RoSPA Health & Safety Awards
Health & Safety Awards Terms and Conditions (Terms)
‘RoSPA' means The Royal Society for the Prevention of Accidents
'Force Majeure Event' means any circumstance not in RoSPA's reasonable control including without limitation:
(a) acts of God, flood, drought, earthquake or other natural disaster;
(b) epidemic or pandemic;
(c) terrorist attack, civil war, civil commotion or riots, war, threat of or preparation for war, armed conflict, imposition of sanctions, embargo, or breaking off of diplomatic relations;
(d) nuclear, chemical or biological contamination or sonic boom;
(e) any law or any action taken by a government or public authority, including without limitation prohibition on large public gatherings;
(f) collapse of buildings, fire, explosion or accident;
(g) non-performance or cancellation by venues, suppliers or subcontractors; and
(h) interruption or failure of utility service.
‘Presentation(s)' means a presentation ceremony to be hosted by RoSPA on May 18, 2021 in London, May 26, 2021 in Dubai, June 10, 2021 in Birmingham, and on September 9, 2021 in Glasgow.
'Gala Dinner' means a gala dinner to be hosted by RoSPA on May 18, 2021 in London, May 26, 2021 in Dubai, June 10, 2021 in Birmingham, and on September 9, 2021 in Glasgow.
‘Late’ means after the specified deadline has passed.
‘Reputational Risk’ means health and safety and non-health and safety issues which may pose a significant reputational risk to RoSPA.
'Terms' means these terms and conditions.
- All Industry Sector, Specialist, Inspiration Award entries, and Achievement Awards to be presented at the London, Dubai or Birmingham ceremonies, must be submitted via the RoSPA online entry system between January 1, 2021 up to and including January 31, 2021 (23:59 GMT).
- Achievement Award entries to be presented at the Glasgow presentations in September 2021, or for postal dispatch, must be submitted via the RoSPA online entry system by June 15, 2021 (23:59 GMT).
- Late Specialist or Inspiration Award entries will be excluded from consideration.
- Industry Sector Award entries that are not submitted by January 31, 2021 (23:59 GMT) will be excluded from the competition and transferred to the Achievement Award category. They will still receive the written feedback and no refund in fee will be given for the change of category.
- Fleet Safety and Leisure Safety Awards not submitted by January 31, 2021 (23:59 GMT) will be excluded from the competition but will still be assessed and graded.
- Entrants agree to:
a. complete all required sections of the entry;
b. provide supporting evidence from the qualifying year (i.e. January 1 to December 31, 2020);
c. 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 will 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 excellance 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 terms under clauses 10-17;
- Entrants should note:
a. the Industry Sector, Achievement and Specialist awards are made to organisations, not individuals;
- the Distinguished Service Award, Pride Award and the Influencer Award are only awarded once to an individual and are subject the RoSPA Awards terms under clauses 34-40;
- 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 organisations outside of the UK 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;
- for occupational achievement award entrants who submit by January 31, 2021 23:59 (GMT) deadline, RoSPA reserve the right to reassess the highest-performing entrants against the Industry Sector Award mark criteria. In exceptional circumstances, RoSPA may choose to issue an Industry Sector-level award to a high-performing achievement award entrant. Such promotions will not be eligible for the Sir George Earle trophy, or feedback if not already purchased at the point of registration;
- after February 17, 2021 (23:59 GMT), 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 2021 Awards Collection brochure rates;
- dispatch of awards where entrants selected Post as the preferred option, (at the point of registration), and submitted by the January 31, 2021 entry deadline, will commence August 1, 2021. Dispatch of awards for entries submitted after this entry deadline will commence from September 20, 2021;
- 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 January 31, 2021. All other notified results will be added to the list following the Glasgow ceremony;
- presented awards and gala dinner free seat allocation is limited and will be done on a first come first served basis and in accordance with events specified in clause 16 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 Gala Dinner booking form must be completed at the relevant time and before the booking deadline and in accordance with the Gala Dinner terms;
- 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 at the end of June for London, Dubai and Birmingham ceremony non-attendees and the end of September for Glasgow 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;
- 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.
8. Organisations with fatal accidents in the qualifying year (i.e. January 1 to December 31, 2020) 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.
9. If an application is made, full details must be provided of each case, 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. Where all relevant information is unavailable for any reason no award will be made.
Fees, Cancellation and Late Entries
10. 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. Non-payment of the relevant entry fee will invalidate the application.
- Late payment (over net 30 days) will delay the Result notification. An award result will not be provided if the invoice remains unpaid.
- Late entries will incur a fee of £100+VAT payable before the online entry system is unlocked and the submission deadline extended.
- No guarantee is made that any award resulting from a late entry will be included in the official ceremonies or a free gala dinner seat be available.
- If RoSPA either:
a. is prevented or hindered from performing its obligations under these Terms by a Force Majeure Event, requiring RoSPA to cancel a presentation ceremony; or
- determines that in the interest of health and safety, and/or the wellbeing of the public and/or in the public interest, it is necessary to cancel or postpone a presentation ceremony;
RoSPA shall not be in breach of these Terms or otherwise liable for any failure in the performance of such obligations or consequences of such a determination.
17. In the events specified in clause 16:
- as soon as reasonably practicable RoSPA shall notify you in writing of the Force Majeure Event or of its decision to cancel or postpone a presentation ceremony; and
- where possible RoSPA shall notify you of an alternative presentation ceremony which you may attend (if you agree to attend such alternative presentation ceremony in writing); and
- to the extent permitted by law, you and your guests shall have no further claim whatsoever against RoSPA in respect of the cancellation of a presentation ceremony.
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 Award,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 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 are included in 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 or virtually). Both site visit and interview dates will be advised at short notice and will take place in March 2021.
- Each year, the winner of the Sir George Earle Trophy, Industry Sector Categories and Specialist may be approached by RoSPA to explore legacy opportunities for sharing their knowledge and best practice with wider industry.
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
26. The Society arranges for scrutiny of a random selection of entrants to verify their submissions. Telephone interviews 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.
- 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.
Reputational Risk to RoSPA
- Non-disclosure of issues will result in disqualification without appeal.
- Non-disclosure of issues which come to light after a grade has been assigned may result in the award being revoked or downgraded.
- Disclosed issues will be investigated to identify the appropriate course of action. This action could include disqualification, award revoked, reduced grade, award suspended pending official investigation or award retained.
- If any issues:
a. this could include but not limited to: fatalities, major/specified injuries, prosecutions, and negative publicity whether factual or not;
- whether health and safety-related or not;
- give rise to adverse publicity for your organisation during the period following the submission of your entry and 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 email@example.com.
38. RoSPA reserves the right to withhold the 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. This action could include disqualification, award revoked, reduced grade, award suspended pending official investigation or award retained.
- RoSPA reserves the right to publicise the reason for withdrawal or downgrade of any award.
- Queries about grades awarded will be considered only after the initial judging phase has been completed. Presentation of awards for entries requesting a Grade Review may be deferred from the London, Dubai and Birmingham 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 Grade Review options: Reassessment £85+VAT or Reassessment with Feedback £240+VAT. A Grade Review may result in the previously advised award level being promoted, remaining the same or being downgraded. As with all entries in the scheme, RoSPA reserves the right to change 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 action 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 award ceremonies. Ceremony imagery may potentially be used by RoSPA for publicity purposes. Please refer to our Privacy Notice for further details at www.rospa.com/privacy.
- For the avoidance of doubt, in the case of discrepancy between the Terms published on RoSPA’s website and any issued hard copy of the Terms, those published on the RoSPA’s website shall prevail.
- RoSPA reserves the right to change the Health & Safety Awards Terms at any time.
- No variation to these Terms shall be effective unless agreed in writing and signed on behalf of RoSPA.
- These Terms shall prevail over any terms or conditions which you may seek to incorporate into any agreement with RoSPA.
- These Terms shall be governed and construed in accordance with English Law and each party agrees to submit to the non-exclusive jurisdiction of the English Courts as regards any claim or dispute.