Health & Safety Policies and Procedures Manual

Transcription

1 Health & Safety Policies and Procedures Manual November 2015

2 Contents Ref. No Subject SECTION 1. ST FRANCIS SCHOOL HEALTH AND SAFETY POLICY SECTION 2. HEALTH AND SAFETY POLICIES AND PROCEDURES SECTION 3. HEALTH AND SAFETY FORMS AND RECORDS INDEX & WRM Website Access Policy Review These Health & Safety Policy and Procedures will be reviewed annually and re-issued biennially by Workplace Risk Management Ltd in conjunction with your Consultant. As each annual review is completed it will be signed off below. Review Date Signed on behalf or WRM Confirmed on behalf of St Francis School Workplace Risk Management Ltd Page 2

3 St Francis School Health and Safety Policy & Procedures Manual Introduction Health and Safety Policies Health and Safety Reviews (WRM Support Visits) Health and Safety System Health and Safety Training Health and Safety Monitoring (Forms and Records) Organisation / Implementation (Procedures) The above diagram summarises St Francis School s Health and Safety System, which this manual forms an important part. How to use this manual The manual is arranged in 3 sections: Section 1 St Francis School Health and Safety Policy This contains the St Francis School Policy Statement and subject specific health and safety policies together with everyone s health and safety responsibilities. Section 2 Health and Safety Policies and Procedures This contains the practical guidance on how to implement the health and safety policies. Section 3 Health and Safety Forms and Records This contains the forms and records which are to be used in conjunction with the policies and procedures set out in Section 2. Workplace Risk Management Ltd Page 3

4 Where can I get help? Teresa Brearley Operations Director mobile teresa@workplace-rm.com Simon Brearley Managing Director mobile simon@workplace-rm.com Workplace Risk Management Ltd., 110 Broom Leys Road, Coalville, Leicestershire. LE67 4DB T: W: You can contact the above people if you need help with any health and safety or fire safety issue. You should contact us immediately in the event of any of the following: Fire. Accident. Visit by your local Environmental Health Officer. Visit by your local Fire Officer. This will enable us to provide support and advice to you as soon as possible. Workplace Risk Management Ltd Page 4

5 Section 1 Health and Safety Policy Workplace Risk Management Ltd Page 5

6 Health and Safety Policy This section details the arrangements for the effective management of health and safety. A copy of our current general statement of health and safety policy can be found in Part 1. This sets out our commitment to provide and maintain safe working conditions for our employees and others who may be affected by our activities. We will ensure that the objectives of this statement are communicated to our employees, initially through our induction training and our Health and Safety Handbook. We will also monitor progress towards these objectives at senior management level and we will review them annually in consultation with our employees and other interested parties. The policy is supported by our health and safety management system which details our arrangements for the effective management of our significant risks and exposures. This includes detailed policies and procedures, our process for assessing risk, and our arrangements for emergencies, fire and first aid etc. We have appointed Workplace Risk Management Ltd. as our external risk management advisors who are responsible for providing the framework for our management system, giving expert advice and for monitoring our progress towards the standards we have set ourselves; WRM also serve as our competent persons. To meet the objectives of our health and safety policy we have established and implemented clear responsibilities for health and safety; see the organogram in Part 2. We are aware that senior managers within the school are individually and collectively responsible for health and safety. Therefore, specific responsibility for health and safety has been assigned to the Estate Manager (see Part 3). We have appointed the Headmaster as the person with overall responsibility for health and safety. The Headmaster is supported by the Estate Manager who is responsible for managing health and safety matters on a day to day basis; the Estate Manager may also be assisted by Senior Managers as delegated. The Headmaster will manage our health and safety programme, ensuring that all the essential elements of the system are implemented, monitored and reviewed. However, we are aware that we can only meet our objectives through the efforts of our employees; therefore, we have established clear lines of communication and encourage our employees to cooperate with us in achieving our objectives. We have established a clear policy on consultation. We recognise that the key to successful health and safety management is to ensure each employee is competent to carry out their responsibilities. To this end we have developed and implemented a training policy which clearly defines who is responsible for training and identifies what training each individual needs, based on the results of our risk assessments. Each individual s training requirements are identified in a training matrix, and this is supported by general responsibilities contained in the Health and Safety Handbook and individual work instructions for specific tasks and processes. David Sibson Headmaster Workplace Risk Management Ltd Page 6

7 Part 1 General statement of health and safety policy St Francis School It is our policy to ensure, so far as is reasonably practicable, the safety of all employees and any other persons who may be directly affected by the activities of the Company. St Francis School will, so far as is reasonably practicable; 1. Aim to achieve compliance with legal requirements through good occupational health and safety performance. 2. Provide adequate resources to implement this policy. 3. Establish and maintain a safe and healthy working environment. 4. Ensure that significant risks arising from work activities under our control are eliminated or adequately controlled. 5. Develop and implement appropriate occupational health and safety procedures, and safe working practices. 6. Include the management of health and safety as a specific responsibility of managers at all levels. 7. Ensure this policy is understood and implemented throughout the organisation. 8. Involve employees in health and safety decisions through consultation and co-operation. 9. Maintain workplaces under our control in a condition that is safe and without risk to health. 10. Regularly review compliance with the policy and the management system that support it. 11. Provide sufficient information, instruction and supervision to enable all employees to avoid hazards and contribute to their own health and safety at work. 12. Ensure that employees receive appropriate training, and are competent to carry out their designated responsibilities. Signed: David Sibson Headmaster Date: Workplace Risk Management Ltd Page 7

8 Part 2 - Organisation The simple organisational chart below shows the company s arrangements for managing health and safety. This document is provided purely for health and safety purposes and does not necessarily represent the organisation for other business activities. It is supported by the specific responsibilities detailed in Part 3. David Sibson Headmaster Mark Burge Estate Manager Lisa Morriston Bursar Workplace Risk Management Catering Manager Kevan Brown (Prep Staff) H&S Rep Rachel Ashman (Head of EYFS) Julia Duffy (Outdoor Pursuits Coordinator) Stephen Walton (Head of Science) Michelle Turner (Pre-prep Staff) H&S Rep Sue Reynolds (Head of Art & DT) Maintenance Staff Catering Staff Admin Staff Teaching Staff Pupils Workplace Risk Management Ltd Page 8

9 Part 3 Responsibilities for health and safety The following responsibilities have been assigned to competent people to enable us to meet the objectives of our health and safety policy. Workplace Risk Management Ltd Page 9

10 Headmaster The Headmaster has overall responsibility for the formulation and implementation of the school s health and safety policy, and in particular for: 1. Ensuring that the necessary arrangements are in place for managing health and safety effectively, and that senior managers are accountable for health and safety. 2. Considering health and safety during the planning and implementation of business strategy. 3. Ensuring there are sufficient resources for meeting the objectives of the health and safety policy. 4. Ensuring arrangements are in place for consultation with employees and that they are involved in decisions relating to health and safety, and that progress in relation to health and safety is communicated to them. 5. Including health and safety on the agenda of Governors meetings. 6. Ensuring arrangements are in place to monitor and review health and safety performance across the school, including accidents and incidents; and ensuring that the necessary amendments are made to relevant policies, procedures and processes. 7. Reviewing the objectives of the health and safety policy on an annual basis. Signature: Date: Workplace Risk Management Ltd Page 10

11 Headmaster The Headmaster is responsible for, in addition to any duties set out in this document or elsewhere, the day to day management of health and safety and ensuring that the objectives of the health and safety policy are implemented, and in particular: 1. Ensuring that health and safety is considered prior to the implementation of new processes. 2. Ensuring that suitable policies and procedures are provided and implemented to meet the objectives of the health and safety policy. 3. Ensuring that there is a training policy in place so that employees are competent for their respective roles and their health and safety responsibilities. 4. Ensuring that arrangements are in place for the elimination or control of risks in relation to health and safety. 5. Ensuring suitable emergency arrangements are in place in relation to fire, accidents and first aid. 6. Ensuring suitable controls are in place for the effective management of contractors. 7. Ensure that reports and recommendations provided by enforcement bodies, external consultants and other such bodies are evaluated and actioned without delay. 8. Monitoring performance in relation to health and safety and reporting to the Governors of progress against the objectives of the health and safety policy. 9. Reviewing accidents and other incidents in relation to health and safety and reporting to the Board of Governors on the outcome of these investigations. 10. Informing the Board of Governors of any situation which may affect or incur adverse publicity for the school. Signature: Date:

12 Estate Manager The Estate Manager is responsible for, in addition to any duties set out in this document or elsewhere, assisting in meeting the objectives of the health and safety policy, and in particular 1. Monitoring and reviewing the implementation of the health and safety policy. 2. Ensuring that responsibilities for health and safety are clearly allocated, and that the correct level of competence and training is identified for each type of employee. 3. Ensuring employees under their control comply with relevant health and safety legislation and follow approved procedures and systems of work. 4. Ensuring that risk assessments are provided for all significant work activities and the results of these assessments are implemented and communicated to employees. 5. Ensuring that the arrangements for fire, first aid, accidents and emergencies are implemented. 6. Ensuring that the health and safety management system is implemented. 7. Ensuring that relevant policies, procedures, and safe working practices are provided. 8. Ensuring that appropriate procedures are in place for the purchase, maintenance and use of work equipment, and that the health and safety aspects are fully assessed. 9. Ensuring that contractors are competent for the work they carry out, to operate an effective permit to work system, and to monitor contractors performance. 10. Ensuring personal protective equipment is provided, worn and maintained. 11. Implementing the recommendations made by external auditors, enforcement officers and other relevant parties, within the timescales allocated. 12. Ensuring that the arrangements for communication, cooperation and consultation are maintained. 13. Investigating accidents and incidents and ensure that any improvements identified in relation to working practices are implemented, and informing senior management immediately of any significant failures. 14. Monitoring health and safety standards on site at regular intervals and ensure remedial action is implemented. 15. Ensuring that employees receive adequate training, information, instruction and supervision to discharge to their specific health and safety responsibilities. 16. Promptly informing the Headmaster and senior managers of any significant health and safety failure. 17. Providing the Headmaster with regular reports on health and safety performance, including recommendations for improvements. 18. Ensuring that health and safety records and documentation are complete and are systematically stored. Signature: Date: Workplace Risk Management Ltd Page 12

13 Employees It is the duty of all employees to take all reasonable care for the health and safety of themselves, and any other persons who may be affected by their acts or omissions at work. They must also co-operate with senior managers and other employees in fulfilling our objectives and statutory duties. In particular, they must: 1. Comply with the training, information and instruction they have been given. 2. Not attempt to carry out hazardous work or use hazardous machinery unless they have been trained and authorised to do so. 3. Carry out their work safely and without undue risk to themselves, colleagues and others who may be affected by their actions, and not intentionally interfere, misuse or ignore arrangements, controls and items provide for health and safety purposes. 4. Check tools and equipment before using them, and not to use equipment which they know to be faulty. 5. Ensure that any damaged equipment is reported immediately to their manager/supervisor and removed from service until it is repaired. 6. Not bring any equipment, tools, radios, etc. onto school premises without first obtaining permission from their supervisor/manager. 7. Conduct themselves in a responsible manner while on school business, be alert for hazards and refrain from any form of horseplay. 8. Comply with the arrangements for emergencies and fire as they have been instructed. 9. Use the personal protective equipment, clothing or safeguards provided and ensure that personal protective equipment is stored correctly and kept in good condition. 10. Co-operate with management, colleagues, safety representatives and advisors promoting safe working practices. 11. Keep their work areas tidy and clear of hazards. 12. Report accidents, incidents and hazards they observe to their manager/supervisor. These responsibilities are also contained in the Training Health and Safety Handbook. (Refer to Section 3 - Health and Safety Forms and Records Index). Workplace Risk Management Ltd Page 13

14 First Aiders First Aiders are responsible for, in addition to any duties set out in this document or elsewhere, assisting in meeting the objectives of the health and safety policy, and in particular: 1. Being familiar with the emergency procedures and ensuring suitable and sufficient notices are displayed detailing the procedures. 2. Maintaining a valid first aid at work certificate issued by an HSE approved first aid training centre. 3. Attending appropriate additional courses to maintain their expertise as required remain up to date on the latest treatments. 4. Being aware of the various hazards likely to be the cause of injury and the appropriate first-aid treatment necessary. 5. Taking charge when someone is injured or falls ill, and providing treatment or advice within the limits of their training and experience and referring any cases of doubt to a hospital or doctor. 6. Checking that appropriate and sufficient first-aid boxes are sited about the premises and they are properly stocked and maintained. 7. Checking that appropriate and sufficient eye wash facilities are sited about the premises and maintained. 8. Recording details of all accidents and treatments in the appropriate incident log. 9. Ensuring the Relevant Manager is advised of all accident and incidents to ensure the appropriate investigations can be completed. Signature: Date: Workplace Risk Management Ltd Page 14

15 Section 2 Health and Safety Policies & Procedures Workplace Risk Management Ltd Page 15

16 Contents Ref. No Subject Revision Date Page Section 2. Health and Safety Policies & Procedures _ 1. Accidents November Asbestos November Checklists November Confined Spaces November Consultation November Contractors November Control of Hazardous Substances (COSHH) November Disability Discrimination November Display Screen Equipment (DSE) November Driving Safely November Drugs and Alcohol Misuse November Electrical Safety November Emergency Arrangements November Enforcement Visits November First Aid November Gas Safety November Lift Safety November Lone Working November Manual Handling November New and Expectant Mothers November Noise November Occupational Health November Permit to Work November Workplace Risk Management Ltd Page 16

17 Ref. No Subject Revision Date Page 24. Personal Protective Equipment (PPE) November Risk Assessments November Slips and Trips November Training November Water Safety November Work at Height November Workplace Safety November Work Equipment November Young Persons November Workplace Risk Management Ltd Page 17

18 Accident Policy and Procedure 1. Specific Legislation 1.1 The Health and Safety (First Aid) Regulations Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 2013 (RIDDOR). 2. Purpose 2.1 To ensure that accidents are recorded, reported and investigated. 2.2 To ensure that all staff are aware of their roles and responsibilities in relation to the recording, investigation and reporting of accidents. 2.3 To ensure that accidents are reduced as far as is practical. 3. Policy 3.1 St Francis School will ensure that: Adequate resources are made available for the implementation of this policy. This policy and associated procedure are effectively communicated. All accidents and incidents are recorded and records kept. All injuries, diseases and dangerous occurrences defined within the RIDDOR regulations are notified to the relevant enforcing authority. Accidents and incidents are investigated where necessary; any recommendations are actioned and feedback is given to the workforce. Information, instruction and training is given so that employees are adequately trained to carry out their work safely. There is periodic monitoring of performance against these standards. 3.2 This policy will be reviewed and revised at least once every two years or sooner if this becomes necessary. 4. Procedure Who is responsible for implementing this procedure? 4.1 The Headmaster has overall responsibility for management of health and safety. 4.2 The Estate Manager is responsible for the implementation of this policy and procedure on a day-to-day basis. What do I need to do? The Estate Manager should: 4.3 Provide and maintain an incident log. 4.4 Record all accidents and incidents in the incident log. Over-three day incapacitation accidents must be recorded, but not reported where they result in a worker being incapacitated for more than three consecutive days. Workplace Risk Management Ltd Page 18

19 4.5 Complete an Accident Report Form (Refer to Section 3 - Health and Safety Forms and Records Index & WRM WEBSITE ACCESS ) for all accidents involving personal injury and any near misses plus the following: Physical violence, including threatening behaviour. Vehicle collisions. 4.6 Completed forms should be kept in a separate folder from blank forms to comply with the requirements of the data protection act. 4.7 Where the incident is reportable under RIDDOR, see below. 4.8 All accidents should be investigated as detailed below. Investigating Accidents 4.9 WRM should be notified immediately of any significant accidents together with your insurers Accidents/ near misses involving employees or members of the public should be thoroughly investigated Arrangements should be made for the accident scene to be photographed or for a sketch to be made Witnesses should be interviewed and, if possible, the injured person as soon after the incident as is practical. Take a written signed statement Relevant records, including maintenance and training records should be obtained The aims of the investigation should be to find out: What happened? What caused the accident/incident? Who was involved? When did it occur? Where did it occur? How could it have been prevented and how? What needs to be done to prevent a recurrence? 4.15 In carrying out the investigation, the following should be considered: Managerial factors - risk assessments, responsibilities, safe systems of work, preventative measures, and resources. Occupational factors - plant and equipment, hazardous substances, and work activity. Environmental factors - the work/public area, lighting, noise, etc. Personal factors - personal behaviour, substance abuse, violation of procedures, age The following records should be obtained and attached to the accident report form: Investigation report and photographs. Witness statements. Details of any first aid given. Documents relating to previous accidents. Relevant risk assessments. Relevant maintenance and training records. Relevant method statements and work procedures. CCTV footage Workplace Risk Management Ltd Page 19

20 Notification of Accidents 4.17 There are certain accidents, diseases and dangerous occurrences which must be notified to the relevant enforcing authority within a specified timescale. The following are reportable: All deaths to workers and non-workers, with the exception of suicides, must be reported, without delay (e.g. by telephone) if they arise from a work-related accident, including an act of physical violence to a worker. Where an employee suffers a specified injury, e.g. a fracture of any bone except a finger or toe this must be reported without delay (e.g. by online/ telephone). Non-fatal accidents to non-workers. Accidents to members of the public or others who are not at work must be reported if they result in an injury and the person is taken directly from the scene of the accident to hospital for treatment to that injury. Examinations and diagnostic tests do not constitute treatment in such circumstances. There is no need to report incidents where people are taken to hospital purely as a precaution when no injury is apparent. An employee is unable to work as a result of injury for more than 7 days (not counting the day on which the accident happened). Employers must report diagnoses of certain occupational diseases, where these are likely to have been caused or made worse by their work Occupational diseases. Where there is a defined dangerous occurrence, e.g. the unintended collapse of a wall (this should be reported immediately, e.g. by telephone). Dangerous occurrences that are certain, specified near-miss events In all cases, the completed RIDDOR form should be sent to the relevant enforcing authority within 15 days of the event The incident can be reported in one of the following ways: Visit the HSE website and complete the appropriate online report form listed below. The form will then be submitted directly to the RIDDOR database. You will receive a copy for your records. o o o o o Report of an injury Report of a dangerous occurrence Report of a case of disease Report of a flammable gas incident Report of a dangerous gas fitting All incidents can be reported online but a telephone service remains for reporting fatal and major injuries only - call the Incident Contact Centre on (Monday to Friday 8.30 am to 5 pm). It is also possible to post the completed report to your local Health and Safety Executive office the address can be found in your local phone book. Workplace Risk Management Ltd Page 20

21 Reportable accidents Specified Injuries fractures, other than to fingers, thumbs and toes amputations any injury likely to lead to permanent loss of sight or reduction in sight any crush injury to the head or torso causing damage to the brain or internal organs serious burns (including scalding) which: covers more than 10% of the body causes significant damage to the eyes, respiratory system or other vital organs any scalping requiring hospital treatment any loss of consciousness caused by head injury or asphyxia any other injury arising from working in an enclosed space which: leads to hypothermia or heat-induced illness requires resuscitation or admittance to hospital for more than 24 hours Dangerous occurrences (which may be relevant) Collapse, overturning or failure of load-bearing parts of lifts and lifting equipment; Explosion, collapse or bursting of any closed vessel (pressure systems) or associated pipework; Plant or equipment coming into contact with overhead power lines with a voltage greater than 200 volts; Electrical short circuit causing fire or explosion, which results in plant stopping for more than 24 hours or which has the potential to cause the death of any person; Collapse or partial collapse of scaffolding (including suspension arrangements) over 5 metres high, or erected near water where there could be risk of drowning after a fall; Unintended collapse of: any building or structure under construction, alteration or demolition where over 5 tonnes of material falls. The accidental release of any substance which could cause injury to any person. Workplace Risk Management Ltd Page 21

22 Review of accidents 4.20 St Francis School should review all reported incidents and decide whether further investigation is necessary. As a minimum, the following should be reviewed: All incidents which are reportable under RIDDOR. Recurring incidents which suggest there is an underlying problem. Incidents involving the work of contractors Where investigations conclude that there are shortcomings in your policies or procedures, then amendments should be made and all relevant property managers informed without delay Incidents should be a standing agenda item at management meetings. Those incidents which fall into the above criteria should be discussed with a view to preventing recurrences. Monitoring 4.23 The Estate Manager will regularly monitor that this procedure is being followed, using the management monitoring checklists. Review 4.24 This procedure must be reviewed at least every two years or sooner if legislation changes or if there are changes with work processes. Any changes should be communicated to the workforce. 5. Standard Forms, Letters and Relevant Documents Accident Report Form. Accident Policy and Procedure No. of pages: 5 Issue date: November 2015 Workplace Risk Management Ltd Page 22

23 Asbestos Policy and Procedure 1. Specific Legislation 1.1 Control of Asbestos Regulations Purpose 2.1 To ensure that suitable arrangements are in place to minimise exposure to asbestos materials. 2.2 To ensure that all staff are aware of their roles and responsibilities in relation to the management of asbestos. 3. Policy 3.1 St Francis School will ensure: Adequate resources are made available for the implementation of this policy. Asbestos containing materials under our control are managed so as to eliminate, as far as reasonably practicable, exposure to asbestos fibres to employees, St Francis Schools, contractors, visitors, the public and anyone else that could be affected. Where exposure cannot be eliminated, then this exposure to asbestos fibres is reduced below any statutory control limits or action levels. There is periodic monitoring of performance against these standards. 3.2 This policy will be reviewed at least once every two years or sooner if necessary. 4. Procedure Who is responsible for implementing this procedure? 4.1 The Headmaster has overall responsibility for management of health and safety. 4.2 The Estate Manager will be responsible for the implementation of this procedure on a day-today basis. What do I need to do? Asbestos Surveys 4.3 If the site was constructed prior to 1999, you should arrange an Asbestos Management Survey of all areas by a competent person, unless such a survey has already been completed. This survey should also cover any other areas where you are the dutyholder, i.e. where you are responsible for maintenance. 4.4 Any remedial action necessary in relation to encapsulation and/or removal should be implemented within the specified timescales and interim control measures implemented where necessary. 4.5 Safety documentation relating to encapsulation, removal and/or labelling of asbestos should be retained in the asbestos management file. Workplace Risk Management Ltd Page 23

24 Asbestos Management Plan 4.6 An 'asbestos management plan' then needs to be written. This should include: who is responsible for managing asbestos; the asbestos register you have just made; plans for work on asbestos materials; the schedule for monitoring the materials' condition; and telling people about your decisions. Information to Contractors 4.7 An asbestos management file containing an asbestos register should be kept in a readily available position. Contractors, tenants and others who are liable to come into contact with asbestos containing materials, must be directed to, and have access to, this information. Monitoring 4.8 You should check on the condition of asbestos containing materials and the presence of labelling when completing the monthly checklist (see Checklist Procedure). Any remedial action identified should be implemented without delay. Emergency Action 4.9 Emergency instructions in relation to accidental asbestos exposure should be contained in the site rules, which all contractors and tenants receive If asbestos containing materials are disturbed the Supervising Manager should: Stop any work taking place and clear and isolate the relevant area, e.g. lock the access door. Where possible contaminated clothing and materials should be left within the area. Provide conspicuous prohibition signs stating danger asbestos do not enter. Further information will be provided in the asbestos training guide. Contact WRM immediately who will advise on any additional precautions. They are able to arrange for a competent person to inspect the area and provide advice on any remedial action. Engage a licensed asbestos contractor to implement any such remedial action. Keep the area isolated until the competent person has re-inspected the area, completed an air test and have confirmed that the area is safe to occupy. Records of any remedial action must be added to the asbestos management file. Refurbishment Work 4.11 Where refurbishment or demolition work is planned, then the relevant parts of the building should have a Refurbishment and Demolition Survey completed by a competent person. The relevant survey report should be given to each contractor or in the case of notifiable projects under CDM (Construction Design and Management) to the CDM coordinator for inclusion in the health and safety file Notifiable CDM projects can be defined as any building, civil engineering or engineering construction work (including demolition) which will last longer than 30 days or will involve more than 500 man hours. Workplace Risk Management Ltd Page 24

25 Monitoring 4.13 The Estate Manager will regularly monitor that this procedure is being followed, using the management monitoring checklists. Review 4.14 This procedure must be reviewed at least every two years or sooner if legislation changes or if there are changes with work processes. Any changes will be communicated to the workforce. 5. Standard Forms, Letters and Relevant Documents None. Asbestos Policy and Procedure No. of pages: 3 Issue date: November 2015 Workplace Risk Management Ltd Page 25

26 Checklist Policy and Procedure 1. Specific Legislation 1.1 Management of Health and Safety at Work Regulations Purpose 2.1 To ensure that suitable arrangements are in place to maintain health and safety standards through the regular inspection of workplaces. 2.2 To ensure that all staff are aware of their roles and responsibilities in relation to the completion of monitoring checklists at the appropriate frequencies. 3. Policy 3.1 St Francis School will ensure that: Adequate resources are made available for the implementation of this policy. This policy and procedure are effectively communicated. Regular health and safety inspections are undertaken in all areas of the workplace. Monitoring checklists are used to monitor the level of compliance with Company policy and statutory requirements. Any deficiencies are identified, recorded, reported and rectified within agreed time limits. Arrangements are made for the periodic monitoring of performance against these standards. 3.2 This policy will be reviewed at least once every two years or sooner if this becomes necessary. 4. Procedure What are checklists for? 4.1 Regular monitoring checks will be used to ensure standards on site are maintained, that your policies and procedures are implemented and to support your defence against claims. Who is responsible for implementing this procedure? 4.2 The Headmaster has overall responsibility for management of health and safety. 4.3 The Estate Manager will implement this policy on a day to day basis. What do I need to do? Daily checks 4.4 The following should be completed on a daily basis by the delegated competent person: Fire escape doors and routes clear of obstructions and well lit. Fire doors kept closed and are operational. Fire extinguishers in place, accessible and not discharged. Combustibles materials stored in containers away from the building. Workplace Risk Management Ltd Page 26

27 No electrical hazards e.g. exposed live terminals. Internal and external pedestrian routes and stairs well lit. Surfaces free from holes, spillages and other slip / trip hazards. Building fabric, windows, gates and fencing free from obvious damage. No storage that could collapse or fall. Refuse areas clean and tidy - storage away from the building. Medicine cabinets, workshops, plant rooms, risers etc locked when not in use. Monthly Checklists 4.5 A Monthly Monitoring Form should be completed (Refer to Section 3 - Health and Safety Forms and Records). The checks should be planned so that they occur around the same date each month. 4.6 Enter your name, the date and time at the top of the form and then a put tick or cross beside every question. 4.7 Where a defect is identified, the relevant action should be noted in the appropriate column and a completion date given. 4.8 These defects should be completed as soon as is practical and items should not run from month to month unless there are specific reasons. 4.9 Completed checklists should be systematically filed and kept for a minimum of three years. These records will be essential in defending any civil claims that arise. Quarterly Review 4.10 The Estate Manager will carry out a quarterly management review by completing the Quarterly Monitoring Form (Refer to Section 3 - Health and Safety Forms and Records Index). This should include a check on whether monthly weekly checklists are being completed accurately, at the correct intervals, and actions identified are being closed. Monitoring 4.11 The Estate Manager will regularly monitor that this procedure is being followed, using the management monitoring checklists. Review 4.12 This procedure must be reviewed at least every two years or sooner if legislation changes or if there are changes with work processes. Any changes will be communicated to the workforce. 5. Standard Forms, Letters and Relevant Documents Checklist - Monthly Monitoring Form. Checklist - Quarterly Monitoring Form. Item: Checklist Policy and Procedure No. of pages: 2 Issue date: November 2015 Workplace Risk Management Ltd Page 27

28 Confined Spaces Policy and Procedure 1. Specific Legislation 1.1 Confined Spaces Regulations Purpose 2.1 To ensure that adequate controls are in place when working in confined spaces. 2.2 To ensure that all staff are aware of their roles and responsibilities in relation to working in confined spaces. 3. Policy 3.1 St Francis School will ensure that: Adequate resources are made available for the implementation of this policy. This policy and procedure are effectively communicated. Confined spaces are identified and kept secure to prevent unauthorised access. Access to confined spaces is restricted to competent employees and/or competent contractors. Confined spaces risk assessments and work instruction/method statements are provided before work commences. The permit to work system is operated for confined space work. 3.2 This policy will be reviewed at least once every two years or sooner if this becomes necessary. 4. Procedure Who is responsible for implementing this procedure? 4.1 The Headmaster has overall responsibility for management of health and safety. 4.2 The Estate Manager will implement this policy on a day-to-day basis. Identifying confined spaces 4.3 You should ensure that confined spaces on site are identified (your WRM consultant will assist you during the risk assessment visit). 4.4 A confined space has two defining features: It is substantially enclosed; and There is a reasonably foreseeable risk of serious injury from hazardous substances or conditions within the space or nearby. 4.5 Examples of confined spaces are: chamber, tank, vat, silo, pit, trench, pipe, sewer, flue, well, duct, vessel, culvert, tunnel, borehole, manholes, shafts, excavations, sumps, inspection pits, building voids, some enclosed plant rooms, interiors of machines, plant and vehicles. Workplace Risk Management Ltd Page 28

29 Authorised access to confined spaces 4.6 Confined spaces should be kept locked to prevent unauthorised access. 4.7 Access to confined spaces should be prohibited except for essential work which cannot be carried out any other way. 4.8 Access should be restricted to competent employees and competent contractors. The assessment of competence will depend on the type and complexity of the work, the equipment and substances being used, and the hazards within the confined space. 4.9 Before authorising a competent contractor to work in a confined space, you should refer to the Contractors Policy and Procedure below, which explains the process for appraisal, authorisation and permits to work, based on risk assessments and method statements Checks should be made that employees working in confined spaces are fit for the work and are not claustrophobic Adequate confined spaces risk assessment should be completed by a competent person and recorded. The Confined Spaces Risk Assessment Form can be found in Section 3 - Health and Safety Forms and Records Index Specific work instruction/method statement should be provided which takes account of the results of the risk assessment Employees should be instructed on the contents of the risk assessment and method statement, so that they fully understand the contents of each document. What to include in the method statement? 4.14 Adequate supervision should be provided. People involved in high risk work in a confined space should not work alone and should have regular contact with persons outside, who can assist in an emergency The provision for testing and monitoring the atmosphere in the confined space prior to entry and throughout the work operations should be made, if the presence of harmful or explosive substances is foreseeable Provision should be made for gas purging where the presence of flammable or toxic gases or vapours is foreseeable Provision should be made to deal with the risks from chemical residues The ingress of substances that could pose a risk to those working in the space should be prevented Power supplies, unless it is essential for lighting and communications, should be isolated Provision of equipment that is fit for the purpose, e.g. intrinsically safe electrical tools where there is a danger of explosion, should be provided Safe working environment, where possible, without the need for PPE, should be provided PPE should be provided as a last resort. Where provided it should be fit for use. Normally only breathing apparatus is suitable for working in a confined space The use of portable gas cylinders and internal combustion engines should be prohibited Arrangements for safe access and exit should be made. Workplace Risk Management Ltd Page 29

30 4.25 The storage of combustible materials should be prohibited, unless a specifically allocated area has been provided Static discharge where there is a risk of flammable or explosive atmosphere should be avoided and ensure all conducting items, such as trunking, are bonded and earthed Smoking in a confined space should be prohibited Work time in a confined space where Respiratory Protective Equipment (RPE) is used or there are extreme conditions of temperature or humidity, should be limited Arrangements should be made for emergencies including: Provision of suitable rescue equipment for foreseeable emergencies, e.g. ropes and lifting equipment may be necessary to lift an unconscious person from a manhole. Means of raising the alarm in the event of an emergency. Where there is a risk of fire, fire extinguishers are kept in the confined space at the entry point. Isolation of nearby plant and equipment before attempting a rescue. Provision of first aid until the emergency services arrives on site A valid permit to work should be issued. Plant and equipment 4.31 Equipment should be provided for safety purposes and included on the Work Equipment Maintenance Schedule and should be maintained regularly by a competent person (see Work Equipment Policy and Procedure below) RPE and resuscitating apparatus should be checked before use. In particular, the straps, face pieces, filters and valves of the RPE Test certificates for RPE incorporating compressed gas cylinders or electric motors should be obtained Lifting equipment should have certificates of testing and safe working load Ropes, harnesses, lifelines and protective clothing, particularly those parts which are load bearing, should be regularly examined Defective equipment should be returned to the manufacturer or other competent person for remedial work. Monitoring 4.37 The Estate Manager will regularly monitor that this procedure is being followed, using the management monitoring checklists. Review 4.38 This procedure must be reviewed at least every two years or sooner if legislation changes or if there are changes with work processes. Any changes will be communicated to the workforce. 5. Standard Forms, Letters and Relevant Documents Confined Spaces Risk Assessment Form Confined Spaces Policy and Procedure No. of pages: 3 Issue date: November 2015 Workplace Risk Management Ltd Page 30

31 Consultation Policy and Procedure 1. Specific Legislation 1.1 The Safety Representatives and Safety Committees Regulations The Health and Safety (Consultation with Employees) Regulations Purpose 2.1 To ensure suitable arrangements for consultation with employees in relation to health and safety are in established. 2.2 To ensure that all staff are aware of these arrangements. 3. Policy 3.1 St Francis School will ensure that: Adequate resources are available for the implementation of this policy. This policy and procedure are effectively communicated. Suitable arrangements are made for consulting with employees on health and safety. Employees are consulted when significant changes to working practices are planned. Employees health and safety concerns are acted upon. Arrangements are made for the periodic monitoring of performance against this standard. 3.2 This policy and associated procedure will be reviewed and revised as necessary at least once every two years. 4. Procedure Who is responsible for implementing this procedure? 4.1 The Headmaster has overall responsibility for management of health and safety. 4.2 The Estate Manager will be responsible for the implementation of this procedure on a day-today basis. What do I need to do? 4.3 St Francis School should be committed to the development, implementation and support of effective arrangements for consulting with employees. The objectives should be to listen to the views of employees and take them into account before key decisions are made in relation to health and safety, and: To promote co-operation between management and employees in reviewing and implementing measures to ensure the health and safety of employees and others who may be affected. To ensure the suitability of policies by monitoring their performance. To reduce accidents and incidents of work related ill health. Workplace Risk Management Ltd Page 31

32 4.4 Employees should be consulted on the following issues: Measures that may substantially affect their health and safety. Risks associated with their work and the control measures implemented to minimise these risks. Emergency procedures. Health and safety training for employees. New technology and working practices before they are implemented. Current Arrangements 4.5 St Francis School has a Health and Safety Steering Group which meets regularly, initially to discuss key health and safety matters including accident, progress with risk assessment programme, training and the impact of new legislation and procedures. The minutes from this meeting should be circulated. 4.6 Health and safety should also be discussed at routine management meetings. 4.7 Employees should be kept up to date with changes in health and safety arrangements, risk assessments, procedures and working practices at regular meetings. 4.8 Employees should be encouraged to bring health and safety matters to the attention of their manager / supervisor. If they are unhappy with the outcome of issues which they have raised they should escalate the matter to the Headmaster. Monitoring 4.9 The Estate Manager will regularly monitor that this procedure is being followed, using the management monitoring checklists. Review 4.10 This procedure must be reviewed at least every two years or sooner if legislation changes or if there are changes with work processes. Any changes will be communicated to the workforce. 5. Standard Forms, Letters and Relevant Documents None. Consultation Policy and Procedure No. of pages: 2 Issue date: November 2015 Workplace Risk Management Ltd Page 32

33 Contractors Policy and Procedure 1. Specific Legislation 1.1 The Health and Safety at Work Etc. Act The Management of Health and Safety at Work Regulations Purpose 2.1 To ensure that there is an effective policy in place for the selection, appraisal and control of contractors. 2.2 To ensure that all staff are aware of their roles and responsibilities in relation to the management of contractors. 3. Policy 3.1 St Francis School will ensure that: An effective process is in place for the selection, appraisal and approval of contractors. Only contractors able to demonstrate a commitment to maintaining high standard of Health and Safety Management throughout their business are appointed. The Estate Manager has clear guidelines as to their remit and authority with regard to the appointment of contractors. A database of approved contractors is maintained. 3.2 This policy and associated procedure will be reviewed and revised as necessary at least once every two years. 4. Procedure What is a contractor? 4.1 For the purposes of health and safety, we limit this procedure to maintenance contractors, e.g. builders, fire systems maintenance etc., and exclude suppliers of goods, e.g. paper towels, plants etc. Who is responsible for controlling contractors? 4.2 The Headmaster has overall responsibility for management of health and safety. 4.3 The Estate Manager will be responsible for ensuring this procedure is implemented on a day to day basis. What do I need to do? 4.4 A Contractors List for each site should be prepared, which identifies each contractor and their progress towards authorisation (Refer to Section 3 - Health and Safety Forms and Records Index). 4.5 The evaluation process should be completed as detailed below. The Contractors Health and Safety Pack should be sent to each contractor and can be found in Section 3 - Health and Safety Forms and Records Index. This includes a covering letter explaining what they should do, your safety policy and site rules. You will need to include the site specific Hazard Sheet. Workplace Risk Management Ltd Page 33

34 4.6 When the completed form is returned, the contents should be evaluated, as far as is practical, the contents of the risk assessments and method statements provided. 4.7 If there are any significant concerns identified in this safety documentation, e.g. inadequate insurance cover, poor safety record, then the contractor should not be instructed. 4.8 As a minimum, the risk assessments/method statements should cover the following issues Emergency procedures. Preventing falls at height (where relevant). Fire and explosion. Electrocution. Segregation and supervision of work areas. Elimination or control of the significant risks associated with that type of work. Measures to minimise or control work at height. 4.9 If the risk assessments and/or method statement are inadequate, then the contractor should be asked to amend it or provide supporting information until you are comfortable that these items are suitable for the intended work Once you are satisfied that the contractor has met the criteria, the Limitation of Works Certificate should be issued (Refer to Section 3 - Health and Safety Forms and Records Index) For work that is significantly different to what the contractor normally carries out, or there are activities or work areas which present risk, then site specific risk assessments should be required and additional Limitation of Works may be necessary When a contractor arrives on site the Supervising Manager should ensure that they: Sign in before they commence work; Be shown the evacuation plan; Be shown the relevant parts of the asbestos register; Be issued with the relevant keys; and Where practical, are escorted to the work area On completion of work, contractors should secure the work area and return the keys to the Supervising Manager. The Supervising Manager should check the work area before the contractors leave site Completed safety documentation should be systematically filed and kept for a minimum of three years. Permit to Work 4.15 Where the contractor intends carrying out defined high risk work such as hot work or using an access cradle, then they should be issued with a Permit to Work. For further information see the Permit to Work Policy and Procedure detailed below. Refurbishment and Building Projects 4.16 Where contractors are responsible for refurbishment and building projects, e.g a segregated area of the site, Limitation of Works should be issued to the principle/main contractor. In return they should be responsible for all sub-contractors and other trades working within the area The principle/main contractor will remain responsible for safety at all times. Where there are a number of trades on site effective means of communicating site changes, progress and risk assessment/method statement amendments must be in place. Workplace Risk Management Ltd Page 34