Health and Safety Policy

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Egham Park School is committed to safeguarding the welfare of children and young people and expects all staff and volunteers to share this commitment.

HEALTH AND SAFETY POLICY

Date Created	Date 1^st Review Due	Date Reviewed	Version	Next Review Due
December 2022	December 2023		1
		November 2023	2	November 2024
		April 2024	3	November 2024

CONTENTS

1.	INTRODUCTION	4
2.	HEALTH AND SAFETY POLICY STATEMENT	5
3.	HEALTH AND SAFETY RESPONSIBILITIES	6
	Principal	6
	Teachers	6
	Pupils	7
	Employees	7
	Contractors	8
	Visitors	9
4.	HEALTH AND SAFETY RULES	10
	General	10
	Working Practices	10
	Hazard/Warning Signs and Notices	10
	Protective Clothing & Equipment	11
	Fire Precautions	11
	Accidents	11
	Health	11
	Rules Covering Gross Misconduct	12
5.	ARRANGEMENT SUMMARY	13
	Competency for Tasks	13
	First Aid and Accidents	13
	Fire	13
	Off-Site Visits	14
	Work Experience	14
6.	ARRANGEMENTS	15
	Accident, Incident and Ill-Health Recording, Reporting & Investigation	15
	Asbestos	17
	Communication and Consultation	19
	Disabled Persons including Pupils with Special Educational Needs (SEN)	21
	Display Screen Equipment	22
	Drugs and Alcohol	23
	Educational Visits	24
	Electricity	28
	Fire	29
	First Aid	34
	Gas Installations and Appliances	37
	Hazardous Substances (COSHH)	38
	Infection Control	40
	Legionnaires Disease	42
	Lone Working	43
	Manual Handling	44
	Needlestick or Sharps Injuries	46
	New and Expectant Mothers	47
	Personal Protective Equipment	47
	Risk Assessment	48
	Safeguarding	49
	Smoking	50
	Stress	50
	Supporting Pupils with Medical Needs	51
	Temporary Staff and Volunteers	52
	Training	52
	Violence to Staff	53
	Visitors	54
	Window Restrictors	55
	Work at Height	55
	Work Equipment	57
7.	RISK ASSESSMENT	57
	Risk Assessment	57
	Fire Risk Assessment	60

INTRODUCTION

Egham Park School is committed to managing health and safety effectively to protect our employees and other persons with whom we interact because we recognise that we have not only a moral and legal duty but also that our employees are our greatest asset.

Our Health and Safety Policy Statement sets out our commitment and the objectives we aspire to in managing health and safety.

Our approach to managing health and safety will be pragmatic and proportionate and will be prioritised according to risk with the objective of maintaining continuous improvement. We accept that we cannot eliminate risk from everything we do but we can manage risk in such a way that exposure to hazards is controlled as far as is reasonably practical.

We recognise that improvement in health and safety will not happen by chance and that planning to manage using a systematic approach through risk assessment is a necessary first step and an ongoing process. In moving forwards, we will wherever possible eliminate risk through selection of facilities, equipment, and processes. Where risks cannot be eliminated, they will be minimised using physical controls or, as a last resort, through systems of work and personal protection.

Our success in managing health and safety will be measurable and we look to establish performance standards against which we can monitor our progress to identify future actions.

Based on our performance measurement in the form of accident monitoring, internal monitoring, and external audits we will review our health and safety arrangements periodically and at least annually.

HEALTH & SAFETY POLICY STATEMENT

Egham Park School recognises that it has a legal duty of care towards protecting the health and safety of its employees, pupils and others who may be affected by the school’s activities.

In order to meet its responsibilities, the principal will:

bring this Policy Statement to the attention of all employees

carry out and regularly review risk assessments to identify proportionate and pragmatic solutions to reducing risk

communicate and consult with employees on matters affecting their health and safety

comply fully with all relevant legal requirements, codes of practice and regulations

eliminate risks to health and safety, where possible, through selection and design of facilities, equipment, and processes

encourage staff to identify and report hazards so that we can all contribute towards improving safety

ensure that emergency procedures are in place dealing with health and safety issues

maintain our premises, provide, and maintain safe plant and equipment

only engage contractors who can demonstrate due regard to health & safety matters

provide adequate resources to control the health and safety risks arising from our work activities

provide adequate training and ensure that all employees are competent to do their tasks

provide information, and instruction for employees

regularly monitor performance and revise policies and procedures to pursue continuous improvement.

This Health and Safety Policy will be reviewed at least annually and revised as necessary to reflect changes to the schools’ activities and any changes to legislation. Any changes to the Policy will be brought to the attention of all employees.

HEALTH AND SAFETY RESPONSIBILITIES

The Principal and Senior staff will take all reasonable steps to identify and reduce hazards to a minimum. To assist in this all staff and pupils must be aware of their own and other’ personal safety in any of the schools’ activities, both on and off site.

Principal

The principal has overall responsibility for ensuring compliance with Health and Safety legislation in the day to day running of the school but delegates the responsibility for implementation to all school staff.

The Principal will ensure that:

the Health and Safety Policy is implemented, monitored, developed, communicated effectively, reviewed, and amended as required

suitable and sufficient funds, people, materials, and equipment are provided to meet all health and safety requirements

any senior staff designated with health and safety responsibilities are provided with support to enable health and safety objectives to be met

a positive health and safety culture is promoted, and that senior staff develop a pro-active safety culture which will infiltrate into all activities undertaken and reach all personnel

employees are communicated with and consulted

effective training programmes are put into place

Teachers

Teachers will ensure that in their areas of responsibility:

they actively lead the implementation of the Health and Safety Policy

they supervise their staff and pupils to ensure that the lessons and activities are carried out safely

safe teaching practices are developed and implemented, risk assessments are completed, recorded, and regularly reviewed

accidents, ill health and ‘near miss’ incidents at work are investigated, recorded and reported to the Principal

they communicate and consult with staff on health and safety issues

they encourage staff and pupils to report hazards and raise health and safety concerns

safety training for staff is identified, undertaken, and recorded to ensure staff are competent to carry out their work in a safe manner

issues raised by anyone concerning safety are thoroughly investigated and, when necessary, further effective controls implemented

equipment is maintained in a safe condition

personal protective equipment where required is provided and that staff and pupils are instructed in its use

any safety issues that cannot be dealt with are referred to Principal for action

hazardous substances are stored, transported, handled, and used in a safe manner according to manufacturers’ instructions and established rules and procedures

agreed safety standards are maintained, particularly those relating to housekeeping

all relevant safety documents including, DfES Guides, etc. are maintained and made available to all employees

health and safety rules are followed by all staff and pupils.

Pupils

All pupils will be instructed to:

co-operate with all school staff on health and safety matters

not interfere with anything provided to safeguard their own health and safety or the safety of others

take reasonable care of their own health and safety, and report all health and safety concerns to a member of school staff

Employees

All employees must:

take reasonable care of their own safety

take reasonable care of the safety of others affected by their actions

observe the safety rules

comply with the Health and Safety Policy

conform to all written or verbal instructions given to them to ensure their personal safety and the safety of others

dress sensibly and safely for their working environment or occupation

conduct themselves in an orderly manner in the workplace

use all equipment, safety equipment, devices and protective clothing as directed

avoid any improvisations of any form which could create an unnecessary risk to their personal safety and the safety of others

maintain all equipment in good condition and report defects to their Line Manager

report any safety hazard or malfunction of any item or equipment to their Line Manager

report all accidents to Principal whether an injury is sustained or not

attend as requested any health and safety training course

observe all laid down procedures for processes, materials and substances used

observe the fire evacuation procedure and the position of all fire equipment and fire exit routes.

Contractors

All contractors must:

take reasonable care of their own safety

take reasonable care of the safety of pupils, school staff and others affected by their actions

observe the safety rules of the school

comply with and accept our health and safety policy,

dress appropriately, sensibly, and safely when on school premises and for the task being undertaken

conduct themselves in an orderly manner in the workplace

use all equipment, safety equipment, devices and protective clothing as required by the school and as indicated in the risk assessment for the task

avoid any improvisations of any form which could create an unnecessary risk to their personal safety and the safety of others

maintain all equipment in good condition, not use any defective equipment and ensure that any portable electrical equipment bears a current test certificate

report any safety hazard or malfunction of any item of plant or equipment to their supervisor

report all incidents to their supervisor and to the school whether an injury is sustained or not

ensure that their employees only use equipment for which they have been trained

attend as requested any health and safety training course

observe all agreed procedures for processes, materials and substances used

observe the fire evacuation procedure and the position of all fire equipment and not obstruct fire exit routes or inhibit fire alarm sensors or devices

Visitors

All visitors are required to sign in at the reception. Visitors will be collected from reception by the member of staff concerned or escorted to the appropriate area of the school.

Whilst on site, all visitors, volunteers and contractors must wear a visitor’s badge and sign in at Reception.

If a member of staff meets someone on site who they do not recognise and is not wearing a visitors’ badge, they should, if they do not feel threatened, enquire if the person needs assistance and accompany them either to the reception or off the site, as appropriate.

If an intruder is uncooperative about going to the reception or leaving the site, or a member of staff feels threatened, or is threatened with violence or a violent attack takes place, immediate help from the Police should be sought by telephone

HEALTH AND SAFETY RULES

This section of our Health and Safety Policy specifies the rules laid down for the attention of all employees. These rules are prepared in accordance with legal requirements and acknowledged safe working practices. In addition to the legal duty imposed upon employees to comply with these rules, failure to observe them will be considered to be a breach of the contract of employment and will result in disciplinary action being taken.

Employees are reminded that a breach of health and safety legislation by an employee is a criminal offence and action taken by an Enforcing Officer against an individual may result in heavy penalties.

Safety rules may vary depending upon the nature of work and the circumstances therefore the overriding requirement is that employees are expected to act in a sensible manner and adhere to verbal instructions given.

General

It is the duty of all employees to co-operate in fulfilling our legal obligations in relation to health and safety.

Employees must not intentionally or recklessly interfere with anything provided in the interests of health, safety, or welfare.

Employees are required to notify the Principal of any unsafe activity, item, or situation.

Working Practices

Employees must not operate any item of plant or equipment unless they have been trained and authorised.

Employees must make full and proper use of all equipment guarding where applicable.

Employees must not clean any moving item of plant or equipment.

Employees must not make any repairs or carry out maintenance work of any description unless authorised to do so.

Employees must use all substances, chemicals, liquids etc, in accordance with all written instructions.

Employees must not smoke or vape anywhere on the school site.

Hazard / Warning Signs and Notices

Employees must comply with all hazard/warning signs and notices displayed on the premises.

Working Conditions / Environment

Employees must make proper use of all equipment and facilities provided to control working conditions/ environment.

Employees must keep stairways, corridors, classrooms, and work areas clear and in a clean and tidy condition.

Employees must dispose of all rubbish, scrap and waste materials using the facilities provided.

Employees must clear up any spillage or liquids in the prescribed manner.

Employees must deposit all waste materials and substances at the correct disposal points and in the prescribed manner.

Protective Clothing and Equipment

Employees must use all items of protective clothing/equipment provided as instructed.

Employees must store and maintain protective clothing/equipment in the approved manner.

Employees must report any damage, loss, fault, or unsuitability of protective clothing/equipment to their supervisor.

Fire Precautions

Employees must comply with all laid down emergency procedures.

Employees must not obstruct any fire escape route, fire equipment or fire doors.

Employees must not misuse any firefighting equipment provided.

Employees must report any use of firefighting equipment to the Principal.

Employees must report any defects or broken firefighting equipment to the Principal immediately.

Accidents

Employees must seek medical treatment for work related injuries they receive by contacting a designated first aider. Upon returning from treatment, they must report the incident to the Senior Leadership Team (SLT).

Employees must ensure that any accident or injury treatment is properly recorded in the Accident Book.

Employees must notify the Principal of any incident in which damage is caused to property.

Health

Employees must report to Principal any medical condition or medication which could affect the safety of themselves or others

Employees must co-operate with the implementation of the medical and occupational health provisions.

Rules Covering Gross Misconduct

An employee will be liable to summary dismissal if they are found to have acted in any of the following ways:

a serious or wilful breach of Safety Rules

unauthorised removal or interference with any guard or protective device

unauthorised operation of any item of plant or equipment

unauthorised removal of any item of first aid equipment

wilful damage to, misuse of or interference with any item provided in the interests of Health and Safety or welfare at work

unauthorised removal or defacing or any label, sign, or warning device

horseplay or practical jokes which could cause accidents

making false statements or in any way deliberately interfering with evidence following an accident or dangerous occurrence

misuse of any item of equipment, utensil, fitting/ fixture, vehicle, or electrical equipment

deliberately disobeying an authorised instruction

misuse of chemicals or substances

ARRANGEMENT SUMMARY

Risk Assessments

Risk Assessments will be undertaken by:

Classrooms	All Staff and Business Manger
Offices	Business Manager
Fire	Contractor
Garden	All staff and Business Manager
Off-site Visit	Trip Leader

Competency for Tasks

Induction Training is the responsibility of:

Designated Safeguarding Lead

First Aid and Accidents

The First Aiders are:

Nicki Foster, Amar Panesar, Ruby Foster, Annette Jenkins and Adrian Pavia

First Aid Boxes can be found at:

Reception Office- Main first aid box and outings first aid bag Quiet/First Aid Room

The Accident Book can be found at:

Reception Office

The person responsible for RIDDOR notifications are:

Business Manager

Fire

Escape routes and exits are checked by:

All Staff

Alarms are tested weekly by:

Principal

Fire drills are organised termly by:

Business Manager

Off-Site Visits

The person responsible for co-ordinating off-site visits is:

Visit Organiser

Work Experience

The person(s) responsible for co-ordinating pupils on Work Experience is:

Class teacher in conjunction with Business Manager

ARRANGEMENTS

Accident, Incident and Ill-Health Recording, Reporting and Investigation

This policy sets out the procedures that are to be followed when any employee, pupil, visitor, volunteer, or contractor has an accident, near miss or dangerous occurrence on the school’s premises.

Employees who develop a work-related illness must also report via these procedures.

Definitions:

An accident is an unplanned event that causes injury to persons, damage to property or a combination of both.

A near miss is an unplanned event that does not cause injury or damage but could do so.

A work-related illness is illness that is contracted by an employee through the course of work as a result of activities carried out by the school.

The Accident Book

All accidents resulting in personal injury must be recorded on an Accident Report Form (in the Accident Book).

Completed Accident Report Forms will be stored to comply with the requirements of the Data Protection Act.

Completed Accident Report Forms will be reviewed regularly by the Principal and Business Manager to ascertain the nature of incidents that have occurred in the school. This review will be in addition to any investigation of the circumstances surrounding each incident.

All near misses must also be reported to Principal as soon as possible so that action can be taken to investigate the causes and to prevent recurrence.

Employees must ensure that they are aware of the location of the accident book.

Reporting Requirements

Certain accidents causing injury, both fatal and non-fatal, certain occupational diseases and certain dangerous occurrences are reportable to the Enforcing Authority under the Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 2013 (RIDDOR).

Specified injuries including the following reportable events must be reported by the quickest means practicable, usually the telephone:

Death

A specified injury to an employee as detailed in regulation 4

An injury to a non-employee where that person is taken directly to hospital for treatment as a result of their injury

Any dangerous occurrence

Any employee diagnosed by a qualified medical practitioner as suffering from a disease specified in the Regulations

Any employee diagnosed with a cancer caused by work-related exposure to a known carcinogen or mutagen.

Incapacitation for work of a person for more than 7 consecutive days as a result of an injury caused by an accident at work must be notified within 15 working days.

To calculate whether the absence classifies as ‘over 7-day’:

exclude the day of the incident if they went home or did not return to work on the day

include weekends, bank holidays and weekdays (whether the person would normally work on them or not).

Example: If a person has an accident on Friday and comes back to work the following Friday, then count Saturday, Sunday, Monday and Tuesday etc but this is still only 6 days; however, if their next day of work is the Monday it would count as 9 days and would be reportable.

Non-Consensual Violence

Major or over 7-day injuries to people at work arising from non-consensual violence are notifiable.

Reporting of accidents involving Pupils or visitors

If a pupil or visitor has an accident this must be reported if:

the person involved is killed or taken to hospital and:-

the accident arises out of or in connection with a work activity

Examples of ‘in connection with a work activity’ are:

work organisation – supervision of a field trip
plant or substances – lifts, machinery, experiments
condition of premises, or garden
sports activities as part of the curriculum where there is death or hospitalisation
playground accidents due the condition of the premises or inadequate supervision.

Contact details for the Health and Safety Executive are:

Tel: 0345 300 9923 (Monday to Friday 8:30am to 5:00pm)

Website: www.hse.gov.uk

The completed report form should be kept with other accident records and documents on the accident investigation.

Forms are kept to advise the insurers of a potential claim and to present to the Enforcing Authority in the event of an investigation.

Records are to be kept for 3 years from the date of the incident.

Investigation

All injury related accidents that are either notified to the Enforcing Authority or where a serious injury has occurred will be investigated:

to ensure that all necessary information in respect of the accident or incident is collated

to understand the sequence of events that led to the accident or incident

to identify the unsafe acts and conditions that contributed to the cause of the accident or incident

to identify the underlying causes that may have contributed to the accident or incident

to ensure that effective remedial actions are taken to prevent any recurrence

to enable a full and comprehensive report of the accident or incident to be prepared and circulated to all interested parties

to enable all statutory requirements to be adhered to.

The investigation will include obtaining signed witness statements, photographs and drawings as appropriate.

Asbestos

The school will protect employees, pupils and other persons potentially exposed to asbestos as far as is reasonably practicable. Everyone who needs to know about the presence of asbestos will be alerted. No one will be allowed to start any work that could disturb asbestos unless the correct procedures are to be employed.

This will be achieved by minimising exposure through the management of asbestos-containing materials in school premises by the following arrangements.

Assessment

The premises will be surveyed to determine whether asbestos-containing materials are present. It will be presumed that materials contain asbestos unless there is strong evidence to the contrary.

The amount and condition of the asbestos-containing material will be assessed, and measures will be identified to ensure that airborne asbestos fibres are not present or formed in the workplace.

A Written Plan

A written plan or register that sets out the location of any asbestos-containing material and how the risk from this material will be managed, will be prepared and steps will be taken to put the plan into action.

The plan or register will be made available, and the arrangements will be reviewed at regular intervals or when there has been a significant change to the organisation or personnel.

Access to Asbestos-containing Materials

Access to any asbestos-containing materials in the premises will be controlled to prevent inadvertent disturbance of the material and the release of asbestos fibres. Procedures will be put in place to ensure that anyone liable to disturb asbestos-containing materials is made aware of their location.

Monitoring and Maintenance

The condition of all asbestos-containing materials or materials suspected of containing asbestos will be inspected at agreed intervals to ascertain that there has been no damage or deterioration. Where damage or deterioration is found the asbestos-containing material will be reassessed and repaired or removed as appropriate.

Training and Information

Employees who may encounter asbestos containing materials (ACM’s) through the course of their work will receive adequate training and information such that they can recognise potential ACM’s and know what precautions to take.

Asbestos-related Emergencies

Procedures to deal with asbestos-related incidents will be put in place (including the provision of information and warning systems) unless there is only a slight risk to the health of employees, students, and others.

Arrangements for Controlling Work on Asbestos

Any work on, or removal of, asbestos-containing materials will be controlled to ensure that adequate precautions are taken to prevent the release of asbestos fibres.

Work with asbestos and asbestos-containing materials is to be carried out by a licensed contractor (licensed by the HSE) unless the work is exempted from the requirement for licensing.

Selection and Control of Contractors to Work on Asbestos-containing Materials

When contractors are engaged to work on school premises, adequate steps will be taken to ensure the contractors are competent and have sufficient skills and knowledge to do the job safely and without risks to health.

Only contractors licensed by the HSE will be used for the removal of asbestos-containing materials, unless the work involves the removal of materials in which:

asbestos fibres are firmly linked in a matrix
the exposure during the removal process is likely to be sporadic or of low intensity

Contractors hired to carry out building or allied trade work that will involve minor work with asbestos must comply with the Control of Asbestos Regulations 2012.

Procedures for Dealing with Health and Safety Issues

Where an employee raises a health and safety problem related to work with asbestos, the school will:

take all necessary steps to investigate the circumstances
take corrective measures where appropriate
advise the employee of actions taken.

Where a problem arises relating to the condition of, or during work on, asbestos-containing material, the employee must inform the Principal and in the case of an accident or emergency, respond quickly to ensure effective treatment.

Communication and Consultation

It is a legal requirement for the school to establish arrangements to communicate and consult with staff on issues affecting their health and safety and to take account of their views.

To achieve this objective, we will:

establish effective lines of communication

involve and consult with staff through:

individual conversations
internal publications
colleague meetings

display the ‘Health and Safety Law – What You Need To Know’ poster

consult with staff when changes to processes, equipment, work methods etc. are to be introduced that may affect their health and safety.

Contractors

When working on school premises it is considered that contractors are joint occupiers for that period and therefore, we have both joint liabilities in “common areas”. To meet our legal obligations with regard to contractors we will ensure that prior to engaging any contractor they are competent and that any works are carried out safely.

The following factors will be considered as part of our procedures for vetting contractors:

sight of the contractor’s own safety policy, risk assessments, method statements, permits to work, etc as applicable

clarification of the responsibility for provision of first aid and fire extinguishing equipment, where applicable

details of articles and hazardous substances intended to be brought to site, including any arrangements for safe transportation, handling, use, storage, and disposal

details of plant and equipment to be brought onto site, including arrangements for storage, use, maintenance, and inspection

clarification for supervision and regular communication during work including arrangements for reporting problems or stopping work in cases where there is a serious risk of personal injury

confirmation that all workers are suitably qualified and competent for the work (including a requirement for sight of evidence where relevant)

evidence showing that appropriate Employers and Public Liability Insurance is in place

Clearly, it will not be necessary to go to such elaborate lengths if the contract is very short and will not create hazards of any significance. The complexity of the arrangements will be directly proportional to the risks and consequences of failure.

Similarly, we have a parallel duty to the contractor and must ensure that the contractor is not put at risk by our own activities for the duration of the contract.

We will stop contractors working immediately if their work appears unsafe. Staff should report any concerns to the Principal immediately.

Construction work and the Construction (Design and Management) Regulations 2015

Where any construction work is carried out, to fulfil our legal duties as a “client” under the Construction (Design and Management) Regulations 2015 we will:

make suitable arrangements for the management of the project and review those arrangements throughout the project to ensure that they are still relevant

ensure that all duty holders that we appoint have the necessary skills, knowledge, and experience to carry out their roles safely

notify the HSE in writing for projects that require it

ensure that adequate welfare facilities are provided for the contractors

ensure that no construction commences until an adequate health and safety plan and construction phase plan covering the work has been prepared

ensure that any health and safety file passed to us is kept securely and readily available for inspection by anyone who requires it to fulfil their legal duties

cooperate fully with all other duty holders and provide all relevant information and instruction promptly and clearly.

Disabled Persons including Pupils with Additional Needs and Disabilities

The school will give full and proper consideration to the needs of disabled employees, pupils, and visitors.

To achieve this, the school will:

treat all disabled employees, pupils, volunteers and visitors with respect and dignity, both in the provision of a safe working environment and in equal access to the schools’ facilities

ensure that risk assessments are undertaken of the needs of the disabled person and carry out reasonable adjustments to the premises and/or employment arrangements
encourage employees with special needs to suggest any premises or task improvements to their line managers

discipline any employees found treating their disabled colleagues with less than the expected standards of respect and dignity

in an emergency evacuation, ensure suitable plans are in place which will assist disabled people to leave the premises swiftly.

Risk assessment of pupils with Additional Needs or Disabilities will consider:

manual handling of pupils with physical disabilities

pupils unable to recognise everyday hazards, communicate distress, or move around independently

using mechanical aids and equipment

administering medical treatment and minimising the risk of infection

management of difficult behaviour and the use of restraint

lone working where an employee works on a one-to-one basis with a pupil with additional needs or disabilities

When to assess

So far as is reasonably practicable risk assessments of the pupils with special education needs will be made:

before pupils are on roll at the school – this is a planning ahead exercise

when planning educational activities both on and off site

when planning and purchasing new facilities and when work practices are to be introduced or changed

when deciding on a placement

when an existing pupil develops a health need, e.g., after an operation, or where a significant change in their existing needs occurs

when a pupil is to undertake work experience

Display Screen Equipment

All reasonable steps will be taken by the school to secure the health and safety of employees and pupils who work with display screen equipment.

To achieve this objective the school will:

identify those employees who are ‘users’ as defined by the regulations, see below

implement necessary measures to remedy any risks found as a result of the assessment

provide adequate information and training to persons working with display screen equipment

endeavour to incorporate changes of task within the working day, to prevent intensive periods of on-screen activity

review software to ensure that it is suitable for the task and is not unnecessarily complicated

arrange for the provision of free eye tests when requested, at regular intervals thereafter and where a visual problem is identified

arrange for the supply, at subsidised cost, any corrective appliances (glasses or contact lenses) where these are specifically for working with display screen equipment

advise existing employees, and all persons applying for work with display screen equipment, of the risks to health and how these are to be avoided

investigate any discomfort or ill-health believed to be associated with the use of display screen equipment and take appropriate remedial action

make special arrangements for individuals with health conditions that could be adversely affected by working with display screen equipment.

‘Users’

This policy is aimed at those who regularly use DSE:

for continuous periods of more than one hour and
for more than 2½ hours per day.

Typically, this will therefore apply to administrative functions, the teaching of computer skills and other prolonged users.

Others who operate DSE, including pupils, should have a workstation which meets the standards set down in the regulations but are not entitled to financial contributions.

Employees must:

comply with the instructions and training given regarding safe workstation set-up and use, including the need for regular changes of activity or breaks and the use of the equipment provided

inform their manager of any disability or health condition which may affect their ability to work using display screen equipment or be affected by working with DSE (this information will be treated confidentially)

report to their manager any discomfort or health concern believed to be associated with the use of DSE (this information will be treated confidentially).

Eye tests

Under the DSE regulations staff identified as DSE users are entitled to an eyesight test, every 2 years by a qualified optician (and corrective glasses if required specifically by the Optician for DSE use).

Summary of Key Actions

The key actions necessary to control the health and safety risks arising from the use of Display Screen Equipment (DSE) are to:

identify all individuals who are classified as DSE ‘Users’

ensure risk assessments of DSE workstations been carried out using the Display Screen Equipment Workstation Assessment Form

supply users with information and/or training on the safe use of Display Screen Equipment

advise staff about setting up laptops on a suitable surface and the risks of working for prolonged periods

ensure remedial actions identified by DSE risk assessments been carried out

review risk assessments annually or sooner if significant changes have occurred.

Drugs and Alcohol

Alcohol

Staff must not drink alcohol on school premises without express permission from the Principal.

Any member of staff who is found consuming alcohol on school premises without permission or is found to be intoxicated at work will normally face disciplinary action on the ground of gross misconduct under the school’s disciplinary procedure.

Drugs and medication

The possession, use or distribution of drugs for non-medical purposes on school premises is strictly forbidden and a gross misconduct offence.

If you are prescribed drugs by your doctor which may affect your ability to perform your work, you should discuss this with the Principal.

If the school suspects there has been a breach of this policy or your work performance or conduct has been impaired through substance abuse, the school reserves the right to require you to undergo a medical examination to determine the cause of the problem.

Medical Examination

Existing and prospective members of staff may be asked to undergo a medical examination, which will seek to determine whether he/she has taken a controlled drug or has an alcohol abuse problem.

A refusal to give consent to such an examination or a refusal to undergo the screening will result in the immediate withdrawal of any offer made to prospective staff and will normally be treated as gross misconduct for current members of staff.

If, having undergone a medical examination, it is confirmed that you have been positively tested for a controlled drug, or you admit there is a problem, the school reserves the right to suspend you from your employment (with or without pay) to allow the school to decide whether to deal with the matter under the terms of the school’s disciplinary procedure and/or to require you to undergo treatment and rehabilitation.

Reasonable Grounds

The school reserves the right to search you or any of your property held on school premises at any time if there are reasonable grounds to believe that this policy is being or has been infringed or for any other reason. If you refuse to comply with these search procedures, your refusal will normally be treated as gross misconduct.

The school reserves the right to inform the police of any suspicions it may have with regard to the use of controlled drugs by its employees on school’s premises.

Educational Visits

The school policy is to ensure that the safety of pupils, employees and others is managed to minimise risk as far as practicable and in developing its procedures is guided by the guidance and procedures issued by the Department for Education and the Outdoor Education Advisers Panel’s Guidance for the Management of Outdoor Learning, Off-site visits and Learning Outside the Classroom.

To achieve its objective to ensure safety the school will ensure that:

all visits are approved by the Principal

a person is nominated to coordinate educational visits

group leaders are experienced to lead a visit

all visits are planned

risk assessments are completed, where appropriate

all employees are briefed prior to each visit

emergency arrangements are established for all visits

the ratio of adults to pupils is appropriate and proportionate to the needs of the visit

adequate insurance is in place

adequate child protection measures are in place

parents are notified of all visits and given the opportunity to withdraw their child from any school trip or activity

consent is obtained from parents for all visits

arrangements are made for pupils with medical or additional needs

adequate first aid is available

contingency plans are made

safety during visits is monitored and reviewed

visits incorporating an activity that will involve caving, climbing, trekking, skiing or water sports, the provider must hold a licence as required by the Adventure Activities Licensing Regulations 2004.

Staffing of Trips

Ratios:

It is important to have a high enough ratio of adult supervisors to pupils for any visit. The factors to take into consideration include:

sex, age, and ability of group

pupils with additional or medical needs

nature of activities

experience of adults in off-site supervision

duration and nature of journey

type of any accommodation

competence of staff, both general and on specific activities

requirements of the organisation/location to be visited

competence and behaviour of pupils

first aid cover.

Ratios of staff to pupils for low-risk activities are:

Years 7 + 1 Teacher for every 15 – 20 pupils for visits in the UK

1 Teacher to every 10 pupils for visits outside the UK or for more hazardous activities

Without special safeguards or control measures, these ratios will not be adequate to meet the needs of most residential or more complex visits. The ratios stated are the minimum acceptable.

Except in special circumstances and with the agreement of the Principal, there must always be a minimum of 2 staff members with any visit. For certain visits a higher ratio will be appropriate because the leader of the visits must ensure that there is always a safe level of supervision.

If an adult who is not a member of staff is accompanying the trip, then they must have an up to date and valid DBS check, authorised by the HR department.

No member of staff can be included in the staffing ratios if they are accompanied by their own child who is a minor (under 16).

Emergency Procedures

School staff should not hesitate to act in an emergency and to take lifesaving action in an extreme situation.

Emergency procedures are an essential part of planning a school visit. If an emergency happens the priorities are to:

assess the situation
safeguard the uninjured members of the group
attend to any casualty
inform the emergency services and everyone who needs to know of the incident.

Guidance on Emergency Procedures

A copy of the following guidelines must be taken by all trip leaders:

establish nature and extent of the emergency

make sure that all other members of the party are accounted for and safe

if there are injuries, establish their extent and arrange for first aid

establish names of the injured and call relevant emergency services

advise other party staff of the incident and that emergency procedures are in operation

ensure that an adult from the party accompanies casualties to hospital

ensure that the remainder of the party is adequately supervised throughout and arrange for their early return to school

arrange for one adult to remain at the incident site to liaise with emergency services until the incident is over and all children are accounted for

control access to telephones until contact is made with the Principal and until they have had time to contact those directly involved. Pass full details of the incident (name, nature, date and time of incident, location of incident, details of injuries, names, and telephone numbers of those involved, action taken so far)

telephone numbers for future communication (identify alternative telephone numbers in case telephone lines become jammed)

the school will arrange to contact the parents of those involved. In the event of serious incidents, the parents of all party members should be informed

all accident forms should be completed and insurers and the HSE should be contacted

inform parents of any delays that will be necessitated

the Party Leader should write down as soon as practicable all relevant details. A record should be made of any witnesses. Any associated equipment should be kept in its original condition.

Media:

In the event of an emergency:

a designated person should act as the point of contact with the media to whom all involved should direct questions

under no circumstances should the name of any casualty be divulged to the media

legal liability should not be discussed or admitted.

After the Trip

The trip leader must inform the Principal that the party has returned safely and ensure that all the pupils are safely collected from school by a responsible adult, such as a parent or guardian.

If any difficulties or incidents occur on a school trip, the Principal must be informed as soon as possible after the trip returns to school so that appropriate follow up action can be taken quickly.

Electricity

All reasonable steps will be taken to secure the health and safety of employees, pupils and others who use, operate, or maintain electrical equipment.

To ensure this objective the school will:

ensure electrical installations and equipment are installed in accordance with the Wiring Regulations (BS 7671) published by the Institution of Engineering and Technology (IET)

maintain the fixed wiring installation in a safe condition by carrying out routine safety tests

inspect and test portable and transportable equipment as often as required to ensure safety

inspect and test second-hand electrical equipment lent to, or borrowed by the school

promote and implement a safe system of work for maintenance, inspection, and testing

forbid live working unless necessary, in which case a permit to work system must be used

ensure employees and contractors who carry out electrical work are competent to do so

maintain detailed records.

Employees must:

visually check electrical equipment for damage before use

report any defects found to their line manager. However, if there is any doubt whether the equipment is safe then it should be labelled ‘out of use’ and withdrawn until it has been tested and declared fit for use by a qualified person

not use defective electrical equipment

not carry out any repair to any electrical item unless qualified to do so

switch off non-essential equipment from the mains when left unattended for long periods

not bring any electrical item onto school premises until it has been tested and a record of such a test has been included in the appropriate record

not leave electric cables in such a position that they will cause a tripping hazard or be subject to mechanical damage

never run extension leads under carpets or through doorways

not daisy-chain extension leads to make a longer one

not use adapter sockets – devices that plug into mains sockets to increase the number of outlets.

Summary of Key Actions

The key actions necessary to control the health and safety risks arising from electricity are as follows:

The main electrical installation should be tested every five years except for those parts of schools with:

licensed areas
lightning protection which should be tested annually

Retain copies of electrical test certificates

A record must be kept of all portable items of electrical equipment showing:

the detail of the item
the date of acquisition
details of any inspection, testing, or repair work

• arrange for the inspection and testing of portable electrical.

Fire

All reasonable steps will be taken to prevent a fire occurring. In the event of fire, the safety of life will override all other considerations, such as saving property and extinguishing the fire.

To prevent fire and to minimise the likelihood of injury in the event of a fire the school will:

assess the risk from fire at our premises and implement appropriate control measures

ensure good housekeeping standards are maintained to minimise the risk of fire

provide and maintain safe means of escape from the premises

develop a fire evacuation procedure for all buildings

provide and maintain appropriate fire-fighting equipment

regularly stage fire evacuation drills, inspect the means of escape, and rest and inspect fire-fighting equipment, emergency lighting and any fire warning systems

provide adequate fire safety training to employees, plus specialist training to those with special responsibilities

make arrangements for the safe evacuation of deaf or otherwise disabled persons

make arrangements for ensuring all pupils and visitors are made aware of the fire evacuation procedures

display fire action notices

keep fire safety records.

The school does not require persons to attempt to extinguish a fire but extinguishing action may be taken if it is safe to do so.

Immediate evacuation of the building must take place as soon as the evacuate signal is given. All occupants, on evacuation, should report to the pre-determined assembly points.

Re-entry of the building is strictly prohibited until the fire brigade officer, or a senior person present declares it is safe to do so.

Employees are encouraged to report any concerns regarding fire procedures so the school can investigate and take remedial action if necessary.

Summary of Key Actions

The key actions required to ensure fire safety is effectively managed are:

complete and review annually a fire risk assessment
arrange for fire safety checks to be completed and recorded for the following:

fire evacuations (drills)
fire alarm tests
fire escape route checks
extinguisher checks
post fire evacuation notices

develop personal evacuation plans (PEEP) for anyone requiring one

provide fire safety training

service the fire alarm

FIRE MAINTENANCE TEST PROCEDURES

FIRE DRILLS
TERMLY Fire Evacuations must be carried out at least once in each term.	Ensure all occupants are to a place of safety in a reasonable time (5 minutes)	Record details of drill, evacuation time and any problems.
	FIRE ALARM SYSTEM
DAILY	Check the fire alarm system for normal working condition	Report any faults and actions
WEEKLY	Fire alarm audibility test. Check alarm is audible in all areas (test to be carried out during full occupation)	Record details of test. Repair/replace where necessary
ANNUALLY	For systems without battery back-up an annual battery check by a competent service engineer is requires. This check may also include 50% of the automatic smoke/heat detectors, sounders and manually operated devices.	Site to keep maintenance records
ANNUALLY For 230-volt systems without battery back up	An annual test and examination of the alarm system by a competent service engineer is required. Test and examination of alarm system by competent service engineer including all automatic/heat detectors, sounders and manually operated devices.	Site to keep maintenance records

MEANS OF ESCAPE
DAILY	Check for any obstructions on escape routes (internally and externally) Doors: check self-closing devices, and that push bars/other emergency fastening devices are operational	Site to record details and actions only if there is a fault
WEEKLY	Check all internal doors for ease of opening, that they are a good fit, closing fully, fire door seals and self-closures working correctly, correctly signed etc.	Site to record details and actions only if there is a fault
MONTHLY	Check all electronic release mechanisms (if applicable) on escape doors work correctly (i.e., fail safe in the open position on activation of alarm/loss of power)	Site to record details and actions only if there is a fault
	FIRE FIGHTING EQUIPMENT
WEEKLY	Check all extinguishers, fire blankets, etc., are available for use undamaged and unobstructed. Extinguishers properly affixed to wall brackets or on plinths. Check for any evidence of tampering.	Site to record details and actions only if there is a fault
ANNUALLY	Full check and test of extinguishers, fire blankets etc., by competent service engineer.	Site to record details and actions only if there is a fault

FIXED SYSTEMS (Where applicable) e.g. Sprinkler Systems
Frequency specified by installer	Programme of inspections and checks dependant on type of system and to be specified by installer. E.g., weekly checks on water and air pressure gauge readings, water levels in storage tanks. Weekly test on automatic pump etc., where applicable	Site to record details and actions only if there is a fault
ANNUALY (or to insurance/installers guidelines)	Formal inspection and testing of fore sprinkler system	Maintenance records to be kept on site
	EMERGENCY LIGHTING (Where applicable)
DAILY	Check indicator lights functioning (report faults to contractor) Operate and replace batteries in torches if necessary	Site to record details and actions only if there is a fault
MONTHLY	In house operational test for a short period (a maximum of one quarter of the rated duration.)	Maintenance records to be kept on site
ANNUALLY	Emergency lighting full duration discharge test by competent person.	Maintenance records to be kept on site

Fire Safety Training in the School

The school will provide adequate fire safety training for all staff. The type of training should be based on the particular features of the school and should:

take account of the findings of the fire risk assessment
explain the emergency procedure
take account of the work activity and explain the duties and responsibilities of staff
take place during normal working hours and be repeated periodically where appropriate
be easily understandable
be tested by fire drills.

Pupils will also be involved in some aspects of fire safety training, particularly with respect to fire drills, etc.

Fire training should include the following:

what to do on discovering a fire

how to raise the alarm and what happens then

what to do upon hearing the fire alarm

the procedures for alerting pupils, members of the public and visitors including, where appropriate, directing them to exits

the arrangements for calling the fire and rescue service

the evacuation procedures for everyone in your premises (including young children or mobility impaired persons) to reach an assembly point at a place of total safety

the location and, when appropriate, the use of firefighting equipment

the location of escape routes, especially those not in regular use

how to open all emergency exit doors

the importance of keeping fire doors closed to prevent the spread of fire, heat, and smoke

where appropriate, how to stop machines and processes and isolate power supplies in the event of a fire

the safe use of and risks from storing or working with highly flammable and explosive substances

the importance of general fire safety, which includes good housekeeping; and

All staff identified in the emergency plan that have a supervisory role if there is a fire, should be given details of the fire risk assessment and receive additional training, where appropriate.

In addition to the guidance above as a minimum all staff should receive training about:

the importance of fire doors and other basic fire-prevention measures

where relevant, the appropriate use of firefighting equipment

the importance of reporting to the assembly area

exit routes and the operation of exit devices, including physically walking these routes

assisting disabled persons where necessary.

Training is necessary:

when staff start employment or are transferred into the premises

where working practices and processes or people’s responsibilities change

to take account of any changed risks to the safety of staff, pupils or other relevant persons to ensure that staff know what they have to do to safeguard themselves and others on the premises; and where staff are expected to assist disabled persons.

Training should be repeated as often as necessary and should take place during working hours.

Enforcing authorities will want to examine records as evidence that adequate training has been given.

Training of Pupils

It is good practice to provide pupils and pupils with some form of fire safety training so that they are aware of the actions to be taken in the event of a fire. This should include instruction on the:

details of the evacuation plan

importance of fire doors and other basic fire-prevention measures

importance of reporting to the assembly area

exit routes and the operation of exit devices

First Aid

The school is committed to providing sufficient provision for first aid to deal with injuries that arise at work or as a consequence of school activities.

To achieve this objective the school will:

appoint and train a suitable number of first aid personnel
display first aid notices with details of first aid provision
provide and maintain suitable and sufficient first aid facilities including first aid boxes
provide any additional first aid training that may be required to deal with specific first aid hazards.

First Aiders

A First Aider is a person who has a valid certificate in either first aid at work or emergency paediatric first aid training.

First Aiders training will be refreshed every three years by undertaking the Emergency Paediatric First Aid (This may be taken up to 3 months before / 28 days after the expiry date on the certificate).

First aid personnel will be provided with refresher training at regular intervals to keep their skills up to date.

The number of first aiders required will be determined by completing a risk assessment. The HSE provide some general guidance on the number of first aiders required and expected provision is illustrated below:

CATEGORY OF RISK	NUMBERS EMPLOYED AT LOCATION	SUGGESTED NUMBER OF FIRST AID PERSONNEL
Lower Hazard (most schools fall into this category)	<25	At least one Appointed Person – It is recommended that they receive Emergency First Aid at Work Training (EFAW)
	25 – 50	At least one First Aider trained EFAW
	>50	At least one First Aider trained in First Aid at work (FAW) for every 100 employed (or part thereof)
Higher Hazard	<5	At least one Appointed Person – It is recommended that they receive Emergency First Aid at Work Training (EFAW)
	5-50	At least one First Aider trained EFAW or FAW
	>50	At least one First Aider trained in First Aid at work (FAW) for every 100 employed (or part thereof)

The number of first aid personnel will be determined by individual circumstances, the level of risk and in line with government guidance.

Additional First Aid Provision

In addition to the above in higher risk areas at least one person will be trained to a minimum level of emergency first aid.

Adequate first aid provision will include cover for break times.

First aid provision will be always available whilst people are present on school premises. The assessment of need will be reviewed at least annually.

First Aid Boxes

First aid kits, clearly marked, will be available in readily accessible locations and be made known to all staff and pupils.

Additional first aid boxes will be provided for offsite visits.

First aid boxes will contain a sufficient quantity of suitable first aid materials and nothing else.

First aid does not include the administration of medicines and thus first aid boxes should NOT contain drugs of any kind including aspirin, paracetamol, antiseptic creams etc.

First aid boxes should be located near to hand washing facilities as far as possible.

All first aid boxes will be checked regularly and maintained by the Business Manager. Items should not be used after expiry date shown on packaging. Extra stock will be kept in the school.

Suitable protective clothing and equipment such as disposable gloves (e.g. vinyl or powder free, low protein latex CE marked) and aprons will be provided.

Small quantities of contaminated waste (soiled or used first aid dressings) can be safely disposed of via the usual refuse collection arrangements. Waste should be double bagged in plastic and sealed by knotting.

First Aid Information

Notices are posted in conspicuous positions within a school, giving the location of first aid equipment.

New and temporary employees are to be told of the location of first-aid equipment and first aid personnel, and facilities on the first day they join the school as part of the induction training.

First Aid Records

The school ensures that the following records are available:

certification of training for all first aiders and refresher periods
any specialised instruction received by first aiders or staff (e.g., Epi-pens)
first aid cases treated (see accident / incident reporting).

Please see First Aid Policy for further information on First Aid.

Gas Installations and Appliances

The school will ensure that all work carried out on gas fittings and appliances are in accordance with the requirements of the regulations and the Safety in the Installation and Use of Gas Systems and Appliances Manual.

Maintenance of Gas Equipment

Gas boilers, heaters, ovens, and other gas fired equipment will be serviced at regular intervals, usually annually, and in accordance with the manufacturer’s recommendations.

All work on gas appliances to be carried out by a Gas Safe Registered engineer.

Records of all servicing, maintenance, and repairs to be kept.

Summary of Key Actions

The key actions necessary to ensure the safety of gas fired appliances are:

identify all gas fired appliances and create a maintenance schedule for each
arrange for servicing in line with the schedule and keep records
highlight all gas shut-off points.

Gas Emergencies

In the event of a suspected gas leak:

Call 24-hour gas emergency service on 0800 111 999

Evacuate the buildings and move the pupils and majority of the staff to a distance of at least 250 metres away. Nominate some staff to stay at a safe distance to prevent access to the site and await the emergency National Grid Engineer

If it is safe to do so:
Put out naked flames
Open doors and windows
Turn off the gas supply.

DO NOT TURN ELECTRICAL SWITCHES ON OR OFF

If the general public in the neighbourhood are at risk, contact the police on 999.

No person shall interfere with any gas appliance or gas fitting or pipe work unless qualified and competent to do so.

Hazardous Substances (COSHH)

All reasonable steps will be taken to ensure all exposure of employees and pupils to substances hazardous to health is prevented or at least controlled to within statutory limits.

The school will implement the following:

an inventory of all substances hazardous to health kept or present on site will be maintained and copies of relevant hazard data sheets retained

competent persons will be appointed to carry out risk assessments of the exposure to substances hazardous to health and advise on their control

all operations which involve, or may involve, exposure to substances hazardous to health will be assessed and appropriate control measures will be taken if elimination or substitution of the substance is not possible

engineering controls will be properly maintained by planned preventive maintenance and annual performance monitoring to ensure continued effectiveness

systems of work will be reviewed at suitable intervals and revised if necessary

all members of staff and others who may work in the affected areas will be informed of the purpose and safe operation of all engineering controls

personal protective equipment (PPE) will only be used as a last resort or as a back-up measure during testing or modification of other controls

the type and use of PPE will be carefully assessed and maintained according to manufacturers’ instructions

assessments will be reviewed periodically or if changes to the operation or any hazardous substances used

qualified professionals, where necessary, will carry out health surveillance

employee health records of all exposures to substances hazardous to health will be kept for a minimum of 40 years

all staff and (where necessary) pupils will be provided with understandable information and appropriate training on the nature of the hazardous substances they work with. Staff will be informed about any monitoring and health surveillance results

All changes to control measures and changes of PPE will be properly assessed and no new substances will be introduced into the school without prior assessment.

Substances Hazardous to Health

Substances hazardous to health as defined by the COSHH regulations are:

substances classified as toxic, corrosive, a health hazard, a serious health hazard, flammable, oxidising, explosive, harmful to the environment or gases under pressure. These can be identified by their warning label and carry the pictograms detailed below

What is COSHH? Hazardous Substance Control Explained

Biological agents directly connected with work including micro-organisms

Dust of any kind when present as a substantial concentration in the air

Substances which have a Workplace Exposure Limit (WEL) assigned to them by the Health and Safety Commission document EH40

Any other substance not specified above which may create a comparable hazard to a person’s health

Principles of Control

Exposure to substances hazardous to health should either be prevented altogether, substituted with a less harmful substance, or (where it is not reasonably practicable) adequately controlled.

In all cases personal protective equipment (PPE) should only be used where it is not reasonably practicable to adequately control exposure by other means.

For example, fume cupboards in science labs and local exhaust ventilation systems on woodworking machinery should always take precedence over masks.

If a substance is hazardous by inhalation, it is likely to have been assigned a “workplace exposure limit” (WEL). This should be used to assess the level of control.

Where PPE is identified as necessary for use by staff and pupils it should be ensured it is suitable for the purpose.

Employees have a duty to make full and proper use of all control measures identified as required in the risk assessment and must wear appropriate PPE (lab coat, eye protection, gloves etc.) where this is identified as required. Adequate information and training must be provided on its use and maintenance.

Maintenance, Examination and Testing

Where controls such as fume cupboards, dust extraction for woodworking equipment etc are provided it is necessary to ensure that they are properly maintained. This will require visual and operational checks pre use in addition to a thorough examination and tests of engineering controls.

In the case of local exhaust ventilation, tests for fume cupboards, woodworking extraction etc. should be carried out at least every fourteen months. A record of the results of all examinations must be kept for at least 5 years.

All PPE must be kept clean, in good repair and stored correctly to prevent contamination.

Health Surveillance

Health surveillance is typically only required in certain circumstances and is dependent on individual circumstances. Where there is a reasonable likelihood that an identifiable disease or adverse health effect associated with exposure will occur and the risk assessment shows that health surveillance is appropriate for the protection of employees these should be carried out.

Monitoring and health surveillance records relating to named individuals must be kept for 40 years.

Information, Instruction and Training

Information, instruction, and training must be given to employees and pupils who may be exposed, about the risks to health and precautions.

Infection Control

School staff and pupils are from time to time at risk of infection or of spreading infection.

The school aims to minimise the risk of the spread of infection and will:

provide employees with information on potential infections and symptoms measures to assist with early identification and prompt implementation of control measures

inform and take advice from the local Consultant in Local Disease Control (CCDC) and the Environmental Health Department of the Local Authority if an increase in illness is noted in school, or if they have any concerns about infectious disease issues

maintain up-to-date emergency contact numbers for all pupils, not only so that parents can be contacted if children are ill and need to be taken home, but also to assist in the investigation of any outbreaks

maintain high standards of hygiene throughout the school including the promotion of good hand washing

provide warm water, liquid soap and disposable towels in all toilets and first aid room

undertake risk assessments to include the infection control risk and identify control measures associated with farm or other similar visits

ensure spillages of bodily fluids (blood, urine, vomit and faeces) are dealt with immediately and that adequate facilities are provided to provide protection to people involved

organise for the safe cleaning of equipment and where appropriate disinfection and thorough, cleaning of the premises

arrange for safe disposal of any infected materials.

Further Information

The Health Protection Agency (HPA) provides details on recommended exclusion periods for the more common communicable diseases in Guidance on Infection Control in Schools.

Factsheets on infectious diseases are available from the Health Protection Agency http://www.hpa.org.uk/Publications/InfectiousDiseases/Factsheets/.

Staff Illness and Reporting Staff should notify their manager if they develop any of the following infectious diseases or symptoms:

skin infections or exposed areas of infestation
severe respiratory infection (e.g., pneumonia, TB)
severe diarrhoea
jaundice
hepatitis
Chicken Pox, Measles, Mumps, Rubella
norovirus
gastroenteritis
HIV
Weil’s Disease.

Individual suitable controls will need to be applied dependant on the circumstances of each case. In some instances, employees may need to be referred to their GP for advice.

Staff should report diseases including Leptospirosis, Hepatitis, TB, and Tetanus which have been contracted through work as these are reportable under RIDDOR (Reporting of Injuries, Diseases and Dangerous Occurrences Regulations).

Confidentiality

Confidentiality will always be maintained in relation to an employee who is known to have any infectious disease.

No health information will be disclosed without the written consent of the employee concerned and any breach of such confidentiality, either inside or outside the school, will be regarded as a disciplinary offence and may result in disciplinary action.

Legionnaires Disease

All reasonable steps will be taken to identify potential legionellosis hazards and to prevent or minimise the risk of exposure.

The school will:

carry out a Legionellosis Risk Assessment
keep records for a minimum of 5 years.

Day to day responsibility for monitoring and ensuring that the systems are being correctly operated lies with the Principal.

At risk systems include the hot and cold water storage and distribution system.

To achieve control of legionella bacteria the school will implement the following:

Avoidance of Conditions Favouring Growth of Organisms

As far as practicable, water systems will be operated at temperatures that do not favour the growth of legionella. The recommended temperature for hot water is 60°C and either above 50°C or below 20°C for distribution, as care must be taken to protect people from exposure to very hot water.

The use of materials that may provide nutrients for microbial growth will be avoided.

Corrosion, scale deposition and build-up of bio films and sediments will be controlled, and tanks will be lidded.

Carrying out yearly testing of the water; water samples will be sent to Smart Water Testing who will do this and report back with a certificate and findings.

Emergency procedures

Emergency procedures will be established for the discovery of Legionella bacteria. If during routine sampling/inspection of hot and cold water systems Legionella bacteria is discovered in any systems likely to provide a medium for the spread of infection (e.g. water aerosol spraying equipment) these will be shut down and the situation reported immediately to the Principal.

Lone Working

This Policy on lone working relates to any individual who spends some or all their working hours working alone without direct supervision and who does not have someone close at hand to assist them in the case of an incident.

Lone working increases the health and safety risks to individuals because they may not be able to summon assistance in the event of an incident and any delay may in receiving attention may increase the consequences of any injury.

People falling into this category may include:

anyone working outside normal hours on their own
cleaners who normally work outside school hours
employees who open or close the building on their own.

It is acceptable for people to work alone so long as the school has completed a risk assessment and any measures deemed necessary have been put into place.

Some activities should not be carried out by people working alone and the school should identify those that are relevant to them, typically this may include:

working at height on ladders or tower scaffolds
use of high-risk chemicals
use of high-risk machinery
electrical work
entry to areas of restricted or limited access or exit.

Key Actions

Identify all workers who work alone
Identify all locations where lone working is carried out
Complete a risk assessment for all lone working
Control measures to be identified, prioritised, and implemented
Higher risk activities/area identified, and formal decisions made on authorisation of lone working
Formal systems/procedures developed for particular activities/areas as required.

Requirements of lone workers

It is important that lone workers are considered for any known medical conditions which may make them unsuitable for working alone. Consideration should be given to routine work and foreseeable emergencies which may impose additional or specific risks.

Lone workers must be suitably experienced, have suitable instructions and if necessary, training on the risks they are exposed to and the precautions to be used.

The school shall ensure adequate supervision is provided. The adequacy of the supervision will depend on the level of the risk, types, and duration of exposure. Adequacy of supervision may involve some of the following:

periodic checks on lone workers i.e., visual

periodic contact with lone worker i.e., telephone

general or specific alarms for emergencies

Rules for Lone Workers

Anyone working alone must have access to a telephone and ensure that a relative or colleague is aware

The Principal must be informed of anyone intending to work late and a satisfactory arrangement made for locking up the building

When the Principal is not present all lone workers, for reasons of security, health and safety, should lock themselves in the building

Staff must not place themselves in danger by challenging intruders or vandals but should call the police for assistance

Staff working alone have a responsibility for making themselves familiar with and following the school safety procedures and location of safety equipment

If staff rely on mobile phones, they must ensure that their network has good reception within school. Although phones can give extra reassurance, they do not provide complete protection and staff should still be always alert for their own personal safety

Opening/Closing the School

When the last person has left the building and notified the Principal (or other named person), they should then secure the building. This includes the closing of all fire doors and leaving on any emergency and exterior lights.

When the Principal (or other named person) arrives in the morning they must make a quick examination of the exterior of the building to make sure that there are no signs of a break-in or of anyone having been in the building. If in any doubt they should contact the Police and should never enter the building if they are unsure of its’ safety.

Manual Handling

Manual handling means: the transporting or supporting of a load by hand or by bodily force including lifting, putting down, carrying, pushing, or pulling.

A load can include a person or animal as well as inanimate objects but not an implement, tool or equipment while in use for its intended person.

Typical manual handling tasks in school are:

moving furniture
carrying piles of books or stationery
putting out equipment
maintenance activities
receiving and putting away deliveries.

To prevent injuries and long-term ill-health from manual handling the school will ensure that activities which involve manual handling are eliminated, so far as is reasonably practicable. Where it is not practical the school will carry out an assessment to determine what control measures are required to reduce the risk to an acceptable level.

To implement this policy the school will ensure that:

there is no lifting wherever possible and in relation to the handling of pupils with special needs, this policy is intended to promote a safer handling approach, which means no manual lifting of the whole or a substantial part of a person’s body weight

manual handling assessments are carried out of activities that:

a) pose a foreseeable risk of injury

b) cannot be avoided

c) cannot be mechanised and consider the risks to pupils and employees.

adequate information and training are provided to persons carrying out manual handling activities including details of the approximate weights of loads to be handled and objects with an uneven weight distribution, where appropriate

any injuries or incidents relating to manual handling are investigated, with remedial action taken

employees are properly supervised

where relevant and possible, employees undertaking manual handling activities are suitably screened for reasons of health and safety, before doing the work

special arrangements are made for individuals with health conditions which could be adversely affected by manual handling operations

Reducing the risk of injury

In considering the most appropriate controls, an ergonomic approach to designing the manual handling operation will optimise the health, safety and productivity associated with the task.

Techniques of risk reduction may include:

redesigning the task
reducing risk factors arising from the load
improvements in the work environment
employee selection.

No employee will be required to lift any item that they do not feel confident of doing without risking personal injury.

Moving and Handling People

There are occasions when a pupil with medical needs requires assistance in moving. While the basics outlined above still apply, there are other considerations. When a move is essential and the person requires help, then their co-operation should be sought where possible. The move should be explained to them so that they can actively participate in it.

The risk assessment should consider both routine manual handling and emergency situations when manual-handling procedures may have to be adapted (e.g., evacuation in the event of a fire). The risk assessment will help inform the procedures for that pupil’s needs. Procedures should be developed with the pupil or their representatives. An individual’s needs might vary day-to-day and even during the course of a day.

School should endeavour to ensure employees adopt the same handling techniques when assisting pupils with moving and handling to ensure a consistent and safe approach. This will help to keep the pupil calm and reduce the risk of struggling, sudden movement, or violence.

Key Actions

staff to identify and list tasks with a potential to cause injury
complete a manual handling risk assessment for each task
bring the assessment to the attention of relevant staff and pupils, where applicable
provide manual handling information and where required training for staff and pupils
supervise tasks to ensure safe lifting and handling
review assessments at least annually

Needlestick or Sharps Injuries

A needlestick or sharps injury is when the skin is punctured or scratched by a needle or sharp device that may be contaminated. Needles will most commonly be found in adrenaline auto-injectors (known as Epipens) or other medication prescribed to pupils or staff in an auto-injector. Needles, sharps and other waste or drug paraphernalia may also be illicitly brought on site by pupils or be dumped on site by members of the public in an attempt to covertly dispose of it. As such, the school will take all reasonable steps to protect staff and pupils from the risks of needles, sharps, and similar waste.

The direct handling of needles should be avoided if they are found on site. If this is not possible pick up the needle by the thick end wearing gloves. The needle should then be placed in an appropriate container for disposal. A used Epipen or other auto-injector for medication should be treated in the same way even if it incorporates a mechanism for automatically re-sheathing the needle after use.

If a member of staff or pupil suffers an injury from a needlestick or sharp which may be contaminated, they must:

encourage the wound to gently bleed, ideally holding it under running water

wash the wound using running water and plenty of soap

don’t scrub the wound whilst you are washing it

don’t suck the wound

dry the wound and cover it with a waterproof plaster or dressing

seek medical assistance as advised by the Principal

ensure that the injury is recorded in the Accident Book

New and Expectant Mothers

The school recognises that the general precautions taken to protect the health and safety of the workforce as a whole may not in all cases protect new and expectant mothers and there may be occasions when, due to their circumstances, different and/or additional measures will be necessary.

To implement effective measures for new and expectant mothers the school will ensure that:

employees are instructed at induction to inform their manager of their situation at the earliest possible opportunity and that the highest level of confidentiality is maintained at all times

risk assessments are carried out for all work activities undertaken by new and expectant mothers and associated records and documentation maintained

new and expectant mothers are not allowed to work with chemicals of a mutagenic/teratogenic classification

necessary control measures identified by the risk assessment are implemented, followed, monitored, reviewed and, if necessary, revised

new and expectant mothers are informed of any risks to them and/or their child and the controls measures taken to protect them

any adverse incidents are immediately reported and investigated

provision is made to support new and expectant mothers who need to take time off work for associated medical reasons

Personal Protective Equipment

The school provides personal protective equipment (PPE) when the risk presented by a work activity cannot be eliminated or adequately controlled by other means. When it is provided, it is because health and safety hazards have been identified that require the use of PPE and it is therefore necessary to use it to reduce risks to a minimum.

To effectively implement its arrangements for the use of PPE the school will:

ensure that PPE requirements are identified when carrying out risk assessments

use the most effective means of controlling risks without the need for PPE whenever possible and only provide PPE where it is necessary

ensure that PPE is sourced appropriately and bears the “CE” certification mark

ensure PPE is available to all staff who need to use it

inform staff of the risks their work involves and why PPE is required

instruct staff in the safe use and maintenance of PPE

make arrangements for replacing worn or defective PPE

Staff provided with PPE for their own personal use at work will be required to sign to confirm

Risk Assessment

Risk assessment is a systematic examination of what within our school can cause harm to people and it helps us determine whether we are doing enough, or further actions are required to reduce the likelihood of injury or ill health.

Our policy is to complete a risk assessment of all our known and reasonably foreseeable health and safety hazards covering all our premises, people, equipment, and activities in order to control risks and to plan and prioritise the implementation of the identified control measures.

We will ensure that:

assessments are carried out and records are kept

control measures introduced as a result of assessments are implemented and followed

employees are informed of the relevant results and provided with necessary training where applicable

any injuries or incidents lead to a review of relevant assessments

assessments are regularly monitored and reviewed

We may be controlling risks in various ways, determining the effectiveness of those controls is part of our risk assessment process.

It is the responsibility of the Principal to ensure risk assessments are conducted, although in practice the actual assessment process will be delegated to school staff.

Generic/Model risk assessments are acceptable so long as the assessor:

satisfy themselves that the ‘model’ risk assessment is appropriate to their work; and

adapt the model to their own actual work situations.

Safeguarding

(This should be read in conjunction with the Child Protection and Safeguarding Policy)

All education professionals, including teaching and support staff, have a statutory duty of care to all pupils. This duty extends to promoting the welfare of pupils who require additional support but are not suffering harm or at immediate risk of harm.

The school will promote awareness and best practice to deal with situations of suspected abuse or neglect and situations in which staff are best placed to observe such signs. The school has appointed a Designated Safeguarding Lead (DSL), who is responsible for providing support to staff members in their safeguarding duties and for liaising closely with the relevant social services such as children’s social care.

School Responsibilities

The school will:

contribute to inter-agency working for safeguarding and child protection in line with statutory requirements
implement a suitable safe recruitment process
implement and enforce a child protection policy and a staff behaviour policy or code of conduct
provide appropriate training to all staff members
provide the Designated Safeguarding Lead with appropriate authority, time, funding, resources, training, and support to allow them to effectively carry out their duties
provide a safe environment in which children can learn

Staff Responsibilities

The school requires all staff to:

act in line with the school Child Protection and Safeguarding Policy
assist in providing a safe environment in which children can learn
always act in the best interests of the child

Recruitment

The law places requirements on all employers to ensure that all staff engaged to work with children are suitable to do so. We will take all reasonable steps in the employment process including carrying out checks on:

employment history considering all gaps in employment history
qualifications and professional registration
proof of identity (birth certificate and passport
Online presence (social media, professional site I.e. linked in etc)
references.

We will also check current or prospective employees’ criminal records and whether they are included on lists of people barred from working with vulnerable groups.

Disclosure and Barring Services (DBS) and other checks

A DBS check will be made for all staff members who will be required to engage in regulated activities prior to employment, and the school will carry them out in line with current legislation. Enhanced DBS checks and/or barred list checks will be made for staff members as necessary.

Record Keeping

We will ensure that appropriate, accurate, legible, and contemporaneous records of safeguarding concerns are made and stored securely in accordance with the Data Protection Act.

Further Information

All staff should refer to the Reception Office and website for full details of the school’s policy and arrangements for child protection and safeguarding.

Smoking

Exposure to second-hand smoke, also known as passive smoking, increases the risk of lung cancer, heart disease and other illnesses. Ventilation or separating smokers and non-smokers within the same airspace does not stop potentially dangerous exposure.

It is the policy of the school that all its premises are smoke-free and that all employees and pupils have a right to work in a smoke-free environment.

Smoking is prohibited throughout the entire school premises, including the use of all artificial smoking aids (electronic or otherwise) with no exceptions. This policy applies to all employees, pupils, and visitors.

Implementation

All staff are obliged to adhere to and facilitate the implementation of the policy.

The school will ensure that all employees and contractors are aware of the policy on smoking. They will also ensure that all new personnel are given a copy of the policy on recruitment or induction.

Stress

The Health and Safety Executive define stress as “the adverse reaction people have to excessive pressure or other types of demand placed on them”. This makes an important distinction between pressure, which can be a positive state if managed correctly, and stress which can be detrimental to health.

Stress at work can come about for a variety of reasons. It may be excessive workload, unreasonable expectations, or overly demanding work colleagues. The school will endeavour to ensure a pleasant working environment and that employees are as free from stress as possible.

We will:

work to identify all workplace stressors and conduct risk assessments to eliminate stress or control the risks from stress
regularly review risk assessments
consult with employees on issues relating to the prevention of work-related stress

Employees who experience unreasonable stress which they think may be caused by work should raise their concerns with their Line Manager.

Supporting Pupils with Medical Needs

The school’s policy is to support pupils to attend school who have a medical condition. The school will therefore support the administration of short- and long-term medication and medical techniques where this is necessary for the pupil to continue to be educated at school.

The school will also put in place procedures to deal with emergency medical needs. The school will establish procedures to ensure that all concerned, staff, parents, pupils and, where relevant, health professionals are aware of the pupil’s condition and what steps have been agreed either to manage the condition on a daily basis or to be implemented in case of an emergency.

Health Care Plans

Parents are responsible for providing the school with up-to-date information regarding their child’s health care needs and providing appropriate medication.

Individual Health Care Plans are in place for those pupils with significant medical needs e.g. chronic or ongoing medical conditions such as diabetes, epilepsy, anaphylaxis etc. These plans will be completed when the pupil starts at school, and at least annually thereafter. Any changes to the medical needs or medication will result in the Health Care Plan being reviewed earlier.

All staff are made aware of any relevant health care needs and copies of Health Care Plans are available on the schools computer network. Staff will receive appropriate training related to health conditions of pupils and the administration of medicines by a health professional as appropriate.

Administering Medicines

No child under 16 should be given medicines without their parent’s written consent. Any member of staff giving medicines to a child should check:

the child’s name
prescribed dose
expiry date, and
written instructions provided by the prescriber on the label or container. All medication supplied should be in its original packaging

If in doubt about any procedure staff should not administer the medicines but check with the parents or a health professional before taking further action. If staff have any other concerns related to administering medicine to a particular child, the issue should be discussed with the parent, if appropriate, or with a relevant health professional.

Temporary Staff and Volunteers

The school will take the necessary measures to ensure the health and safety of any staff members employed on a temporary or voluntary basis.

To achieve this, the school will provide temporary or voluntary staff with the following information prior to starting work:

details of the qualifications and skills are required to do the work safely
the requirements of the Child Protection and Safeguarding policy
any risks to health and safety identified by workplace risk assessments
the preventive measures to be taken
safe working procedures
the action to be taken in the event of an emergency.

The competence of temporary or voluntary staff will be assessed to ensure they are capable of working safely.

Trainee teaching staff or student teachers will additionally be required to complete the proper DBS checks before they are permitted to start work.

Training

Training in health and safety is a legal requirement and helps create competent staff at all levels within the school.

Competence of individuals through training helps individuals acquire the necessary skills, knowledge, and attitude.

All staff will need to know about:

the Health and Safety Policy

the structure and system for delivering this policy.

Staff will need to know which parts of the system are relevant to them, to understand the major risks in our activities and how they are controlled.

All our staff training needs will include:

relevant health and safety hazards and risk

the health and safety arrangements relevant to them

communication lines to enable problem solving.

All staff will also receive induction training.

Training will cover:

fire procedures including warning systems, actions to be taken on receiving warning, locations of exits/escape routes, evacuation, and assembly procedures,

first aid/injury procedures including reporting and the names of first aiders/appointed persons

instruction on any prohibition areas (i.e., no smoking)

issue of protective clothing/equipment and its use (if applicable)

instruction under COSHH (if applicable)

instruction applicable to their individual duties at work

Training needs will be reviewed as a result of job changes, promotion, new activities or new technology, following an accident/incident and performance appraisal.

Records of training will be kept for all employees.

Employees must:

participate in the induction training activities they have been required to attend or carry out

work according to the contents of any training they receive

request clarification of any points they do not fully understand

not operate hazardous plant or equipment, use hazardous chemicals or carry out any hazardous activity unless they have been appropriately trained and instructed.

Violence towards Staff

The school recognises that however completely unacceptable, in certain situations violent behaviour towards staff may occur and therefore will take all reasonable measures to protect staff from violence and aggression.

We define violence and aggression as:

actual or threatened physical assaults on staff
psychological abuse of staff
verbal abuse which includes shouting, swearing and gestures
threats against employees.

To achieve this objective, we will:

ensure that premises are kept secure

inform all employees of the procedure following a violent or challenging behaviour incident

not tolerate violence or challenging behaviour towards our employees

support the employees involved in any incident

support their decisions regarding the pressing of criminal charges

provide any post-incident assistance required by the employees

keep records of all incidents of violence and aggression and review the control measures with a view to continual improvement in employee safety.

Visitors

In the interest of safety and security, the school will take the necessary measures to protect staff and visitors from any accidents or incidents that may occur during visiting.

Employees hosting visitors much ensure that:

they are authorised to enter the premises and have signed in at Reception

they adhere to applicable health and safety instructions and rules during their visit

adequate information is passed to ensure their safety including emergency information

any protective clothing required is provided and worn

any accidents / incidents involving visitors are reported through the accident reporting arrangements.

Employees aware of people on the premises that may be unauthorised should report these to their Line Manager for action.

Emergency Action

In the event of the fire alarm sounding, all visitors should be escorted to the assembly point by school staff.

Visitors should not leave the area before notifying school staff.

Window Restrictors

The fitting and use of window restrictors within school premises is used to ensure the safety and security of members of staff, pupils, and visitors. The school is particularly concerned with preventing persons from falling from height and has fitted window restrictors to remove the possibility of persons opening a gap large enough for a person to fall through. It is therefore essential that all window restrictors are maintained in a good working order and that all staff report defects to the Principal as a matter of urgency.

The school will:

risk assess the danger of falling from any window and the effects of installing a window restrictor, including the possible loss of ventilation

identify all vulnerable parties who may be particularly at risk from falling out of windows

ensure that all window restrictors are secured with tamper-proof fittings

ensure that the window frames are sufficiently robust where the window requires a window restrictor

ensure that all window restrictors are properly maintained and kept in working order

provide adequate instruction to all staff who use or maintain window restrictors

Teaching staff are responsible for checking the window restrictors on a monthly basis. Any window restrictor that is found to be broken will be replaced or repaired as a matter of urgency, but the window must be kept locked shut until repairs are carried out. If the repair will not take place for more than a day, temporary signage will also be put in place to indicate that the window should not be used.

Work at Height

The school will take all reasonable steps to provide a safe working environment for all employees who may be affected by work at height activities.

The school will ensure that:

all work activities that involve work at height are identified and assessed

the need to undertake work at height will be eliminated whenever it is reasonably practicable to do so

all work at height is properly planned and organised

all employees required to use stepladders or ladders are competent

regular inspections of all stepladders and ladders are undertaken

any contractors on school property comply with this policy

Risk Assessment for Work at Height

For all activities involving work at height a risk assessment must be conducted and the findings recorded. This assessment should consider both the work to be done and the most appropriate access equipment to be used (not just what is available) to achieve a safe system of work.

When determining control measures the following hierarchy of controls for work at height as follows must be considered:

avoid the risk by not working at height, for example by working from existing platforms, using long reach equipment etc. If it is not practicable to do the work safely in some other way then:

use work equipment or other measures to prevent falls; and

where the risk of a fall cannot be eliminated further controls to minimise the distance and consequences of a fall should one occur.

The detail of the assessment will depend on the level of risk involved, as a general guide the risk assessment should consider:

the task and activity involved

the people (medical conditions etc.)

equipment to be used including erection and dismantling

the location (proximity to roads, overhead electrical cables etc)

the environment, poor conditions, and slippery surfaces (weather, temperature etc.)

the effect on pedestrians, falling objects.

Using Ladders (including stepladders)

Ladders should not be used simply because they are not readily available, the risk assessment should determine if a ladder or stepladder is appropriate for the task.

Ladders and stepladders should only be used for short duration tasks (less than 30 minutes), light duty tasks or where more suitable access equipment cannot be used due to existing features of the site which cannot be altered.

For example, whilst a ladder may reach the area of work, if the task requires strenuous work, carrying bulky / heavy equipment or is likely to take more than 30 minutes then an alternative means of access such as a tower scaffold or podium steps would be more appropriate.

Only those persons who have been trained to use ladders safely may use them.

All ladders should be secured against unauthorised use.

Prior to use it should always be ensured that the ladder is in good condition and fit for purpose.

Where ladders are to be used to work from it should be ensured that:

a secure handhold and support are available at all times
the work can be completed without stretching
the ladder can be secured to prevent slipping.

Work Equipment

The school will provide a safe working environment in relation to work equipment safety and ensure all employees receive appropriate safety information and training in their work equipment.

To achieve this objective the school will:

retain and make available the manufacturer’s instruction manual for each item of equipment, where relevant

inspect all equipment at installation and prior to first use

regularly inspect work equipment in accordance with the manufacturer’s recommendations

maintain work equipment in accordance with the manufacturer’s recommendations

provide adequate instruction, information, and training to employees to enable the work equipment to be used and maintained

Risk Assessment

Risk Assessment involves identifying the hazards present in the workplace or arising out of any work activity and evaluating the extent of the risks involved to employees and others, taking into account existing precautions and their effectiveness.

A hazard is something with a potential to cause harm and can include articles, substances, plant or machines, methods of work and the work environment.

Risk is the likelihood of harm from that hazard being realised. Risk increases with the number of people exposed to the hazard and also with the potential severity of the harm i.e., the resultant injury or ill health effect. If there are no hazards, there are no risks.

The regulations require that risk assessments are ‘suitable and sufficient’ in that they should identify all the significant hazards present within the business and its activities and that they should be proportionate to the risk. The assessment should cover all risks that are reasonably foreseeable.

The risk assessment must identify all those people who may be affected by the hazard, whether they are workers or others, such as members of the public.

We may be controlling risks in various ways, determining the effectiveness of those controls is part of the risk assessment process.

Health and safety law does not demand absolute safety when considering what safety controls are required but measures taken should go as far as is ‘reasonably practicable’; a balance between risk and costs, the greater the risk the greater the need to commit resources in terms of time and money to remove or control the risk.

It is a legal requirement that the significant findings of our risk assessments are brought to the attention of our employees.

Carrying out risk assessments

Those who are involved in risk assessments should:

be competent

have knowledge and experience of working procedures in practice, potential dangers and strengths and weaknesses of existing precautions

have knowledge and experience of how to solve problems identified by the assessment

be in a position to give the commitment, co-operation and resources required to implement the assessment results.

It is important that the person carrying out the risk assessment is competent. This means that the person must have the necessary skills and knowledge gained through experience and training and may have qualifications that enable them to make sound judgments.

The five stages of risk assessment

STEP 1 – IDENTIFY THE HAZARDS

Look for hazards by walking around the workplace. List the hazards that could reasonably be expected to cause harm. Ask for the opinion of employees as they may have noticed things that are not immediately obvious.

Examples of hazards include:

cables trailing over floors
fire
chemicals
electricity
loads which have to be moved manually
work equipment
working environment e.g., ventilation, lighting, heating.

STEP 2 – IDENTIFY WHO MAY BE HARMED AND HOW

List groups of people and individuals who may be affected by the hazards e.g.:

staff
pupils
members of the public
contractors on the premises.

Pay particular attention to vulnerable persons, e.g., those with disabilities, visitors, female employees who are pregnant or who have recently returned to work after having a baby, inexperienced employees, or young persons.

STEP 3 – EVALUATE AND CONTROL THE RISK

Evaluate the risks arising from the hazards and decide whether existing precautions are adequate or if more should be done. When evaluating the extent of the risk, account should be taken of the chance of some harm occurring (likelihood), the likely severity of this, and the number of people who could be affected.

The formula: Severity x Likelihood = Risk

Is used on the risk forms within this policy manual.

Even after all precautions have been taken some risk may remain. Ensure the precautions in place meet standards set by legal requirements comply with a recognised standard, represent good practice, and reduce the risk as far as is reasonably practicable.

Where additional controls or further action are necessary to reduce the risk, decide what more could reasonably be done by adopting the following principles:

avoid the risk completely
evaluate risks which cannot be avoided
combat risks at source
adapt work to the individual
make use of technical progress
replace the dangerous with none or less dangerous
develop an overall prevention policy
give priority to measures which protect the greatest number of people
give appropriate instructions to employees.

IMPLEMENTING AN ACTION PLAN

Once the level of risk has been determined and the control measures needed to reduce or eliminate the risk established, an action plan should be drawn up with timescales for implementation of the control measures.

STEP 4 – RECORD YOUR FINDINGS

The significant findings of the assessment must be recorded since these provide evidence that something has been done, it is also a legal requirement.

Keep any written assessments for future reference and ensure that employees are informed of the findings and control measures, either existing or additional, that have to be observed and used. In some circumstances the findings of the risk assessment should also be given to others who could be affected, for example agency workers, contractors etc.

Hazards and example controls

Hazard	Example Control Measures
Manual Handling	Mechanical aids, getting assistance, breaking loads into smaller units, training
Hazardous Substances	Substitution for less hazardous alternatives, ventilation, personal protective equipment, training
Work equipment (machinery, tools etc.)	Guarding, demarcation of danger zones, restricted operation and use planned preventative maintenance, training
Ladders	Avoid working at height, correct type of ladder/stepladders, maintenance, training
Electricity	Insulated tools, residual circuit breakers, fuses, earthing, inspection and testing of systems and appliances.
Stairs, etc.	Good lighting, handrails, non-slip surfaces, slightly raised/highlighted front edges
Fire	Detection/warning systems, fire drills, extinguishers, signs, suitable storage facilities for substances and goods, fire retardant furniture and fittings
Stress	Reduce/increase workload, more control over work, work suitable for the individual, avoidance of monotonous repetitive work
Work environment	Good lighting, ventilation, redesign layout of area, heaters/coolers

STEP 5 – MONITOR AND REVIEW THE ASSESSMENT

It is important that the control measures are monitored and that records are kept. A regular review of the assessments should be made to consider any changes to the methods or systems of work. You should also review the assessment following an accident, where there has been a significant change to the work, if new information comes to light, or if there is any other reason to believe that it may no longer be valid. Following the review, additional control measures should be implemented if required. Even if there are no significant changes since the original risk assessment, it should be regularly reviewed to confirm that it is still relevant and valid.

Fire Risk Assessment

A fire risk assessment is an organised and methodical look at the premises, the activities carried on there and the likelihood that a fire could start and cause harm to those in and around the premises.

The aims of the fire risk assessment are:

to identify the fire hazards
to reduce the risk of those hazards causing harm to as low as reasonably practicable
to decide what physical fire precautions and management arrangements are
necessary to ensure the safety of people in your premises if a fire does start.

The significant findings of the fire risk assessment, the actions to be taken as a result of the assessment and details of anyone especially at risk must be recorded.

It is important that the fire risk assessment is carried out in a practical and systematic way and that enough time is allocated to do a proper job. It must take the whole of your premises into account, including outdoor locations and any rooms and areas that are rarely used. Small premises are assessed as whole, larger premises are divided into rooms or a series of assessment areas using natural boundaries, e.g. process areas, offices, stores, as well as corridors, stairways and external routes.

One or more competent persons are appointed to carry out any of the preventive and protective measures needed to comply with the legislation. The competent persons are an appropriately trained, employee or, where appropriate, a third-party consultant.

The fire risk assessment should demonstrate that, as far as is reasonable, the needs of all relevant persons, including disabled people, have been considered.

Six Steps to Fire Risk Assessment

Identify the hazards

Sources of ignition
Sources of fuel
Sources of oxygen.

Identify people at risk

Employees
Pupils
People in and around the premises
Vulnerable persons, disabled

Evaluate, remove, reduce, and protect from risk

Evaluate the risk of fire occurring
Evaluate the risk to people from fire
Remove or reduce the fire hazards
Remove or reduce the risks to people.

Consider:

Detection and warning
Firefighting
Escape routes and travel distances
Lighting
Signs and notices
Maintenance.

Record, plan, inform, instruct and train

Record the significant findings and action taken
Prepare an emergency plan
Inform and instruct relevant people
Provide training.

Review

Keep assessment under review
Revise where necessary.

This policy will be reviewed and agreed by the Senior Leadership Team