Purpose and Application

1. The purpose of this procedure is to establish a process for the creation review, revision, removal, and distribution of documents that describe and control the EMS.
2. This procedure applies to all EMS controlled documents throughout Missouri S&T.

 Definitions

Roles and Responsibility

1. It is the responsibility of the EMS Advisory Committee to approve campus-wide EMS documents and assure that campus-wide EMS documents are created, reviewed, and/or revised for adequacy as needed.It is the responsibility of Department Chairs or Directors (or another appointed department representative) to approve department-specific documents and assure that department-specific documents are created, reviewed, or revised for adequacy as needed and are made available to the campus.It is the responsibility of the EMS Coordinator to post campus wide approved EMS documentation on the Missouri S&T EMS web manual, and to remove obsolete campus wide EMS documentation from the Missouri S&T EMS web manual. EMS Documents are controlled using the methods outlined in the Document Revision Tracker description.It is the responsibility of Department Chairs or Directors (or another appointed department representative) to ensure that all documentation is implemented.
2. Each department is responsible for controlling documents of external origin that support the EMS.

 Procedure

Campus-Wide EMS Documents

1. Documents are created using the format of this and other associated EMS procedures, and then forwarded to the EMS Coordinator for review.
2. The EMS Coordinator reviews all EMS web manual documents and makes necessary revisions in preparation for a second review by the EMS Advisory Committee. When necessary, the EMS Coordinator may work with Administrative Services' computing support personnel to revise EMS web manual documentation.
3. The EMS Advisory Committee reviews all new and significantly changed EMS documentation.
4. After approval, the EMS Coordinator posts the new or revised document on the EMS web manual. When necessary, the EMS Coordinator may work with Administrative Services' computing support personnel to post EMS web manual documentation on the web.
5. Only documents on the web site are considered approved.
6. Missouri S&T Leadership is advised of any major changes to the EMS during Management Review.
7. Obsolete documents (from the EMS web manual) are clearly marked as obsolete and archived in the Obsolete Documents folder on the web site by the EMS Coordinator.
8. Documents are reviewed through internal auditing and at the time they are changed.

EHS Department Web Documents

1. EHS procedures that support the EMS are maintained on the EHS department's web site.
2. The EHS Director must approve of all new and significantly revised EHS web documents.
3. All EHS employees are responsible for periodically reviewing and updating web documents in their functional areas.
4. Only the EHS webmaster may actually revise EHS documents on the web. The EHS webmaster is appointed by the EHS Dept. Director.
5. Changes to EHS web documents are tracked electronically (using the Document Revision Tracker), and EMS Document Control procedures are followed.

Department-Specific EMS Documents

1. Each department may generate procedures they require to comply with the EMS.
2. The applicable department head (or another appointed department representative) approves all new and revised department-specific EMS documents.
3. After approval, a representative from the department will make the new or revised document available to the campus.
4. Obsolete documents are archived in the Obsolete Documents folder on the web site by the specified department representative.
5. Documents are reviewed through internal auditing and at the time they are changed.
6. Departments must follow EMS Document Control procedures.

Documents of External Origin

1. Each department is responsible for controlling documents of external origin. Documents of external origin include environmental regulations, international standards, test procedures, and any other documentation from an external source that provides guidance for the EMS. Departments should make every effort to use web-based documents. If hard copy is required, control will include ensuring that only the latest revision of the document is available for use.

 Objective Evidence