Adana Construction Limited: Effective NCR and SVR Management for Construction
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About Adana Construction Limited
Adana Construction Limited
Health and Safety Non-Conformance Report (NCR) and Safety Violation Report (SVR) Procedure
1. Purpose
The purpose of this procedure is to establish a rigorous and transparent framework for the identification, documentation, investigation, and resolution of health and safety-related Non-Conformance Reports (NCRs) and Safety Violation Reports (SVRs) within all operations under Adana Construction Limited. Safety is a core value embedded in Adana’s corporate culture, and this procedure forms a critical pillar ensuring that all employees, contractors, and visitors work within a safe, risk-mitigated environment.
By formalizing the NCR and SVR management process, Adana Construction Limited aims to:
· Promote a proactive safety culture that prevents accidents, near misses, and unsafe behaviors.
· Ensure swift and consistent corrective and disciplinary actions aligned with the level of severity.
· Meet and exceed all relevant UK health, safety, and environmental legislation and client requirements.
· Foster continuous improvement by learning systematically from incidents.
· Maintain accountability at every level within the organization, ensuring everyone understands their role and responsibility toward safety compliance.
This procedure supports the company’s commitment to “Zero Harm” – ensuring everyone returns home safely each day.
2. Scope
This procedure is applicable to all Adana Construction Limited projects and sites across the UK, including Shotton Paper Mill and any other ongoing or future projects under the company’s supervision. It applies to:
· All Adana employees, regardless of role or grade.
· Temporary workers and subcontractors engaged on Adana projects.
· Visitors and all other personnel accessing Adana-controlled sites.
The scope includes every health and safety related incident or behavior deemed a breach of Adana’s safety standards or regulatory compliance, captured within the following:
· Non-Conformances that identify deviations from approved safety procedures, plans, or standards.
· Safety Violations encompassing unsafe acts, deliberate or inadvertent, that could or have caused harm.
This procedure complements Adana’s broader Health and Safety Policy and other internal control systems, ensuring a seamless and effective safety management process.
3. Roles and Responsibilities
Adana’s success in health and safety depends on the clear ownership of responsibilities by personnel at all levels:
· Project Manager (PM):
o Holds ultimate accountability for adherence to this procedure on each Adana project.
o Ensures thorough investigations of any reported NCR or SVR are completed promptly and impartially.
o Leads communication with senior management and clients regarding serious findings and corrective actions.
o Drives accountability culture, ensuring transparent and consistent application of disciplinary measures.
· Health and Safety Advisor / Manager:
o Serves as the technical expert responsible for leading in-depth investigations alongside project management.
o Provides objective assessment on severity categorization of NCRs and SVRs.
o Advises on best-fit corrective measures, disciplinary recommendations, and training needs.
o Oversees tracking of NCR/SVR closure and effectiveness of preventive controls applied.
· Project / Site Managers:
o Implement day-to-day reporting, initial assessments, and immediate corrective actions on site.
o Facilitate clear, timely communication with supervisors and workforce on NCR/SVR statuses.
o Ensure all NCRs/SVRs are recorded in Adana’s incident management system within defined timelines.
· Supervisors and Foremen:
o Are frontline safety custodians who must monitor, identify, and immediately report NCRs and SVRs.
o Deliver coaching and timely safety briefings to prevent reoccurrence of frequent minor deviations.
o Escalate serious or repeated violations to project management without delay.
· Human Resources and Disciplinary Coordinators:
o Maintain accurate, confidential records of all NCRs and SVRs to support procedural fairness.
o Assist in coordinating disciplinary hearings and appeal processes with legal compliance.
o Support company efforts to maintain alignment between disciplinary outcomes and Adana’s safety values.
· All Personnel Including Subcontractors and Visitors:
o Obligated under Adana’s safety policies to actively report observed NCRs/SVRs without fear of reprisal.
o Cooperate fully during investigations and follow any corrective directives issued.
4. Procedure
4.1 Identification and Reporting
· Any individual on an Adana-controlled site who observes or becomes aware of an instance of non-compliance with health and safety standards or a violation must immediately report it through one of the following channels: direct supervisor, site manager, or via Adana’s electronic reporting system.
· Examples include but are not limited to unsafe acts, failure to follow safety procedures, improper use or storage of equipment, or any condition posing a potential hazard.
· Adana guarantees confidentiality and protection against retaliation for individuals reporting potential violations in good faith.
4.2 Initial Assessment and Immediate Actions
· On receiving an NCR or SVR report, the site manager or supervisor shall perform an immediate assessment to determine:
o The nature and severity of the issue.
o Any ongoing risks present that require urgent intervention.
· Actions such as stopping a task, isolating hazardous equipment, or temporarily suspending personnel actions may be taken by the site manager to protect personnel safety until full investigations occur.
· All initial actions must be recorded in the reporting system within 24 hours.
4.3 Formal Investigation
· A formal investigation team will be convened within 48 hours, comprising at minimum the Project/Site Manager and Health and Safety Advisor. Additional specialists may be included as necessary.
· Investigations will collect evidence including but not limited to: witness statements, site photographs, equipment inspection reports, and operational logs.
· The team will analyze:
o The circumstances and root causes.
o Whether the breach arose from procedural failure, negligent behavior, deliberate violation, or systemic issues.
o The potential or actual consequences arising from the event.
· Investigation findings must be documented comprehensively and submitted to senior management for review.
4.4 Categories of NCR and SVR
Non-Conformance Reports (NCR):
· Minor NCR
o Brief non-compliance with health and safety requirements that does not cause immediate risk but requires corrective action.
o Examples: occasional failure to wear PPE, inadequate housekeeping, incomplete site safety documentation.
· Major NCR
o Repeated minor NCRs or incidents that present significant risk of injury, environmental harm, or regulatory non-compliance.
o Examples: failure to follow lockout/tagout procedures, using damaged equipment, disregard of safety signage.
· Critical NCR
o Serious conditions causing or likely to cause severe injury, fatality, environmental disaster, or regulatory enforcement action.
o Examples: breaching confined space entry controls, working at height without fall protection, major fire hazards.
Safety Violation Reports (SVR):
· Warning Level SVR
o Isolated, first-time or unintentional breaches with low risk.
o Examples: minor procedural lapses, improper tool usage, inattentiveness.
· Serious Violation SVR
o Deliberate or repeated breaches, behavior undermining safety culture.
o Examples: bypassing safety devices, ignoring emergency evacuation drills, operating machinery unsafely.
· Severe Violation SVR
o Gross negligence or willful disregard causing or threatening serious harm or fatality.
o Examples: substance abuse on site, falsifying safety records, disabling emergency systems.
4.5 NCR and SVR Issuance and Disciplinary Actions
· Based on the investigation outcome and category classification, NCRs and SVRs are formally issued through Adana’s incident tracking system.
· Corresponding disciplinary actions will be determined adhering to the following progressive framework adjusted for severity and procedural context:
|
Severity Level |
Typical Disciplinary Action |
|
Minor |
Verbal |
|
Major |
Written |
|
Critical |
Suspension |
· Adana ensures disciplinary decisions are applied fairly, consistently, and comply fully with UK employment laws.
4.6 Communication and Documentation
· All NCRs and SVRs must be documented in detail on Adana’s electronic Health & Safety Management System and retained securely with restricted access.
· Outcomes, corrective actions, and disciplinary decisions will be communicated directly and confidentially to affected individuals.
· Safety leadership teams will regularly review NCR and SVR trends to inform safety improvement initiatives and share learnings with the workforce.
4.7 Corrective and Preventive Measures
· Corrective actions focus on eliminating root causes and improving site safety systems to prevent recurrence of NCRs and SVRs. These may include:
o Revising or reinforcing procedures.
o Additional training and competency development.
o Enhanced supervision and monitoring controls.
o Engineering controls or safety equipment upgrades.
4.8 Appeals Process
· Any individual subject to an NCR, SVR, or disciplinary action has the right to formally appeal within 10 working days of notification.
· Appeals must be submitted in writing to the Human Resources and Disciplinary Coordinator.
· Senior management will review appeal cases impartially and communicate their final decision within 15 working days.
· The appeal mechanism is designed to ensure fairness, transparency, and continuous improvement of Adana’s disciplinary protocols.
4.9 Continuous Improvement
· Adana Construction Limited is committed to regularly reviewing the effectiveness of this NCR and SVR procedure through internal audits, feedback from employees, and lessons learned from incidents.
· Updates to this procedure will be communicated company-wide to maintain the highest standards of health and safety governance.
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