Terms and conditions of the scheme
All Industry Sector, Specialist and Inspiration Award* entries (all presentation venues), and Achievement Awards to be included in the Birmingham and London presentations, must be submitted via the RoSPA online entry system between January 1, 2019 up to and including February 1, 2019 (23:59).
Achievement Award entries to be included in the Scotland presentations in September 2019, or for postal dispatch and late entries, must be submitted via the RoSPA online entry system by June 10, 2019 (23:59).
Late Specialist and Inspiration Award entries will be excluded from consideration.
Industry Sector Award entries not submitted by February 1, 2019 will be excluded from the competition and transferred to the Achievement Award category, but still receive the written feedback included in their Industry Sector entry fee.
*Under the structure of the RoSPA Health and Safety Awards the Fleet Safety and Leisure Safety Awards come under the Specialist Award classification within the Terms and Conditions of the scheme.
Applicants agree to:
Complete all required sections of the entry
Provide supporting evidence from the qualifying year (i.e. January 1 to December 31, 2018)
Provide no more than eight documents of support evidence per section
Hyperlink uploaded supporting evidence to the relevant section
All the information including evidence documentation supplied to RoSPA through the online awards registration process and online awards entry processing system to be kept for a period of five years
The data being held within the awards entry processing system and also in any other processing system necessary for delivering the complete awards scheme and corresponding ceremonies
The data being used to: determine the entrant’s award level gained for the current entry year - retrospectively reviewing an entrant’s submission from any of the previous five years of entry for purposes of verification and consistency checking, verification calls and site visits; compile published winners lists on the RoSPA website; contact entrants with information pertinent to the RoSPA health and safety awards scheme process, including communicating deadline date reminders, results, press releases, winners and ceremony information, case-studies, speaker invitations, award winner higher performers forum dates and next round start dates, and the possible inclusion in the gala dinner menus
Submitting the registration form concludes the contract for this registration service and will commence the entry process which is subject to the cancellation policy
Applicant should note:
The Industry Sector, Achievement and Specialist awards are made to organisations, not individuals
The Distinguished Service Award is a one-time only award made to an individual and is subject the RoSPA Awards reputational risk policy.
All entries must be completed on the entry system specified by RoSPA
Responsibility is on the entrant to submit a complete entry that fully represents their organisation's health and safety management system - not the RoSPA assessors’ to request additional information
Responsibility is on the entrant to take a copy of their submission before completing the Declaration section and submitting their entry. RoSPA is unable to supply a copy of submitted entries
Assessment of entries that do not follow the required format will be delayed, released for correction, downgraded or even excluded
Submission of an entry will be taken as a declaration attesting to its completeness and accuracy and the entry is submitted to the RoSPA Awards scheme in good faith
Entries from overseas organisations will be accepted but submissions must include sufficient information in English for the level of performance to be assessed. Full contact details for an independent third party auditor must be supplied
Assessment of entries is based on the current year's submission and grades assigned irrespective of previous year’s achievements
After March 8, 2019, amendments to names to be shown on awards will incur an additional charge as follows: Merit – Gold certificates charged at £20+VAT each. All other award types to be charged at the 2019 Awards Collection brochure rates
Dispatch of awards where entrants selected Post as the preferred option, (at the point of registration), will commence mid July 2019 for entries submitted by the February 1, 2019 entry deadline. Awards for entries submitted after this entry deadline will be dispatched at the end of September 2019
The Winners' List will be published on the RoSPA Awards website following the London ceremony. It will contain only the notified results of the entries submitted by February 1, 2019. The list will be updated before the Scotland ceremony with the notified results of entries submitted by June 10, 2019
Presentation of awards and gala dinner free seat allocation is limited and will be done on a first come first served basis and therefore cannot be guaranteed. Where possible award winners will be offered an alternative ceremony day
Awards entry registration does not constitute a gala dinner booking. To claim your free seat entitlement a booking form must be completed at the relevant time
Failure to notify in writing by the advised deadline non-attendance of your chosen presentation ceremony will incur an additional charge of £15+VAT. This charge is to cover ceremony packing and transit costs in addition to the postage for dispatching the award after the ceremony. Notification after the advised deadline will still incur the additional charge as awards will be packed for the ceremony. The invoice and dispatch process will begin end of July for Birmingham and London ceremony non-attendees and the end of September for Scotland ceremony non-attendees
RoSPA reserves the right if necessary to alter the publicised presentation ceremony dates and/or venues. Any change will be notified as far in advance as possible. RoSPA is not liable for any additional costs incurred
RoSPA reserves the right if necessary to alter the publicised after dinner speaker/entertainment without prior notification
The Sir George Earle Trophy winner will be required to sign a custody agreement and cover the costs of repair or replacement, as necessary, of the trophy, stand and/or its travel case, along with the return transit costs
Entries with Fatal Accidents
Organisations with fatal accidents in the qualifying year (i.e. January 1 to December 31, 2018) SHOULD NOT register without first seeking authorisation from RoSPA to do so - as an award will not be possible until all relevant information can be provided.
If an application is made, for any award to be possible, full details must be provided of each case, whether RIDDOR reportable or not, including the findings of any subsequent investigation/court case/coroner's hearing to prove to the judging panel's satisfaction that the event concerned was not the result of management failure by the organisation. RoSPA's decision is final.
WARNING: Where all relevant information is unavailable for any reason no award will be made.
Fees, Cancellation and Late Entries
Written notification must be received within 14 days of submitting a registration to qualify for a full credit note and/or refund. No credit note and/or refund will be made after this 14 day period and the outstanding invoice will remain valid.
Non-submission of an entry does not constitute a cancellation.
All applications require full payment of the appropriate entry fee, as shown. Non-payment of the relevant entry fee will invalidate the application.
Late payment (over net 30 days) will delay the Result notification.
Late entries* will incur a fee of £90+VAT payable before the online entry system is unlocked and the submission deadline extended.
*An entry is deemed late after the specific entry deadline (as detailed above and quoted in the Registration Confirmation email) has passed.
No guarantee is made that any award resulting from a late entry will be included in the official presentation events.
Industry Sector Award Categories
RoSPA reserves the right to merge and/or introduce additional categories and if necessary to re-allocate entries to a sector other than that selected.
RoSPA reserves the right not to award a Specialist and Inspiration Award or Industry Sector Award for a particular industry sector if the Adjudication Panel considers that none of the entries received has demonstrated a sufficiently high standard.
Industry Sector entries are first assessed for the appropriate Achievement grade – Merit, Bronze, Silver or Gold. Only the highest scoring entries achieving the Gold grade go forward to the second round of the Industry Sector competition.
Entrants who do not win their industry sector award or receive a sector commendation will be assigned the appropriate Achievement grade award.
Entrants who win their in their industry sector or receive a sector commendation will be presented the corresponding award/trophy in place of the Achievement grade award. Sector wins and commendations still count towards a consecutive awards history.
Each year, the Society commissions a site visit to the entrants short-listed for the Sir George Earle Trophy. This is followed by an Adjudication Panel interview (to be held in Birmingham). Both site visit and interview dates will be advised at short notice and will take place from mid March through to early April.
Leisure Award Category
RoSPA reserves the right to limit, restrict, or exclude entry into the Leisure Award category on the basis of the location, scope of service and/or activity/service provided or offered to the public by the entrant.
Assessment and Sample Checking
The Society arranges for scrutiny of a random selection of entrants to verify their submissions. Telephone follow-up or visits may be arranged to any entrant at any stage in the year, either before or after result notification. If verification activity is not complied with, and/or an entry is found not to be representative of real-world safety management practices, RoSPA reserve the right to withdraw any awards previously made.
RoSPA may make enquiries as necessary and may visit any entrant's premises. Applicants may be required to attend a meeting to make a verbal presentation of their entry.
RoSPA will not make an award in any case where there are reasonable grounds to suggest that the entry is deliberately incomplete or contains false information.
RoSPA reserves the right to revoke any award made should it come to its attention that required information was not disclosed which would have materially affected the Adjudication Panel's decision. RoSPA also reserves the right to vary or revoke any award as a result of the verification process.
The design and format of the RoSPA Awards scheme logos and stationery are the intellectual property of the Royal Society for the Prevention of Accidents. Other than the specified permitted use of the appropriate award logo, reproduction and/or modification of these and of all RoSPA Awards trophies and merchandise is strictly prohibited.
RoSPA Award grades are assigned based on entrants' management of the health, safety and wellbeing of employees, contractors and others to whom a duty of care is owed in the area of undertaking and during the calendar year specifically covered by an entry. An award does not indicate general endorsement by RoSPA of products, operations or business practices and this must not be stated or implied in any related Public Relations activity.
RoSPA will require correction or, if necessary, withdrawal of PR statements it considers are likely to mislead and/or cause reputational damage to the Society or to the RoSPA Awards programme. Award winners should be mindful of how the timing of any PR related to their award may be interpreted externally and, in particular, should not seek to proactively publicise their award to mitigate specific health and safety-related complaints from third parties without prior discussion with RoSPA.
Definition: health and safety and non-health and safety issues which may pose a significant reputational risk to RoSPA
Non-disclosure of such issues will result in disqualification without appeal.
Non-disclosure of issues which come to light after a grade has been assigned will result in the award being revoked or reduced.
Disclosed issues will be investigated to identify the appropriate course of action*.
If any issues** – whether health and safety-related or not – give rise to adverse publicity for your organisation during the period following the submission of your entry, up to and including the date of your selected presentation ceremony, it is the responsibility of the entrant to inform RoSPA in writing by emailing firstname.lastname@example.org.
RoSPA reserves the right to withhold presentation of any award it deems to be inappropriate at the time of the selected ceremony.
Reputational issues that come to light after presentation will be investigated to identify the appropriate course of action*.
RoSPA reserves the right to publicise the reason for withdrawal or reduction of any award.
*This could include disqualification, award revoked, reduced grade, award suspended pending official investigation or award retained.
**This could include but not limited to: fatalities, major/specified injuries, prosecutions, and negative publicity whether factual or not.
Grade Review Requests
Queries about grades awarded will be considered only after the initial judging phase has been completed. Presentation of awards for entries requesting Grade Review will normally be deferred from the Birmingham and London ceremonies.
Grade Review Requests must be received in writing within 5 working days of result notification. A short statement is required of why the grade is considered incorrect, along with additional payment for one of the available Review options. 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.
Further correspondence will not be entered into and RoSPA's decision is final.
Third Party Complaints
In the event of 'third party' complaints, RoSPA expects complainants and entrants to take all reasonable steps to resolve the issues prior to the matter being submitted to the Panel. RoSPA cannot act as a 'referee' in what are sometimes complex, longstanding and ongoing disputes, and reserves the right to reject disputed entries or investigate to identify the appropriate course of action*.
*This could include disqualification, award revoked, reduced grade, award suspended pending official investigation or award retained.
Awards attendees consent to the use of their personal data and agree that they may be photographed and / or filmed during the presentation event. Event imagery may potentially be used by RoSPA for publicity purposes. Please refer to our Privacy Notice for further details at www.rospa.com/privacy.