Health and Safety Policy

Transcription

1 Contents Contents General Statement of Policy Learner Specific Statement of Policy Scope of the Policy Responsible Persons Managing Risks Risk Assessments Accidents, First Aid and Work Related Ill-Health Accident Reporting Display Screen Equipment Tutor Responsibility and Risk Assessment Work Place Vetting and Risk Assessment Applicable Legislation Statutory Notices Risk Management Lone Working Violence, Harassment and Bullying Electrical Safety Staff Involvement, Induction and Training Contents

2 22. Auditing and Review APPENDIX I A Safe Learner Blueprint for Work Related Learning APPENDIX II Workplace Vetting Questionnaire APPENDIX III Learning Curve Partner Auditing and Review Procedure Contents

3 1. General Statement of Policy 1.1. The Learning Curve aims to provide a healthy and safe environment for all its staff, trustees, volunteers, members, visitors and learners at all times. In doing this The Learning Curve will endeavour to prevent accidents and cases of work-related ill health, ensuring that all equipment is safe and regularly maintained and that any substances are handled safely and in accordance with COSHH regulations. To achieve this, each member of staff will ensure the required standards are applied and met. Adequate and appropriate information and training will be provided to all staff ensuring that a healthy and safe environment is continuously maintained for staff, learners and visitors. This policy is a continual working document and will be reviewed and revised as necessary (As a minimum it should be reviewed annually with all other Learning Curve Policies) 2. Learner Specific Statement of Policy 2.1. The Learning Curve is a learning and training provider and as such the health and safety of learners is of paramount importance. The safe learner concept is central to our policy and Learning Curve will promote and expect those we fund to promote this at all times. We believe that learners are entitled to learning that takes place in a safe, healthy and supportive environment. In addition, we consider that safe learning is essential to maximise learners experience and achievement. Learning Curve and its delivery partners have a primary duty of care for the health and safety of learners. We have a full expectation that this duty will be fully met. We will apply four core principles: To expect, first and foremost, that Learning Curve and their delivery partners will fully meet their legal obligations and duty of care to learners To seek assurance that Learning Curve and its delivery partners have suitable and sufficient arrangements for learner health and safety To take appropriate action where expected standards are not met or maintained To promote the raising of standards for learner health and safety through support, and challenge, as appropriate 2.2. Our strategy for learner health and safety is based on the application of these core principles in conjunction with the LSC Safe Learner Concept and Learner Blueprint. These are implemented across the full range of learner provision by Learning Curve 3 General Statement of Policy

4 and its delivery partners. (Further information can be found in Appendix I and in the Safeguarding Policy found at 3. Scope of the Policy 3.1. The scope of this policy encompasses all offices and training venues operated by The Learning Curve. There are also procedures in place and guidelines for the Health and Safety of learning taking place within environments provided by Learning Curve Partners. These specifically include the Workplace Vetting Procedure and Tutor Risk Assessment Process. In addition facilities offered by a third party should be used in accordance with their. In all cases, existing local health and safety regulations should be considered when preparing procedures specific to The Learning Curve Certain health and safety matters reside with the host landlord and will vary from site to site. Normally these include: Fire instructions Evacuation procedures and assembly points Fire fighting appliances Fire drills and tests 4. Responsible Persons 4.1. Overall responsibility for health and safety matters rests with Learning Curve s Chief Executive Day-to-Day responsibility for ensuring the policy is put into practice is delegated to the Health and Safety Officers with responsibility for Health & Safety in their job description. These are the Senior HR Administrator & Training Advisor Issues to be reported directly to the Chief Executive All Learning Curve Employees have an equal responsibility for ensuring that the Learning Curve s Health & Safety policy is adhered to and of notifying The Health and Safety Officer of any actual / potential issues. Staff should consult with a Health & Safety Officer on any matters that affect this policy. 5. Managing Risks Risk Assessments 5.1. Risk Assessments for both Learning Curve s premises will be undertaken by a Health and Safety Officer annually or when the office environment significantly changes. Findings of these risk assessments will be reported with recommended actions or 4 Scope of the Policy

5 controls to the Chief Executive for approval. The approved recommended actions are then identified on the H&S Action Plan which is reviewed quarterly. The risk assessment report will be made available to all staff together with the plan of action to reduce the risks identified. A Health and Safety Officer will implement changes and review them accordingly All changes arising from Health and Safety issues or actions which affect Employees are carried out only after consultation with All Learning Curve Employees; this can be either by or in staff meetings, it is the responsibility of a Health and Safety Officer to ensure this takes place As part of the overall Assessment a Health and Safety Officer must also carry out COSHH Assessments and a separate Fire Risk Assessment; procedure for actions arising from this are as with the full premises risk assessment. In addition to a Fire Assessment a Health and Safety Officer must ensure adequate controls are maintained this includes: Ensuring all escape routes are clear and accessible Fire Extinguishers are accessible and adequately maintained (Serviced Annually at both sites) Fire Alarms are tested at both the Melksham and Chippenham sites on a weekly basis by the Managing Agent Fire Drill is carried out (To be done bi-annually with results and any required actions documented 5.4. To assist with Fire prevention and action in the case of emergency The Learning Curve s Health and Safety Officers will also act as fire wardens. In the event of a fire, sound the fire alarm and evacuate the building in line with the instructions displayed on the In the event of a fire posters. Fire Wardens will check that the office is clear, doors and windows are shut (if possible) and that any persons unaccounted for are reported to a Health & Safety Officer Testing of fire equipment and fire drills are undertaken by the landlord in the main office. 6. Accidents, First Aid and Work Related Ill-Health Issues relating to health and safety can be reported by any member of staff directly to a Health & Safety Officer. 5 Accidents, First Aid and Work Related Ill-Health

6 7. Accident Reporting 7.1. The Learning Curve holds Accident Log Books at both sites which comply with the Data Protection Act of 1998 and HSE guidelines. All accidents and near misses are recorded and details stored accordingly; these are then reviewed on a regular basis by the H&S committee If required the Learning Curve will report incidents reportable under RIDDOR to both the HSE and the SFA they will also ensure that all Partners report to both the HSC and to Learning Curve. Where Learning Curve is a sub contractor we will report to the Prime Contractor. For more information on RIDDOR go to Reports will be made using the following specified forms: Reports to the SFA will be made using either Learner Incident Record (All reports other than diseases) Learner Incident Record (A) Report of a Case of Disease (Diseases only) Reports to HSE under RIDDOR will be made via the HSE on line forms using either F2508 F2058 (All reports other than diseases) (Diseases only) For serious incidents a Health & Safety Officer is responsible for conducting an initial investigation and reporting the matter, together with recommendations, to the Chief Executive. This report should be submitted within 3 working days, where practicable, otherwise an interim verbal report may be given pending the final report A First Aid Appointed Person has been appointed to take responsibility in the event of an accident, to ensure that the First Aid box is kept up to date and has an adequate range of appropriate supplies and that the Accident Book is completed when required. 8. Display Screen Equipment All staff will undertake a workstation risk assessment, to prevent conditions such as RSI developing, upon joining the Learning Curve, or when their desk is moved or significantly altered. Results of this assessment will determine if additional equipment needs to be provided such as a footrest. 6 Accident Reporting

7 9. Tutor Responsibility and Risk Assessment 9.1. Tutors teaching in either the IT Suite or Training Suite at Chippenham have responsibility for day-to-day health and safety issues within this learning venue and for ensuring that their learners are aware of Learning Curve s Health & Safety Policy via their induction. They should consult with a Health & Safety Officer on any matters that affect this policy if necessary Tutor Risk Assessment All learning taking place at either the Learning Curve Training Facilities or at external venues (including partner provided sites) should only commence following completion of a tutor checklist and risk assessment form this risk assessment provides a basis for a healthy and safe learning environment and any issues identified should be raised with the Health and Safety Officer. 10. Work Place Vetting and Risk Assessment Prior to any learning commencing in a workplace environment including NVQs, Diplomas and Apprenticeships etc, the workplace is assessed for Health and Safety Standards. This assessment is matched to the SFAHASPS 1-10 this is carried out in line with Learning Curve s Workplace Vetting Procedure, (see appendix II or click link to view orms/workplacehsq.htm which is conducted by either Learning Curve s Health and Safety Officer or a suitably qualified and competent person. 11. Applicable Legislation General health and safety advice can be obtained from a Health & Safety Officer. Additional advice, on-line publications and information are available from the Health and Safety Executive web site ( Some of the specific legislation that applies to this organisation includes: Health and Safety at Work Act 1974 Management of Health and Safety at Work Regulations 1992 Workplace (Health, Safety and Welfare) Regulations 1992 Health and Safety (Display Screen Equipment) Regulations 1992 Noise at Work Regulations 1989 Manual Handling Operations Regulations 1992 Control of Substances Hazardous to Health Regulations Tutor Responsibility and Risk Assessment

8 12. Statutory Notices Statutory notices are to be displayed at each site detailing our Health & Safety Officers and local authority contact. The Health and Safety Officers are to ensure that these notices are prominently displayed at each site Employers and Public Liability Insurance is required to cover our operations at all sites. This is arranged annually with other forms of insurance. However, a Health & Safety Officer is to ensure that adequate cover is maintained at all times and certificates of insurance are prominently displayed at each site. 13. Risk Management The Chief Executive is responsible for managing the risks in conjunction with the Trustees. Risk management is not to be devolved any lower than the Chief Executive. Decisions regarding risk management may be taken between the Chief Executive and the Trustees as required, but are to be minuted and agreed at the next meeting of the Trustees The risk register is considered at all main board meetings and audit subcommittee meetings All identified Health and Safety Risks will be included in the Learning Curve Risk Register All risks identified are dealt with in accordance with the Learning Curve Risk Policy. This document is also available online on our public website at Lone Working Lone working means working in an environment where no other member of staff is available. Lone working is not encouraged at any location Where it is necessary to work alone every precaution should be taken to minimise the potential risks: - Ensure someone knows you are working alone and when you are expected to return home. Ensure that someone knows what to do if you do not return home at your expected time. Ensure you have access to a telephone for emergency calls or that your mobile phone is fully charged and has coverage for the area that you are working. 8 Statutory Notices

9 Try to ensure that public access to where you are working alone is restricted or barred completely. Do not let strangers into the area you are working alone. Have a personal alarm with you to use in emergency. Avoid activity that may be risky or that should not be undertaken alone. Consider asking for an additional person to be available Please refer to the pocket FAST guide Personal Safety at work for you, available from a Health & Safety Officer, for further guidance. For further information on Lone Working please see appendix IV or click on the following link This document is also available on line on our public website at Violence, Harassment and Bullying The Learning Curve recognises that any form of violence, harassment or bullying is unacceptable. Any complaint of violence, harassment or bullying will be treated seriously and will be thoroughly investigated Violence is any incident in which a person is abused, threatened or assaulted in circumstances relating to their work. Harassment is unwanted conduct on the grounds of race, gender, sexual orientation etc. which has the purpose or effect of either violating someone s dignity, or creating an intimidating, hostile, degrading, humiliating or offensive environment for them. Bullying is defined as frequent or infrequent threatening, abusive, intimidating, cruel, vindictive behaviour towards a member of staff which erodes their self-confidence or self-esteem All instances of violence, harassment or bullying are to be reported to the Chief Executive or Health & Safety Officer immediately Please refer to the pocket FAST guide Personal Safety at work for you, available from a Health & Safety Officer, for further guidance on how to deal with violence/aggression. 16. Electrical Safety Electricity can kill. The Learning Curve office/training environments present a low risk of electrical hazard. Staff, should however report any electrical faults immediately to a Health & Safety Officer. Staff are encouraged to regularly review office appliances for any obvious faults such as loose wires etc. 9 Violence, Harassment and Bullying

10 16.2. All of Learning Curve s portable appliances will be tested and maintained in accordance with the HSE PAT guidance. For more information go to This is monitored by the Health & Safety Officers All staff members have a responsibility to use electrical equipment safely and in accordance with the instructions and training they have been given; they are also required to carry out visual checks and notify the IT Technician of any issues. 17. Staff Involvement, Induction and Training All Learning Curve employees job descriptions will include a statement of Health and Safety responsibility in line with their position within the organisation. As part of their staff induction, all new members of staff will receive Health & Safety training within one month of starting employment with The Learning Curve. This training will be coordinated by the Health & Safety Officer. Further training on specific health & safety issues will be given to staff throughout the year and initial health & safety training given at induction will be revised annually. All new employees will receive a staff handbook which includes statements on Health and Safety within the organisation, this forms part of their terms and conditions of employment The Health and Safety Officer is to receive appropriate formal training to perform these duties. Which as a minimum should include one of the following: NEBOSH Certificate / NVQ Level 3 in Occupational Health and Safety / IOSH Managing Safely. Senior management and Trustees should also undertake health and safety training appropriate with their duties. Training needs are to be reviewed on a regular basis or as required by changes to legislation. 18. Manual Handling Manual handling includes such tasks as moving office and training room furniture, moving paper and archive boxes, moving equipment, unloading from cars etc All staff must follow good practice for lifting. No member of staff must attempt to lift carry or manoeuvre any item if they are unsure how to do so safely. A trolley is available to assist in moving items For more information please refer to the HSE Getting to Grips with Manual Handling guide available at Housekeeping and Premises 1 Staff Involvement, Induction and Training

11 19.1. All staff are required to work in a safe way and this includes ensuring fire exists are kept clear, boxes are stored safely and desk areas are kept clean and tidy All staff have a responsibility to ensure the kitchen area is kept clean and tidy, any food left on a Friday will be disposed of to avoid the potential for contamination and infestation Staff should inform the Health and Safety Officer if any risks are identified that cannot be controlled immediately e.g. tripping hazards, faulty equipment etc. 20. Infectious Diseases and Infestations Staff are encouraged to inform the Senior HR administrator if they have an infectious disease to ensure other staff members or learners are not put at risk Any member of staff identifying a cause for concern regarding anyone showing signs of an infectious disease or infestation should inform the Senior HR administrator 21. Contractors and Other Visitors All contractors must report to the senior HR administrator or other designated staff member and must ensure they have the appropriate insurance and safe methods of work etc in place Staff members must ensure that all visitors report to reception and sign in an out the building. 22. Auditing and Review As part of our ongoing aims to monitor, review and where applicable improve health and safety standards the Learning Curve will carry out annual audits of Learning Curve Partners areas covered include: Health & Safety Policy Risk Assessments & Control Accidents, Incidents and First Aid Supervision, Training, Information & Instruction Work Equipment and Machinery Personal Protective Equipment & Clothing Fire & Emergencies Safe & Healthy Working Environment General Health & Safety Management 1 Auditing and Review

12 Management of Learner s/young Person s Health & Safety Please note this is not an exhaustive list and further information can be found in the Learning Curve Partner Auditing and Review Procedure. This document is also available online on our public website at The undersigned confirm that the Learning Curve will adhere to the above policy statement and will ensure that it and the policy detailed is implemented and adhered to at all times. Signature (Chief Executive): Print Name: Date: Signature (Chair of Trustees): Print Name: Date: APPENDIX I A Safe Learner Blueprint for Work Related Learning 1 APPENDIX I A Safe Learner Blueprint for Work Related Learning

13 1 APPENDIX I A Safe Learner Blueprint for Work Related Learning

14 APPENDIX II Workplace Vetting Questionnaire PLEASE COMPLETE DETAILS IN BLOCK CAPITALS Employer Details: Employer s name: Number of employees: Nature of business: Workplace address: Main contact: (Name & Tel No) Health and safety contact: Learner(s) name(s): Supervisor(s) name(s): Type of work carried out at workplace location: Enforcement action: (Prosecutions, Notices) Health and safety committee / safety representation: 1 APPENDIX II Workplace Vetting Questionnaire

15 Health and Safety Procurement Standard: 1 A B C D Is there a clear commitment to health, safety & welfare (written policy statement mandatory when 5 or more employees)? Are the responsibilities for health and safety clearly stated (recorded when 5 or more employees)? Are arrangements for health and safety clearly stated (recorded when 5 or more employees)? How are the commitment, responsibilities and arrangements for health & safety (in 1A 1C above) communicated to employees? Yes/No/NA Evidence / comments Assessment of Standard 1: Met Part met Not met Yes/No/NA Evidence / comments Risk assessment and control A B Have risk assessments been carried out and significant risks identified? Have the significant findings and details of any groups identified as being especially at risk been recorded (this is optional where there are 1 APPENDIX II Workplace Vetting Questionnaire

16 fewer than 5 employees)? C D E F G Have control measures been identified and put in place as a result of the risk assessments? Do the risk assessments take into account young persons, including giving consideration to their age, inexperience, immaturity and lack of awareness of risks? Give details of the risks and control measures relating to the occupations and the specific activities carried out in the workplace. How are the risks and control measures explained to employees and others? Are risk assessments reviewed e.g. in light of the findings from monitoring activities? Assessment of Standard 2: Met Part met Not met 3 Accident, incidents and first aid Yes/No/NA Evidence / comments A B C Have adequate arrangements for first aid materials been made? Have adequate arrangements for trained first aid persons been made? Are accidents and first aid treatment 1 APPENDIX II Workplace Vetting Questionnaire

17 rendered recorded? D E Are or will all legally reportable learner accidents, incidents and illhealth be reported to the enforcing authority and the Learning and Skills Council and will they be investigated to enable suitable remedial action to be taken? How are the arrangements for accidents, incidents, ill-health and first aid made known to all employees? Assessment of Standard 3: Met Part met Not met 4 Supervision, training, information and instruction Yes/No/NA Evidence / comments A B C D E Are employees provided with adequate competent supervision? Is initial health and safety information, instruction and training given to all new employees on recruitment? Is ongoing health and safety information, instruction and training provided to all employees? Is health and safety information, instruction and training recorded? How is the effectiveness of health and safety information, instruction and training assessed, and is the 1 APPENDIX II Workplace Vetting Questionnaire

18 assessment recorded? Assessment of Standard 4: Met Part met Not met 5 Work equipment and machinery Yes/No/NA Evidence / comments A B C D Is correct machinery and equipment provided to the appropriate standards? Is equipment adequately maintained? Are guards and control measures in place as determined through risk assessment? Are safe electrical systems and equipment provided and maintained? Assessment of Standard 5: Met Part met Not met 6 Personal protective equipment and clothing Yes/No/NA Evidence / comments A B C D Is PPE/C provided, free of charge, to employees as determined through risk assessment? Is training and information on the safe use of PPE/C provided to all employees? Is the proper use and storage of PPE/C enforced? Is PPE/C maintained and replaced? Assessment of Standard 6: Met Part met Not met 1 APPENDIX II Workplace Vetting Questionnaire

19 7 Fire and emergencies Yes/No/NA Evidence / comments A B C D E F Is there a means of raising the alarm and fire detection in place? Are there appropriate means of fighting fire in place? Are effective means of escape in place including unobstructed routes and exits? Is there a named person(s) for emergencies? Is fire-fighting equipment, preventive measures and emergency arrangements maintained, including through tests and practise drills? Is a fire log/record book kept? Assessment of Standard 7: Met Part met Not met 8 Safe and healthy working environment Yes/No/NA Evidence / comments A B C Are premises (structure, fabric, fixtures and fittings) safe and healthy (suitable, maintained and kept clean)? Is the working environment (temperature, lighting, space, ventilation, noise) an appropriate safe and healthy one? Are welfare facilities (toilets, washing, 1 APPENDIX II Workplace Vetting Questionnaire

20 drinking, eating, changing) provided as appropriate and maintained? D How is exposure to hazards from physical, chemical and biological agents adequately controlled? Assessment of Standard 8: Met Part met Not met 9 General health and safety management Yes/No/NA Evidence / comments A How does the employer consult and communicate with employees and allow them to participate in health and safety? B Does the employer provide medical / health screening as appropriate and any required medical / health surveillance? C D E F G Does the employer have access to competent health and safety advice and assistance? Does the employer review health and safety annually? Does the employer display the necessary signs and notices? Has an OSR1 / F9 been completed and sent to the enforcing authority? Is employers liability insurance current and other insurance in place as appropriate to the business undertaking? Insurer s name: Policy number: Expiry date: 2 APPENDIX II Workplace Vetting Questionnaire

21 Insurer informed of learners? YES / NO / N/A H How does the employer assess, review and update employees capabilities? I How does the employer manage employees work when it is away from the employer s own premises or when employees are placed with another employer / site? Assessment of Standard 9: Met Part met Not met Assessment Outcome: Recommendation: Accept Accept with action plan Reject Risk category: High Medium Low The Employer or their representative: (Please sign to agree that this is an accurate record of the assessment) Signed: Print name: Job title: Date: 2 APPENDIX II Workplace Vetting Questionnaire

22 Funded organisation Assessment undertaken by: Name: Job title: Health and safety qualifications: Date: Quality assured by: Name: Job title: Date: Assessment type: Initial assessment Re-assessment Other (please specify): Date of next assessment: 2 APPENDIX II Workplace Vetting Questionnaire

23 Action Plan Page of Ref Action required By who Target date Completed (signed of) Action plan prepared by: Agreed by: Signed: Date: 2 APPENDIX II Workplace Vetting Questionnaire

24 Action plan review dates: Standard 10 Learner s name: Employer s name and learner s work location(s): 10 Management of learner s / young person s health and safety Yes/No Evidence / comments A Has the employer assessed the risks to the learner / young person taking into account their age, inexperience, immaturity and lack of awareness of risks? Have the assessments taken into account any other special needs or circumstances including any disability and/or medical/health condition? B Has the employer put in place control measures for learner / young person as a result of the assessments and have they informed the learner and their supervisor(s)? 2 APPENDIX II Workplace Vetting Questionnaire

25 C Detail any necessary prohibitions and restrictions identified by the risk assessments that apply to the learner/young person. D E F Does the employer provide competent supervision for learners / young persons and do they have a designated person to take overall responsibility for them? (Note - where necessary, suitability checks may be required for reasons of child protection and the protection of vulnerable adults). Does the employer provide an induction and ongoing information, instruction and training to learners / young persons reflecting the findings of the risk assessment, working environment, work activities, age, experience and any special needs? Does the employer provide, free of charge, any necessary personal protective equipment and clothing (as determined by the risk assessment) and ensure its proper and effective use? Supervisor(s) name(s): Assessment of Standard 10: Met Part met Not met Action Plan Page of Ref Action required By who Target date Completed (signed of) 2 APPENDIX II Workplace Vetting Questionnaire

26 Action plan prepared by: Agreed by: Signed: Date: Action plan review dates: 2 APPENDIX II Workplace Vetting Questionnaire

27 APPENDIX III Learning Curve Partner Auditing and Review Procedure AUDIT PROCEDURE FOR MIS Audit times for audit MIS data are selected to be during the less busy periods after courses are anticipated to have finished: Audit points: February, May and August. To sample 90 learners a year, 30 at each audit. These to be selected using the LSC DSAT audit software sampling system. This software is downloaded from the LSC website along with all other software such as Learner Information Suite (LIS) and the Learning Aim Database (LAD) which are needed for the process. This software is required for funding calculations and reports relating to funded learning and user manuals are available on the site. The DSAT will test the data from the ILR file from the LIS also from the LSC and produce a set of error reports in excel. It will also produce a sample list for audit. This list will be used to generate a balanced audit sample across all funding streams and subject areas. Stage 1 Using the sample list and the MIS Audit Checklist, locate the learners documentation and record all that is on file on the checklist checking for signatures and completeness. Minimum should be: Risk assessment or Health and Safety Form for workplace Enrolment form or NatILR, TtG Eligibility Form and Employer Form for ER funded Register or Action Plan for NVQ s Annotate what is not filed and based on the current status on the course- not started; running; complete- and the dates, determine if the expected paperwork is there. If any expected paperwork is missing compile a list of partners to contact to locate and send in what is missing or produce an explanation of why it is not on site. Expand the sample for those partners/areas by 30%. 2 APPENDIX III Learning Curve Partner Auditing and Review Procedure

28 Stage 2 Check the associated paperwork from the partner: Public Liability Health and Safety policy and Letter Tutor Details and IFL registration Course proposal and venue details Once the audit and the updates from partners is complete, compile a report based on the findings with Issues and action points to be followed up. Report on outcomes to Managers of each funding stream. Quality team to monitor audits are taking place. General report to be provided to Quality Trustee Sub Committee. 2 APPENDIX III Learning Curve Partner Auditing and Review Procedure