry will be automatically allocated to the presentation day for your particular industry sector. Preference for booking of evening banquet tickets is initially given to the winners of the major awards or trophies to be presented each evening. The remaining places are then allocated on a first-come-first-served basis to winners who have attended the presentation ceremonies earlier on the same day. A reserve list operates when the capacity of the venue is reached.
To avoid disappointment early booking is recommended for all award winners.
Q: Some of our guests have special dietary requirements. What should we do?
A: The dinners have a set menu, which is selected well in advance. There is no need to advise us of numbers of guests requiring the vegetarian menu. However, please state any other special dietary requirements (food allergies or otherwise) at the time of making your booking by phone or email.
Q: What happens if we book dinner places, but later find we can't make the event?
A: To allow us time to re-allocate your seats, if you need to cancel your booking please inform RoSPA as soon as possible. Please refer to the cancellation policy on the Gala Dinner Booking Form.
Accommodation
Q: How do we book accommodation at the awards presentation venue?
A: A booking code will be included in the correspondence sent out to you informing you of the result of your application. Please note that local accommodation tends to get fully booked due to other events, so early booking is highly recommended.
Useful contact numbers: Birmingham Hilton Metropole: +44 (0)121 780 4242.
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