Safety and Welfare Policy statement ...........................................................................
Organisation: Roles and responsibilities and duties under this policy ......................
Arrangements under this policy ..............................................................................
Inspections and Audits ............................................................................................
Accident Reporting and Investigation ......................................................................
First Aid Arrangements ............................................................................................
Aggression and Violence .........................................................................................
Lone Working .........................................................................................................
Protective Clothing and other Personal Protective Equipment ................................
Display Screen Equipment ......................................................................................
Manual Handling .....................................................................................................
Risk Assessment .....................................................................................................
Work Based Learning and Trips ................................................................................
Occupational Health ................................................................................................
Use of Physical Intervention ...................................................................................
Driving for Work ......................................................................................................
Health, Safety and Welfare Policy statement
Executive Team of EDLounge fully accepts the responsibilities set out under the Health and Safety at Work etc. Act 1974 (c.37), and the Regulatory Reform (Fire Safety) Order 2005 and other relevant health and safety and fire legislation, to provide the resources to ensure the health, safety and welfare of training company employees, learners and visitors. The Executive Team is committed to identifying, eliminating and/or controlling any hazards that may be presented in the premises.
The Executive Team, will monitor this Health, Safety and Welfare Policy and ensure that it is reviewed and revised as necessary.
EDLounge is also committed to the health, safety and welfare of nonemployees who may be affected by its working activities, in particular learners, volunteers, contractors and emergency service personnel. EDLounge is also committed to the Education Funding Agency ‘Safe Learner’ concept.
This policy statement and the following safety policy and all working procedures will be communicated to all employees by publication on the intranet. A copy will be available to any employee for inspection via their line manager, or the Estates office.
Office Manager, EDLounge Ltd
1.1 The Main Objectives of this policy are to:
(a) Ensure that EDlounge provides a safe and healthy environment for staff, learners, visitors and contractors. This is inclusive of all locations where the training company undertakes the provision of teaching delivery.
(b) Establish and maintain systems of work which are safe and do not pose health risks.
(c) Comply with all relevant statutory duties under health, safety and fire legislation, and to comply with relevant Codes of Practice.
(d) Have an active risk assessment programme in place in order to assess the risks to staff and learners, from the activities undertaken by the training company and to inform them of the control measures necessary for their protection and safety.
(e) Regularly review this health and safety policy and procedures and revise as necessary.
(f) Support senior management in leading by example in the development of a positive safety culture within the training company and therefore enhancing the level of safety awareness amongst all staff. (g) Ensure meaningful consultation between management, staff and learners on matters of health, safety and welfare.
(h) Monitor the effectiveness of the safety policy and procedures.
(i) Set out the training company’s commitment to the principle that legal requirements define the minimum level of operational compliance.
(j) Recognise that accidents, ill health and incidents may result from failings in management control and are not necessarily the fault of individual employees.
(k) Set out the training company’s commitment to the concept of the “safe learner” and to ensure that learners’ safety is a priority in all of its arrangements and activities.
(l) Ensure so far as is possible that all health and safety arrangements take into account all Staff and Learners regardless of age, sex, sexual orientation, gender reassignment, race, disability, religion or belief and cultural beliefs in line with the equality and diversity policy.
2. Organisation: Roles and responsibilities and duties under this policy
As an employer EDlounge has a legal duty under the Health and Safety at Work etc Act 1974 to ensure, as far as is reasonably practicable, that learners, staff and visitors are not exposed to risks to their health and safety.
2.1 The Corporation:
It is the Policy of the Corporation to:
(i) Provide strategic leadership, direction and oversight for the Training company on health and safety issues.
(ii) Review the Training Company’s Health, Safety and Welfare Policy, as proposed by the Executive Team and the Occupational Health, Safety and Security Manager on an annual basis and to ensure that it reflects current Board’s priorities.
(iii) Set out the expectations of the Executive Team and senior managers with health and safety responsibilities.
(iv) Ensure that all decisions of the management reflect its health and safety intentions as articulated in this Health, Safety and Welfare Policy.
(v) Review the Training Company’s Health and Safety performance on an annual basis to ensure that any necessary amendments are incorporated.
(vi) Ensure that health and safety risk management systems are in place and remain effective; including the provision of insurance cover.
(vii) Ensure that the Training company's educational character and culture includes a positive commitment to health, safety and welfare.
2.2 Executive (Directors) Team of EDlounge:
Executive Team (Directors) will:
(a) Ensure that there is an effective Health, Safety and Welfare Policy within the Training company and assume direct responsibility for the establishment of this programme.
(b) Ensure that the management is kept informed of relevant health and safety risk management issues in relation to the implementation of this Health, Safety and Welfare Policy.
(c) Inform the management of any significant health and safety failures and of the outcome of the investigations into their causes.
(d) Ensure that arrangements are in place to provide induction and training for staff on health, safety and welfare issues.
(e) Ensure that the health, safety and welfare responsibilities are delegated and properly assigned to competent staff and to continually review these responsibilities.
(f) Take a direct interest in the administration of the health, safety and welfare programme and actively support those members of staff carrying out the programme.
(g) Consider where appropriate the requirements of this policy and current legislation when hearing any disciplinary appeals from staff or learners.
(i) Delegate the implementation and management of the safety management system to Senior management.
(j) Ensure that the Safe Learner concept is promoted at EDLounge.
(k) Ensure that a positive health and safety culture is promoted within the Training company and set a personal example of good practice.
2.3 Senior Management:
(a) Senior managements main responsibility is to ensure that adequate resource is allocated to maintain health, safety and welfare within EDLounge and throughout all of its activities.
(b) To deputise for the Directors, when required, and exercise any power delegated by the Directors.
(c) To administer and interpret the effective implementation of the Training company Health, Safety and Welfare Policy.
(d) To understand the application of the relevant legislation to the Training company’s business, so far as is reasonably practicable.
(e) Ensure that all training company staff receive appropriate guidance and training on health, safety and welfare procedures and systems, and also ensure the review of health, safety and welfare training of employees.
(f) To consider appropriate action, under the training company’s disciplinary procedure, for any member of staff, or learner, failing to comply with requirements of this policy.
(g) To allocate funds and work hours and appropriate Estates to enable the requirements of this policy to be met.
(h) To support the Safe Learner concept as described by the Education Funding Agency.
(i) To liaise with any appropriate bodies over the full range of duties and responsibilities with respect to inspections, audits, reports, recommendations, changes in legislation and advice obtained from other parties.
(j) To liaise with the Trade Union Safety representation on behalf of the Training company.
(k) To ensure that there are adequate means of communicating health, safety and welfare information from the Occupational Health, Safety and Security Manager and Safety Committee.
(l) To ensure that the arrangements for the control of contractors are adequate and adhered to.
(m) To set a personal example at all times with respect to Health, Safety and Welfare.
2.4 Middle Management:
Middle Management has responsibility for the health, safety and welfare of staff and local activities; and anyone affected by those activities. They must raise with the Senior Management any health, safety and welfare concerns that cannot be resolved.
Main responsibilities are:
(a) To administer and interpret the effective implementation of this Policy.
(b) To ensure the application of the relevant health and safety legislation to the Training company’s business so far as is reasonably practicable.
(c) To ensure that health, safety and welfare training is identified and undertaken by all their staff.
d) Ensure that all employees receive appropriate guidance and instruction on health, safety and welfare procedures and or systems.
(e) To undertake appropriate action for any member of staff, or learner, failing to comply with the requirements of the policy as per the training company’s disciplinary procedure.
(f) To budget for the appropriate Estates to meet health, safety and welfare requirements.
(g) To liaise with any appropriate bodies over the full range of duties and responsibilities with respect to inspections, audits, reports, recommendations, changes in legislation and advice obtained from other parties.
(h) To ensure that there are adequate means of communicating health, safety and welfare information from the Occupational Health and Safety Unit and the Safety Committee to their staff.
(i) To ensure that the safety arrangements for the control of contractors and visitors are adequate and adhered to.
(j) To consult and communicate with the relevant Trade Union Safety Representatives on significant matters of health, safety and welfare.1
(k) To support the Safe Learner concept as an intrinsic part of training company activities.
(l) To set a personal example at all times with respect to health and safety.
2.5 Duties of employees: All employees of the Training company have a Legal duty to carry out their duties safely to prevent injury or ill health to themselves or to others.
(a) Promote the health, safety and welfare of learners and members of the public who may be affected by Training company activities. Including work placements, field trips, residential and overseas visit.
(b) Co-operate with those who have a duty to ensure health and safety by adhering to the findings of risk assessments, competent advice, instructions and procedures.
(c) Report all incidents and accidents using the Training Company’s Accident Reporting procedure and bring any incidents to the attention of the Training Company’s Occupational Health and Safety Unit by the quickest possible means.
(d) Report any unsafe practices that come to their notice to their line manager and the Occupational Health and Safety Unit.
(e) Participate with the training company to improve standards of health, safety and welfare particularly with reference to the Safe Learner concept.
(f) Attend all relevant health and safety training as deemed necessary by the Training company.
(g) Set a personal example at all times with respect to health and safety.
2.6 Safety Representatives and Representatives of Employee Safety EDLounge:
(a) Recognises and fully intends to co-operate with Trade Union Safety Representatives and non-trade union Representatives of Employee Safety legally appointed under the Safety Representatives and Safety Committees Regulations 19772 and the Health and Safety (Consultation with Employees) Regulations 1996.3
(b) Supports and encourages duly appointed representatives in the fulfilment of their legal functions.
(c) Recognises the voluntary nature of the Representatives role and that they cannot be compelled to perform any of the functions set out in the relevant legislation.
(d) Recognises its duty to allow sufficient time, with pay, to fulfil their roles as Representatives.
2.7 Duties of all other persons including Learners:
(a) No persons shall intentionally or recklessly interfere with or misuse anything that is provided by the Training company for the health, safety and welfare of all persons.
(b) All persons entering the training company for any reason must ensure that they report to the member of staff with whom they have a meeting.
(c) No person shall bring into the Training company, or use, any substance or equipment that has not been passed fit for use by the Training company.
(d) All persons must abide by all Training company procedures that are in force. All such procedures are available on the Training company intranet. If any person is unable to access such documentation they must contact in the case of:
(i) Learners their tutor
(ii) Contractors the Estates
(iii) Visitors the main reception
(iv) Otherwise the Training company Occupational Health and Safety Unit.
(e) Learners are also able to access additional health and safety information from the Education Funding Agency http://www.education.gov.uk/aboutdfe/executiveagencies/b00199952/the-education-fundingagency
(f) Learners must bring to the attention of the Training company any specific requirements they may have that may affect their safety or health whilst in training company.
(g) This policy forms part of the disciplinary code for learners; as such any breaches of safety and health can be actioned.
3. Arrangements under this policy
The Directors plan and organise an annual management review of the Health, Safety and Welfare Policy. Provisions are also made for more frequent reviews to be made in the event of a major health and safety issue emerging, important changes to health and safety legislation or changes in the organisation of work.
(a) This Policy will be reviewed annually.
(b) Consultation with all staff via the safety committee on all aspects of the policy will take place in good time before a new policy is established.
(c) The Occupational Health and Safety Unit will carry out the review. The Unit suggest any areas that need to be revised, and present them to the Executive Team for ratification or amendment.
(d) The updated policy notified to the governing body.
(e) In support of this policy the Occupational Health and Safety Unit will produce advisory notes, inclusive of procedures, based upon Approved Codes of Practice and Guidance to enable all persons to fulfil their duties.
4. Inspections and Audits
(a) The Directors are responsible for planning, scheduling and initiating safety inspections and audits to verify the effectiveness of this Health, Safety and Welfare Policy and procedures and to identify any needs for remedial and corrective action.
(b) When conducting the health and safety audits the Occupational Health and Safety Unit has the authority to require remedial action to be taken to avert imminent risks to health and/or safety.
(c) Audits and Inspections will measure the Training company’s health and safety management procedures against legal requirement, pertinent Codes of Practice and Guidance Notes issued by relevant organisations.
(d) Audits and Inspections will measure the Training company’s health and safety management procedures against legal requirement, relevant Codes of Practice and Guidance Notes issued by relevant organisations.
5. Accident Reporting and Investigation
(a) Initial investigation of all accidents, dangerous occurrence or work related ill-health events is the responsibility of Heads of Department and Senior Managers, with referral in more serious cases directly to the Occupational Health and Safety Unit.
(b) The original Accident records must be completed within each area, and are then sent within Two Days to the Occupational Health and Safety Unit for examination. An email will suffice as a signature for our records.
(c) The Occupational Health and Safety Unit is responsible for reporting relevant incidents to the enforcing Authorities under the Reporting of Injuries Diseases and Other Dangerous Occurrences Regulations 2013.4 No other unit, or area, should contact the Enforcing Authorities.
(d) The Occupational Health and Safety Unit is responsible for reporting relevant incidents to the training company funding bodies Education Funding Agency and Skills Funding Agency as described within the Financial Memorandum. (http://skillsfundingagency.bis.gov.uk/)
(e) Accident Forms are to be completed in all cases where any person sustains an injury, however minor. Accident Forms should also be completed where the person had sustained an injury off site. (f) Accidents or incidents that are work related, or are possibly work related, that are notifiable under Reporting of Injuries Diseases and Other Dangerous Occurrences Regulations must be reported immediately to Occupational Health and Safety Unit by phone.
(g) All other incidents must be reported to the Occupational Health and Safety Unit using the Training Company’s Incident Report Forms.
The policy of the Training company is to aim to provide a valued, motivated and appropriately trained workforce:
(a) The Board of Directors and the Occupational Health, Safety and Security Manager are responsible for health, safety and fire training provision; each individual manager is responsible for employees within their respective area.
(b) Managers will ensure that employees and contractors are adequately trained and instructed to ensure the requisite competence level is attained.
(c) All supervisory staff will receive adequate training to ensure competence.
(d) Managers are responsible for ensuring all training requirements within their area regarding health and safety matters are met.
(e) All health and safety training must to be endorsed by the Occupational Health, Safety and Security Manager.
(f) Managers are to ensure that all new employees, as part of their normal induction are informed regarding health and safety factors of importance.
Particular emphasis should be placed on:
Availability of first aid Estates.
Action in emergencies.
Handling aggression and violence.
Codes of practice in any area.
Safe use of equipment.
Use of vibrating tools or equipment.
Handling hazardous substances.
Noise at work.
Working at height.
Work around asbestos containing materials.
Use of personal protective equipment (where appropriate).
Reporting failings to management.
Use of appropriate documentation.
Use and cleanliness of specialist equipment.
General cleanliness, tidiness and removal of obstructions and rubbish.
Areas with restricted access.
7. First Aid Arrangements
The Training company's obligations under the Health and Safety (First Aid) Regulations 1981 as amended are met as follows:
(a) In co-operation with the Occupational Health, Safety and Security Manager, Heads of Departments and Senior Managers shall ensure an assessment of the number of designated employees necessary at the various workplaces within their area is completed and maintained.
(b) Where required by the appropriate management it will be the duty of each designated employee to:
(i) Hold and maintain first aid containers,
(ii) Make arrangements for transportation of sick or injured learners or employees to hospital or doctor,
(iii) Ensure that Accident Forms are completed correctly, and that the relevant records are sent to the Occupational Health and Safety Unit, email will suffice as a signature for our records,
(iv) Provide minor assistance with first aid,
(v) Undertake training appropriate to the above, such training to be arranged periodically by the Training company for qualified First Aiders.
(vi) Where possible a casualty’s gender, religion and cultural background will be taken into account when providing first aid.
(c) The Occupational Health and Safety Unit will maintain a central register of designated first aid employees.
(d) The Training Company’s Insurers provide cover for First Aiders to treat Learners and members of the public in an emergency, providing that they are:
(i) Employed by the Training company,
(ii) Fully qualified First Aiders,
(f) The training company will provide trained staff who have undertaken the First Aid at Work Certificate and, for lower risk activities, trips and visits as risk assessed, Emergency Aid trained staff.
Ensuring appropriate fire management arrangements is the responsibility of the Board of Directors, Design Works Safety and Security Manager who will ensure that:
(a) The Training company maintains a full risk assessment in accordance with the requirements of the Regulatory Reform (Fire Safety) Order 2005.7
(b) A log, as part of the Risk Assessment, of the location of all fire stop doors and emergency exit routes will be maintained for maintenance and inspection purposes, located in the Management Office.
(c) A log, as part of the Risk Assessment, of the location of firefighting equipment will be maintained for maintenance and inspection purpose, and these locations made known to all employees, located in the Management Office.
(d) Estates maintain all equipment and systems of work provided for the prevention of fire.
(e) Estates maintain all equipment and systems of work provided for the early detection of fire.
(f) All emergency exit routes and plans are maintained at all times by Estates.
(g) A fire evacuation procedure is drawn up and fire drills undertaken. A drill will take place at least once in every term.
(h) All staff must undergo a yearly update regarding fire safety and evacuation procedures.
9. Aggression and Violence
The Training company recognises Aggression and Violence as the inflicting of emotional, psychological, sexual or physical harm on any person with whom one comes into contact, by use of physical or verbal intimidation or actual physical assault.
(a) With regards Communication; Heads of Departments and Senior Managers and designated line managers must ensure:
(i) All information including policies, procedures and risk assessments regarding aggression or violence is communicated to all employees and other persons possibly at risk,
(ii) That all employees abide by the working procedures.
(b) All complaints of aggression or violence made by an employee must be taken seriously.
(c) All incidents of aggression or violence will be reported to the Occupational Health and Safety Unit.
(d) Heads of Departments and Senior Managers are responsible for ensuring the Training companys incident reporting system is being adhered to in their faculty or unit.
(e) Heads of Departments and Senior Managers will ensure that all tasks and areas have been risk assessed for the potential of aggression and violence; and that such assessments are maintained.
(f) Workplace layout, based upon risk assessment must consider the potential for aggression or violence, and take into account safe work areas designing out risks such as low desks where customer contact takes place, removal of potential missiles, lighting and security measures.
(g) Those staff members who are identified as being at a higher level of risk must undertake mandatory training provided by the Training company:
(i) The emphasis of all such training will be on the avoidance situations that pose a risk to a person’s safety,
(ii) The use of physical intervention as a form of defence allowing an individual to escape a violent attack will be provided to those members of staff identified as needing such skills,
(iii) Training will only be provided by a certified instructor, and will be repeated on an annual basis. In all such cases it is recognised that the use of physical intervention is a last resort option and must be avoided as far as is reasonably practicable.
10. Lone Working EDlounge Policy is to avoid so far as is possible the need for lone working; where it is not possible:
(a) Heads of Departments and Senior Managers will ensure all information including policies, procedures and risk assessments regarding Lone Working is communicated to all persons possibly at risk.
(b) All employees must abide by the working procedures.
(c) Heads of Departments and Senior Managers will ensure all tasks involving any lone working are Risk Assessed.
(b) All assessments must be kept up to date and amended following any workplace or task changes and:
(i) Risk assessments must be reviewed following any reported incidents or concerns,
(ii) New procedures and work locations must be assessed before new working takes place.
(e) Lone workers at risk receive mandatory training based upon personal safety awareness and risk avoidance techniques.
(f) Lone working must have a written system of work based upon full risk assessment, with full review and monitoring of the system
11. Protective Clothing and other Personal Protective Equipment
The policy of EDLounge is not to supply personal protective equipment routinely:
(a) Personal protective equipment is only considered when there is not possible alternative safety measure or as an addendum to other safety procedures.
(b) All personal protective equipment issued will comply with the requirements laid down in the Personal Protective Equipment at Work Regulations 1992,8 and the general requirements for standard of equipment set out in The Personal Protective Equipment Regulations 2002.9
(c) Heads of Departments and Senior Managers are responsible for ensuring that suitable personal protective equipment is provided for employees based upon full and proper risk assessment, which will consider issues such as religion and disabilities.
(d) All personal protective equipment provided must be maintained in an efficient state.
(e) Practical training in the use of the equipment must be given and it must be shown that the person being trained understands the information being given.
(f) Arrangements must be made to ensure employees report loss or defects of Personal Protective Equipment and replacements must be provided before work re-starts.
(g) Employees must take reasonable care of all Personal Protective Equipment provided and only use for the purpose intended.
(h) Where employees and Learners are provided with suitable safety wear, it is a condition that they are required to wear the equipment whilst carrying out their tasks or duties.
12. Display Screen Equipment
Under the Health and Safety (Display Screen Equipment) 1992 Heads of Departments and Senior Managers are responsible for ensuring that:
(a) Risk Assessment of all workstations for the purpose of assessing the health and safety risks to users are exposed.
(b) Activities are planned with periodic interruption by such breaks or changes of activity to reduce their workload at that equipment.
(c) Employee users are provided, at their request, with an appropriate eye and eyesight test through the Occupational Health Unit, or reimbursed for the standard cost of an examination at a registered optician.
(d) Employee users are reimbursed for the standards cost of special corrective appliances, which must be specifically required for using Display Screen Equipment and appropriate for the work.
(e) Users are provided with adequate health and safety training and information in the use of any workstation upon which they may be required to work.
EDlounge policy is to maintain the working environment in a safe and healthy condition, in particular:
13.1 Cleanliness and Hygiene
Management will ensure that:
(a) All workplaces are kept clean and free from refuse. Adequate refuse storage will be provided outside of the working environment.
(b) All walkways, and where applicable traffic routes are kept clean and tidy, free from slip or trip hazards. Such routes will be adequately lit at all times when in use.
(c) All access and egress routes to premises are kept clear and accessible to all persons regardless of any form of disability.
(d) Building Services undertakes routine maintenance and inspection of all such areas.
(a) Adequate numbers of toilet and washing Estates are provided, with separate Estates for both genders, and Estates will be provided in each workplace for disabled learners, employees and visitors.
(b) Shower Estates are provided and maintained for Gym activities.
(c) All water storage, and water Estates are inspected for bacterial contamination, in compliance with The Control of Legionella Bacteria in Water Systems (L8 HSE)
(d) Only electrical equipment registered with the Training company through the Estates Manager may be used; unauthorised electrical equipment is strictly prohibited.
13.3 Confined spaces
(a) Confined space entry will only take place in compliance with the Confined Spaces Regulations11 and following a full risk assessment of the task which indicates:
(i) It is safe to do so,
(ii) The safest method of entry and any additional precautions required.
(b) Confined space entry will on all occasions require a written Method Statement, and a Permit to Work. Permits to Work can only be obtained from the Occupational Health and Safety Unit, and the Estates Manager.
(c) Confined space entry will be notified to the Occupational Health, Safety and Security Manager in good time before it takes place.
(d) Only those persons who have received full and proper training from an approved training provider will enter a confined space.
(e) These restrictions will apply to all contractors undertaking work for the Training company, or work on the Training company’s premises as well as the Training company’s own employees.
13.4 Environmental Noise
(a) Under The Control of Noise at Work Regulations 2005 (SI 2005 No.1643) where the Noise level in the workplace causes concern amongst employees, or creates difficulty hearing normal speech, or alarms as full noise assessment will take place.
(b) High levels of noise will be reduced by structural modification where possible, and full and proper maintenance of equipment.
(c) The Training company will not allow exposure to noise levels above 75 dB(A) without a full risk assessment and the provision of the most appropriate equipment in the circumstances.
(d) Provision of hearing protection is a last resort method, and must only be considered for short duration exposure.
13.5 Work at Heights
(a) Working at heights will only take place following a full risk assessment of the task and location of the planned work which indicates:
(i) That there is no safe alternative to working at height,
(ii) It is safe to do so and the most appropriate access equipment is used.
(b) Based on risk assessment working at heights will on all occasions require a written Method Statement, and where the risk assessment indicates a written Permit to Work.
(c) Adequate and competent supervision of working at height will take place.
(d) Those people who work at heights will be trained in proper methods of access, and use of safety precautions.
(e) All work at heights will comply with the provision stipulated in the Work at Height Regulations 2005 and Health and Safety Executive guidance.
EDlounge has only one location. As a new construction the building has no asbestos containing materials. The training company remains aware of its duties under the Control of Asbestos Regulations 201216 should it ever procure new buildings.
13.8 Hazardous Substances The Training company policy is to abide by the specific requirements of The Control of Substances Hazardous to Health Regulations 2002 (SI 2002 No.2677) (As amended SI 2003 No.978 and SI 2004 No.3386) by:
(a) Maintaining a register of all data sheets for every substance used and stored.
(b) Ensuring all substances are subjected to risk assessment, and that said risk assessments are up to date and available for all users of such substances.
(c) Subject to risk assessment, only using and storing those substances that necessary for day to day activities.
(d) Ensuring that exposure to any substance is kept to a minimum, and in all situations never exceeds the ‘workplace exposure limits’ as stipulated in the EH40/2005 Workplace exposure limits.
(e) Ensuring all substances are adequately stored.
(f) Ensuring appropriate and adequate training is provided for all users and managers who are exposed to, or work with, substances.
14. Manual Handling
The policy of EDLounge is to abide by the requirements set down in the Manual Handling Operations Regulations 1992 (SI 1992 No.2793), and guidance issued by the Health and Safety Executive.
(a) Manual handling will only take place where it is not possible to undertake the task in any other way, and where it is necessary that a load be moved.
(b) Where it remains necessary to move a load by hand it must be subject to a risk assessment.
(c) All manual handling must follow a safe working method based upon the finding of the risk assessment.
(d) Those persons undertaking manual handling as part of their working activity or as part of their training course must attend manual handling training.
15. Risk Assessment
The Policy of the Training company is to adhere to the requirements set out in the Management of Health and Safety at Work Regulations 1999 and its Approved Code of Practice by:
(a) Undertaking and recording risk assessments for all its operations in which its employees and learners are involved.
(b) The scope of such assessments also includes risks to non-employees, other than learners who may be affected.
(c) Disseminated to all employees via line management relevant information contained in the risk assessments.
16. Work Based Learning and Trips
EDlounge recognises its responsibility regarding Health and Safety within all work placements, inclusive based learning programs, throughout the Training company and also its responsibilities with regards Training company organised trips. Its policy is to manage the programme and trips by:
(a) Carrying out workplace assessments for suitability in line with Education Funding Agency Safe Learner Concept procurement standards (Health and Safety Procurement Standard), in line with all current Health and Safety legislation.
(b) Proactive management; maintained and audited by the Occupational Health and Safety Unit.
(c) Ensuring the Occupational Health and Safety Unit visits and inspects documentation all employers offering work placements.
(d) Ensuring as far as possible work based learning is available to all learners regardless of any protected characteristics in line with the equality and diversity policy.
(e) Adopting the recommended Local Education Authority’s model process for trips and visits.
(f) Ensuring that the process is maintained and reviewed in line with changes in legislation by the Occupational Health and Safety Unit.
EDlounge expects the highest standard of health and safety from its contractors.
(a) Contractors will comply with this policy and must ensure their own policy is made available on site whilst their work is carried out.
(b) Only contractors who have been approved with regard to health and safety by the Occupational Health, Safety and Security Manager will be permitted to undertake work for EDLounge.
(c) Contractors are responsible for inspection and maintenance of all work equipment as per relevant regulations and codes of practice.
(d) Contractors’ employees must not alter any work equipment (including access equipment) provided for their use or interfere with any plant or equipment on the site.
(e) All plant or equipment owned or used by Contractors must be safe and in good working condition being compliant with relevant Regulations.
(f) Any injury sustained, or damage caused by contractors’ employees, must be reported immediately to a Training company official and the Occupational Health and Safety Unit.
(g) Contractors’ employees must comply with any safety instructions given by Training company officials.
(h) Contractors will not use any equipment belonging to Central Campus EDlounge.
(i) Contractors will not undertake: demolition, cladding, industrial painting, asbestos removal, confined space entry, height work or other such hazardous tasks without written method statement and/or permits to work.
18. Use of Physical Intervention
This Policy strictly applies to the application of physical intervention in the case of persons with an identified learning disability or severe challenging behaviour, or behaviours which put themselves or others at risk. EDLounge recognises its legal duties under the Human Rights Act, the Care Standards Act and relevant health and safety legislation. It aims to achieve these duties by adhering to the Department of Health’s Guidance for the Use of Physical Intervention.
(a) EDlounge Policy is that physical intervention is a last resort and should only be used in the best interests of the persons involved. Under no circumstances can physical techniques be used that cause pain to the learner.
(b) Any physical intervention used must maintain a person’s safety, dignity and personal liberty. Any such intervention will be used only to minimise the use of force and allow a person to regain self-control.
(c) During any incident the learner must constantly be treated fairly with courtesy and respect. This will enable staff and the learner to re-establish positive communications post intervention. Physical intervention should not be used unless:
(i). Verbal intervention has failed,
(ii). It is to prevent them from harming a member of staff,
(iii). It is to prevent them from harming another learner,
(iv). It is to prevent them from harming themselves.
(d) In all foreseeable instances where the use of physical intervention becomes necessary, it will only be undertaken by members of the training company staff who have been adequately trained. Training includes the need for early identification of potential problems and appropriate responses to avoid physical intervention.
(i). Sufficient numbers of trained staff should be on duty to deal with any potential incidents,
(ii). All staff who are at a higher risk of being exposed to aggression or violence must undertake training as per (j) below,
(iii). All trained staff must undergo an annual refresher,
(iv). Specialised training will be provided to those staff who are likely to undertake approved restraint techniques on the floor.
(e) Risk assessment of learners to identify potential causes of aggression and develop a Management plan, tailored to individual learners needs. Note physical problems that would prevent certain physical intervention use.
(f) The duty officer and a senior manager from the unit must be contacted as soon as possible and informed that an incident requiring physical intervention has taken place.
(g) As soon as a person has regained control of themselves and the threat is deemed to have disappeared the physical intervention must be stopped.
(h) After any incidents learners and staff should discuss future conduct and establish an agreed behavioural contract.
(i) The use of physical intervention must be fully recorded in the Training company Incident Reporting system, and where necessary on the accident form. The occupational Health and Safety unit must be informed of all such incidents by phone or GroupWise as soon as is possible after the incident.
(j) Only training that conforms to the British Institute of Learning Disabilities Code of Practice will be provided by EDLounge to its staff.
20. Driving for Work
(a) EDlounge is committed to the delivery of its obligations under Health and Safety legislation with regard to driving for work, and recognises that there are specific risks to employees who are driving on behalf of the Training company. The practice of safe driving is essential to maintain all our drivers’ ability to perform their jobs effectively. The Training company endeavours to achieve the highest standards in all areas of health and safety and Training company drivers are relied upon to observe all the rules of the road, in addition to guidance related to the use and maintenance of their vehicles.
(b) EDlounge has introduced this policy with the objective of identifying and minimising those risks and encouraging safe driving in order to reduce the number of accidents and comply with its legal obligations.
(c) The overall purpose of this Policy identifying Responsibilities and Arrangements is to provide guidance on Training company rules related to driving and to ensure that all Training company employees are aware of the health and safety implications of using a Training company vehicle or for using a private vehicle on Training company business.
(d) Responsibilities Senior Management that being the Executive Team and Directors will monitor via risk assessment all travel activities undertaken as part of daily work. Where necessary they will ensure safe working procedures are in place as follows.
i) Heads of Departments (HoDS) and Team Leaders must ensure that their departments comply fully with this policy and working arrangements. Where necessary documentation and vehicle spot checks will be undertaken in line with the daily checks advised in the highway code
ii) Estates Manager is primarily responsible for all training company vehicles, maintaining accurate records This will include:
- Taking copies of employees’ driving licences (hard and paper copies)
- Overseeing the ‘booking out’ process
- Managing the pool car log/ vehicle defect report form process
- The issuing of new tax discs/ MOT arrangements was appropriate
- Fuel card and refuelling arrangements.
- Liaising with Health and Safety manager reference accident rates and training requirements.
iii) As a vehicle is considered as a place of work, the driver has a responsibility under the Health and Safety at work Act 1974 to look after their own safety and others around him/her. Drivers are expected to make themselves familiar with this policy and to ensure that they practice safe methods of driving at all times.
iv) Occupational Health Safety and Security Manager will monitor the overall implementation and application of the policy and update where appropriate. He will work in conjunction with the Estates Manager to ensure all employees fulfil their duties.
(e) Arrangements for driving safely at work
i) Vehicles; The use of privately owned vehicles is prohibited without prior permission from the Head of Department
- The driving of Training company vehicles is limited to authorised persons who are over 19 and have held a full licence for over 12 months.
- Any road traffic offences that occur whilst the employee is driving for work are the responsibility of the driver; as such any fines must be paid by the driver.
- Possible prosecutions or other road traffic offences are subject of viii below.
iii) Mobile Phone Policy; ANE require that all drivers do not use mobile phones whilst driving. The Training company recognises its responsibility as an employer to ensure the safety of its employees and, therefore, has adopted the following rules with regard to mobile phones when employees are driving on training company business.
- It is an offence for a driver to use any hand-held device for speaking or listening to a phone call, sending or receiving text messages or other images or for interactively accessing any other sort of data whilst sitting in their vehicle with the engine on. This applies no matter how short a time the device is in your hand (e.g. if you dial and then use an ear-piece and microphone). Hand-held phones must not be used when you are stopped at traffic lights or during normal hold-ups.
- Breaches of statutory law that occur during the normal working day whilst undertaking training company activities, if proven, will be classed as gross misconduct. As such any training company hearing would proceed as such.
iv) Alcohol and Drugs Policy;
- Drivers are forbidden to drive any vehicle under the influence of alcohol or illegal drugs, Management must be informed if you are on prescribed drugs that may affect your ability to drive.
- It is categorically forbidden for employees to drive a Training company vehicle whether at work or at home in an unfit state due to the influence of alcohol, illegal drugs or substances or to be in possession of alcohol or illegal drugs on Training company property or in a Training company vehicle.
- Employees taking medicines or prescribed drugs under the direction of their GP, Dentist or other medical licensed practitioner or on the advice of a Pharmacist must check whether or not driving is contra-indicated. In this situation where the employee is driving for work they must ensure that their Head of Department and Human Resources are fully informed.
v) Reporting of Accidents;
- All accidents must be reported to the Occupational Health Safety and Security Unit and to the Police23 where required.
- The driver of the vehicle involved in the accident, regardless of fault, must complete the Training company accident report form.
- All accident report forms must be fully completed and submitted to the Occupational Health Safety and Security Unit as soon as possible
vi) Vehicle Security;
- All items of value must be removed before leaving the vehicle unattended.
- If practicable, Training company and personal property should be removed from any vehicle that is to be unattended for an extended period of time. Theft of Training company property vehicles may lead to disciplinary action being taken against the employee who is the principal driver.
- Under no circumstances should documentation, or electronic storage devices, containing personal information, be left in an unattended vehicle.
- If theft of personal property occurs, it is the liability of the owner not the Training company’s liability.
vii) Driving Licence Check Procedure;
- Driving licences for employees must be submitted to the Estates Manager for inspection, and a copy stored with Human Resources before the use of a training company vehicle can be authorised.
- The employee is required to declare any changes to the status of their driving licence and any medical changes that could affect their driving, not previously reported.
viii) Notice of intended Prosecution or intended prosecution;
- Any employee prosecuted for a road traffic offence, who drives as part of their daily working activity must inform their line manager and Human Resources.
- Any employee ‘Driving for work’ that receives any Notice of Intended Prosecution must immediately inform Human Resources.
- Training company cars and mini buses must be booked out by the person driving the vehicle to allow traceability so the driver can be identified if necessary regarding any intended prosecution.
ix) Smoking in Training company Vehicles; Smoking in Training company vehicles is prohibited at all times. All vehicles must display a no smoking sign in their vehicle. There is a maximum fine of £200 on conviction for which the Training company will not be responsible.
x) Risk Assessment and Reduction; Drivers must manage the risk of driving by planning their journey effectively. HoDs must ensure risk assessments are complete and up to date; the Occupational Health, Safety and Security Unit will lead on cross-training company driving risk assessments.
xi) Medical conditions affecting the ability to drive;
- Employees must inform their Head of Department and the Occupational Health Safety and Security Unit of any medical condition which would prevent them driving legally.
- An individual driving risk assessment must be carried out on all pregnant employees by their Head of Department. In these circumstances Heads of Departments will endeavour to make reasonable adjustments, in consultation with the individual employee and Human Resources.
- Pregnancy does not give exemptions from the wearing of seat belts. Anyone who drives for the training company and becomes pregnant must inform their line manager and the Occupational Health, Safety and Security Unit. A full risk assessment will be completed and a decision will be made as to the most appropriate action will be made.
xii) First Aid First aid kits are available in all training company vehicles. Only fully qualified first aiders can give first aid if the need arises
xiii) Maintenance Procedures; An employee who is registered user of a Training company vehicle must complete the required vehicle defect report form each time a training company vehicle is used. These can be obtained when collecting vehicle keys. Before an employee starts their daily journey they should always ensure that:
- They check the dashboard warning lights both before and after starting the engine
- There are no unusual noises once the engine is running All the lights are both clean and working
- The windscreen and all other windows are clean
- They have sufficient fuel for the journey
(f) Use of privately owned vehicle:
i) The use of privately owned vehicles for Training company business is prohibited unless prior permission has been obtained from the Head of Department and all required paperwork has been submitted to Human Resources. Permission will only be given if there is no Training company vehicle available for the journey.
ii) Before authorisation is given for a private vehicle to be used for training company business, a copy of the employees’ driving licence (hard and paper copy) valid insurance certificate and a valid MOT certificate (where applicable) must be produced and validated by Human Resources. Drivers must be insured for business use.
iii) The training company cannot provide insurance cover for none training company owned vehicles.
iv) The Training company will not be held responsible for damages caused to privately owned vehicles employees insurance could be void if not insured for business use.
g) To avoid your private or training company vehicle being stolen or broken into, the following may help:
- Remove the ignition key and engage the steering lock.
- Lock the vehicle and set the alarm, if fitted, even if leaving it for only a few minutes.
- Remove all valuables/contents and lock them in the boot. Nearly a third of all stolen credit cards are from vehicles.
- Use attended or secure vehicle parking areas. Park in a well-lit area. Never leave a soft-top vehicle where it will be vulnerable